Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Monday, July 17 at 4:00 PM Hunter Gallery at RMAC 100 W. 11th Street Chair: Peggy Krantz Members: Jamie Barnes, Donovan Fulkerson, Cymantha Liakos, Priscilla Ornelas, Jessica Parham, Nanette Schumacher, Bill Siders, and De Angela Velasquez. Staff Coordinator: Caroline Brooks, Executive Director, RMAC RMAC Foundation: Cindy Torrez, Executive 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 June 19 meeting minutes E. Approval of 2017-2021 Strategic Plan (action item) F. Election of Board Chair (action item) G. Discussion and approval of Board Survey (action item) H. Chair’s remarks 1. Discussion of Bylaw Updates 2. Discussion of Board of Trustees Meeting Schedule I. Membership/Event Report J. Director’s Report K. RMAC Foundation Report L. Public Comment M. Adjourn Next Meeting: August 21, 2017 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 16-69. NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. 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: July 14, 2017 Director’s Report to the Board of Trustees July 17, 2017 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. UFO Festival The UFO Festival Laser Shows in the Planetarium were well attended with 1100 tickets sold and revenue of $5000. The overall sentiment by staff and attendees was that the laser shows are very popular and enjoyable and complement the other festival offerings well. Once the planetarium renovation is complete and we are able to explore new programming potentials, the staff will evaluate what we should present during next year’s UFO Festival (i.e. a combination of regular planetarium shows and evening laser shows). We also had approximately 570 visitors to the museum during the festival. The auditorium wasn’t used, but staff will consider possible programming opportunities next year for the space. 2. Staffing Amberly Meli began as the new Museum Registrar on July 7. She is settling in and working on scheduling and logistics for several upcoming projects including the arrival of art by approximately 125 artists for the RAiR at 50 exhibition, preparations for work to be shipped to Doylestown, Pennsylvania for participation in the Hurd and Wyeth collaborative exhibition with the Michener Museum, and inventory and maintenance for the permanent Aston Collection exhibition West of Beyond. The Membership and Events Coordinator position vacated by Colette Speer is remaining unposted while the Museum awaits administrative approval to potentially modify the position. 3. Holidays As a follow-up to last month’s report, I found that the public library does close for every City-observed holiday (Veterans’ Day, Christmas Eve, etc.). That isn’t necessarily the best schedule for the Museum due to out-of-town visitors, holiday shoppers and community expectations. So based on feedback from the staff and Trustees and past visitation numbers, I feel it is best to consider each year’s closure schedule on a yearly basis. The following is the Museum’s holiday schedule for the remainder of 2017:  Friday, November 11, Veterans’ Day: 1-5 pm (small past visitation numbers, but opening of Potter’s Guild Show at Civic Center)  Thursday, November 23, Thanksgiving: Closed  Friday, November 24, Day After Thanksgiving: 1-5 pm  Friday, December 22, City-Observed Christmas Eve: 9-5 pm  Sunday, December 24, non City-Observed Christmas Eve Holiday: Closed  Monday, December 25, Christmas: Closed 4. Planetarium Renovation As a reminder, the planetarium will be closed in August and September during the renovation. Final programming is taking place this month for Space Camp (July 18-20), Wednesday Public Programs (July 19 and 26), and the showing of Moon (July 29). A grand reopening will be scheduled for the end of September or mid-October. Details to be announced. Upcoming Events  Friday, July 28, 5:30-7 pm: Roswell Artist-in-Residence Opening Reception and Lecture: Andrea Jespersen  Saturday, July 29, 1:30 pm: Feature Film: Moon, British science fiction film that follows a man who experiences a personal crisis as he nears the end of a 3-year solitary mining stint on the far side of the Moon.  Sunday, August 6, 2 pm: Sunday Conversations: Gallery talk by Planetarium Coordinator Jeremy Howe on Robert H. Goddard in relation to artifacts and art on display in the Collecting Roswell exhibition.  Friday, September 8, 6-9 pm: pARTy After Hours, social after-hours event geared for adults that aims to expand Museum audience.  Sunday, September 10, 2 pm: Sunday Conversations: Gallery talk by local artist Dorothy Peterson on her exhibition Painting New Mexico.  Friday, September 22, 5:30-7 pm: Roswell Artist-in-Residence Opening Reception and Lecture: Shanti Grumbine  Friday, October 6: Opening Reception for RAiR at 50, an exhibition of current work by past participants in the Roswell Artist-in-Residence Program For more information about upcoming events and exhibitions, refer to the July-September Museum Magazine.  DRAFT DOCUMENT MINUTES OF THE BOARD OF TRUSTEES Monday, June 19, 2017 REGULAR MEETING AT 4:10 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chair Peggy Krantz at 4:01 pm. ROLL CALL Members present were Donovan Fulkerson, Peggy Krantz, Cymantha Liakos, Jessica Parham, Priscilla Ornelas, Bill Siders and DeAngela Velasquez, being present. A quorum was established. Members absent: Jamie Barnes, Tabitha Denny, and Nanette Schumacher. Staff present: Caroline Brooks, Executive Director; Amanda Nicholson, Curator of Education; Sara Woodbury, Curator of Collections and Exhibitions; Cindy Torrez, Executive Director, RMAC Foundation Community members present: Melinda Gonzalez APPROVAL OF AGENDA Member Fulkerson moved to approve the agenda. Member Parham was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Member Liakos motioned to approve the minutes of the March 20, 2017, Board of Trustees meeting. Member Parham was the second. A voice vote was unanimous and the motion passed. APPROVAL OF STRATEGIC PLANNING WORKSHOP MINUTES Member Parham motioned to approve the minutes of the February 6, 2017, Strategic Planning Workshop. Member Liakos was the second. A voice vote was unanimous and the motion passed. CHAIR’S REMARKS Chair Krantz reminded Board members that all public meetings are taped to provide a complete record of the event. Chair Krantz discussed upcoming Board officer elections, and asked members to consider potential candidates for the position of Chair, as she will be stepping down. She discussed with the Board if they wanted to have members present candidates individually, or establish a working group specifically for nominations. She explained the difference between a committee and a working group. Foundation Executive Director Torrez reminded the Board that Chairs usually sit on the Foundation as well to maintain communication, but represent themselves rather than the Board. Torrez also said the Vice Chair can sit on the Foundation if the Chair is unable or unwilling to do so. Chair Krantz suggested doing a survey of member interests, skills and networks to better utilize the individual talents of the Board. The Board also discussed the possibility of not meeting in the summer since travel and other plans make it difficult to meet quorum. The Board will revisit the issue at the next meeting. Community member Gonzalez mentioned that the Board had taken the summer off in the past, and often returned feeling refreshed and with new ideas. Executive Director Brooks reminded group that all changes and decisions will need to follow the policy for amendments as stated in the by-laws. MEMBERSHIP AND ATTENDANCE REPORTS Membership and Event Coordinator Speer provided reports for March, April and May which reflected an increase in visitation. Curator of Education Nicholson suggested that this increase could be attributed in part to Spring Break and summer vacation. DIRECTOR’S REPORT Executive Director Brooks observed Membership and Event Coordinator Speer’s transfer to the Roswell Public Library, and her interest in redefining the job as two different positions in order to better serve needs of Museum staff, as well as more effectively addressing the community’s interest in special events. She said the new Registrar, Amberly Meli, will start at the Museum on July 7. She briefly discussed the draft of the Strategic Plan, and requested anyone interested in volunteering from the board to participate in a closer review of the plan to let her know. Executive Director Brooks suggested input from the Board on holiday hours, as she would like to ensure that staff have time off while meeting the needs of the community. The Board discussed approaching holidays on a year-to-year basis, as their dates can vary. They also discussed looking at historical numbers to see whether certain holidays experienced higher visitation rates than others. Executive Director Brooks updated the Board on the Planetarium renovation, which is scheduled to take place in August and September. She also mentioned a new event that the Museum is planning for September 8, pARTy After Hours, an evening event designed to build and diversify the Museum’s audience by attracting working professionals. Executive Director Brooks finished her report by updating the Board on upcoming events such as the UFO Festival laser shows, Planetarium documentaries and film screenings, Second Saturday, and the next Roswell Artist-in-Residence exhibition opening. RMAC FOUNDATION REPORT Executive Director Torrez reported on the Foundation’s current activities. The Foundation is off for the summer but has elected new officers and nominated potential new members, who will be confirmed at the next Foundation meeting. ADJOURN Member Parham motioned to adjourn and member Velazquez was the second. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:08 pm. Respectfully Submitted, Sara Woodbury, Curator of Collections and Exhibitions DRAFT DOCUMENT