Roswell Museum Board of Trustees

BOARD OF TRUSTEES AGENDA Monday, January 28, 2019 at 4:00 PM Bassett Auditorium at RMAC 1011 N. Richardson Street Roswell, NM 88201 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. City Council Liaison: Barry Foster RMAC Staff Coordinator: Caroline Brooks, Executive Director RMAC Foundation: Cindy Torrez, Executive Director A. Call to Order B. Roll Call ACTION ITEMS: C. Approval of Agenda D. Approval of the November 19, 2018 meeting minutes E. Discuss board vacancies and potential nominations and approve next steps F. Discuss and consider approval of April BOT Annual Meeting date and time G. Re-visit and consider approval of library working group H. Re-visit and consider approval of education working group I. Discuss and consider approval of loan of Raymond Jonson painting to Crocker Art Museum J. Discuss and consider approval of donation of Tejada chairs K. Discuss and consider approval of Navajo blanket donation L. Discuss potential changes to membership levels and consider approval of working group INFORMATION ONLY ITEMS: M. Membership/Event Report N. Director’s Report O. RMAC Foundation Report P. Chair’s Remarks and Board Announcements Q. Public Comment R. Adjourn 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 18-55. 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. 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 25, 2019  ROSWELL MUSEUM AND ART CENTER MINUTES OF THE BOARD OF TRUSTEES Monday, November 19, 2018 DRAFT DOCUMENT REGULAR MEETING AT 4:00 p.m. A. CALL TO ORDER Vice Chair Bill Siders called the regular meeting of the Board of Trustees to order at 4:07 p.m. B. ROLL CALL The regular meeting of the Board of Trustees convened with members Donovan Fulkerson, Bill Siders, Jessica Parham, Jamie Barnes, Anne Baker, and Peggy Krantz being present. A quorum was established with Chair Liakos, and members Priscilla Ornelas, Nanette Schumacher, De Angela Velasquez, and Lorrina Segovia being absent. Staff present: Caroline Brooks, Executive Director, Wendy Cook, Interim Communications and Events Coordinator, and Cindy Torrez, Executive Director RMAC Foundation. Community members present: None. C. APPROVAL OF AGENDA Member Parham motioned to approve the agenda. Member Baker seconded. A voice vote was unanimous, and the motion passed, with members Liakos, Ornelas, Schumacher, Velasquez and Segovia being absent. D. APPROVAL OF MINUTES Member Parham motioned to approve the minutes for the October 15, 2018, board meeting. Member Barnes seconded. A voice vote was unanimous, and the motion passed, with members Liakos, Ornelas, Schumacher, Velasquez and Segovia being absent. E. DISCUSS AND CONSIDER APPROVAL OF 2019 BOARD OF TRUSTEES MEETING DATES Member Baker expressed concern over the proposed April 15, 2019 date as that is also tax day. The group discussed keeping the dates as proposed, with an understanding that the April date could be discussed again if it remains a concern as it approaches. Member Krantz motioned to approve the proposed 2019 Board of Trustees meeting dates. Member Parham seconded. A voice vote was unanimous, and the motion passed, with members Liakos, Ornelas, Schumacher, Velasquez and Segovia being absent. F. UPDATE – MEMBERSHIP/VISITATION REPORT Director Brooks presented the membership and visitation report. Attendance numbers are high for October due to the exceptional attendance at the Science and Art Festival. Director Brooks again expressed the goal to see museum membership up to 500 and plans a campaign for this effort in 2019 to be organized by the new Communications and Events Coordinator once that person is hired. FOR THE RECORD: Chair Cymantha Liakos and member Lorrina Segovia joined the meeting at 4:15p.m. G. DIRECTOR’S REPORT 1. Relighting Project The Xcel Energy relighting project is underway. J&G Electric is doing the reinstallation and already has  completed several galleries and part of the Bassett wing. The project is estimated to be completed around mid- January. Xcel plans to host a lighting completion reception. 2. Bill Siders Honored as Volunteer of the Year Long-term docent, Bill Siders, received the New Mexico Association of Museums’ Volunteer of the Year award last month. He was nominated by Amanda Nicholson and the award was presented at their annual conference held in Taos. 3. Make and Mingle The Museum held three Make and Mingle Adult Open Studio sessions in October and November. The topics covered book-making, gauche ad oil pastels and there was a good turnout for each (12-20 people). The project is intended to provide an alternative, low commitment art session for adults in a social, relaxed atmosphere. The staff is planning to continue the pilot project in 2019. 4. Holiday Open House The Museum is finalizing preparations for the annual Holiday Open House to be held on Saturday, December 1 from 4-6:30 pm. The event will include a quartet from the Roswell Symphony Orchestra, gallery talks, a warm beverage buffet from Stellar Coffee, marshmallow roasting, and a gingerbread person decorating activity. 5. CivicRec The Museum is going online for class registrations, membership renewals and planetarium tickets through a module called Civic Rec which is under CivicPlus, the current host for the City’s website. The museum will also be able to utilize the new system for point of sale transactions in the museum store and for other on-site transactions. The system will launch around January and should help make transactions much easier for Museum guests and members. 6. New Exhibitions Opening Three new exhibitions are being installed this month: Still Life in the Entry Gallery, Made in New Mexico in the Patricia Gaylord Anderson Gallery, and Life Along the Rio Grande in the Spring River Gallery. The first two are drawn from the permanent collection and the latter presents contemporary art quilts and was organized by the Studio Art Quilt Associates. 7. Conceptual Drawings The Museum is continuing its work with the Albuquerque-based architecture firm Huitt-Zollars on the development of conceptual drawings for the lobby/museum store/family gallery project. Once the drawings are finalized, the Museum will work with the foundation and other city departments to determine next steps including developing a fund raising strategy, budget estimate and timeline. H. RMAC FOUNDATION REPORT Executive Director Torrez explained the Foundation’s annual appeal was mailed in October and they are currently 1/3 of the way to goal. The 2019 Fundraiser has been set for Saturday, February 9, 2019. This will be another Mystery at the Museum event that will include a light comedy murder-mystery. The event will be ticketed and will include a small silent auction. Director Torrez also shared that the Gratton family has donated an additional $30,000 to the Gratton Endowment for Adult Education. The family has asked that spending remain at or below 4% per year. I. CHAIR’S REMARKS AND BOARD ANNOUNCMENTS None J. PUBLIC COMMENT None K. ADJOURN Member Parham motioned to adjourn. Member Krantz seconded. A voice vote was unanimous, and the motion passed, with members, Ornelas, Schumacher, and Velasquez being absent. The meeting adjourned at 4:45 p.m. Visitor Type Totals RMAC Attendance December 2018 General Visitors 889 General Classes RMAC Meetings RMAC Meetings 18 1% City Meetings 97 City Meetings 6% Volunteers 6 Planetarium 250 General Visitors General Visitors Museum Tours 196 51% General Classes Exhibit Openings 0 RMAC Meetings Rentals 147 City Meetings RMAC events 152 Volunteers 1755 Planetarium Museum Tours RMAC events Exhibit Openings 9% Rentals Rentals RMAC events 8% Openings Exhibit 0% Membership Totals 2018 2017 Current Memberships 429 410 New Members 1 2 Overdue 22 15 Renewals 11 12 Dues Receipts $760 $725 YTD Dues $6,950 $4,650 Director’s Report to the RMAC Board of Trustees January 28, 2019 Board Meeting Submitted by: Caroline Brooks, Executive Director 1. Holiday Open House The Museum held its annual Holiday Open House on Saturday December 1. We had 150 attendees and presented music by a quartet from the Roswell Symphony Orchestra, gallery talks led by Vicki Conley from the Studio Art Quilt Associates and Curator of Collections and Exhibitions Aubrey Hobart, a warm beverage buffet from Stellar Coffee, marshmallow roasting, sugar cookies from Eli’s Bakery, a gingerbread person decorating activity and paper crafts. Although the attendance was lower than the last couple of years (~400), the focus was more on enjoying the galleries and mingling rather than performances in the auditorium (which brings family members for just the performance). We will look to increase attendance while still using the 2018 format next year. Overall, it was a very enjoyable event. 2. CivicRec The release date of CivicRec, the online system for class registrations, membership renewals and planetarium tickets, is February 1 for a soft opening. In March it will be promoted more as we become familiar with the system. 3. Relighting The Xcel Energy relighting project continues. There has been some delays to the initial estimated completion of January due to needing to order additional components and scheduling conflicts. The project will likely take another two months. Much has been completed so far with just some galleries and storage spaces remaining. We were able to take the opportunity to renovate a section of ceiling north of the Marshall Gallery that had severely stained and mismatched acoustic tiles before the new lighting was installed in that area. 4. Logo The City is undertaking a rebranding campaign and in an effort to create one look, one voice has developed logos for each department in alignment with the campaign. The museum has shared concerns to the project lead of the conflict regarding ufo-themed branding for the museum. At present I am in a discussion phase with the City administration to seek permission to move forward on a logo that is more in keeping with the museum’s brand and audiences. 5. Renovation Conceptual Drawings We have completed our initial work with the Albuquerque-based architecture firm Huitt-Zollars on the development of conceptual drawings for the lobby/museum store/family gallery project. Along with some beautiful design work, the estimated project costs are higher than originally anticipated. We also are currently working on programming costs for the digital interactives and furnishings for the family gallery. The museum staff will be regrouping with the Foundation and City administrators to determine next steps on the project.