Roswell Museum Board of Trustees

ROSWELL MUSEUM MINUTES OF THE BOARD OF TRUSTEES MEETING Monday, February 26, 2024 at 4:00 p.m. 1011 N. Richardson Ave. Roswell, NM 88201 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 24-02. For the Record: Meeting is being streamed live for the public through GoToMeeting. There was no public on GoTo Meeting. A. CALL TO ORDER Board Chair West called the meeting of the Board of Trustees to order at 4:10 p.m. B. ROLL CALL The meeting of the Board of Trustees convened with members Lindsay Mayo Fincher, Valli West, Lorrina Segovia, Anne Baker, and Kay Cargill Jenkins being present. A quorum was established with members Tim Hartwick, Nina Leacock, Jane Avery Gray, and Elisa Begueria being absent. City Council members present: The museum has not been appointed a city council liaison with the new council members. Staff present: Caroline Brooks, Executive Director and Cloe Medrano, Registrar Community members present: Cindy Torrez, Director RMAC Foundation and Marilyn Cozzens present. ACTION ITEMS C. APPROVAL OF AGENDA Member Baker motioned to approve the agenda. Member Fincher was the second. A voice vote was unanimous, the motion passed 5-0, with members Hartwick, Leacock, Gray, and Begueria being absent. D. Approval of the November 20, 2023 meeting minutes Member Fincher motioned to approve the November 20, 2023 meeting minutes with a correction on page 2 removing Fincher and leaving Baker. Member Baker was the second. A voice vote was unanimous, the motion passed 5-0, with members Hartwick, Leacock, Gray, and Begueria being absent. E. Approval of the January 22, 2024 meeting minutes Member Fincher motioned to approve the January 22, 2024 meeting minutes. Member Baker was the second. A voice vote was unanimous, the motion passed 5-0, with members Hartwick, Leacock, Gray, and Begueria being absent. F. Discussion and consider approval to form a governance working group Member Fincher motioned to approve to form a governance working group. Member Segovia was the second. A voice vote was unanimous, the motion passed 5-0, with members Hartwick, Leacock, Gray, and Begueria being absent. G. Discussion and consider approval of updates to Code of Ethics Member Baker motioned to approve the updates to Code of Ethics with removing an “expense not normally considered part of the museum’s operating budget” on page 8. Member Fincher was the second. A voice vote was unanimous, the motion passed 5-0, with members Hartwick, Leacock, Gray, and Begueria being absent. H. Discussion and consider approval of updates to Collections Management Policy Member Fincher motioned to approve the updates to Collections Management Policy with removing an “expense not normally considered part of the museum’s operating budget” on page 5. Member Segovia was the second. A voice vote was unanimous, the motion passed 5-0, with members Hartwick, Leacock, Gray, and Begueria being absent. INFORMATION ONLY ITEMS I. Overview of Updated Guidelines for NAGPRA Medrano gave an update on the new federal laws regarding Native American Graves Protection and Repatriation Act (NAGPRA). In January 2024, the Federal Law was updated, and for the next five years, Roswell will be updating our Native American inventory and building relationships with the Native tribes. J. Introduction to Deaccession Process for Future Planning Medrano gave an overview of the deaccessioning process for future planning. K. Overview of Members’ Open House Director Brooks informed the board the Member’s Open House is March 1st. Museum Staff will share about the current renovations, and upcoming exhibitions and programs in a 30-minute presentation at 5:30 pm. The remaining activities will be drop-in style. This free event is open to Roswell Museum Members and their guests. FOR THE RECORD: Tim Hartwick arrived at 4:55 p.m. L. Flooring Renovation Status Update Director Brooks informed the board work is being completed on phase 1 of the flooring renovations. The fourth and final gallery for the renovation, the Russell Vernon Hunter Gallery, is nearing completion with sealing of the hardwood and baseboard installation remaining. Carpet tiles and LVT planks will be installed in the coming weeks in the auditorium, planetarium lobby, a hallway and admin areas. A contract has been awarded to Waide Construction for phase 2 of the flooring renovation for the installation of epoxy terrazzo in north and south corridors of the museum, utilizing state funds received in November 2023. Temporary transition strips were installed on the north side of the Entry Gallery and will be removed with the integration of the terrazzo. M. Reaccreditation Status Update Director Brooks informed the board the American Alliance of Museum (AAM) site visitors are coming the second week of April. The two visitors will meet with Board of Trustees members, RMAC Foundation members, and museums works. N. Director’s Report Director Brooks informed the board the flooring renovation in the Hunter Gallery is mostly complete with transition strips yet to be added. Work is being completed on phase 1 of the flooring renovations. The fourth and final gallery for the renovation, the Russell Vernon Hunter Gallery, is nearing completion with sealing of the hardwood and baseboard installation remaining. The Museum will host a Members’ Open House on Friday, March 1, 2024 from 5:30 p.m. - 8 p.m. The evening will include demonstrations by the collections team, previews of upcoming classes, tours, food, drink and more! The permanent collection exhibition Decades: The 1990s recently opened and is the final installment of the “Decades” series which presented artwork created in each decade from the museum’s early years in the 1940s through the end of the 20th century. Gwen Doyle was recently hired as the part-time Store Clerk, providing coverage for the Museum Store primarily on weekends. O. RMAC Foundation Report The spring fundraiser is May 17, 2024 with the theme being Night on Bourbon. The tickets will go on sale March 12, 2024. P. Chair’s Remarks and Board Announcements West informed the board she visited the Amarillo Museum of Art to see the exhibition The Collecting Eye of Ray Graham. The Jerry West painting on loan to AMoA, was lovely and encourages those who can visit the exhibition to do so before March 24, 2024. Q. Public Comment Cozzens informed the board that the museum has a lot happening in the next couple of months and she wouldn’t have known about the events without attending the board meetings. R. Adjourn Member Jenkins motioned to adjourn. Member Segovia was the second. A voice vote was unanimous, the motion passed 6-0, with members Leacock, Gray, and Begueria being absent. The meeting adjourned at 5:32 p.m.