September 2023 Exec Subcommittee Meeting Minutes
Extracted text (via pymupdf)
6451 characters
Meeting Minutes
Chandler Museum Foundation
Executive Subcommittee
Regular Meeting
September 5, 2023, | 1:00 p.m.
Chandler Museum, Saguaro Room
300 S. Chandler Village Drive., Chandler, AZ
Call to Order
The meeting was called to order by Joan Clark at 1:12 p.m.
Roll Call
Board Member Attendance
Staff Attendance
Joan Clark, Vice-Chair
Jody Crago, Museum Manager
Tom Escobedo, Treasurer
Absent
Barbara Meyerson, Chair – Excused
Scheduled and Unscheduled Public Appearances
None
Consent Agenda
1. August 2023 Museum Foundation Executive Subcommittee Meeting Minutes
Tom Escobedo made a motion to approve the meeting minutes from August 7, 2023.
Joan Clark seconded the motion. Motion carried unanimously (2-0). The minutes
were approved as written.
Action
2. Recommend Draft Mission Statement
Joan Clark made a motion to recommend a draft of the Mission Statement to the full
board.
Page 2 of 4
Tom Escobedo seconded the motion. Motion carried unanimously (2-0).
The Executive Subcommittee Members reviewed the drafts created by Jacki Ryan of
the Mission Statement Workgroup.
Discussion ensued and edits were made.
The second version, with some changes, is the draft recommended to take to the full
board at the September board meeting.
3. Recommend the Creation of the Idea Incubator Workgroup
Joan Clark made a motion to recommend the creation of the Idea Incubator
Workgroup to the full board.
Tom Escobedo seconded the motion. Motion carried unanimously (2-0).
The Idea Incubator Workgroup gathers and reviews the ideas introduced in board
meetings. Board members can also email the Workgroup members directly with
ideas.
The Idea Incubator Workgroup decides what ideas should be pursued. These ideas
are brought forth to the Executive Subcommittee for review before being presented
to the Museum Foundation Board.
The Chair will reach out to some board members to inquire if they are interested
serving on this Workgroup.
Joan Clark mentioned Calvenea Malloy would be a good fit for this Workgroup since
she visits different museums and attends various events.
Briefing
4. Discuss the Creation of a Governance Subcommittee
Creating a Governance Subcommittee was discussed at the Strategic Planning
Session.
Some of this subcommittee’s responsibilities would include:
o The creation of the Spending Policy.
o Ensuring the Foundation’s policies are current and being followed accordingly.
o Bring forward nominations of future candidates.
o This subcommittee will govern the day-to-day operations of the Foundation,
such as tracking the terms of board members and officers; calendar of when
tasks are to occur like working on the budget and appointments to the
Celebration Plaza Committee are due; exploring new programs which could
be offered at the Museum; and so forth.
5. Schedule Strategic Planning Subcommittee Meeting
Meeting Date
o The Strategic Subcommittee members include Joan Clark (Chair), Barbara
Meyerson, Tom Escobedo, Martin Sepulveda, Brenda Abney, and Jody Crago
(Staff Liaison).
Page 3 of 4
o The subcommittee has not been meeting due to various events.
o Joan Clark would like to start meeting again. Clark will send information and
meeting date options to Jody Crago, who will then forward it to the
subcommittee members so a meeting can be scheduled.
o One of the first items the Strategic Planning Subcommittee will work on in
taking the Strategic Planning Framework and creating a concise and complete
plan.
Next Steps for Expanding Workgroup Research Results – This item was tabled.
6. Directors & Officers (D&O) Liability Insurance for Museum Foundation Board
Tom Escobedo has three applications. Escobedo highlighted a few areas in which he
has questions.
Joan Clark will review the applications and assist Escobedo.
Tom Escobedo will contact Michelle Mac Lennan to see what the Chandler Cultural
Foundation has in place regarding D&O Liability Insurance.
Once the applications are completed, quotes can be obtained.
7. Chandler Museum Foundation Budget Status Update
Jody Crago started drafting the FY23-24 Budget for the Museum Foundation.
The draft of the budget will be a briefing item on the September board meeting
agenda.
Jody Crago and Tom Escobedo will review the information prior to the proposed
budget being presented to the Executive Subcommittee at their October meeting.
Once presented to the Executive Subcommittee, the proposed budget will be
brought to the full board for approval.
8. Financial Update
The financial data is inputted into QuickBooks by a City staff member, Rynel Aldecoa.
Aldecoa creates the financial reports reviewed by Tom Escobedo, Treasurer, at the
board meetings.
Jody Crago, Tom Escobedo, and Rynel Aldecoa will meet to examine the current
reports and ensure they contain all the data the board is asking for.
9. Discuss Next Topic for Museum Moment: Museum Programs
The next topic for the Museum Moment will be to review with the board the
programs the Museum provides.
Joan Clark suggested to include in the Museum Moment the quarterly calendar of
the Programs & Events held at the Museum. This calendar contains a variety of
programs and events open to all. There may be some programs and/or events board
members would like to attend or participate in.
Page 4 of 4
10. Review Agenda for next Museum Board Foundation Meeting
The agenda has been set for the September 28th Museum Foundation Board
Meeting.
One of the briefing items at that board meeting will be the “From Where to Here”
report.
Member Comments
None.
Member Announcements
None.
Calendar
11. The next Museum Foundation Board Meeting will be held on Monday, September 18,
2023, at 5:30 p.m., at the Chandler Museum, Saguaro Room, 300 S. Chandler Village Drive,
in Chandler, Arizona.
12. The next Executive Subcommittee Meeting will be held on Monday, October 2, 2023, at
1:00 p.m., at the Chandler Museum, Saguaro Room, 300 S. Chandler Village Drive, in
Chandler, Arizona.
Adjourn
With no other business to discuss, the meeting was adjourned at 2:22 p.m.
Joan Clark, Vice-Chair
Jody Crago, Staff Liaison