Roswell Museum Board of Trustees

MINUTES OF THE BOARD OF TRUSTEES Monday, July 20, 2015 REGULAR MEETING AT 4:00p.m. CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chair Joyce Tucker at 4:00 p.m. ROLL CALL The regular meeting of the Board of Trustees convened with Chair Joyce Tucker presiding and members, Tom Tutor, Lorie Mitteer and Miranda Howe, Peggy Krantz, Melinda Gonzalez, and Bill Siders being present; a quorum was established. Members Rey Berrones and De Angela Velasquez being absent. Staff present: Michael Hall, Director, Olga McGuire, Membership and Deborah Melancon, Bookkeeper. PRESIDENT’S REMARKS Chair Tucker announced to the members, the Board of Trustees will continue with eleven members. She also stated no new members have been voted on by City Council PUBLIC PARTICIPATION: Elaine Howe, Laurie Rufe, Bill Brainerd, Larry Connolly APPROVAL OF AGENDA 1. Member Siders motioned to approve the agenda as presented. Member Krantz was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES SPECIAL MEETING JUNE 8, 2015 2. Member Tutor motioned to approve the minutes of the June 8, 2015 meeting. Member Howe was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES JUNE 15, 2015 4. Member Mitteer motioned to approve the minutes of the June15, 2015 meeting. Member Howe was the second. A voice vote was unanimous and the motion passed. FINANCIAL REPORT FOR THE MONTH OF July 2015 5. Deborah Melancon read report for July 2015. MEMBERSHIP AND ATTENDANCE REPORTS FOR THE MONTH OF July 6. Olga McGuire Membership: reported with copy of attendance recorded at 2872 total visitors to include classes, planetarium, meetings, and tours with attached excel spread sheet. Membership reported: UFO Costume contest attendance of 1050 spectators at Visitor Center. Costume Contest registered 62 human contestants and 22 pet contestants. Volunteer/ Greeters total of six Monday thru Sunday and report of upcoming event. DIRECTORS REPORT FOR THE MONTH OF June 2015 7. Michael Hall presented Directors report, including a printed copy to all members, including reports from Curator of Education and Curator of Collections and Exhibits. Michael Hall acknowledged, Olga McGuire Costume for the organization of UFO festival Alien Costume Contest and member Siders for his volunteering in the Planetarium. OLD BUSINESS 8. Michael Hall gave an update on Planetarium stating will continue to proceed with research and investigation on updating the equipment. Johnathon Phillips, Director of Administrative Services gave an update on the Planetarium Director Position, stating advertisement has been distributed in a variety of locations. NEW BUISINESS 9. Chair Tucker introduced Sharon Coll City Clerk. Ms. Coll stated the reason of City personnel attending this Board meeting is to answer, clarify and help the Board through the process within the Open Meeting Act. Ms. Coll stated her and Mr. Phillips, Director of Administrative Services, listened to both June 8th, and June 15th meetings on tape from beginning to end, stated several items being structure and the contents of the meeting could be considered in violation. Ms. Coll stated on two separate occasions, motions were made in reference to non-action items acted upon twice, but not sure if a vote was taken due to not being audible. Mr. Phillips reminded the Board members they are appointed by City Council, representing the City of Roswell. Board of Trustees are for recommending programs, activities, special events, and for collections at the museum. Mr. Phillips reminded the board members that the discussion of the City Council Dais, concerns of operations, hiring, firing, handling budget, approvals of capitol items, or maintaining of the facility, are not purview to the board,. Mr. Phillips stated Board members can discuss programing, classes, activities, voting, taking action or making recommendation are with purview of the Board, as a recommending body, in all aspects of the museum. Mr. Phillips stated there was more conversation not within purview of board members, recommending any item the board wishes to discuss, in the future pertaining to programing or events, would not fall under new business, but under item/category or lettering of discussion, adding item under discussion. Mr. Phillips stressed the importance for the Board to understand recommendation can be made to city council, but concerns about operations of the facility cannot be vetted through the Board. Mr. Phillips asked the Board to be careful as to what Items are place on the  agenda in the future. Member Krantz, Chair Tucker and member Tom Tutor asked questions as how to handle building situations. Mr. Phillips stated the job responsibilities of the Museum Directors Michael Hall, is to correct problems within the building not the responsibilities of the Board members, reminding the Board members of certain list of categories that are recommended by the board to City Council. Mr. Phillips and City staff offered additional training or material on Open Meeting Act, to simplify and make sure the Board is within the law. Chair Tucker agreed to add to next month agenda for discussion. 10. Discussion of the Open Meetings Act by the City Attorney, William Zarr Chair Tucker introduced, City Clerk, William Zarr, and City Attorney, to discuss the Open Meetings Act. City Attorney William Zarr, stated the Board is a Public Body, under the open meeting act. City Attorney Zarr, explained the quorum in an 11 member quorum is six. City Attorney Zarr explained discussion of public business, as the board, are required to comply with Open Meetings Act. City Attorney Zarr state there has to be notice of meetings, open with certain exceptions in the law for what are called closed meeting and since the RMAC is an advisory board, there would be no need or be appropriate for the Board to have a closed meeting. City Attorney Zarr explained the agendas procedure, for order to meetings, stating the agenda is to notify the public of what is going to be discussed, giving the public an idea of what’s going to be new and old business. City Attorney explained the difference of what may be discussed or what may be taking action on, reminding the board of making no changes to agenda, and cannot take action or make recommendation to City Council. City Attorney Zarr, advised the board members are bound to agenda, no recess in the action or the meeting. City Attorney Zarr continued with saying, items cannot be put on discussion that body has no pervue over, voting on such discussion would make action invalid, with no force in effect, informing the board violations of the Open meetings Act, intentional violations, are misdemeanors, and can be fined up to $500. 11. Discussion of City Council Dais Miranda Howe stated her concern was not the City Council meeting but that of the building and storage of the Dais. Mr. Phillips stated a discussion between City Manager, staff members, and Director Michael Hall, was to seek alternative location for City Council and Planning & Zoning meetings held on the 3rd floor of City Hall. Mr. Phillips stated alternative meeting space was sought because of multiple issues at City Hall, bathrooms, elevators, accessibility of the meeting to the general public, and to be in compliance with the Open Meeting Act. Mr. Phillips stated, Director Michael Hall, indicated the Bassett Auditorium was an option having no issue with storage, advising the City staff, the classroom was the storage location of the Dais. Director Michael Hall stated the Mayor Kintigh and City Manager Steve Polasek, stated having City Council meeting in the Bassett Auditorium would be great exposure to museum. Mr. Phillips stated storage of the Dais has since then become an issue because of class programing six days a week at RMAC, stating alternative storage will be in the RMAC loading dock, with City staff assisting in transfer of Dais. Mr. Phillips assured the Board the Dais will  not be permanent in the Bassett Auditorium. Member Howe and Member Krants voiced concern of protection of art work, and having no knowledge of building plans presented to the board. Mr. Phillips stated plans of Dais should have been part of a Directors report given to each board member. Director Michael Hall stated he was never shown blue prints, or discussion of size of Dais, and first view was with Board members. Citizen, Laurie Rufe stated the Bassett was built for, film series, events, programing, and lectures and expressed her concern of museum accreditation. Ms. Rufe’s other concern in storing Dais, was of shipping, and storage of existing items such as, ladders, transfer dollies, art work, Sculptures, and emphasizing loading dock is designed for disaster evacuation. Mr. Philips stated he thought loading dock was a good plan for storing Dais and will follow with the plan, taking Ms. Rufe’s concerns into consideration. Chair Tucker stated after recent visited with Mayor Kintigh, there was no mention of storage of Dais, and felt that decisions had been made by City officials without consulting the Boards advice. Citizen Larry Connolly, stated he agreed building of Dais was not discussed properly and asked if other city buildings could be alternative storage. Member Tutor recommended Visitor Center. Mr. Phillips advised the board, meetings will be scheduled outside of operation hours, pledging addition staff and time, to transfer Dais to loading dock taking every precaution to protect the art in the museum. Director Michael Hall stated that scheduling will be looked into to avoid conflict with City Council meetings. Citizen, Past Mayor, Bill Brainerd, stated in meeting with Mr. John Bassett and Ms. Sally Toles, both involved in raising money to build facility, had never been advised of building of Dais for City Council meetings. Mr. Brainerd stated the Bassett Auditorium was dedicated to Mr. Bassett’s deceased wife, and was paid for by private donors with a specific goal to expand the museum, stating his biggest concerned are about donors. Chair Tucker, stated she felt all members of the board feel Dais is an issue. Chair Tucker and Member Tutor both stated they were advised by Director Michael Hall, funding for Dais wiring was taken from museum budget money. The comment was corrected by Mr. Johnathan Phillips stating funding was totally separate for wiring of museum, as it was for all other city building, not just for Dais. Mr. Phillips apologized for misinformation or lack of information given to the board and expressed concern of major internal communication issues, and stated he would strive to be improved, with staff and through Board of Trustees meetings at RMAC. Mr. Phillips extended an invitation to discuss anything further via email or phone call. Chair Tucker closed the meeting by stating the board hopes the city is committed to making this work with museum programing and events. Mr. Phillips City Council has agreed to move their next meeting to accommodate Fine Arts Event in August NON-ACTION ITEMS: None ADJOURN Member Krantz motioned to adjourn. Member Siders was the second. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:30 p.m. Respectfully Submitted Olga McGuire, Membership/Event Coordinator, RMAC