OCAC Board Minutes: March 2009




Wednesday, March 18, 2009

Handworks Gallery


Present: Esther Brown (President), Stephanie Salsnek (Vice President/ FCA Liaison), Jack Bennest (Treasurer/FOTOL Liaison), Penelope Johnson (Secretary/SOCS Liaison), Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Heather Fink (Finance Committee, Sage Valley Voices Liaison), Sally Franks (Rentals, Desert Sage Spinners & Weavers Liaison), Jan Kreut (Website), Penny Ruddy (Finance Committee, Double O Quilters Liaison)


Regrets: Brian Mapplebeck (Country Market A-Fair Liaison), Jennifer Mapplebeck (SOAP Liaison),

Steve Staresina (Operations, Oliver Sagebrushers Liaison)


1. CALL TO ORDER: E. Brown called the meeting to order at 5;30 p.m.



MOTION: That the agenda for the Board meeting of March 18, 2009 be adopted as .

Moved: J. Bennest Seconded: P. Ruddy Carried



(a) January 2009

MOTION: That the minutes of the Board meeting on January 21, 2009 be adopted as written.

Moved: L. Blaschuk Seconded: S. Salsnek Carried

 (b) Annual General Meeting 2008: Emailed to Board for review and adoption in April.



(a) Correspondence Requiring a Response:

i) SOSS Bursary: SOSS asked is the OCAC will provide two scholarships at $500 each this year. See Budget 2008-09 and 2009-10 (#7a).

ACTION: P. Johnson will respond to the SOSS Scholarship Committee.

ii) TONAC (Thompson-Okanagan Network of Arts Councils): TONAC invited OCAC to a networking meeting in Kelowna on Saturday March 28th from 10-2 p.m. No cost, lunch is provided. Volunteers needed to go.

iii) Osoyoos Arts Council: The OAC has confirmed they are sending Sue Whittaker as a guest speaker to the Arts Jam gathering on Monday March 23.


(b) E-News Publicity: Publicity Committee shall meet to discuss prioritizing of publicity for members and non-members.




The Assembly of BC Arts Councils has authorized a grant of $7219.00, given that we designate any and all budget surplus into a building fund.

 J Bennest and P Johnson have completed and submitted the Canada Revenue Agency (CRA) annual report.

The DAP (Direct Access Program) grant will need to be applied for soon. J. Bennest is in the process of digitizing the application to make the process easier from now on. There is no word as yet from the Gaming Commission re: proper disposition of DAP grant residual amounts currently in the account. (q.v. October minutes for details).

 ACTION: E. Brown will contact M Trimble re: donor sheets and tax receipts for OCAC members who donated to the Rotary Auction.

 MOTION: That the Treasurer’s report dated February 28, 2009 be approved and further that the actions taken by the Treasurer on behalf of the Society be authorized and the bills be paid.

Moved: J. Bennest Seconded: L. Blaschuk Carried


(a) Telephone: P. Johnson has purchased an external answering machine. S. Staresina will install a donated portable phone in the lunchroom/kitchen area.

 (b) Tables: S. Franks could not find used tables at a reasonable price. She proposes buying four at $60 ($240) rather than six at $25 ($150).

MOTION: That the OCAC spend an additional $90 to purchase new tables.

Moved: J. Bennest Seconded: L. Blaschuk Carried

 (c) Raffle Spending: Sound System

ACTION: S. Franks and H. Fink will contact some Music in the Park performers for recommendations and advice about purchasing sound equipment and will purchase a system up to $1800 total.



(a) Finance Committee:

Executive Recommendation: “That the Board approve the budgets for 2008-09 and 2009-10 with the condition that the surplus be directly allocated to the Building Fund in accordance with our financial mandate.”

 i) 2008-09 Budget

MOTION: That the 2008-09 Budget be approved with the condition that the “Fund Raising “ figure of $2000 be removed, and the “Donation from Rotary” figure of $6000 be moved under “Fund Raising”,and that the Building Fund be adjusted to reflect any surplus or deficit in accordance with our financial mandate.

Moved: S. Salsnek Seconded: J. Bennest Carried

 ii) 2009-10 Budget

MOTION: That the 2009 – 2010 Budget be approved with the condition that the Building Fund be adjusted to reflect any surplus or deficit in accordance with our financial mandate.

Moved: S. Salsnek Seconded: H. Fink Carried

 (b) Operations: S. Staresina (in an email) estimates the cost of roof repair to be $4711.33, including underlay material. Further discussion tabled until the next Board meeting.

ACTION: J. Bennest will purchase a product to kill mice at the Quail’s Nest Arts Centre.

 The Kiwanis Club has asked the OCAC to paint a mural on the Kiwanis Market property (Sawmill Road). They will donate the paint and other supplies and make a donation to the OCAC.

 MOTION: That the OCAC strike a planning committee to paint a mural for the Kiwanis Market

Moved: J. Kreut Seconded: J. Bennest Carried.

 (c) Rotary Auction: L. Blaschuk presented a report from M. Trimble. The number of OCAC donations and their value was up from last year. Forty-four OCAC member donations were valued at $8,061.00. (In 2008, the 37 donations totalled $6, 362.)

ACTION: P. Johnson will file the report and associated Rotary committee materials in the office filing cabinet for future reference.

 Discussion re: fund raising options for next year.

ACTION: S. Franks will present a report to the Board on her Icewine Art Fest proposal.

 (d) Arts and Culture Week (April 19-25): The OCAC did not apply for a grant this year. However, the OCAC can access background poster designs through the Assembly of BC Arts Councils’ website. Sally Franks is contacting groups to arrange a schedule of events for the week.

 (e) Showcase of Talent: Date April 22, 2009 at 7:00 p.m. The event is for Oliver music students, but not necessarily Kiwanis Music Festival performers. S. Franks has applied for a $400 grant from Kiwanis.

 (f) Music in the Park: The program is almost full, with many artists seeking to perform at the venue.

 (g) Summer Studio: Some member groups still need to book their week. A call for artists has gone out to the area newspapers.



(a) TONAC (Thompson-Okanagan Network of Arts Councils): Saturday March 28, 10 am – 2pm

ACTION: P. Johnson will send a reminder email to the Board to sign up for the meeting.

 (b) Website: J. Kreut recommended that the OCAC find a new website manager. J Bennest suggested that the OCAC load a blog onto the domain name for user-friendly access and updating.



(a) Dates:

Arts Jam — Monday March 23 — 9:30 a.m. — QNAC

Board Retreat — Thursday March 26 — 5:00 p.m. — Blaschuk House

Board Meeting — Wednesday April 15 — 5:30 p.m. — QNAC



MOTION: That the meeting be adjourned, at 7:30 p.m.

Moved: E. Brown    Carried.