Roswell Museum Board of Trustees

MINUTES OF THE BOARD OF TRUSTEES Monday, January 23, 2017 REGULAR MEETING AT 4:01 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chairwoman Krantz at 4:01 pm. ROLL CALL The regular meeting of the Board of Trustees convened with members, Jamie Barnes, Jessica Ellis, Donovan Fulkerson, Peggy Krantz, Cymantha Liakos, Jessica Parham, Priscilla Ornelas, Nanette Schumacher, Bill Siders, and DeAngela Velasquez, being present. A quorum was established. Members absent: Tabitha Denny, Lorie Mitteer Staff present: Caroline Brooks, Executive Director; Sara Woodbury, Curator of Collections and Exhibitions; Amanda Nicholson, Curator of Education, Colette Speer, Membership and Events Coordinator; Cindy Torrez, Executive Director, RMAC Foundation. APPROVAL OF AGENDA Member Siders motioned to approve the agenda as presented. Member Parham seconded. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Member Parham motioned to approve the minutes of the November 21, 2016, Board of Trustees meeting. Member Ellis seconded. A voice vote was unanimous and the motions passed. NEW BUSINESS Curator Woodbury introduced the topic of a potential acquisition, but clarified that her presentation was not about actually acquiring a work but rather deciding whether or not the Board of Trustees would like to see the work in person in order to decide. The artist, Jim Stoker, who was an undergrad at UT Austin, did an MA at New Mexico Highlands University, and his teacher was Elmer Schooley. Curator Woodbury remarked that Stoker’s work is regional in focus, particularly the Texas area. She first presented the images of three works by Stoker that RMAC already has, and they were intaglio prints, and then the possible paintings by Stoker that the Board of Trustees might consider viewing in person. Curator Woodbury described the process by which Stoker had painted these works: confetti splatter, and then over that, the artist goes back to paint one rock, one needle, etc., one at a time. To situate her position on the matter, Curator Woodbury indicated that she was in the middle. She remarked that Stoker was a Schooley student, but that space and storage are legitimate consideration. Various board members indicated that it was hard to evaluate from the slides and that they would be interested to see one or another of the three works presented, but there were questions about the shipping costs to view the works and the cost to return if the board chose not to accept the gift. Member Liakos volunteered that it made sense for the board to see a work if it was being offered. Upon discussion about which works made most sense for RMAC to consider, Curator Woodbury remarked that the Cherton piece was most Schooleyesque. Executive Director Brooks assured the members that RMAC would address questions of shipping. Member Liakos motioned to approve the viewing of the potential gift and Member Parham seconded the motion. A voice vote was taken, with only one dissenting vote, and the motion passed. CHAIR’S REMARKS Chairwoman Krantz acknowledged that the members needed to address the possibility of a strategic planning session. Executive Director Brooks said that a meeting like this would be open to the public on a date later to be determined; in a sense it would be like a retreat and would include the staff, foundation, the public and the board members. There would be minutes taken and those would be approved at the February 27 Board of Trustees Meeting. Executive Director Brooks talked about how in past years strategic planning sessions had been scheduled for Saturdays, but that was difficult sometimes for staff and Mondays might work better for most. Members present indicated Mondays would work for some but not others, but that if a meeting were planned on a Monday, members would seek accommodations in order to attend. Possible dates were brought up to think about and settle on at a later date. MEMBERSHIP AND ATTENDANCE REPORTS Membership and Event Coordinator Speer presented reports for both October and November 2016. She noted that, while numbers for membership were down for the months in comparison to 2015, that the numbers overall were nevertheless up for the year to date count. She remarked that RMAC hoped to increase these numbers in coming months. In terms of attendance, it was pointed out that the Holiday Open House in early December had attracted a large audience. DIRECTORS REPORT Executive Director Brooks began her report with staff additions, noting that Fantasia-Renee Ramirez had been hired as the new Museum Store Clerk. In addition, the Museum Store Manager position had been offered to an applicant, but that person decided not to accept the position; as a result, the position has been reopened and there should be a new manager in place by the end of February. Executive Director Brooks then relayed that the Science Festival Alliance grant for which she had applied on RMAC’s behalf had been granted; the grant, funded by the Alfred P. Sloan Foundation is for $10,000 in matching funds and $3,000 toward professional development to support a new science festival initiative. The event to be planned would replace the Art Block party, would be STEAM-related (Science, Technology, Engineering, ART and Math) and would be relevant for this particular community, building off the planetarium renovations and past events like the Goddard Days. It will be a two or three-day festival, with Executive Director Brooks, Education Curator Nicholson, and Membership and Events Coordinator Speer working together to plan; their training and planning will involve conference calls and attendance at a workshop in June. Executive Director Brooks offered that any members who want to be involved are invited to participate in the planning. In other developing changes, Executive Director Brooks reminded members that RMAC’s website has been, since July, managed by the City of Roswell. She let members know that, in the transition, some navigation had gotten difficult, but that the City was supportive of RMAC wanting to make changes to the site and had offered, too, marketing support, which is currently being discussed. Member DeVelasquez asked if the City planned to be able to allow RMAC to donate online/take funds. Member Siders commented that this was sometimes difficult with the security of the network, and Executive Director Brooks claimed that, though this had been an issue in the past, the City says that it may make paying online possible; Executive Director Brooks expressed the desire to have that option begin in the summer. Executive Director Brooks reminded everyone that she would be on maternity leave beginning around March 6, that she would take some time off, and then work from home for some additional time. While she is on leave, Curator Woodbury will be the main contact with Education Curator Nicholson as a backup. In terms of the planetarium renovations, there has been discussion about when to begin the upgrade based on spring school tours, which RMAC would like to accommodate, and also the training with the new technology required for Jeremy Howe. Taking these issues into account, it’s appearing that beginning the upgrade between July and August will be beneficial and will allow for a re-opening in October. Finally, Executive Director Brooks discussed the landscape and facility improvements that are ongoing, including landscaping, as well as fire alarm upgrade, cleaning/buffing floors, and supplemental lighting. Those with landscaping expertise and interest were encouraged to get in touch. The report concluded with reminders about upcoming RMAC events, in particular the events surrounding Claudia Bitran’s exhibition opening on February 10. FOUNDATION REPORT Foundation Director Torrez provided an update about the planetarium chairs and said that half of them had been sold. In addition, she updated the board members about the upcoming Mystery at the Museum events on February 11, which is sold out, and February 14, which has about twelve outstanding tickets to be sold. Executive Director Torrez reminded members that, though some say the hundred dollar tickets are expensive, it should be remembered that there is no silent auction (except for a smaller related diamond pendant prize). Each table and its participants will be involved in solving the mystery. ADJOURN Member DeVelasquez motioned to adjourn and member Siders seconded. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:07 pm. Respectfully Submitted, Colette Speer, Membership and Events Coordinator