Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Monday, August 28 at 4:00 PM Bassett Auditorium at RMAC 100 W. 11th Street Chair: Cymantha Liakos Members: Anne Baker, Jamie Barnes, Donovan Fulkerson, Peggy Krantz, Priscilla Ornelas, Jessica Parham, Nanette Schumacher, Lorrina Segovia, Bill Siders, and De Angela Velasquez. Staff Coordinator: Caroline Brooks, Executive Director, RMAC City Council Liaison: Tabitha Denny 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 July 17 meeting minutes E. Welcome to New Board Members F. Discussion and Consider Approval of Alteration Request of Goodman Sculpture (action item) G. Discussion of Bylaw Updates and Consider Approval of Amendment Process (action item) H. Chair’s Remarks I. Membership/Event Report J. Director’s Report K. RMAC Foundation Report L. Public Comment M. Adjourn Next Meeting: September 18, 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: August 25, 2017 Director’s Report to the Board of Trustees August 28, 2017 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. Planetarium Renovation and Re-Opening The Planetarium Renovation is well underway.  The seats, old cove lighting and unused equipment were removed by Roswell Independent School District.  Ash Enterprises cleaned and painted the dome and installed the new cove lighting.  The pegboard mounted around the interior of the planetarium was removed (exposing stud work) and a local contractor is installing drywall to complete the walls.  Next steps are the installation of new carpeting, the seats and the Digistar projectors, audio system and computers/software. The planetarium reopening has been set for October 13 and 14 with a VIP event honoring the donors on Friday night and a Family Day with STEAM activities and chalk drawing on Saturday. Volunteers will be sought to help with Saturday’s event. 2. Solar Eclipse The Museum partnered with the Astronomy Club to host approximately 400 people outside the Museum during the solar eclipse event on Monday, August 21. 200 glasses were distributed and Astronomy Club members were on site to answer questions and facilitate observations through solar telescopes. 3. Building Painting The repainting of the Museum Exterior has been completed and the black railings in the front of the Museum are in process. 4. pARTy After Hours On Friday, September 8, from 6-9 pm the Museum in partnership with YPAC (Youth and Professionals for the Arts Collective will be presenting a pilot event called pARTy After Hours. The event is aimed at expanding access to the Museum for young professionals/working age adults. The event will include a mix of activities presented in a fun, social environment such as live music, hands-on art, a film screening, tours, and a prize drawing. The event is sponsored by Roswell Next and the RMAC Foundation. Volunteer opportunities are available. 5. RAiR at 50 Preparations A plethora of artwork has been arriving for the RAiR at 50 exhibition, a celebration of the 50th anniversary of the Roswell Artist-in-Residence Program. For the exhibition, program alumni and current participants were invited to submit one current work. At present more than 125 artworks are on site with more anticipated. Smaller works by some of the artist will also be for sale in the Museum Store. The exhibition opens on Friday, October 6 and a reception will be held that evening from 5-7 pm. Upcoming Events  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  Friday and Saturday, October 13 and 14, Grand Re-Opening of the Robert H. Goddard Planetarium with Friday Night VIP Event and a Family Day on Saturday For more information about upcoming events and exhibitions, refer to the July-September Museum Magazine. The new issue of the Magazine will be available the beginning of October.  DRAFT DOCUMENT MINUTES OF THE BOARD OF TRUSTEES Monday, July 17, 2017 REGULAR MEETING AT 4:00 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chair Peggy Krantz at 4:04 pm. ROLL CALL Members present were Donovan Fulkerson, Peggy Krantz, Cymantha Liakos, Jessica Parham, Priscilla Ornelas, Nanette Schumacher, Bill Siders and DeAngela Velasquez. A quorum was established. Absent: Member Jamie Barnes, City Council Liaison Tabitha Denny, RMAC Foundation Executive Director Cindy Torrez Staff present: Caroline Brooks, Executive Director; Amberly Meli, Registrar; Barbara Posuniak, Museum Store Manager; Sara Woodbury, Curator of Collections and Exhibitions Community members present: None. APPROVAL OF AGENDA Member Siders moved to approve the agenda. Member Schumacher was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Member Parham motioned to approve the minutes of the June 19, 2017, Board of Trustees meeting. Member Ornelas was the second. A voice vote was unanimous and the motion passed. DISCUSSION AND APPROVAL OF 2017-2021 STRATEGIC PLAN Executive Director Brooks presented an overview of the planning process and the primary components of the strategic plan. She stated that the strategic plan was broad-based and that action plan discussions would be undertaken as staff and/or board members were ready to focus on specific goals and objectives in the plan. The action plans would include more specific details such as allocation of staff and financial resources as well as timetables, perceived outcomes, and potential collaborators. She emphasized that the strategic plan is a living document and would be reviewed on an annual basis to determine if updates were needed. Member Schumacher motioned to approve the 2017-2021 Strategic Plan. Member Ornelas was the second. A voice vote was unanimous and the motion passed. CHAIR ELECTION Chair Krantz’s term had come to an end. Chair Krantz made a call for nominations. Cymantha Liakos was the only nomination for the Chair position and was nominated by Chair Krantz. A voice vote was unanimous to accept Member Cymantha Liakos as the incoming board chair. Member Liakos will officially begin the position at the August 21, 2017 Board of Trustee meeting. DISCUSSION AND APPROVAL OF BOARD SURVEY The Board discussed idea of developing and filling out a questionnaire about their education, skills, professional affiliations and interests so that museum staff and Trustees could better understand resources that Board Members can offer. Member Schumacher motioned to approve the Board carrying out a survey of its Trustees. Member Parham was the second. A voice vote was unanimous and the motion passed. CHAIR’S REMARKS Chair Krantz confirmed that the bylaws are outdated with the last update around 2007. Member Siders inquired about steps to update bylaws. Executive Director Brooks said a working group could review the bylaws and propose changes to the Board for a vote following the amendment policy as it currently stands in the bylaws. She also said she or the Board could present questions to the City Clerk or City Attorney for clarification on content of bylaws. Member Liakos suggested that individuals look over the bylaws and bring questions to next month’s meeting for a discussion. Chair Krantz acknowledged two new staff members who were attending the meeting, Registrar Amberly Meli and Museum Store Manager Barbara Posuniak. Meli and Posuniak gave brief introductions. MEMBERSHIP AND ATTENDANCE REPORTS Executive Director Brooks provided report for June which reflected an increase in attendance from summer travelers and in particular the UFO Festival. Executive Director Brooks mentioned that Museum Attendant Tiffany Melancon helped assemble the report and that she was temporarily taking on some membership duties while the Membership and Events Coordinator position is vacant. DIRECTOR’S REPORT Executive Director Brooks reported on the popularity of the UFO Festival laser shows citing that after the planetarium renovation this fall the staff will re-evaluate what planetarium programming to present at the UFO Festival. It may be a combination of laser shows and standard planetarium shows. She shared the museum’s holiday schedule for the remainder of 2017 and stated that each year the staff will need to determine which holidays the museum will be open or closed based on what days the holidays fall on. For example this year, Christmas Eve falls on a Sunday and City recognizes the holiday on Friday, so the store will remain open on Friday, but be closed on Sunday. Executive Director Brooks reviewed upcoming event and the status of the planetarium renovation. The planetarium will be closed in August and September for the renovation. A date for a grand reopening will be selected once the renovation logistics have been finalized. RMAC FOUNDATION REPORT Executive Director Torrez was absent and report was not provided. ADJOURN The meeting adjourned at 5:28 pm. Respectfully Submitted, Caroline Brooks, Executive Director DRAFT DOCUMENT