Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Monday, October 16 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 September 18 meeting minutes E. Report from Bylaw Working Group 1. Discussion of bylaw amendments F. Membership/Event Report G. Director’s Report H. RMAC Foundation Report I. Public Comment J. Chair’s Remarks and Announcements (Information Only) K. Adjourn Next Meeting: November 20, 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: October 12, 2017  DRAFT DOCUMENT MINUTES OF THE BOARD OF TRUSTEES Monday, September 18, 2017 REGULAR MEETING AT 4:00 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Co-Chair Siders at 4:00 pm. ROLL CALL The regular meeting of the Board of Trustees convened with members Anne Baker, Jamie Barnes, Priscilla Ornelas, Jessica Parham, Nanette Schumacher, Bill Siders, and DeAngela Velasquez being present. A quorum was established. Absent: Trustees Lorrina Segovia, Donovan Fulkerson, Peggy Krantz, Cymantha Liakos, and City Council Liaison Tabitha Denny were absent. Staff present: Caroline Brooks, Executive Director; Sara Woodbury, Curator of Collections and Exhibitions; Cindy Torrez, Executive Director, RMAC Foundation Community members present: none APPROVAL OF AGENDA Member Parham moved to approve the agenda. Member Ornelas seconded. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Member Parham motioned to approve the minutes for the August 28, 2017, board meeting. Member Schumacher seconded. A voice vote was unanimous and the motion passed. APPROVAL OF LOAN TO MUSEUM OF INTERNATIONAL FOLK ART Curator Woodbury presented a loan request for beadwork saddle bags (1982.057.0032 a, b) to the Museum of International Folk Art (MOIFA) in Santa Fe for the exhibition Beadwork Adorns the World. She explained that MOIFA is organizing a major exhibition that will be on view from April 22, 2018 through February 3, 2019. She also explained that the initial loan request included four items, but had been reduced to the saddle bags after conservation assessments by Registrar Amberly Meli. MOIFA had also found a comparable replacement for another object, rendering its loan unnecessary. Curator Woodbury mentioned that the show will travel but the current discussion concerns only the loan to MOIFA itself. She expressed the opinion that the exhibition would be a good opportunity to share the collection with a wider public with minimal effort, given the good condition of the bags and their ease of transport. Member Baker voted to approve the loan. Member Schumacher seconded. A voice vote was unanimous and the motion passed. DISCUSSION OF BYLAW WORKING GROUP Executive Director Brooks talked about a meeting with the working group and Elizabeth Stark-Rankins, who walked them through the process of amending the bylaws. She described removing some of the officer positions and committees, as the City has eliminated them, but to include a passage describing the formation of working groups as needed. Executive Director Brooks mentioned the possibility of having the Secretary position assume responsibility of minutes rather than staff, a topic that could be visited in a future meeting. Chair Liakos had initially proposed writing a new bylaws document, but subsequent examination had shown that the original document could be amended to reflect the proper changes. Chair Liakos will work up the initial changes, and the working group will meet on September 26 to review. The amended bylaws will be presented to the board for discussion at the October Board meeting. Member Baker suggested having the City Attorney or Clerk review the amendments to address legal technicalities. CHAIR’S REMARKS Co-Chair Siders mentioned his recent observations of grackles at the Roswell Shopping Center, in response to hearing that a former Artist-in-Residence had incorporated grackles into her work following her experiences watching them in Roswell during her residency. MEMBERSHIP AND ATTENDANCE REPORTS Executive Director Brooks presented the membership and visitation numbers for August. She mentioned wanting to redesign the visitation reports to include more information about meetings, and types of membership renewals taking place. Member Ornelas asked about any new memberships from the event pARTy After Hours. Executive Director Brooks answered that there were eight new memberships from the event. DIRECTOR’S REPORT Executive Director Books discussed renovations in the Planetarium. Ash Enterprises has installed new chairs. New carpeting is also in place, and the walls will soon be painted. Maintenance has also been done on the starball, and a new LED starlamp will replace the existing incandescent lamp with funding provided by RISD. Evans and Sutherland will be installing the sound system and projectors this week. She also reminded the Board of the upcoming Planetarium re-opening and family day happening on October 14. Member Barnes asked how the event was being advertised. Executive Director Brooks mentioned using postcards, the radio, Vision Magazine, the Roswell Daily Record, and social media. Executive Director Brooks then summarized the pARTy After Hours event, which brought 216 people to the Museum, including at least 12 entirely new visitors, and was considered highly successful. 82 visitor surveys were returned, which will aid in future event planning. Two more pARTy After Hours events are being planned for the current fiscal year, with the hope of attracting more sponsors to render the event self-sustaining. Executive Director Brooks then mentioned the exhibition opening RAiR at 50: Beyond the Gift of Time happening on October 6, which will be combined with the Roswell Museum’s 80th birthday. She also mentioned the opening for current RAiR artist Shanti Grumbine on September 22. Member Velazquez asked about using email blasts to promote events. Executive Director Brooks answered that it can be done on the new website and will be incorporated sometime in the future. 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. Due to a fundraiser happening for ABC that same evening from 6-10pm, the event has been moved to 5:30 to avoid time conflicts. She is planning on sending out 158 invitations, and is working to arrange for live music. The Foundation is also planning its fundraisers for 2018, which will focus on the Museum’s Hurd/Wyeth retrospective, co-curated with the Michener Art Museum in Doylestown, PA. PUBLIC COMMENT None ADJOURN Member Parham motioned to adjourn and Member Baker seconded. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:01 pm. Respectfully Submitted, Sara Woodbury, Curator of Collections and Exhibitions DRAFT DOCUMENT Director’s Report to the Board of Trustees October 16, 2017 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. Planetarium Renovation and Re-Opening The renovation is complete, although we will be adding décor and educational materials to the lobby in the coming months. A regular schedule of public programs will commence on Tuesday, October 24 with Tuesdays at 7pm and Wednesdays and Saturdays at 2pm. Each month will present a different program for the duration of the month through December. In January we anticipate launching a more robust and diverse schedule once Jeremy has had an opportunity to develop programs. He has already been taking field trip requests from the schools. Verbal report at the meeting on recent planetarium activities:  Re-opening events from October 13 and 14.  Admission charges and cost recovery guideline (approval sought from City Council on Oct 12) 2. RAiR Opening RAiR at 50: Beyond the Gift of Time opened on Friday, October 6. We had 295 visitors in attendance including over 75 RAiR artists and their families. We paused during the reception to recognize the Museum’s 80th birthday with birthday wishes from the Mayor and a cake. The overall receptionand related events throughout the weekend were spectacular and much praise was given for the exhibition which presents the work of 172 current and past RAiR artists. The exhibition will run through April 6, 2018. 3. Museum Leaks During the rainstorms that took place the week of October 2, we experienced 10 leaks at the Museum. Repairs were attempted on two of them, seven were around ductwork, and one is a failing HVAC unit. The seven around ductwork were the result of the roofing membrane not being wrapped around the ductwork on the roof during the re-roofing project in 2016. Once we receive an estimate from the roofer, I will need to explore funding and next steps with the City administration. The HVAC unit is already scheduled for replacement. 4. Neighboring Construction The Spring River Corridor Foundation’s brick fundraiser that has been located in front of the Civic Center is being relocated to the area where the metal dragonfly is in front of the museum along the sidewalk. The project will completed by the end of December. The northeast side of the parking lot and a portion of the lot across Richardson will be blocked off along with the Civic Center Plaza for the duration of the Civic Center expansion project through mid-July 2018. Upcoming Events  Wednesday, October 18, noon: Brown Bag Lunch: The Museum’s WPA History with Sara Woodbury  Friday, November 17, 5:30 pm: RAIR Opening Reception and Lecture with Rachel Grobstein  Saturday, December 2, 5-7 pm: Holiday Open House For more information about upcoming events and exhibitions, refer to the October-December Museum Magazine.