ROSWELL NEW MEXICO
COMMITTEE AGENDA ITEM ABSTRACT
COMMITTEE AGENDA ITEM ABSTRACT
27.
Finance Committee
- Meeting Date:
- 04/02/2026
COMMITTEE:
Finance
CONTACT:
Tammi Smith
CHAIR:
Kurt Gass
ACTION REQUESTED:
Consider approval of a purchase order in the amount of $123,185 for conservation of two-dimensional collection items by The Conservation Center. (Brooks)
BACKGROUND:
Initiated by: Caroline Brooks
The Conservation Center (TCC) specializes in large-scale disaster recovery for collections. TCC aided the museum with the evacuation of the collection following the flood, and approximately 5,300 items were transported to their facility in Chicago for potential conservation treatment. The multi-phase conservation process will take approximately 3 to 4 years to complete. Over the coming months, TCC will provide treatment proposals and costs for review by museum staff. The grouping in this proposal is for a batch of two-dimensional items, including paintings, prints, drawings and photographs, referred to as “flats” for which there is a gap between appraised value (amount covered by insurance) and treatment cost, and that staff are recommending TCC move forward.
Items not included in this proposal are a) those in this batch that have values above the treatment costs and the insurance is directly paying for the conservation, and b) those that are still under review due to pending appraisals and/or clarification needed on coverage or treatment and which will be presented, as needed, at a later date.
Funding will be coming from the department salaries line from vacancy savings. A sole source application was filed and approved with the State of New Mexico in accordance with procurement requirements for use of a sole source vendor. The Conservation Center is the only vendor identified with the capacity to handle the volume of items in need of conservation.
The Conservation Center (TCC) specializes in large-scale disaster recovery for collections. TCC aided the museum with the evacuation of the collection following the flood, and approximately 5,300 items were transported to their facility in Chicago for potential conservation treatment. The multi-phase conservation process will take approximately 3 to 4 years to complete. Over the coming months, TCC will provide treatment proposals and costs for review by museum staff. The grouping in this proposal is for a batch of two-dimensional items, including paintings, prints, drawings and photographs, referred to as “flats” for which there is a gap between appraised value (amount covered by insurance) and treatment cost, and that staff are recommending TCC move forward.
Items not included in this proposal are a) those in this batch that have values above the treatment costs and the insurance is directly paying for the conservation, and b) those that are still under review due to pending appraisals and/or clarification needed on coverage or treatment and which will be presented, as needed, at a later date.
Funding will be coming from the department salaries line from vacancy savings. A sole source application was filed and approved with the State of New Mexico in accordance with procurement requirements for use of a sole source vendor. The Conservation Center is the only vendor identified with the capacity to handle the volume of items in need of conservation.
FINANCIAL CONSIDERATION:
The Fine Art Insurance claim will pay the City for the value of each item, approximated at $42,475.
Financial Impact (Revenue & Expense): Budget Transfer (Vacancy Savings)
Revenue: n/a
Expenses: From line item 26114221-511110 (Full-Time Salaries) to 26114221-654801 (Contract-Professional Services)
Financial Impact (Revenue & Expense): Budget Transfer (Vacancy Savings)
Revenue: n/a
Expenses: From line item 26114221-511110 (Full-Time Salaries) to 26114221-654801 (Contract-Professional Services)
LEGAL REVIEW:
There is no legal review at this time.
BOARD AND COMMITTEE ACTION:
This is the first time this item is being presented. The Finance Committee recommended approval of budget adjustments and purchase orders for conservation by The Conservation Center on September 4 (5-0), October 2 (5-0) and December 4 (4-0); City Council approved on September 11 (10-0), October 9 (9-0), and December 11 (9-0).
STAFF RECOMMENDATION:
Proceed as presented.