Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Monday, September 18 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 August 28 meeting minutes E. Distribution of updated board binder materials F. Consider approval of loan request to International Folk Art Museum (action item) G. Report from Bylaw Working Group 1. Discussion and consider approval of next steps of bylaw amendments (action item) H. Membership/Event Report I. Director’s Report J. RMAC Foundation Report K. Public Comment L. Chair’s Remarks and Announcements (Information Only) M. Adjourn Next Meeting: October 16, 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: September 15, 2017 Director’s Report to the Board of Trustees September 18, 2017 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. Planetarium Renovation and Re-Opening The Planetarium Renovation updates for the week of September 10:  The new carpeting has been installed in the planetarium, lobby and planetarium office space.  The City will be painting the planetarium and planetarium lobby this month in a warm gray.  Ash Enterprises is performing the annual maintenance on the starball and they are installing our new, comfortable seating.  Evans & Sutherland will be here the week of September 18 to install the sound system, projectors and digital software package. They will also do a 2-day on-site training for Jeremy Howe, the Planetarium Coordinator. Reminder of the Planetarium’s grand re-opening events will be on Friday, October 13 for project donors and Saturday, October 14 for the public. Saturday’s event will take place 10am-3pm and will include STEAM (science and art) activities and a chalk drawing competition (chalk drawing will start at 9am). Volunteer opportunities are available to help with Saturday’s event. 2. pARTY After Hours The new pilot project, PARTy After Hours, took place on Friday, September 8 from 6-9pm. The event was a huge success with 216 visitors and lots of positive comments. It was presented in partnership with Youth and Professionals for the Arts Collective, Roswell Next, and the RMAC Foundation as a means of building our audiences and interest in the arts, particularly by young professionals. A survey was completed by 40% of the attendees, of which 12 were first-time visitors to the Museum. Activities included:  Live music with Robin Scott in the courtyard.  Hands-on art with fun drawing activities in the PGA Gallery and Origami paper Flower making in the Spring River Gallery.  A Kids Activity Zone which accommodated 23 kids ages 2-10 while their parents enjoyed the event.  Film screening of Decasia made by New York-based artist Bill Morrison.  A custom gallery tour and talk of Andrea Jespersen’s exhibition led by Sara Woodbury.  A scavenger hunt through the galleries.  Discounted memberships.  A mini exhibition drawn from the Permanent Collection titled Sublime Decay: Musings on memory, dreams and nostalgia.   A prize drawing with donations made by Stellar Coffee, Allen Theatres, Adobe Rose, Fulkerson Services, Inc, Hippie Chicks, Dick Blick Art Supplies, and an RMAC Foundation-sponsored Museum class.  Hors d’oeuvres by Black Betty BBQ and a cash bar presented by Peppers. Thank you to all of the volunteers who helped with the event including BOT Members Bill Siders, Jessica Parham, DeAngela Velasquez, Anne Baker, Donovan Fulkerson, and Priscilla Ornelas, and RMAC Foundation Executive Director Cindy Torrez. We anticipate planning another two events next year. 3. RAiR at 50 Nearly 170 works of art have arrived at the Museum in preparation for the RAiR at 50 anniversary exhibition for the Roswell Artist-in-Residence Program. The staff is currently laying out the show which will be presented in the Entry Gallery, Spring River Gallery, Patricia Gaylord Anderson Gallery and the Russell Vernon Hunter gallery from October 6-April 6. 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. The mayor will also be present to acknowledge the 80th birthday of the Museum that evening. Upcoming Events  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, August 28, 2017 REGULAR MEETING AT 4:10 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Cymantha Liakos at 4:01 pm. ROLL CALL The regular meeting of the Board of Trustees convened with members Anne Baker, Jamie Barnes, Donovan Fulkerson, Peggy Krantz, Cymantha Liakos, Priscilla Ornelas, Jessica Parham, Nanette Schumacher, Bill Siders, and DeAngela Velasquez being present. A quorum was established. Absent: Trustee Lorrina Segovia, City Council Liaison Tabitha Denny Staff present: Caroline Brooks, Executive Director; Amberly Meli, Registrar; Sara Woodbury, Curator of Collections and Exhibitions; Cindy Torrez, Executive Director, RMAC Foundation Community members present: Larry Connolly APPROVAL OF AGENDA Member Krantz moved to approve the agenda. Member Parham seconded. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Member Parham motioned to approve the minutes for the July 17, 2017 Board meeting. Member Ornelas seconded. A voice vote was unanimous and the motions passed. APPROVAL OF GOODMAN SCULPTURE ALTERATIONS Registrar Meli presented a proposal to alter the William Goodman sculpture, Nesorian, on the north side of the Museum grounds. Created in 1972, the steel sculpture had a four-point base welded to it when it was moved to the Museum roof. The sculpture has since been relocated, and Goodman has proposed to remove the base since it is not original to the work. Goodman will work with local contractor Tom Howe, and will twist the lowest prongs of the sculpture upward to remove any potential walking hazard since it is now at ground level. Chair Liakos asked whether the sculpture has an identifying label; Registrar Meli said one could be added. Member Schumacher moved to approve the action item. Member Baker seconded. A voice vote was unanimous and the motion passed. All members and staff present signed a form verifying that the motion had passed. DISCUSSION OF BYLAW UPDATES AND APPROVAL OF AMENDMENT PROCESS Chair Liakos reintroduced need for reviewing and amending the Museum Board of Trustee Bylaws. She requested volunteers to form a working group who would review the bylaws, meet with Director of Administrative Services Elizabeth Stark-Rankins to discuss the amendment process, and make suggestions for changes to the Board of Trustees. Chair Liakos, Co-chair Siders, and Member Schumacher volunteered to form the working group. Member Parham voted to approve working group and review/amendment process, Member Velazquez seconded. The motion was unanimously approved through a voice vote. CHAIR’S REMARKS Chair Liakos introduced new member Baker to the rest of the Board. Chair Liakos discussed updating the Board Member binder so that member Baker could have a current copy. She mentioned the upcoming Governor’s Award for Excellence in the Arts ceremony for the Roswell-Artist-in-Residence program on September 15. She also described a recent film industry conference in Albuquerque and Roswell’s role in contemporary New Mexico film. Vice Chair Siders will run the Board meeting in September since Chair Liakos will be absent. MEMBERSHIP AND ATTENDANCE REPORTS Director Brooks presented reports for July. Member Krantz asked whether there were any visitor numbers for last July for comparison. Executive Director Brooks said normally there are but had not yet located the report for last year due to staff changes at that time. She mentioned the need to record visitation and membership numbers in more detail in the future to provide a more informative report. DIRECTOR’S REPORT Executive Director Books discussed renovations in the Planetarium. RISD removed the seating; drywall is going up in the space, and Ash Enterprises has cleaned and repainted the dome and installed new cove lighting. In September, Ash Enterprises will install the new chairs and Evans & Sutherland will install the projectors and software. Executive Director Brooks mentioned the grand reopening for the Planetarium will take place on October 13 and 14. October 13 will be a donor appreciation event, while the 14th will be a family day with a smaller chalk art festival in lieu of the Art Block Party. On September 8, from 6-9 pm the Museum will launch a new event called pARTy After Hours to help attract new audiences. The event will feature a variety of activities in a casual environment. The event will also include a survey to gauge visitor interest regarding future events, and new memberships will be discounted for that evening. Executive Director Brooks concluded the report with a reminder of the upcoming opening for RAiR at 50: Beyond a Gift of Time on October 6 and RAiR artist Shanti Grumbine’s opening on September 22. RMAC FOUNDATION REPORT Executive Director Torrez updated the Board on the donor appreciation event on October 13 that the Foundation is planning as part of the Planetarium reopening. The event is invitation-only, with a maximum of 200 expected to attend. Foundation members will also be selling chairs at the event. PUBLIC COMMENT Chair Liakos explained the concept of public comment as a way of announcing topics that may be of general interest for the group. Members asked about Museum’s art and science festival. Executive Director Brooks explained that it is scheduled to occur in October 2018. Member Baker mentioned cross-checking calendars with different institutions around town to prevent conflicting events. ADJOURN Member Parham motioned to adjourn and Vice Chair Siders seconded. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:04 pm. Respectfully Submitted, Sara Woodbury, Curator of Collections and Exhibitions DRAFT DOCUMENT