Author: Thomas Goodrich

State of New Mexico
Music Commission

Development 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:

• Immediate Funding Procurement : Procure funding for commission programming and projects; funding strategies may include, but are not limited to, applying for grants, seeking sponsors, donors, and major gifts, establishing a friends group, sponsoring fundraisers, crowdsourcing, social media campaigns, partnering with 501c3 organizations, businesses in the private sector, and/or the NMMC Foundation.
• 501c3 Partnerships : Research potential 501c3 arts organizations that could serve as the music commission’s development partner; investigate fees, regional/statewide reach, administrative services offered, etc.; submit a short list of organizations to the Executive Committee for review. Evaluate the NM Music Commission Foundation as an effective development resource for the Commission; submit a review to the Executive Committee.
• Networking : The Chair of the Development Committee shall become of a member of Americans for the Arts and serve as the Music Commission liaison to that organization.
• Additional Duties : that may arise throughout the course of Commission business and/or may be requested by the Chair.

Members

• Tom Frouge
• Jir Anderson
• Sara Diaz
• Keith Langerman
• Derrick Lee

Officer Responsibilities

• Committee Chair ~ appointed by the Music Commission Chair
• Committee Secretary ~ elected by the Development Committee

Meetings

The Development Committee meets the fourth Thursday of the month at 2:30pm by Zoom.

Tools

• When Is Good simplifies scheduling meetings
• Padlet assists with brainstorming and information gathering

Reporting

The Committee Chair and Secretary shall:

• Create an Agenda for each committee meeting
• Record Meeting Notes at each committee meeting
• Deliver monthly Status Updates to the Executive Committee
• Deliver quarterly Executive Summary reports at each public Commission meeting
• Submit the above items to Administrator Goodrich in a timely manner, to be archived at the bottom of this page

Reporting Templates

• Agenda
• Meeting Notes
• Status Update
• Executive Summary

Meeting Agendas

• 2021 : Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Nov | Dec

Meeting Notes

• 2021 : Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Nov | Dec

Status Updates

• coming soon

Executive Summaries

• coming soon

Key Documents

• coming soon

State of New Mexico
Music Commission

Production 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 Production Committee shall assume responsibilities, including but not limited to:

• Art2Art : Administer and produce the Art2Art program : Produce a total of 6 Art2Art events, 1 event per 2021 and 2022 calendar years in each of the following 3 counties: Bernalillo, Santa Fe, and Sandoval; research and invite music-related 501c3 arts organizations receiving funding from the New Mexico Arts Grants Program to serve as Art2Art event partners; determine the efficacy of the Art2Art program and whether or not it should continue as part of the commission’s new strategic plan – if yes, include in the production strategic plan proposal, if not, propose a replacement program that actively engages musicians in an educational-performance setting; if necessary, work with the Education committee chair to strategize a replacement event
• NMTour : Provide support of New Mexico Arts NMTour program; attend NMTour performances as Music Commission representative, create and maintain a roster of artists representing a wide variety of genres and cultural identification from every county in the state (as much as possible), recommend possible non-profit performance venues, develop: branding, logo, social media presence, NMMC web page content, application processes for host venues and musicians; coordinate with Jenice Gharib of NM Arts on development and administration of the program; include the NMTour in the production committee’s strategic plan proposal.
• Platinum Music Awards : Evaluate the Platinum Music Awards ceremony and show to determine its impact and efficacy as the commission’s annual signature event and primary fundraiser, report findings to the executive committee; should it be determined the PMA show shall continue as the commission’s annual signature event and primary fundraiser, advise on ceremony and show format, suggest additions, deletions, improvements; should it be determined the PMA show shall not continue as the commission’s annual signature event, research and propose new signature event(s) to Executive Committee for inclusion in the commission’s new strategic plan; should it be determined the PMA show shall not continue as the commission’s primary fundraiser and annual signature event, coordinate with the development committee to strategize a new event and submit a proposal to the Executive Committee for inclusion in the new strategic plan.
• Executive Production : Serve as part of executive production for all commission events and productions in coordination with other Music Commission committees and/or outside partners.
• Networking : The Chair of the production committee shall serve as the Music Commission liaison to the New Mexico Arts Commission and represent the Music Commission at their quarterly meetings.
• Propose : New events for inclusion in strategic planning.
• Additional Duties : that may arise throughout the course of Commission business and/or may be requested by the Chair.

Members

• Juan C. “Buddy” Abeyta
• Busy McCarroll
• Tracey Whitney
• Zenobia

Officer Responsibilities

• Committee Chair ~ appointed by the Music Commission Chair
• Committee Secretary ~ elected by the Production Committee

Projects and Accomplishments

• PNM/NMMC co-sponsorship for Bands of Enchantment series on PBS KNME-TV, summer 2021.
• PNM/NMMC co-sponsorship for Santa Fe Bandstand, summer 2021.

Meetings

The Production Committee meets the fourth Friday of the month at 2:00pm by Zoom.

Tools

• When Is Good simplifies scheduling meetings
• Padlet assists with brainstorming and information gathering

Reporting

The Committee Chair and Secretary shall:

• Create an Agenda for each committee meeting
• Record Meeting Notes at each committee meeting
• Deliver monthly Status Updates to the Executive Committee
• Deliver quarterly Executive Summary reports at each public Commission meeting
• Submit the above items to Administrator Goodrich in a timely manner, to be archived at the bottom of this page

Reporting Templates

• Agenda
• Meeting Notes
• Status Update
• Executive Summary

Meeting Agendas

• 2021 : Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Nov | Dec

Meeting Notes

• 2021 : Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Nov | Dec

Status Updates

• coming soon

Executive Summaries

• coming soon

Key Documents

• coming soon

State of New Mexico
Music Commission

Committee Secretary Responsibilities

The committee secretary’s responsibilities include, but are not limited to:

• Assist the committee chair in scheduling committee meeting dates and times ~ per COVID health restrictions all meetings shall take place by Zoom until further notice
• Prepare agendas in liaison with the committee chair
• Maintain a “rolling schedule” of business for forthcoming meetings ~ this system will enable draft agendas to be drawn up in advance and help identify items which may require pre planning and preparation
• Consult with the committee chair before each meeting to ensure any difficulties in transacting business are anticipated and appropriate strategies for handling them are identified
• Ensure the meeting agenda, meeting notes, and relevant documents are circulated to the members of the committee
• Be familiar with the membership of the committee, when the periods of office of the members expire, and the procedure for replacing members
• Take the minutes of each meeting
• With the assistance of the committee chair, edit the minutes and provide a draft copy to all committee members prior to  each subsequent meeting
• Review deliverables and verify assignments, due dates, etc. at the end of each meeting ~ include in meeting notes
• Email all final/approved agenda, minutes, and other documentation in PDF format to Administrator Goodrich in a timely manner ~ include key working documents that are clearly labeled as draft documents

State of New Mexico
Music Commission

Committee Chair Responsibilities

The committee chair’s responsibilities include, but are not limited to:

• With the assistance of the committee Secretary, schedule dates, times, and location for committee meetings ~ per COVID health orders, all meetings will take place by Zoom until further notice
• Ensure meeting are called and held in accordance with commission bylaws and State statutes
• Ensure a quorum or rolling quorum of commissioners is never formed during committee meetings or while conducting committee business
• With the assistance of the committee Secretary and in consultation with committee members, establish and confirm an agenda for each meeting
• Officiate and conduct meetings, facilitate discussion and brainstorming, encourage equal participation of all committee members
• Be aware of the wider context in which the committee operates and, in particular, relate its business to the commission’s mission and duties
• Provide leadership and ensure committee members are aware of their obligations and that the committee complies with its responsibilities
• Ensure there is sufficient time during the meeting to fully discuss agenda items
• Ensure that discussion on agenda items is on topic, productive, and professional
• With the assistance of the committee Secretary, ensure all documents generated by the committee are complete and accurate, retained, included, and reviewed at the next meeting

State of New Mexico
Music Commission

Executive Committee

Formation

Article VII 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 an executive committee. The bylaws state:

The Commission shall have an Executive Committee consisting of five Commissioners, whose members shall be assigned by the Chair for a term of one year.

1. If any assigned member of the Executive Committee is unable to attend a meeting of that committee, the Commission Chair may appoint another Commissioner to serve for that meeting.
2. The Commission Chair shall serve as Chair of the Executive Committee.
3. Meetings of the Executive Committee shall be called by the Chair with fourteen (14) days written notice of the meeting to all Executive Committee members and to all Commissioners.
4. The Executive Committee shall regularly exercise responsibility for budget oversight, long-range planning, and initial review of all applications for funding and shall make recommendations in these areas to the Commission and the Executive Director.
5. Minutes of all meetings of the Executive Committee shall be distributed to all Commissioners prior to the next Commission meeting.

Duties

As per the bylaws, the Executive Committee shall regularly exercise responsibility for:

• budget oversight
• long-range planning
• initial review of all applications for funding
• recommendations in these areas to the Commission and the Executive Director.

In addition to the above duties outlined in the commission’s bylaws, the executive committee shall regularly exercise responsibility for:

• Committee Oversight : Serve on 1 ad interim committee in addition to the executive committee; Govern and oversee ad interim committees, which includes the authority to attend meetings of any ad interim committee for which they are not a member.
• Networking : Represent the music commission in meetings and negotiations with New Mexico Arts (NMA), the Department of Cultural Affairs (DCA), DCA’s General Counsel, the Attorney General’s Office, other state agencies, boards, and commissions, and/or private sector organizations including the Music Commission Foundation, as requested.
• Reporting : Deliver Executive Summary committee reports.
• Other Duties : Other duties that may arise throughout the course of Commission business and/or may be requested by the Chair.

Members

• Carlos Medina ~ Chair
• Tom Frouge ~ Vice Chair
• Jennifer Rogers ~ Secretary
• Juan C. “Buddy” Abeyta ~ Member-at-Large
• Keith Langerman ~ Member-at-Large

Officer Responsibilities

• Chair
• Secretary

Meeting Agendas

tba

Meeting Notes

tba

Key Documents

tba