Roswell Museum Board of Trustees

BOARD OF TRUSTEES MEETING AGENDA Monday, March 18, 2024 at 4:00 p.m. 1011 N. Richardson Ave. Roswell, NM 88201 Members: Jane Avery Gray, Anne Baker, Elisa Begueria, Kay Cargill Jenkins, Lindsay Mayo Fincher, Tim Hartwick, Nina Leacock, Lorrina Segovia, and Valli West. City Council Liaison: Appointment vacant RMAC Staff Coordinator: Caroline Brooks, Museum Director RMAC Foundation: Cindy Torrez, Executive Director A. Call to Order B. Roll Call ACTION ITEMS: C. Approval of Agenda D. Approval of the February 26, 2024 meeting minutes E. Discussion and consider approval to deaccession Deeth Starr by Jason Knapp to become a non-accession item F. Discussion and consider approval to deaccession Untitled by George J. Perry to become a non-accession item INFORMATION ONLY ITEMS: G. Annual Meeting Reminder for Monday, April 15 at 4 pm H. Renovation Progress Update I. Reaccreditation Update J. Governance Working Group Report K. Director’s Report L. RMAC Foundation Report M. Chair’s Remarks and Board Announcements N. Public Comment O. 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 24-02. 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: Friday, March 15, 2024 TO ATTEND THE BOARD MEETING BY GO TO MEETING March 2024 Museum BOT Meeting Mar 18, 2024, 4:00 – 5:30 PM (America/Denver) Please join my meeting from your computer, tablet or smartphone. https://meet.goto.com/773470741 You can also dial in using your phone. Access Code: 773-470-741 United States: +1 (224) 501-3412 Get the app now and be ready when your first meeting starts: https://meet.goto.com/install  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 Baker 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 renova�on in the Hunter Gallery is mostly complete with transi�on 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.  MARCH 2024 MONTHLY REPORT FEBRUARY ATTENDANCE FEBRUARY REVENUES 2024 2023 2022 2021 MUSEUM 886 885 840 130 2024 2023 2022 2021 EVENTS/PROGRAMS 217 273 223 0 ADMISSIONS 2320 4,831 4,341 1,217 CLASSES 461 419 446 0 CLASSES 8,115 3,149 748 3,975 PLANETARIUM 473 882 208 0 PLANETARIUM 1,727 1,188 704 0 GROUP TOURS/VISITS 118 216 139 113 MEMBERSHIP 2,180 1,505 1,135 1,380 FACILITY USE 11 109 8 0 FACILITY USE 0 500 0 0 OUTREACH 0 0 0 0 STORE 3,043 2,146 2,399 1,453 VOLUNTEER VISITS 6 33 8 14 FEBRUARY TOTALS 17,384 13,718 9,327 8,025 MUSEUM BUSINESS 86 76 38 1 YEAR TO DATE TOTALS 25,610 32,065 25,735 12,062 FEBRUARY TOTALS 2,261 2,893 1,910 258 YEAR TO DATE TOTALS 4,641 4,543 3,821 418 FEBRUARY ADMISSIONS AND PROGRAMMING MUSEUM ADMISSIONS VISITS for MONTH REVENUE for MONTH YEAR to DATE VISITS YEAR to DATE REVENUE Members Children 15 and under 41 140 66 253 MEMBERS Adult Residents 16 80 24 120 Adult Non-Residents Adult Combo Ticket 327 0 1635 0 484 0 2420 0 399 566 current active current active Seniors 97 485 115 575 memberships members Military 18 90 23 115 6 39 Student (16+) 0 0 0 47 FOR Museums for All 0 0 0 0 MONTH Senior Free Days 44 74 new memberships renewals Resident Free Day 77 94 NARM (free) Galleries Closed for Renovation/ Install, Admission Waived 18 89 0 18 452 0 YEAR to DATE 16 new memberships 61 renewals Member Guest Pass 0 2 Store Only 8 19 VOLUNTEERS TOTALS 886 $2320 1636 $3265 CLASSES SESSIONS for MONTH STUDENTS ATTENDANCE Adult Clay 16 70 280 Kids Clay 3 20 60 Clay Open Studio - - 121 TOTAL 461 EVENTS/PROGRAMS OCCURRENCES for MONTH ATTENDEES PARTNERSHIP FOR MONTH 11 volunteer hours 6 volunteer visits Second Saturday Activity 1 158 RMAC Foundation 6 6 Second Saturday Planetarium Show 1 33 YEAR Tabletop Game Day 1 13 to DATE Yoga 2 13 volunteer hours volunteer visits TOTAL 217 PLANETARIUM Planetarium General Shows SHOWS for MONTH 46 ATTENDEES 473 5,503 FACEBOOK FOLLOWERS TOURS/GROUP VISITS Monterrey Elementary - 2/7 GRADE 2 STUDENTS 71 ADULTS 4 GALLERIES PLANETARIUM X 1,567 INSTAGRAM FOLLOWERS Homeschool Students - 2/24 6 27 12 X 498 CASA - 2/24 2 13 1 X TOTALS 111 17 2 1 E-NEWSLETTER SUBSCRIBERS  ACTIVITIES & HIGHLIGHTS MEMBERS’ OPEN HOUSE firm Huitt Zollars is providing design The Museum hosted a Members’ through construction administration Open House on Friday, March 1 from for the project. 5:30 - 8 pm. The evening included a staff presentation followed by The Museum Flooring, Store Move demonstrations by the collections team, and Lobby Update projects are previews of upcoming classes, tours, and providing updates and repairs, with refreshments. a primary focus on public spaces, to make structural improvements NEW EXHIBITIONS to the floors as well as improve air A new exhibition, Here and Near, is quality, accessibility, maintenance, being installed in the Patricia Gaylord and appearance to create a more Anderson Gallery, replacing the welcoming environment for visitors. previous exhibition Made in New The entrance will require a temporary Mexico. The exhibition, which will open relocation and depending on degree April 5, will represent over 100 artists of impact (including noise and number from New Mexico and the surrounding of closed spaces), museum admissions region. are reduced at times. Regenerative Actions, an exhibition Installation continues for three HVAC presented in partnership with the units that were craned into place Santa Fe Art Institute, draws from the in January that will serve the Entry Institute’s 2023 artist-in-residence Gallery, Auditorium, Museum Store cohort to explore artistic perspectives and nearby offices and hallways. around a changing climate and Installation includes the addition environmental renewal. The exhibition of ductwork that was needed to will open April 19 with a reception transition from the old model to the from 5:30-7:30 pm, and will continue new one. State funds are also being through October 13, 2024. sought through an Infrastructure Capital Improvement Plan request BUILDING RENOVATIONS AND to replace an additional 4 units and REPAIRS to install an electrical subpanel for 5 Work is nearly complete on phase 1 HVAC units. of the flooring renovations, which included bolstering flooring supports and the installation of hardwood in four galleries and carpet tiles and vinyl planks in the auditorium, planetarium hallway and lobby, and storage areas. Scheduling of phase 2 of the flooring renovation for the installation of epoxy terrazzo in the north and south corridors of the museum is underway. Quotes are being collected for the Museum Store Move and Lobby Update construction. The project will utilize state appropriations from awards given in 2021, 2022, and 2023 for museum improvements. Architect