Roswell Museum Board of Trustees

BOARD OF TRUSTEES ANNUAL MEETING AGENDA Monday, April 19, 2021 at 3:00 PM Go-To Meeting 1011 N. Richardson Street Roswell, NM 88201 Chair: Cymantha Liakos Members: Anne Baker, Jamie Barnes, Donovan Fulkerson, Peggy Krantz, Priscilla Ornelas, Jessica Parham, Kay Cargill Jenkins, Lorrina Segovia, Bill Siders, and Valli West. 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 March 15, 2021 meeting minutes E. Nomination of BOT officers F. Discussion and consider approval of life size sculpture of Dr. Goddard offered by Foster and Coco Stanback into the museums holdings as a non-accession item G. Discussion and consider approval of Sidney Redfield drawing offered by Sally Cammon and Steve Glover into accession H. Discussion and consider approval of 7 Peter Hurd drawings offered by Dave Wynkoop into accession INFORMATION ONLY ITEMS: I. Summary of 2020 museum activities J. Overview of 2021 planned projects, exhibitions and programming K. Review of progress of 2017-2021 strategic plan L. Director’s Report M. RMAC Foundation Report N. Chair’s Remarks and Board Announcements O. Public Comment P. 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 21- 7. 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, 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: April 16, 2021 RMAC April BOT/Annual Meeting Mon, Apr 19, 2021 3:00 PM - 5:30 PM (MDT) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/273382509 You can also dial in using your phone. United States: +1 (312) 757-3121 Access Code: 273-382-509  ROSWELL MUSEUM AND ART CENTER MINUTES OF THE BOARD OF TRUSTEES MEETING Monday, March 15, 2021 | GoTo Meeting DRAFT DOCUMENT REGULAR MEETING AT 4:00 p.m. Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 21-7. A. CALL TO ORDER Board Chair Liakos called the meeting of the Board of Trustees to order at 4:00 p.m. B. ROLL CALL The meeting of the Board of Trustees convened with members Cymantha Liakos, Bill Siders, Lorrina Segovia, Anne Baker, Valli West, Donovan Fulkerson, Jessica Parham, Priscilla Ornelas, Kay Cargill Jenkins, Jamie Barnes and Peggy Krantz being present via GoTo Meeting. A quorum was established. Staff present: Caroline Brooks, Executive Director, Wendy Cook, Public Programs Manager, and Cindy Torrez, Executive Director RMAC Foundation. Community members present: None. C. APPROVAL OF AGENDA Member Jenkins motioned to approve the agenda. Member West seconded. A voice vote was 11-0 and the motion passed. D. APPROVAL OF February 22, 2021 MINUTES Member West motioned to approve the minutes for the February 22, 2021 meeting. Member Segovia seconded. A voice vote was 11-0 and the motion passed. E. BOT New Member Nominations Board Chair opened voting for current BOT members that have expiring terms, but are eligible for a second term. Member West made a motion to recommend for the mayor’s consideration that Jessica Parham continue for a second term in position 4. Member Siders seconded. A voice vote was 10-0 and the motion passed. Member Jenkins made a motion to recommend for the mayor’s consideration that Anne Baker continue for a second term in position 6. Member Siders seconded. A voice vote was 10-0 and the motion passed. Member West made a motion to recommend for the mayor’s consideration that Lorrina Segovia continue for a second term in position 10. Member Jenkins seconded. A voice vote was 10-0 and the motion passed. Director Brooks shared the names and brief application information on the five members of the community that submitted BOT applications to the city. Names submitted were: Krisann Robles, Kate Griffo, Patrick Collins, Elisa Begueria, and Lindsay Mayo Fincher. BOT members were given an opportunity to speak on behalf of any names submitted. Member West made a motion to recommend Patrick Collins for the mayor’s consideration for board position 8. Member Siders seconded. A voice vote was 10-0 with member Jamie Barnes abstaining from the vote by choice due to technical issues on her device. The Motion passed. Member Segovia made a motion to recommend Elisa Begueria for the mayor’s consideration for board position 2. Member West seconded. A voice vote was 10-0 with member Jamie Barnes abstaining from the vote by choice due to technical issues on her device. The Motion passed. INFORMATION ONLY F. DIRECTORS REPORT: See attached G. Annual Meeting: Director Brooks reminded everyone that the BOT Annual meeting would take place next month on April 19th this is a two hour meeting that will begin at 3p.m. H. Strategic Planning: Director Brooks shared that the BOT is due for strategic planning for 2022-2025. The goal is to meet prior to September 2021. I. RMAC FOUNDATION REPORT RMAC Foundation Director Torrez shared that the Foundation remains hopeful to have a fundraising event either virtual or in-person this summer. J. CHAIR’S REMARKS AND BOARD ANNOUNCEMENTS None K. PUBLIC COMMENT None L. ADJOURN Member Siders motioned to adjourn the meeting. Member Krantz seconded. A voice vote was 11-0 and the motion passed. The meeting adjourned at 4:56 p.m. Roswell Museum and Art Center 2017-2021 Strategic Plan The Strategic Plan was approved by the RMAC Board of Trustees on July 17, 2017.  2017-2021 Strategic Plan Our Mission: Why we exist The Roswell Museum and Art Center inspires discovery and creativity along with cultural understanding of the American Southwest and greater community. —Adopted by the Board of Trustees, February 20, 2007 Updated and adopted by the Board of Trustees, September 24, 2018 Mandate: What we do The Roswell Museum and Art Center: • Delivers free and low cost learning experiences as an integral part of the Chaves County community through its museum, art center and planetarium. • Presents compelling exhibitions and programs that link art, history and science. • Generates and shares new knowledge and research through exhibitions, public programs and publications. • Preserves, interprets and collects high quality works of art and historical objects with a primary focus on the Southwest. • Provides a place to share and experience diverse viewpoints. Our Values: Core beliefs that guide our conduct • Access—We believe in creating an atmosphere of inclusion and accessibility for all people. • Connectedness—We concentrate on building bridges to the multiple communities we serve, and value opportunities for community collaboration through education, entrepreneurship, and civic enterprise. • Discovery—We strive to connect human experience, imagination, and creativity to the past, present, and future. • Diversity—We respect, represent, and value our diverse community. • History—We are a public institution that celebrates its grassroots inception and national significance “to present with pride the most typical aspects of local history and culture … and … bring enough of the great inherited treasure of the world’s culture so that a link can be seen connecting the two …” • Relevance—We expose people to a range of meaningful ideas that expand our understanding of art and history. • Sense of Place—We help to promote a sense of identity, pride, and belonging in our community. • Stewardship—We consistently work to preserve our public trust responsibilities through accountability in the stewardship of our financial assets, collections, and physical resources. 2  2017-2021 Strategic Plan Vision and Approach The Roswell Museum and Art Center will be a cultural leader in Southeast New Mexico and distinguish itself through a community-centered approach that is in the spirit of its founding as a WPA Federal Art Center that endeavored for “participation by the entire community in all forms of art experience.” In so doing, it will seek to utilize its exceptional art and history collections and expansive facilities which includes twelve galleries, two classrooms, a ceramics facility, auditorium, planetarium, research library, store, and courtyard. The following definitions of success will guide the Museum’s approach moving forward: • Serve as a regional leader by exemplifying excellence in the museum field. • Engage the community as an accessible and welcoming place of learning. • Cultivate new and existing stakeholders to increase social capital. • Be a highly visible organization. • Fill the galleries, auditorium and educational facilities with activity and visitors. • Actively partner with other cultural, educational and social service organizations, as well as City departments. • Enhance art, history and science appreciation among the local population. • Be a prevalent destination for out-of-town visitors. Evaluation The Strategic Plan is a working document which may be adjusted annually or as needed. Progress of the Plan will be monitored in three ways: 1. Staff Meetings Museum staff will come together for regular status meetings to develop Action Plans, discuss progress, and find solutions for any issues. 2. Board Meetings A strategic plan working group made up of Board of Trustee members and the Director will provide regular updates to the Board based on check-ins with staff or board members involved in key tasks. 3. Annual Staff Evaluations Annual staff evaluations, conducted by the Director, will allow time to set annual goals in alignment with the Strategic Plan. 3  2017-2021 Strategic Plan Strategic Planning Process The strategic planning process consisted of a planning workshop held on February 6, 2017 which was open to RMAC Board of Trustee members, RMAC Foundation members, Museum staff, and the public. The workshop included a review of the 2013-2016 Strategic Plan, a presentation of potential capital projects, and discussions and goal setting activities facilitated by President Peggy Krantz, Vice President Bill Siders and Museum Director Caroline Brooks. Subsequent conversations with Trustees, the RMAC Foundation Executive Director and staff allowed for a fine-tuning of the plan which resulted in five broad organizational goals with secondary objectives that support the Mission and outlined Vision. The plan was approved by the Board of Trustees on July 17, 2017. Strategic Plan Contributors The following individuals contributed to the formation of the 2017-2021 Strategic Plan as part of the February 2017 planning workshop: RMAC Board of Trustees Bill Siders, Vice President Cymantha Liakos DeAngela Velasquez Jamie Barnes Jessica Parham Lorie Mitteer Peggy Krantz, President Priscilla Ornelas RMAC Staff Amanda Nicholson, Curator of Education Caroline Brooks, Executive Director Colette Speer, Membership and Events Coordinator Darrick Constance, Security Attendant Sara Woodbury, Curator of Collections and Exhibitions Jeremy Howe, Planetarium Coordinator Nicholas Frederick, Registrar RMAC Foundation Board of Directors Beth Waldrip Carolyn Sidd Nola Fulkerson Cindy Torrez, RMAC Foundation Executive Director 4  2017-2021 Strategic Plan Goals and Objectives The following outlines the goals and objectives of the Strategic Plan. Action Plans will be used to identify how specifically the goals and objectives will be addressed and will be developed primarily by the Museum staff—in coordination with members of the Board of Trustees and the RMAC Foundation, when applicable. The Action Plans will map out sections of the Strategic Plan when those sections are ready to be addressed and will include assignments of personnel, resources, due dates, and defined outcomes to allow for the preparation, monitoring and evaluation of the implementation of the Strategic Plan over time. 1. Strengthen the Museum’s engagement in the community. a. Grow audiences through targeted outreach and programming efforts so that it reflects Chaves County residents and visitors with a particular focus on students and their families, young professionals and seniors. b. Reinforce and establish partnerships with other non-profit organizations, City departments, and educational institutions to share resources and meet common goals. c. Strengthen and develop mutually-beneficial relationships with community leaders. 2. Establish the Museum as an integral partner in education. a. Connect with K-12 public school, private school, and homeschool teachers, students, and administrators to serve as a partner in education. b. Re-launch docent program to provide a strong volunteer pool to support education initiatives. c. Continue to grow children and adult education and programming offerings to promote creativity and learning and to build community. d. Seek financial support for education efforts through grants, sponsorships and RMAC Foundation funding so that activities may continue to be provided for low cost or free. 3. Provide an informative, enjoyable and accessible Museum experience. a. Create welcoming, accessible and comfortable grounds, entry, galleries, family area, and store. b. Ensure a visitor centric-approach to exhibitions with dynamic, updated displays and interpretation; family-friendly offerings; and well-informed staff and volunteers. c. Establish a robust planetarium program as part of the visitor experience. 5  2017-2021 Strategic Plan d. Enhance online public access to the collections and archives. 4. Grow organizational capacity and ensure long-term sustainability. a. Increase accountability and better define staff roles and responsibilities through a combination of job description updates, procedural reviews, professional development, succession planning and performance reviews. b. Cultivate, retain, and attract talented staff and board members. c. Amend board bylaws and conduct regular reviews of Board procedures. d. Develop board working groups to assist with monitoring and meeting strategic plan goals and other identified needs. e. Grow and sustain volunteer corps to provide expertise and support to Museum activities. f. Evaluate and implement strategies to increase/create revenue in membership, admission fees, and store sales. g. Work with RMAC Foundation to grow and diversify financial resources—project-based and endowment—with a focus on major donors, major gifts, and planned giving. h. Conduct regular maintenance and facility audits and develop plan to address issues both on staff and City levels. i. Maintain and improve storage areas and work spaces to ensure efficient and orderly environments. j. Consider expansion possibilities to address collections storage limitations. k. Review procedures and take steps to ensure timely preparation for 2022 reaccreditation process. l. Ensure personnel and financial resources through the City are available to meet current and future needs. 5. Invigorate the Museum’s communications and marketing. a. Reintegrate and refresh the Museum’s brand. b. Enhance public and media relations to reach Chaves County and outlying areas. c. Align the Museum’s marketing efforts with its audience development and membership goals. d. Design and install exterior wayfinding to increase visibility. 6  2017-2021 Strategic Plan e. Create an annual report that reflects the Museum’s accomplishments and activities. f. Review and consider an update to the mission statement to integrate science initiatives. g. Highlight Museum’s WPA history in visitor experience, print materials and online. 7  MARCH 2021 MONTHLY REPORT ATTENDANCE REVENUES 2021 2020 2019 2018 MUSEUM 472 489 1464 1710 2021 2020 2019 2018 EVENTS 0 30 115 86 ADMISSIONS 2,553 CLASSES 0 165 241 236 CLASSES 2,266 1,156* 4,276 7,212 PLANETARIUM 0 142 407 312 PLANETARIUM 0 871 1,191 1,242 SCHOOL/ADULT TOURS 0 237 249 228 MEMBERSHIP 2,610 1,465 2,885 3,410 FACILITY USE 0 713 233 804 OUTREACH 0 0 215 0 FACILITY USE 0 250 0 200 VOLUNTEER VISITS 10 1 18 9 STORE 4,002 2,269 6,234 5,829 MUSEUM BUSINESS 2 MARCH TOTALS 11,431 4,855 14,586 17,893 MARCH TOTALS 484 1,777 3,055 3,791 YEAR TO DATE TOTALS 23,493 23,558 30,620 36,060 *Class monies were returned due to cancellations. This is reflected in the totals. YEAR TO DATE TOTALS 902 5,115 7,978 7,924 PROGRAMMING VISITS for REVENUE for YEAR to DATE YEAR to DATE ADMISSIONS MONTH MONTH VISITS REVENUE Members Children 15 and under 24 108 96 133 MEMBERS Adult Residents Adult Non-Residents 9 175 $63 $1750 31 233 $147 $2330 417* 708* current active current active Seniors 61 $427 94 $658 memberships members 11 34 Military 22 $154 27 $189 FOR Student (16+) 17 $119 20 $140 MONTH new members renewals Museums for All Senior Free Days Resident Free Day 20 10 43 24 YEAR to DATE 23 new members 68 renewals NARM (free) 8 10 Puzzle Room 8 $40 27 $135 * Numbers to potentially drop April 1 once Member Guest Pass 12 members who lapsed in 2020 are designated inactive. Renewal period had been extended due to Store Only 10 10 closure during COVID. Special Tour $640 TOTALS 472 $1,253 760 $4,239 CLASSES SESSIONS for MONTH ATTENDEES CONTACT HOURS VOLUNTEERS TOTAL 0 0 FOR MONTH 11 volunteer hours 11 volunteers 35.5 14 OCCURENCES YEAR EVENTS for MONTH ATTENDEES PARTNERSHIP to DATE CANCELLED: volunteer hours volunteers Planetarium General Shows 13 0 4,305 TOTAL PUZZLE FACEBOOK FOLLOWERS TOURS GRADE(S) STUDENTS ADULTS GALLERIES PLANETARIUM ROOM 598 INSTAGRAM FOLLOWERS TOTALS  RECENT MUSEUM ACTIVITIES & HIGHLIGHTS Submitted by Museum Director Caroline Brooks SECOND SATURDAY STATE MONIES TARGET for further reflection on whether a PROGRAMMING MUSEUM IMPROVEMENTS museum is readily reaccredited or if issues need to be addressed. As the RMAC will start offering Second The New Mexico Department of museum field’s mark of distinction Saturday family programming Tourism re-routed tourism dollars since 1971, accreditation offers beginning June 12. Throughout to capital projects in rural cities high profile, peer-based validation the year, each Second Saturday of during COVID in order to help smaller of a museum’s operations and the month, families can drop by to cities better prepare for welcoming impact. Only 3% of U.S. museums participate in a free make-and-take tourism (and locals) back after the are accredited. RMAC was first style science or art project led by pandemic. The request, which was accredited in 1976 and will start the our knowledgable teachers, staff or approved by the governor on April reaccreditation process, which takes special guests. Hours for the program 9, will provide $340,000 toward place approximately every ten years, are 10 am to 1 pm. museum improvements by relocating in 2022. the Museum Store to the front of In June, help us celebrate the the building and refreshing the opening of New Mexico artist William PLANETARIUM lobby. The new store format will Goodman’s exhibition with a make- focus on promoting the work of With lessening COVID restrictions your-own sculpture project. Light local and regional artists along with that have permitted movie theaters refreshments will be available. items related to the collections and and other performance-type venues Looking ahead, July 10 will focus exhibitions. to open, we are planning to reopen on animals with a special visit from the Planetarium starting June 1. some Spring River Zoo critters NEW SCULPTURE ADDITION Showtimes will be posted once and a new exhibition on loan from we know the museum’s available Las Cruces artist Rachel Stevens the Wheelwright Museum of the resources in the coming weeks. helped install an outdoor public American Indian. August 14 will sculpture that she recently donated feature a visit by Explora Science SUMMER INTERNS to the museum. Titled Jacob’s Ladder it Center. is a series of stacked chair and ladder Internship applications are currently forms that reach skyward, serving as being sought for summer museum EXHIBITIONS a whimsical interplay between the interns. The interns will work on Unsaid opens on April 30 and earth and sky. A video interview with collections care and inventory, an presents the work of Russian artist the artist is posted on the City of exhibition installation as well as Masha Sha. Sha creates large-scale Roswell’s YouTube channel under the provide assistance with summer drawings emphasizing the graphic museum’s playlist. programming. The 10-week long and poetic nature of words. As a positions will receive stipends to help Russian artist living in the United PEER REVIEW offset living expenses, courtesy of the States, Masha engages in a visual RMAC Foundation. The internships are Museum Director Caroline Brooks relationship with language that is part of the museum’s commitment to recently served as a peer reviewer always in a state of improvisation. The of a Midwest museum on behalf of complexities involved in excavating VIRTUAL PROGRAMMING the American Alliance of Museums. meanings from words and phrases is Peer reviewers are museum In the month of March there were 25 a major part of her interest that stems professionals who volunteer to posts on Facebook; 6,274 accounts from a sense of being a stranger to support the museum accreditation reached; 49 shares and 100 likes. the English language. process by reviewing self-assessment Some of the more popular posts were materials, interviewing staff and school virtual tours, Alia Ali exhibition Sha will give a virtual talk on Friday, board members, and conducting a promotions, along with favorites April 30 at 5:30 pm. For a link and site visit to evaluate operations and Museum Moments, Space is Awesome details, please visit the event page at programming. A report is then filed and Yoga in the Museum. www.roswellmuseum.org. with the accreditation commission