Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Tuesday, February 16, 2016 at 4:00 p.m. Bassett Auditorium at RMAC 100 W. 11th Street Chair: Peggy Krantz Members: Jamie Barnes, Rey Berrones, Donovan Fulkerson, Miranda Howe, Lorie Mitteer, Pricilla Ornelas, Nanette Schumacher, Bill Siders,De Angela Velasquez, and Jessica Parham Staff Coordinator: Laurie Rufe, Interim Museum Director RMAC-Foundation: Cindy Torrez, Director A. Call to Order B. Roll Call C. Approval of Agenda (action item) D. Approval of Minutes (action item) 1. Consider approval of the January 19, 2016 meeting minutes 2. Consider approval of the January 23, 2016 Strategic Retreat minutes E. New Business 1. Strategic Plan Review (discussion item) 2. Acquisition (action item) 3. Museum Loan (action item) F. Chair’s remarks G. Membership/Event Report H. Director’s Report I. RMAC-Foundation Report J. Old Business K. Adjourn Next Meeting: March 21, 2016 Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 15-56. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 02/11/2016  DRAFT COPY MINUTES OF THE BOARD OF TRUSTEES Tuesday January 19, 2016, REGULAR MEETING AT 4:00 p.m. CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chairwoman Peggy Krantz at 4:00 p.m. ROLL CALL The regular meeting of the Board of Trustees convened with members Peggy Krantz, Jamie Barnes, Rey Berrones, Bill Siders, Nanette Schumacher, DeAngela Velasquez, Lorie Mitteer, Miranda Howe, and Jessica Parham being present. A quorum was established. Members absent: Donovan Fulkerson, Priscilla Ornelas. Staff present: Laurie Rufe, Interim Director; Olga McGuire, Membership/Events Coordinator. Guests present: Cindy Torrez, RMAC Foundation; Cindy Simmons, RISD-Creative Learning Center; Dietta Hitchcock, ABC Foundation. APPROVAL OF AGENDA Member Siders, motioned to approve the agenda as presented. Member Schumacher, was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES December 21, 2015 Meeting Member Schumacher motioned to approve the minutes of the December 21, 2015 meeting. Member Velasquez was the second. A voice vote was unanimous and the motion passed. NEW BUSINESS ― Discussion RMAC EDUCATION PROGRAM REVIEW Cindy Simmons RISD Creative Learning Center representative and Dietta Hitchcock of ABC, Arts Connect, were guests that shared ideas to partner with the RMAC including the possibility of after school art and science programs. Ms. Simmons and Ms. Hitchcock stated they both feel art is very important to children. Ms. Simmons stated there are 800 sixth graders to be served. She expressed transportation concerns for those interested. Ms. Simmons commended Elaine Howe for her part in getting present classes together at the RMAC. Interim Director Laurie Rufe suggested that RMAC and RISD meet again to share ideas and felt there was a possibility of creating some after school classes for next fall. Grants to fund transportation are possible. She also wanted the new Curator of Education to be involved in the conversation. Acquisition ― Action Item DRAFT COPY Discussion and Vote on Object(s) to be added to the RMAC Collection: 1. Sara Woodbury, Curator of Collections, presented and discussed paintings by Ted Kuykendall Untitled, Ted Kuykendall, Untitled, Frank Ettenberg, #8, Reg Loving, Untitled, and Roy De Forest, Untitled, COMMITTEE VOTE: 1. Member Mitteer motioned to accept donation of 5 pieces, Miranda Howe was the second. A voice vote was unanimous and the motion passed, and signature obtained by all members. 2. Member Mitteer motioned to accept: Roger Sweet, Axis of Evil. Member Berrones was the second. A voice vote was unanimous and the motion passed and signature obtained by all members. Exhibit Loan Request ― Discussion Item Interim Director Rufe stated there was no action item, but discussed a request from the Tate Modern in London to borrow the Georgia O’Keefe painting, Ram’s Skull with Brown Leaves. This would be a major traveling exhibit of Georgia O’Keefe’s work beginning in mid-2016 at the Tate Modern and then traveling to Vienna and Montreal. Director Rufe expressed that this is a unique opportunity for our painting to be viewed by thousands of people globally. The staff did have some concerns and are talking to conservator Dale Kronkright about framing, crating, and shipping issues. Interim Director Rufe advised the board members the painting would be gone for a year and a half. CHAIR’S REMARKS Chairwoman Peggy Krantz introduced new Board member Jessica Parham, art teacher at Roswell High School. Ms. Parham gave a brief biography, including her current administrative duties with the Second Saturday program at RMAC. Member Parham stated she is an active member of the Pecos Valley Potters Guild, and is very happy to be a member of the board of Trustees. Chairwoman Peggy Krantz attended the Foundation meeting, stating the Foundation would like to have Director Cindy Torrez present a report at future Board of Trustees meetings to keep members aware of what and how much the foundation does for RMAC. MEMBERSHIP AND ATTENDANCE REPORTS: For the Month of December 2015 Olga McGuire, Membership Coordinator, reported that attendance for the month was recorded at 1523 total visitors including classes, planetarium, meetings, and tours. DIRECTORS REPORT Interim Director Laure Rufe updated board members on the status of the Curator of Education search. The committee comprised of: Laurie Rufe, Sara Woodbury, Laureta Huit, Cindy Torrez, Aria Finch, and Jamie Barnes has conducted on-site and Skype interviews. The three top applicants have been asked to complete an exercise that will evaluate their creativity in developing education programs, and their writing abilities. Director Rufe also updated the Board on the Executive Director search which is now posted on the City’s website and on the Waters & Company website, with a brochure created as well. Director Rufe reported the Museum’s closure due to the recent blizzard, Sunday, December 27 through Thursday, December 31. Leaks were found in the Shipping and Receiving ceiling, on the ground level of the Horgan Gallery, and in the staff kitchen. The floor covering in the kitchen will have to be replaced. Director Rufe reminded members of the Strategic Long-range Plan (2013-2016) meeting scheduled for Saturday, January 23, 2016. Interim Director Rufe advised the Board members that the meeting will be scheduled as a regular board meeting to include staff, Board of Trustees, and Foundation, as well as any interested members of the public OLD BUSINESS No Old business Foundation Report Ms. Torrez provided the Board members with a detailed handout which included ways that the Foundation supports the Museum: Acquisitions, Conservation and Collections Care, Exhibits, Capital Projects, Community Outreach, Program Development, and Staff Support. Ms. Torrez educated Board members regarding the Foundation’s history: founded in 1987 to promote and support the Roswell Museum and Art Center, its education programs, and its operation and maintenance. Since 1987, the Foundation’s goal has been to support the Museum by providing financial resources to develop programs that inspire learning and creative exchange. Ms. Torrez is the only employee of the Foundation. She will keep members of the Board updated every month with a Foundation report. ADJOURN Member Siders, motioned to adjourn. Member Howe was the second. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:17 p.m. Respectfully Submitted Olga McGuire, Membership/Event Coordinator DRAFT COPY  DRAFT COPY MINUTES OF THE BOARD OF TRUSTEES Special Strategic Planning Retreat Saturday, January 23, 2016, REGULAR MEETING AT 9:00 a.m. CALL TO ORDER The special planning meeting of the Board of Trustees was called to order by Chairwoman Peggy Krantz at 9:00 a.m. ROLL CALL The special planning meeting of the Board of Trustees convened with members Peggy Krantz, Jamie Barnes, Rey Berrones, Bill Siders, Nanette Schumacher, DeAngela Velasquez, Lorie Mitteer, Miranda Howe, Jessica Parham, Donovan Fulkerson, and Priscilla Ornelas, being present. A quorum was established. Staff present: Laurie Rufe, Interim Director; Olga McGuire, Membership/Events Coordinator, Sara Woodbury, Curator of Collections and Exhibits Guests present: Cindy Torrez, RMAC Foundation, Dietta Hitchcock, RMAC-Foundation member, Larry Connolly, Citizen NEW BUSINESS Interim Director Rufe, began the program with a review of the agenda and packet provided to each member. She also introduced tour guides board member/docent Bill Siders, and docent Ann Huff, who led tours of the Goddard and Aston Collections to demonstrate what guided tours entail, and to educate the board members about RMAC collections. The tour began in the Goddard lounge with Member Bill Siders’ excellent talk on the history of Robert H. Goddard including Goddard’s studies, experiments, accomplishments, and the acquisition of the Goddard collection by RMAC. Guest Docent, Ann Huff took the group through the Aston’s thematic exhibits of Family and Community, Spirit, Farming and Ranching, Trade and Exchange, and War and Conquest. Ms. Huff shared her wealth of knowledge and experience as a longtime docent at RMAC. After returning from the tours, Interim Director Rufe reviewed contents of members’ packets: 1. Strategic Plan adopted in 2013 through calendar year 2016. Interim Director Rufe referred to Jim Collins’ book, Good to Great, which she has used in the past to formulate the Museum’s course, sharing the quote: “good is the enemy of great.” Interim Director discussed with members, what RMAC does best, what it is most passionate about, and what makes it unique, all factors that help to contribute to the Good to Great philosophy and which were used in development of the 2013 plan. Director Rufe stated, for a breakthrough to occur in any organization it takes: a. disciplined people, disciplined thought, and disciplined action; b. getting the right people on the bus, getting them in the right seats, and getting the wrong people off the bus so that you can drive it forward, and c. every good-to-great company must look at the brutal facts but maintain unwavering faith that they will prevail in moving forward. 2. Director Rufe also included in the packet the results of a joint meeting City Manager Steve Polasek facilitated in February, 2015 among both Boards. Good Things and Growth and Improvement were topics. 3. Included in the packet was a diagram (created by Director Rufe for an earlier strategic plan) of the Working Environments: Internal and External of the RMAC which included stakeholders, partners, and associates. 4. And a Status Report on the 2013-2016 plan. Interim Director Rufe led members through an interactive discussion of what RMAC is best at, most passionate about, and what is most unique about RMAC. This listing will be provided to the Board at the next meeting. Director Rufe led a discussion on the status of the plan including the following goals: Goal 1: Project a Unique, Cohesive, and Positive Image Goal 2: Offer Exemplary Programs and Exhibitions Goal 3: Strengthen Collections Management, Interpretation, and Public Access Goal 4: Ensure That Sufficient Resources are Available for the Future Operation and Maintenance of the RMAC Based on its Vision Rufe divided members into three groups to address three important objectives in the plan, to solicit ideas how we can move forward. They included: 1. Improve staff and board performance. 2. Make the Museum more visible and accessible to the public through improved wayfinding, and enhanced exterior environment. 3. Strengthen the Goddard Planetarium’s public image and program effectiveness. These are issues Director Rufe considers most pressing and in need of immediate attention for 2016, along with improved marketing for the Museum. Each group reported with a variety of responses that will be shared in a written report at the next Board meeting. DRAFT COPY CHAIR’S REMARKS Chair Krantz welcomed everyone to the retreat, stating one of her goals was to educate board members, old and new, to feel confident in being board members. Her intent is to have board members more knowledgeable about the museum, and make RMAC more cohesive and unified prior to the new director coming. OLD BUSINESS No Old business ADJOURN Member Howe, motioned to adjourn. Member Siders was the second. A voice vote was unanimous and the motion passed. The meeting adjourned at 3:48p.m. Respectfully Submitted Olga McGuire, Membership/Event Coordinator DRAFT COPY Strategic Planning Retreat – January 23, 2016 Break Out Discussions I. Improve Staff and Board Performance 1. Repair relationship with Foundation as a result of RMACF being pushed away by former director. Get Foundation members more involved and excited. 2. Better communication among all entities (staff and both boards). 3. Continue to build positive institutional culture to repair damage. Create a change in attitude. This is happening, but at a slower pace than anticipated. 4. Follow the Collins maxim of disciplined people, disciplined, thought, and disciplined action. 5. To avert going back and losing ground in a number of areas, make sure that the history, practices, activities, etc. of the Museum are known to all. Continue the educational process with staff and boards. 6. Work with the City in a highly professional manner and always link decision-making to mission, vision, and core values. 7. All people need to be vested in the mission, vision, and values – staff, both boards, City of Roswell. 8. Provide educational opportunities – professional development – trainings, field trips, etc. to expand expertise of staff and board members. 9. Make sure all board members understand expectations. Define what a quality board member is. Develop a statement for each new prospective board member that discusses expectations, roles, responsibilities, etc. 10. Board develop deeper relationships with staff and vice versa. Perhaps have a networking/social activity that occurs monthly or bi-monthly (this could be a brief educational program coupled with refreshments). Get to know one another. Get to know people’s expertise and areas of interest. 11. Develop a system to acknowledge staff contributions. 12. You are as strong as your weakest link. Make all links strong. Get the right people on the bus, the wrong people off the bus, and the right people in the right seats. II. Make Museum More Visible Through Way-finding and Aesthetic Improvements Exterior of the Facility 1. Place EXIT ONLY sign on north door to Planetarium. 2. Place directional signs pointing visitors to south side parking lot for main entrance. 3. Change official address for museum and Civic Center to something like Civic Plaza 1 and 2. 4. Move William Goodman’s sculpture to front of the building or at least to a more visible sport. 5. Begin program for public art and place more works outside museum approach and entrance (a sculpture park?). 6. New bridge design input to City to maximize visual appeal. 7. East wall of the museum facing Main Street is a huge blank and needs a colorful and eye- catching logo/art that could be created collaboratively by local artists. 8. East side of museum facing Main Street should have larger banners to advertise what is happening inside the museum visible from Main Street as you drive by. 9. Free-standing armatures could be used to avoid drilling or attaching anything directly to the building. 10. Xeriscape landscaping. Community 1. Invest in a permanent billboard. 2. Hotel/motel key cards. 3. Hotel rack cards. 4. Join with other museums to advertise and PR. 5. Use vacant shops downtown to display mini-installations in windows. 6. Alternative to airport art, create for airport and other public facilities to artfully advertise and/or display artworks, history and science items/images for public information. 7. Create reciprocal relationships with other museum guilds for tours and travel packages. 8. Chamber of Commerce website, digital displays, website links. 9. “YOU ARE HERE” maps displayed publically around town especially where pedestrians may gather and at parking areas such as Civic Center, RMAC, Main and 2nd Street, john Chisum Statue across from Courthouse and at the Courthouse, major restaurants, and parks. III. Improve Goddard Planetarium’s Public Image and Program Effectiveness Planetarium: 1. Incorporate Planetarium activities into the RMAC Class Schedule (evening, weekend, class). 2. Open doors for viewing of Planetarium when not in operation – rope off entry so that people can peer in. 3. Offer star gazing events and telescope classes 4. More programming: guest speakers, experiments, etc. Goddard Collection/Exhibit: 1. Incorporate into RMAC’s Class Schedule 2. Viewing of Goddard history CD on larger screen; Update and move to a larger area – lounge? 3. More seating for viewing WHAT WE ARE BEST AT WHAT WE ARE MOST WHAT MAKES US MOST PASSIONATE ABOUT UNIQUE Art, History, and Science Art, History, and Science Art, History, and Science Art Education/Ceramics Program Art Education/Ceramics Program Art Education/Ceramics Program Classes Classes Classes Collection Collection Collection RAiR Partnership RAiR Partnership RAiR Partnership AAM Accredited Passionate about best practices AAM Accredited and high standards WPA Heritage WPA Heritage Quality of Education Facilities Quality of Education Facilities: Clay Facility Local Partnerships (RISD, NMMI, Involvement with local school AMoCA) system Segue into Local History Sense of Place/Educating People re: SW art, history, culture Block Party – Community Outreach -- Community Involvement Events that are Partnerships Accessible/Approachable/Free Free Goddard Planetarium Archives Legacy of Donors/ Philanthropy/RMAC Foundation Rotating Exhibits/Fresh/Variety of Historical – Contemporary Focus Content/Surprise Among Visitors re: Quality Membership Benefits/Affordable Nice Gift Shop Willing to Take Risks Passionate About Getting Younger Staff, Director, and General Involvement/Growing Staff Multi-talented Community-based Boards Variety of Art Education Personnel Jewel of SE New Mexico and Core Cultural Institution in Roswell MEMBERSHIP REPORT YEAR 2016 ATTENDANCE - JANUARY 2016 Days Membership MONTH DAY CLAYGEN Spc.*Vol. Class Rair Tourscount Meet B F PLANET Event Bassett pd* MOVIE B/Pl Total Notes/Remarks Int. Membership Total JAN 1 2 0 C l o s e d CLOSED/HOLIDAY MC New Mem.ytd FEB 2 2 38 40 MC Renewal amt. JAN $1,505.00 MARCH 3 2 6 8 MC Active Members 685 APRIL 4 0 C l o s e d 0 CLOSED MC MAY 5 9 12 21 TD JANUARY Total JUNE 6 5 31 36 TD Membership due 46 JULY 7 8 37 1 46 TD Renewals 25 AUG. 8 8 33 1 42 TD New Members 10 SEPT. 9 9 52 16 77 SECOND SATURDAY MC Re-Invite 14 OCT. 10 1 16 17 MC NOV. 11 0 C l o s e d 0 CLOSED TD DEC. 12 5 23 54 12 √ 94 TD Greeters Total 13 3 18 21 MC Mon -Sun 6 14 4 20 28 112 no 164 City Council TD 15 6 38 1 111 156 RAIR MC Events Date 16 10 47 4 61 Fused Glass MC None 17 4 29 21 yes 54 Joy Writers MC 18 0 C l o s e d 0 CLOSED/HOLIDAY TD 19 4 7 1 54 12 √ 78 TD 20 4 18 78 no 100 City Training MC 21 6 3 47 38 18 no 112 CityTraining(spc)/Film series TD 22 16 21 1 31 no 69 City training TD 23 12 51 19 no 82 RMAC strategic planning TD 24 7 13 4 24 TD 25 0 C l o s e d 0 CLOSED TD 26 1 28 5 54 88 City Planning and Zoning MC 27 5 20 25 MC 28 1 8 38 17 no 64 Film series(Iris) TD 29 13 33 1 79 65 191 Dexter tour/Opening TD 30 11 37 48 TD 31 5 12 17 TD Total 161 651 47 10 290 111 1 79 24 361 1735 Total ↑ Total ↑ Visitor January B/P-Board-Foundation B/Pl-Bassett-Planetarium Spc - Special pd- paid rental Vol- Volunteer RAIR- Artist-in-Residence RMAC ROSWELL MUSEUM AND ART CENTER Director’s Report to the RMAC Board of Trustees February 16, 2016 Board Meeting Submitted by: Laurie Rufe, Interim Executive Director 1. Staff Curator of Education Search: We have interviewed the top six applicants, and those applicants have been narrowed to the top three. We expect to have a decision by mid-February. Executive Director Search: Waters & Company is currently vetting applicants for a projected application deadline of February 26. We will then begin the evaluation and interview processes. Planetarium Coordinator Search: Jeremy Howe has been hired as the new Planetarium Coordinator and began work on February 16. John Hare, who services the planetarium equipment, will be here on March 1-3 to perform maintenance and also train Jeremy and Bill Siders on use of the Spitz star ball. 2. Program/Events Updates The Winter Classes are underway with Ceramics, Watercolor, Fused Glass, Memoir Writing, and Block Printing being offered. These classes are fee-based and scholarships are available for those who are economically challenged, courtesy of the RMAC Foundation. Second Saturday programs for grades 3-12 are underway. Nine sessions take place from January through September and are free of charge, also sponsored by the RMAC Foundation. Recent exhibitions that have opened to the public include Bridget Mullen: Roswell Artist-in- Residence (January 15) and New Mexico Vernacular: Architectural Portraits by Robert Christensen (January 29). 111 and 65 attended the opening receptions of these exhibitions, respectively. The Museum’s International Film Series began in January with screenings of Art & Craft, Iris, and Finding Vivian Maier. These films are supported by the RMAC Foundation, and the series was put together by Registrar Laureta Huit. I Live for Art is a film we will be screening in partnership with AMoCA and their “Piano Perspectives” program. The film is about three renowned musicians, including trumpeter Brian McWhorter who will be in attendance at the screening. The film will be shown on February 18 at 7 pm. Bob Christensen will be here on February 26 to present a lecture about his photography. We are hosting an exhibit of seven Shining Star Storyboards in our Education Gallery. These storyboards were created by developmentally challenged people associated with the Roswell office of Developmental DisabilitiesSupport Division of the NM Department of Health. They will be on display from February 22-March 7. Sara Woodbury and Laurie Rufe toured a VIP group of 1st-5th grade students with Mayor Dennis Kintigh on February 11. 3. Facility Use This is a snapshot of our facility use requests for February: - February 6-7: Pecos Valley Potter’s Guild Clay Workshop – Ceramics Studio – am - February 8, Leadership Roswell Alumni Association Candidate Forum – Bassett Auditorium – pm - February 11, City Council Meeting – Bassett Auditorium – pm - February 12, City of Roswell Employee Awards – Bassett Auditorium –am - February 12, City of Roswell Safety Meetings – Active Shooter Workshop – Bassett Auditorium - February 17, City of Roswell Safety Meeting – Bassett Auditorium – am - February 18, City of Roswell Safety Meeting – Bassett Auditorium – am - February 19, City of Roswell Safety Meeting – Bassett Auditorium – am and pm - Mesa Middle School Tours – Planetarium and Museum – 6th grade, 100 students - February 21 – Joy Writers – Bassett Auditorium – pm - February 23-25 – RISD Strategic Planning – Bassett Auditorium – am and pm - February 24 – RISD Creative Learning Center – Classroom – pm - February 27 – ABC Arts Program – Classroom – am and pm - February 29 – Special City Council Meeting – Bassett Auditorium – pm Roswell Museum and Art Center Foundation Executive Director’s Report Cindy Torrez February 16, 2016 Financial Status Fiscal Year to date (1/31/16) Total Income $129,100 Administrative Expense $25,521 Museum Requests $12,058 Net Income $87,633 Grants No pending grants at this time. Fundraising 2015 Annual Appeal Letter 97 donations received totaling $29,290 2016 Kentucky Derby Fundraising Event, May 7, 2016 First planning meeting February 18, 2016, 4:00 pm at Pecos Flavors Programming/Projects Currently working with RMAC staff to develop a phone app for the Aston Exhibition. The app will capture the history of how the Rogers & Mary Ellen Aston Exhibition came to be and highlight 10 to 15 significant items in the collection. We are currently in the beginning stages of developing a budget for Foundation approval and identifying the best technology to use.