Roswell Museum Board of Trustees

MINUTES OF THE BOARD OF TRUSTEES Monday, August 17, 2015 REGULAR MEETING AT 4:00 p.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, Jamie Barnes, Rey Berrones, Melinda Gonzalez, Miranda Howe, Peggy Krantz, Lorie Mitteer, Bill Siders, Tom Tutor, and DeAngela Velasquez being present; a quorum was established. Staff present: Michael Hall, Director; Olga McGuire, Membership Coordinator. Guests present: Mayor Dennis Kintigh; Jonathan Phillips, Director of Administrative Services; Sharon Coll, City Clerk. CHAIRS REMARKS 1. Chair Tucker updated Board members of a meeting with Mayor Kintigh, City Council member Caleb Grant, and Board of Trustee Member Peggy Krantz. Member Peggy Krantz stated clarification helped her understand what the board is doing wrong, and for the board to be more vigilant about the Open Meeting Act. Member Krantz felt the City understood the museum accreditation rules expressing the importance of communication between the City and the Museum. Chair Tucker advised the board of the annual report on activities required by law to be turned in on or before June 13 of every year to the City Council. Mr. Jonathan Phillips, Director of Administrative Services, clarified the contents of the report and format stating it would be a recap of the year within the scope of the Board of Trustees. Mr. Phillips continued with clarification, indicating the role of trustees, such as activities, programs, gifts, acquisitions, and active volunteer participation. Director Michael Hall stated he had submitted a one page summary of the year in December to City Council. Chair Tucker stated the lending of the paintings to City Hall was discussed in the meeting with Mayor Kintigh. Mr. Phillips updated the Board stating the City carpenter constructed properly secured frames mounted on City Hall walls, to rotate the show as deemed appropriate through the Curator at the Museum. Miranda Howe asked for discussion on the protocol of program, education, and loaning of art. Mayor Kintigh suggested RMAC staff should be a regular part of the Board of Trustees agenda for collection updates.  Mayor Kintigh also suggested RMAC staff have museum collection tours and exhibit workshops for the Board members. PUBLIC PARTICIPATION: none APPROVAL OF AGENDA 2. Member Tutor motioned to approve the agenda as presented. Member Mitteer was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES July 20, 2015 3. Member Siders motioned to approve the minutes of the July 20, 2015 meeting, with the exception of moving regular item number D to E and all others to follow. Member Gonzalez was the second. A voice vote was unanimous and the motion passed. MEMBERSHIP AND ATTENDANCE REPORTS FOR THE MONTH OF July 2015 4. Olga McGuire Membership: reported with copy of attendance recorded at 4805 total visitors to include classes, planetarium, meetings, and tours with attached excel spread sheet. DIRECTORS REPORT FOR THE MONTH OF July 2015 5. Michael Hall presented his Directors report, with a printed copy to all members, including reports from the Curator of Education and Curator of Collections and Exhibits. Michael Hall reported on the Clay studio classes, Planetarium’s NASA channel, and the Roswell Fine Art League event stating all increased attendance to the Museum. Director Hall also provided an update on the Xcel Grant. OLD BUSINESS 6. Chair Tucker informed the Board on the City Council dais, stating the City staff is committed to making arrangements for the dais to be moved without interfering with current exhibits. NEW BUISINESS 7. Chair Tucker asked the Board members to voice their opinion on how to commence training on the Open Meetings Act. All members agreed to begin process of training as soon as possible. Mr. Phillips stated the City staff will be offering two OMA trainings scheduled for all to attend at specified location or on line for certification. 8. Member Howe advised the Board of her absence from meetings for the next three months, stating she would be attending The Kohler Artist Residency program in Wisconsin. NON-ACTION ITEMS: None ADJOURN Member Berrones motioned to adjourn. Member Siders was the second. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:35 p.m. Respectfully Submitted Olga McGuire, Membership/Event Coordinator