Category: Uncategorized

State of New Mexico
Music Commission

Strategic Planning Committee

Formation

Article VIII of the New Mexico Music Commission’s bylaws and rules of procedure, as provided by 2011 NMSA 1978 18-16-1 through 18-16-4 The Music Commission Act, dictates the formation of committees from time to time, as it deems appropriate.

Duties

The Development Committee shall assume responsibilities, including but not limited to:

State of New Mexico
Music Commission
Regular Meeting

13 July 2021
1:00pm
via Zoom

AGENDA

I. Call to order : Carlos Medina, Music Commission Chair

II. Introduction of newly-appointed Music Commissioner : Sara Diaz of Santa Fe

III. Roll Call

IV. Introductions : Commissioners and Invited Speakers

V. Consider approving the agenda : ACTION by roll call vote

VI. Consider approving 13 April 2021 minutes : ACTION by roll call vote

VII. Executive update

a. Department of Cultural Affairs : Jane Egan, Special Assistant to Secretary Garcia y Griego

b. New Mexico Arts : Michelle Laflamme-Childs, NMA Executive Director

c. New Mexico Arts Commission : Nancy Cooper, Arts Commissioner and NMMC Liaison

d. New Mexico Music Commission : Carlos Medina, NMMC Chair and Executive Committee Chair

VIII. Committee update

a.  Development : Commissioner Tom Frouge, Development Committee Chair

b.  Education : Commissioner Dustin Seifert, Education Outreach Committee Chair

i. Student Musician Spotlight update

ii. Education Outreach Committee program proposal

c.  Production : Commissioner Buddy Abeyta, Production Committee Chair

i. Art2Art update for Bernalillo, Sandoval, and Santa Fe counties

IX. Rural County Outreach update ~ 2 gratis service projects per county during 2021

a. Commissioner Buddy Abeyta : Mora | San Juan

b. Commissioner Jir Anderson : Hildago | Rio Arriba

c. Commissioner Sara Diaz : Harding | Luna

d. Commissioner Tom Frouge : Colfax | Taos

e. Commissioner Keith Langerman : Sierra | Socorro

f. Commissioner Derrick Lee : DeBaca | Union

g. Commissioner Busy McCarroll : Eddy | Los Alamos

h. Commissioner Carlos Medina : San Miguel | Quay

i. Commissioner D’Santi Nava : Cibola | Guadalupe

j. Commissioner Jose Ponce : Chaves | Lea

k. Commissioner Jennifer Rogers : Doña Ana | Otero

l. Commissioner Dustin Seifert : Curry | Roosevelt

m. Commissioner Neil Swapp : Catron | Grant ~ Silver HS Brass Master Class March 2021

n. Commissioner Tracey Whitney : Torrance

o. Commissioner Zenobia : Lincoln | McKinley | Valencia

X. Formation of ad hoc Strategic Planning committee : Commissioner Diaz, Chair

XI. Foundation update : Phil Moon, Director New Mexico Music Commission Foundation

XII. Adjournment : Medina

*     *     *

Regular Meeting Calendar

• 2021
• 2022

Committee Meetings

• Executive : tba
• Development : 4th Thursday 2:30pm
• Education : 2nd Friday 3:00pm
• Production : 4th Friday 2:00pm
• Strategic Planning : tba

 

       

State of New Mexico
Music Commission
Regular Meeting

13 April 2021
1:00pm—3:00pm
via Zoom

AGENDA

I. Call to Order : Carlos Medina, Music Commission Chair {5 minutes}

a. Introductions : Medina shall direct Buddy Abeyta, Music Commission Secretary, to call each commissioner and invited speaker to briefly introduce themselves. Introductions will be limited to 10 seconds per person. Review biographical profiles for further information on each commissioner and invited speaker.

i. Abeyta shall take attendance and shall notify Medina of absences at the conclusion of introductions.

ii. Medina shall modify the agenda to accommodate lack of quorum and/or absent commissioners or speakers, as needed.

II. Consider approving the agenda : ACTION by roll call vote {2 minutes}

a. Review : Medina shall direct commissioners to review the agenda.

b. Motion : Medina shall call for a motion to approve the agenda and a second to the motion.

b. Vote : Medina shall direct Abeyta to call each commissioner’s name. Commissioners shall respond yea, nay, or abstain. Abeyta shall announce results of the vote.

III. Consider approving previous minutes : ACTION by roll call vote {2 minutes}

a. Review : Medina shall direct commissioners to review the 12 January 2021 minutes.

b. Motion : Medina shall call for a motion to approve the notes and a second to the motion.

b. Vote : Medina shall direct Abeyta to call each commissioner’s name. Commissioners shall respond yea, nay, or abstain. Abeyta shall announce results of the vote.

IV. Administrative Updates {8 minutes}

a. Medina shall call on representatives to give a 2-minute update.

i. Department of Cultural Affairs : Daniel Zillman, DCA Marketing and Communications Manager

ii. New Mexico Arts : Michelle Laflamme-Childs, NMA Executive Director

iii. New Mexico Arts Commission : Nancy Cooper, Arts Commissioner and NMMC liaison

iv. New Mexico Music Commission : Carlos Medina, NMMC Chair and Executive Committee Chair

V. Committee Updates {15 minutes}

a. Medina shall call on committee chairs to give a 5-minute update:

i.  Development: Commissioner Tom Frouge, Development Committee  Chair

ii.  Education: Commissioner Dustin Seifert, Education Outreach Committee Chair

iii.  Poduction: Commissioner Buddy Abeyta, Production Committee Chair

VI. Rural County Outreach Updates {15 minutes}

a. Medina shall call on each commissioner to give a 1-minute update on their rural county outreach projects.

VII. Foundation Update {5 minutes}

a. Medina shall call on David Schwartz, President New Mexico Music Commission Foundation, to give a 5-minute update.

VIII. Approval of 2022-2025 Strategic Plan Vision and Goals : ACTION by roll call vote {3 minutes}

a. Review : Medina shall direct commissioners to review the proposed 2022-2025 strategic plan vision and goals.

b. Discussion / Amendment : Should any commissioner wish to further discuss and/or amend the proposed vision or goals, a vote to approve shall be tabled and the matter shall be returned to committees for further discussion and amendment.

b. Motion : Should there be no request to discuss/amend the proposed vision and goals, Medina shall call for a motion to approve and a second to the motion.

b. Vote : Medina shall direct Abeyta to call each commissioner’s name. Commissioners shall respond yea, nay, or abstain. Abeyta shall announce results of the vote.

IX. Favoritism, Nepotism, Conflict of Interest {10 minutes}

a. Medina shall call upon Christopher Moander, Assistant Attorney General, to share statutes, considerations, and public perceptions of favoritism, nepotism, conflicts of interest as they may pertain to the Music Commission.

b. Medina shall open the floor to questions and discussion led by Moander.

X. Open Meetings Act, Inspection of Public Records Act, and Governmental Conduct Act training {45 minutes}

a. Medina shall call upon Assistant Attorney General Moander to deliver training.

b. Should time permit, Medina shall open the floor to questions and discussion led by Moander.

XI. Adjournment : Medina

 

2021 Music Commission Regular Meetings

13 July, 12 October 1:00pm—3:00pm mst via Zoom until further notice

2021 meeting calendar

Monthly Committee Meetings

• Development : 4th Thursday 2:30pm
• Education : 2nd Friday 3:00pm
• Production : 4th Friday 2:00pm

 

       

State of New Mexico
Music Commission

Spending Guidelines for Federal Funds received from New Mexico Arts

Amount

$10,000

Spending deadline

31 December 2022

Spending Limit

Rural County Outreach : no more than $200 per county

Art2Art : no more than $500 per county

Other requests : on a case by case basis

Approval of Funding

The Executive Committee shall approve all funding requests and allocate funding.

Requirements

Funds may only be used to pay a musician(s) to perform. Funds may not be used for production costs, travel, purchasing products or supplies. Musician payment shall be coordinated through a New Mexico-based 501c3 arts organization or public school district that is an active vendor with the State of New Mexico.

Partnering with a 501c3 or Public School District

Each commissioner requesting funding shall be responsible for initiating a relationship with a 501c3 or public school district based in their adopted counties and recruiting their services on behalf of the Rural County Outreach project and/or Art2Art program. It’s possible some of these organizations may want to charge a fee for their services. Commissioners will need to provide incentive for the 501c3 to become involved. Often an organization will offer in-kind services in exchange for free advertising as the event sponsor.

Here is a list of New Mexico Arts Grantees, all of which are active vendors with the State and are arts-based 501c3 organizations. All public school districts are also active vendors with the State.

Request for Funding

Funding requests shall be emailed to Chair Medina and CC: Administrator Goodrich. Include in the request:

• event name
• date, time, duration of the event
• a brief description of the event
• event venue : the physical location of the event must be in the adopted county
• how the event will be recorded/streamed and presented online
• anticipated target audience
• name, mailing address, email, phone and instrument/voice or other talent of the person receiving these federal funds (must be a musician living or actively performing in the adopted county)
• Legal name, physical address, email, phone, and contact name of the local arts non-profit or public school district with which you will partner to process paperwork for payment to your musician

General Handling Agreement

Once the Executive Committee has approved the funding request and allocated funds, a General Handling Agreement (GHA) shall be entered into between the partnering 501c3/public school district and the Department of Cultural Affairs. The General Handling Agreement shall be first signed by the 501c3/public school district and returned to Goodrich by email. The signed document may be scanned.

Payment

Musicians may only be paid after the service/event has concluded.

Funding Checklist

This checklist is currently in draft format pending approval. Commissioners’ will be notified when the checklist is finalized.

1. Partner Organization: Identify and initiate a relationship with a 501c3 or public school district based in your adopted county for the purpose of partnering with you on your Rural Outreach and/or Art2Art project.
2. Proposal: Email a Request for Funding proposal to Chair Medina and CC: Administrator Goodrich, for consideration/approval by the NMMC Executive Committee. Include information listed in the Request for Funding section above.
3. General Handling Agreement: Once funding is approved and allocated by the Executive Committee, request a General Handling Agreement from Goodrich by email. Goodrich will draw up the agreement and email it directly to your partner organization on your behalf cc:ing you on the email. You are responsible for facilitating communication between your partner organization, Goodrich, and the musician you are paying.
4. Signature: Work with your partner organization to obtain their signature on the GHA and facilitate their return of the signed document to Goodrich by email. A scanned version of the signed document is permissible.
5. Purchase Order: Once Goodrich has received the signed GHA, he will work with NMA to open a purchase order with the State. The purchase order must be approved and opened prior to the date of the performance for which the musician shall be paid. Note: Once the GHA is received by Goodrich, it will take approximately one month for the purchase order to be approved and opened by the State.
6. Invoice: After the event has transpired, the partnering organization shall invoice New Mexico Arts for the amount approved by the NMMC Executive Committee to pay the musician for their performance services. The invoice shall be emailed to Goodrich. Note: The invoice must not be dated prior to the performance date. For example, if the performance date is 27 April 2021, the invoice must be dated 28 April 2021 or later. You will verify your partner organization has sent an invoice to Goodrich.
7. Payment: Per State policy, musicians may not receive payment in advance of the performance. Upon receipt of the partner organization’s invoice following the performance date, Goodrich shall request NMA cut a check paid to the order of and mailed to your partner organization by standard first class USPS. The partner organization shall deposit the check and cut a check to the order of the musician you hired for your event. You shall confirm with the musician that they received payment from your partner organization and, if not, facilitate payment. Note: Once Goodrich has received an invoice, it will take approximately one month for the State to cut a check and mail to the 501c3.

Timeline

Be advised the process for approval and allocation of these funds will take approximately 3 months ~ 2 months prior to the event and 1 month following the event. Be aware of this while you are coordinating event dates with your partner organization and musician. There are 3 general steps in the process, each taking approximately 1 month:

1. Request for Funds : from submission of funding request to approval by the Executive Committee
2. General Handling Agreement & Purchase Order : from submission of GHA to opening of purchase order with New Mexico Arts ~ the purchase order must be opened prior to the event date
3. Invoicing and Payment : from submission of invoice by partnering 501c3 to check mailed by NMA ~ the invoice must be dated after the event date