Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Monday, November 20 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 October 16 meeting minutes E. Staff presentation by Amanda Nicholson on Beakerhead science festival visit (information only) F. Discussion and consider approval of bylaw amendments (action item) G. Discussion and consider approval of formation of Strategic Plan Working Group (action item) H. Membership/Event Report I. Director’s Report J. RMAC Foundation Report K. Chair’s Remarks and Board Announcements (information Only) L. Public Comment M. Adjourn Next Meeting: December 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 17-49. 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: November 17, 2017  DRAFT DOCUMENT MINUTES OF THE BOARD OF TRUSTEES Monday, October 16, 2017 REGULAR MEETING AT 4:04 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chair Liakos at 4:00 pm. ROLL CALL The regular meeting of the Board of Trustees convened with members Anne Baker, Donovan Fulkerson, Priscilla Ornelas, Jessica Parham, Nanette Schumacher, Lorrina Segovia, Bill Siders, and DeAngela Velasquez being present. A quorum was established. Absent: Members Jamie Barnes and Peggy Krantz and City Council Liaison Tabitha Denny were absent. Staff present: Caroline Brooks, Executive Director; Sara Woodbury, Curator of Collections and Exhibitions Community members present: none APPROVAL OF AGENDA Member Baker 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 September 18, 2017, board meeting. Member Velazquez seconded. A voice vote was unanimous and the motion passed. BYLAW WORKING GROUP REPORT Chair Liakos discussed the proposed amendments the Bylaw Working Group drafted in consultation with the Director of Administrative Services Elizabeth Stark-Rankins. Chair Liakos summarized that the primary changes consist of eliminating committees in favor of working groups, clarifying the terms of Board appointments, and removing officers positions that are no longer in use. The Board discussed the Secretary position which currently is assigned, but serves no function. Director Brooks explained that it is possible to have a Board Secretary organize the agenda and take minutes like the Public Library’s Board Secretary, but clarified that RMAC has historically assigned that role to a staff member. Liakos recommended having a further discussion of the bylaw amendments occur at the November meeting. Executive Brooks mentioned that City Attorney Aaron Holloman is currently reading the document, and should have comments ready by November. MEMBERSHIP AND ATTENDANCE REPORTS Executive Director Brooks presented the membership and visitation numbers for September. She intends to redesign visitation reports to include comparison numbers from previous years, but concluded that the numbers appeared comparable to historical September visitation rates. DIRECTOR’S REPORT Executive Director Books discussed the Planetarium rededication that took place between October 13 and 14. She estimated that 750 people attended the free family day on October 14, with six shows accommodating about 650 visitors. She commended Curator of Education Nicholson for the STEAM activities she organized, as well as RISD for providing food during the event. She also discussed the Cost Recovery Guideline for the Planetarium, with the intention of charging admission to help recover a percentage of the annual maintenance costs. She emphasized that the document is a guideline open to suggested amendments by the Board. Executive Director Brooks then discussed the opening reception for RAiR at 50: Beyond the Gift of Time that took place on October 6. 295 visitors, including approximately 75 artists and their families, attended the opening for the well-received exhibition. She commended the staff at both RMAC and the Anderson Museum of Contemporary Art for their work, and mentioned upcoming workshops being planned by Curator of Education Nicholson. Executive Director Brooks also mentioned the leaks in the Museum. One is the result of a failing HVAC unit, while the others have appeared around the ductwork. She explained that an estimate for repairs has been requested so that the leaks can be fixed. She also discussed the construction taking place around the Civic Center as part of its expansion, and the relocation of its brick fundraiser monument in front of the Museum. The brick project will conclude in December 2017; the Civic Center expansion will extend through mid-July 2018. Executive Director Brooks concluded her report by mentioning that a few staff positions will be amended to reflect current needs, particularly regarding events and marketing. RMAC FOUNDATION REPORT Executive Director Brooks provided a summary in lieu of Executive Director Torrez, who was absent. She summarized the donor appreciation event for the Planetarium that took place on Friday, October 13, and explained that the Foundation will delay its annual appeal letter until November, having just completed the Planetarium renovation. The Foundation is also planning its spring fundraiser, and is favoring hosting another Murder Mystery event rather than the Kentucky Derby Party. PUBLIC COMMENT None CHAIR’S REMARKS AND BOARD ANNOUNCMENTS Chair Liakos mentioned the need to establish future working groups for upcoming projects. During Board announcements, member Baker mentioned the upcoming Jazz Festival. ADJOURN Member Parham motioned to adjourn and Member Baker seconded. A voice vote was unanimous and the motion passed. The meeting adjourned at 4:57 pm. Respectfully Submitted, Sara Woodbury, Curator of Collections and Exhibitions DRAFT DOCUMENT Director’s Report to the Board of Trustees November 20, 2017 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. Staffing I’ve been working on several staff position changes over the past six months which are nearing implementation. They are:  Tiffany Melancon’s Senior Museum Attendant position has been modified and renamed to Guest Services Coordinator. She has officially taken on facility rentals, membership, class registrations and oversight of the front desk staff. She is in the office next to Amanda Nicholson (although she will continue in her security role until the part-time Guest Services Associate is hired).  Security staff Cory Frederick and Darrick Constance’s titles will change to Guest Services Associates. Their responsibilities will eventually expand to include assisting with class registrations and membership sign-ups as well as planetarium admissions.  A full-time Communications and Events Coordinator position will be created to oversee the website and social media; coordinate publications and other printed materials; and assist with special events and programming, sponsorships, and grant-writing. They will be in the office space next to mine (the old Assistant Director’s office).  A part-time (30 hours per week) Guest Services Associate position will be created to take on the time Tiffany previously provided and will primarily cover weekends, evening events, as well as general weekday coverage.  Preparator Brandon Strange has gone from part-time at 32 hours per week to full-time. 2. Planetarium Visitation numbers have been good and we’ve received excellent praise for the planetarium renovation. The Grand Re-Opening and Family Science Day on October 14 included a ribbon cutting, hourly planetarium shows and several hands-on art and science activities. The activity stations included catapult, satellite and kaleidoscope building and giant bubbles. We also planned to host a chalk drawing competition, but cancelled it due to early morning rain. 675 people attended the shows and about 750 overall were at the event. With City Council approval, we have set the planetarium fee schedule.  Museum members are free  Adults are $5  Children ages 4-15, Roswell residents, seniors, and active military are $3  Tots (3 and under) are free  RISD school visits are free (covered by RISD partnership)  Pricing is available for non-RISD school visits and groups ($90-$130). Planetarium Attendance:  VIP Event, October 13: 100  Public Opening, October 14: 675  Free Week, 3 shows, October 24-28: 190  First Admissions Week, 2 shows, Tuesday and Saturday, November 1 & 4: 60  Second Admissions Week, 3 shows, Tuesday, Wednesday and Saturday, November 7-11: 90  Third Admissions Week, 2 shows, Tuesday and Wednesday, November 14 and 15: 53 o Total so far: 1,168 3. Pennsylvania Impressionists and departure of Hurd and Wyeth loan Pennsylvania Impressionists in the Founders Gallery opened with a soft opening (no reception) on Saturday, November 11. The exhibition features paintings on loan from the Michener Art Museum in Doylestown, Pennsylvania, and represents a group of artists who came to prominence in Bucks County after 1915 and were later referred to as the Pennsylvania Impressionists. Similar to the French impressionist movement, this style of art is characterized by an interest in the quality of color, light, and the time of day. This group of artists usually painted en plein air, or out of doors, to capture the moment. The works will be on display through May 31, 2018. 4. Holiday Open House The Holiday Open House will take place on Saturday, December 2 from 5-7 pm. The evening will feature a Roswell Folklorico performance, Mike Lively’s piano students, planetarium shows, Shrinky Dink ornament-making, and of course cookies galore. 5. Roof Leak Update Ductwork wrapping on the west side of the building will took place last week and the east side (where no leaking has yet to occur) will be scheduled later in the year. 6. Xcel Energy Donation I am currently working through details with Xcel Energy for a potential lighting donation. 7. 2018 Programming and Events The staff has been working on planning an exciting line-up of 2018 programming and special events. A sampling includes a Brown Bag Lunch series, the continuation of pARTy After Hours, a film series, events related to the Hurd and Wyeth exhibition, the art and science festival, and a revamp of Second Saturday. A programming calendar will be available in December. Upcoming Event Dates  Tuesdays at 7 pm and Wednesdays and Saturdays at 2 pm – Planetarium Programs o November: Universe o December: Two Small Pieces of Glass  Saturday, December 2, 5-7 pm – Holiday Open House