Roswell Museum Board of Trustees

AMENDED BOARD OF TRUSTEES AGENDA Monday, January 22 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 November 20 meeting minutes E. Discussion and consider approval of bylaw amendments (action item) F. Review and consider approval of 2018 meeting schedule (action item) G. Update by Strategic Plan Working Group 1. Consider formation of Education Working Group (action item) 2. Consider formation of Annual Plan Working Group (action item) 3. Consider formation of Library Working Group (action item) 4. Discuss and consider approval of date and agenda items for Annual Meeting (action item) H. Discussion of potential Doris Cross donation 1. Consider formation of Acquisitions Working Group to further discuss donation (action item) I. Membership/Event Report J. Director’s Report K. RMAC Foundation Report L. Chair’s Remarks and Board Announcements (information Only) M. Public Comment N. Adjourn Next Meeting: February 20, 2018 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: January 19, 2019  DRAFT DOCUMENT MINUTES OF THE BOARD OF TRUSTEES Monday, November 20, 2017 REGULAR MEETING AT 4:01 PM CALL TO ORDER The regular meeting of the Board of Trustees was called to order by Chair Liakos at 4:01 pm. ROLL CALL The regular meeting of the Board of Trustees convened with members Jamie Barnes, Donovan Fulkerson, Peggy Krantz, Jessica Parham, Nanette Schumacher, Lorrina Segovia, Bill Siders, and DeAngela Velasquez being present. A quorum was established. Absent: Members Ann Baker, Priscilla Ornelas, and City Council Liaison Tabitha Denny were absent. Staff present: Caroline Brooks, Executive Director; Cindy Torrez, Executive Director, Roswell Museum and Art Center Foundation; Sara Woodbury, Curator of Collections and Exhibitions Community members present: Alison Penn, Roswell Daily Record APPROVAL OF AGENDA Member Parham moved to approve the agenda. Member Krantz seconded. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Member Parham motioned to approve the minutes for the October 16, 2017, board meeting. Member Schumacher seconded. A voice vote was unanimous and the motion passed. BYLAW WORKING GROUP REPORT Chair Liakos and Executive Director Brooks reviewed City Attorney Aaron Holloman’s comments on the bylaws. Chair Liakos stated that the bylaw review would count as the first reading, and that the second reading would occur in December. Given the historical difficulty of getting members to make a quorum during the holiday season, member Fulkerson suggested looking into proxy conditions or call-ins before the second reading. Chair Liakos and Executive Director will look into it. Member Krantz suggested the bylaws include months when the board traditionally does not meet. Member Siders suggested that copies of the revised bylaws be emailed for the second reading. Member Schumacher motioned to approve the first reading. Member Parham seconded. A voice vote was unanimous and the motion passed. STRATEGIC PLAN WORKING GROUP The board discussed forming a new working group to review the strategic plan and identify areas and projects where board members can become actively involved. Executive Director Brooks clarified that the working group can have up to five board members. The working group does not make any final decisions, but provides recommendations to the entire Board. Member Velazquez voted to approve the formation of a Strategic Plan Working Group. Member Siders seconded. A voice vote was unanimous and the motion passed. Members Parham, Siders, Velazquez, Liakos, and Segovia expressed interest in participating in the group, along with Executive Director Brooks. They suggested to meet between December and March to review the strategic plan and offer recommendations before the annual board meeting in April. MEMBERSHIP AND ATTENDANCE REPORTS Executive Director Brooks presented the membership and visitation numbers for October. She mentioned she is currently looking into new software that will provide more detailed information for visitation numbers, as well the ability to provide online registration and payment. Currently the museum uses PastPerfect, which works well for collections but is less satisfactory for membership needs. DIRECTOR’S REPORT Exectuive Director Brooks reviewed recent changes in staffing. Tiffany Melancon has been promoted to Guest Services Coordinator, and will oversee membership, facility rentals, class registrations and front desk staffing. Preparator Brandon Strange’s status has changed from part-time to full-time. Executive Director Brooks also discussed a new position that has been approved, the Communications and Events Coordinator, which will oversee the museum’s social media, website, publications, events, programming initiatives, and grant writing. A new part-time security position will also be open soon, and all security will be trained in class registration and overall hospitality as part of a transition from strictly security to guest services. Executive Director Brooks then discussed the planetarium, which has had about 1,200 visitors since it reopened in October, not including school groups. She discussed the current schedule, and plans to expand it with a wider variety of programs and more showtimes starting in January. She mentioned a new exhibition on view in the Founders Gallery, Pennsylvania Impressionists; Curator Woodbury provided an overview of the show. Executive Director Brooks discussed the repairs that Allen Roofing has done on the west end of the building to fix a series of recent leaks. The east side of the building will be addressed at the end of the year or in early 2018, since it was not leaking and is not as high a priority. Executive Director Brooks discussed Xcel energy’s offer to redo the lighting throughout the Museum building. She is currently working with J & G Electric to determine the cost of the project. Once the final cost has been ascertained Xcel will decide how much funding it intends to contribute. The company has expressed an interest in getting involved with the art and science festival the museum is planning for fall 2018. Exectuive Director Brooks concluded her report by stating the museum staff is currently securing dates for 2018 events, with plans to continue pARTy After Hours, revitalize Second Saturday, replace Sunday Conversations with a Brown Bag Lunch event, reintroduce the film series, and create special programming for next year’s Peter Hurd and Henriette Wyeth retrospective, Magical and Real. RMAC FOUNDATION REPORT Executive Director Torrez reviewed the total funds raised for the planetarium, which exceeded the foundation’s initial plans to pay for half of the renovation costs. The additional funds will be put into a special account dedicated strictly to future planetarium programming and needs. The annual appeal letter has been sent out, which will focus on the exhibition Magical and Real for 2018. The foundation is working with the Neverland Theatre Company on another murder mystery fundraiser planned around Valentine’s Day. Rather than hold the event over two evenings, the foundation is considering a larger venue to accommodate a one-night event. PUBLIC COMMENT None CHAIR’S REMARKS AND BOARD ANNOUNCMENTS Chair Liakos and Executive Director Brooks reminded the board of the Holiday Open House on December 2 and encouraged members to volunteer with greeting and art activities. Based on performer feedback the event will last from 5:00-7:30 pm rather than 5:00-7:00 pm. Vice Chair Siders congratulated Member Parham and Curator of Education Amanda Nicholson on their recent awards from the New Mexico Art Education Association. Member Parham received the High School Art Educator of the Year Award; Curator Nicholson received the Museum Art Educator of the Year Award. ADJOURN Member Schumacher motioned to adjourn and Member Parham seconded. A voice vote was unanimous and the motion passed. The meeting adjourned at 5:03 pm. DRAFT DOCUMENT Director’s Report to the Board of Trustees January 22, 2018 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. Staffing The Communications and Events Coordinator position is nearing the end of the hiring process. This position is new and will focus on special event planning, marketing, volunteer management, and grant assistance. The new staff member will be announced in the next couple of weeks and we hope to have them start in mid-February. 2. Staff Moves Due to space preferences/needs, some of the Museum staff have moved their offices. You will now find our bookkeeper, Deborah Melancon, in the office closest to the auditorium and Curator of Education Amanda Nicholson is now across from the ceramics studio. The new Communications and Events Coordinator will be in what is presently the copy room (the old Assistant Director’s office) near my office. The moves are also giving us a chance to update some of the spaces with fresh paint, new/repurposed furniture, and carpet cleaning. 3. Holiday Open House We had 375 visitors for this year’s Holiday Open House. Thank you to those who volunteered and helped with the event. Roswell Folklorico, the Roswell Flute Ensemble, Mike Lively’s piano students, Goddard High School’s Stargazers filled the museum with music and we also featured Shrinky-Dink ornament-making, planetarium shows, yummy refreshments and store discounts. While attendance was great, we will be looking to revamp the event a bit next year with less “sit-down” performances and more engagement in the galleries. 4. 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. 5. Museum Events Calendar A Museum Events Calendar for January-March is available. Some upcoming highlights are a new monthly Brown Bag Lunch Talk series beginning on January 31, as well as the return of the film series with art documentaries starting on February 1, and a pARTy After Hours on March 30. The calendar will serve as a marketing tool to keep local press updated on events as well as for staff, board members and local organizations who wish to stay up to date on our happenings. 6. Planetarium Shows Our current goal is to continue to explore Digistar resources to put together free public shows and to identify shows that we would like to purchase. In addition we are developing shows geared for specific children’s age groups/grades and will work on determining appropriate standards and benchmarks for each. We added an additional public show time starting this month with shows on Tuesdays at 7pm, Wednesdays at 2 and 3:30 pm and Saturdays at 2pm. The additional show will allow us to test which time may be better for public school students on their early release day. In addition, we are expanding from one show type per month to two with the two shows being presented on alternating Tuesdays and Saturdays and divided between the two times on Wednesday. Visit our website or newsletter for complete details. Upcoming Events  Planetarium Program: IBEX: Search for the Edge of the Solar System: Tuesdays: January 2, 16 & 30 at 7 pm | Wednesdays in January at 2 pm | Saturdays: January 13 & 27 at 2 pm  Planetarium Program: The Dark Matter Mystery: Tuesdays: January 9 & 23 at 7 pm | Wednesdays in January at 3:30 pm | Saturdays: January 6 & 20 at 2 pm  Wednesday, January 31, 12-1 pm – Brown Bag Lunch Talk: Pennsylvania Impressionists with Sara Woodbury  Thursday, February 1, 7 pm – Art Documentary Film Screening: Jodorowsky’s Dune  Saturday, February 10, 6 pm – Mystery at the Museum: Murder is a Fine Art  Thursday, February 15, 7 pm – Art Documentary Film Screening: Cutie and the Boxer More details are available in the current issue of the newsletter.