At their June Board meeting, the arts council awarded Contracted Service Agreements in varying amounts to four local arts groups. Financial aid is granted to successful applicants presenting a public seminar, workshop, performance, exhibit or other event with an arts focus that upholds the mandates of the arts council. As such, these events now become an extension of the work of the arts council.
The Desert Sage Spinners and Weavers received funding for an eco-dyeing workshop with Coby VanDerGaast at the Quail’s Nest Arts Centre this summer. VanderGaast is an instuctor in the fibre program at Kootenay School of the Arts at Selkirk College in Nelson, B. C. She is also an organic farmer and is currently growing dye plants for Earthues, a natural colour company based in Seattle. Desert Sage regularly seeks arts council funding, enabling them to hire professional instructors in the fibre arts.
The Oliver Handbell Ringers were awarded financial aid to purchase sheet music for two public performances in the 2011 – 2012 season. This is the first year the Handbell Ringers have been members of the arts council and applied for funding. The arts council was especially pleased to see a new group apply — and apply successfully.
Another first-time applicant, although long-time member of the arts council, was the Oliver Sagebrushers. The painting club received funding for a public demonstration and exhibit entitled “En Plein Air Painting at Rustico Winery” on the weekend of September 10 – 11. The public can watch artists at their easels at scenic locations around the vineyard and winery. Arts council funding will cover publicity and live music at the event.
The South Okanagan Concert Society, which has relied on arts council support for many years, has been awarded $500 towards expenses for their 2011-2012 season. The season is a promising one, including
Fri. October 28: Alexander Sevastian, solo accordionFri. Nov 25: Kallisto Trio, a capella female trioFri. Jan 27: Daniel Bolshoy, solo guitaristFri. Feb 24 : Penderecki String Quartet
$60 regular flex pass and $20 single ticket. Tickets at Beyond Bliss, Oliver and Imperial Office Pro, Osoyoos. All performances at Oliver Alliance Church.
Congratulations to the successful applicants! Please attend these fine artistic events over the next year of programming!
Photo Credits: Gail Erickson, Val Freisen (file photos)
The Oliver Community Arts Council will be reviewing proposals for local arts funding at its upcoming Board meeting on June 15. Today marks the official deadline for applications for OCAC financial aid.
As a registered charity, the arts council enters into “contractual agreements” with individual artists and arts groups who request financial aid for workshops, performances, exhibits and other public arts-related events offered in the Oliver area. If the event is in accord with the arts council’s mandate and funding is approved, the applicant is in effect acting as an agent of the arts council and presenting public art on their behalf. Up to $500 ia awarded to a deserving applicant. The number of successful applicants depend in part on the amount of aid asked for on each application. The OCAC budget sets aside approximately $1500 – $2000 per year for contracted service agreements.
So far four applications have been received: three from local arts groups and one from a performing artist. Application forms are available by clicking on “Forms” under the banner at the top of this page. Click on “Contracted Service Agreement”. The Introduction explains the funding criteria, and Part 1 is the application. Applications may be emailed to olivercac @gmail.com or mailed to the OCAC, P.O. Box 1711, Oliver, BC V0H 1T0. Late applications may be considered if received by Friday June 3. Contact the arts council at their email address for assistance with the application process.
During this National Volunteer Week (April 10 – 16), the OCAC would like to thank you for all your hard work in making the Oliver Community Arts Council a thriving and growing organization.
Some of you serve on programme committees, or labour at the Quail’s Nest, or act in an administrative capacity. Others represent member groups at Arts Jam, or submit their society’s news to our publicity personnel. Some are businesses and services which support the local arts and promote us to their clients. All of you support us with your membership and participation in the local arts community, a visible sign that you are ambassador for the arts.
We rely on all that support and labour, however small or behind-the-scenes, to make our programmes, events, and activities a success. As a volunteer, your dedication to the arts and the energy and love with which you participate in them carries the message that Oliver is the most creative place to live!
On behalf of the Board of Directors, thank you for all of your hard work as a vital member of the Oliver Community Arts Council.
Sincerely,
Penelope Johnson
President
Oliver Community Arts Council
At their March Board of Directors meeting, the Oliver Community Arts Council (OCAC) voted unanimously to take advantage of a membership in the South Okanagan Similkameen Volunteer Centre.
The South Okanagan Similkameen Volunteer Centre is a registered non-profit Society designed to build community through the advocacy and promotion of volunteerism. Community Liaison Corinne Janow of Oliver (pictured below) has been working closely with the council, making a presentation at the arts council’s recent AGM and answering questions about the services available.
Arts council president Penelope Johnson attended a Board Training workshop presented by the Volunteer Centre, and came away impressed with the personnel and resources available for training boards and for finding willing volunteers. “The whole arts council improves as more Board members receive training in what makes a board effective, what makes an organization operate professionally. The Volunteer Centre also relieves us of a big burden by helping us recruit and maintain volunteers. Finally, for this initial year of membership at least, all fourteen of our arts groups receive the same benefits of training leadership and access to volunteers.”
OCAC Vice President Darryl MacKenzie made the decision easy for the Board of Directors when he explained, “The $135 annual fee pays for itself if just one new volunteer is found to work 10 – 15 hours.” That does not even include access to free, low-cost or subsidized workshops and consulting services provided by the Volunteer Centre. MacKenzie, the curator of the Oliver Museum, represents the Oliver and District Heritage Society on the arts council. This member group has already joined the Volunteer Centre as its own entity. MacKenzie described the decision to join as “a no-brainer”. The arts council Board agreed.
The Volunteer Centre supports non-profit organizations through a variety of services, including:
*advertising non profit volunteer positions to the public,
*providing training to boards of directors and managers of volunteers,
*helping to increase the overall pool of volunteers available,
*advocating on behalf of volunteer based organizations
The Centre will support volunteers by:
*providing a list of available volunteer opportunities
*helping them to understand their rights and responsibilities
Their Membership Programs and Services are:
* Webpage listing of volunteer opportunities
* Emailing opportunities to their volunteer database
* Newsletter Spotlight of organizations and opportunities
* Volunteer Fair (discounted registration fee)
* Listing in Volunteer Opportunities Directory
* Workshops
* Consulting Services (discounted fees for service)
* Resource library (request free custom information services)
* Use of Volunteer Centre Logo
Thanks to Corinne Janow, the SOS Volunteer Centre and its website for providing some of the informational content in this article. More information about the centre can be found at http://www.volunteercentre.info
Unlike the picture, there are no easy pickin’ “money trees” in the arts. That’s why the arts council is thrilled to announce that it has received news from its governing body, the BC Arts Council, that the council has been awarded an annual operating grant of $7000.
The sum includes three parcels:
* $1500 Basic Assistance, from a formula calculated by the BC Arts Council based on population size and distance from the Lower Mainland. All arts councils who apply receive a basic assistance amount.
* $3500 Local Government Matching Grant, determined by the amount of funding received from local government. The OCAC is grateful to Oliver Parks and Recreation Society and the Town of Oliver for their financial support.
* $2000 Annual Performance Award. This is the first time the Oliver Community Arts Council has received this award. The council was required to submit an essay demonstrating artistic acheivement, community engagement (e.g. community partnerships), organizational management, innovation, and sustainability.
The BC Arts Council grant will be applied to operating costs – all the basic necessities that keep the arts council functioning, such as heat and light, office and organizational materials, telephone service, publicity, and so on. While these costs may sound mundane, it is funding that is desperately needed.
Imagine an artist trying to create a new work, but only supplied with colourful acrylic paint, or pottery glaze, or vibrant yarn. It may look pretty but without the proper tools (canvas, clay, or a loom) no art can be created.
So too with grant funds. The vast majority of arts grants available are designated only for programming (concerts, exhibits, educational classes, workshops, etc). That’s the “colour”. Those grants do not cover operating costs. That’s the canvas, clay, or loom – the backbone or armature of the organization. An arts council cannot provide vibrant programmes without being assured it will cover its operational expenditures.
The arts council thanks its many community supporters and partners, whose co-operation has contributed to our receiving this funding package. Check out our member groups, businesses, and blogroll for just a taste of who our supporters are!
The arts council held its annual general meeting on Monday February 28 at the Quail’s Nest Arts Centre. Despite the snowy morning, there was a good turnout and the membership was rewarded with a tight electoral race, some exciting local art news, and a coffee social.
OCAC President Esther Brown stepped down from the position she’s held for the last two years, and was replaced by Penelope Johnson. Also acclaimed to the executive positions were Darryl MacKenzie as Vice President, Jack Bennest as Treasurer, and newcomer Shirley Corley-Rourke as Secretary.
Eight directors were elected to the Board from a slate of eleven after a close race. One position required a second ballotting process. New faces in the directorship are Marilyn Marsel, Leann Parrent, and Roger Ulasovetz. Returning to their seats are Sally Franks, Brian Mapplebeck, Jennifer Mapplebeck, and Steve Staresina. Past president Esther Brown also won a director’s seat.
In her annual report, outgoing president Esther Brown highlighted some of the arts council’s most notable achievements in the last year. She credited partnerships with other organizations as helping the arts council stay vibrant and “front and centre” in the community. Among the partnerships she named were two fund raising concerts with the Penticton Concert Band, the “Best Bloomin’ Garden Contest” (part of the Oliver Communities in Bloom programme), an spring exhibit at the Burrowing Owl Estate Winery, a collaborative meeting with the arts councils from the Thompson-Okanagan region (TONAC), an historical display courtesy of the Oliver and District Heritage Society at the Fall Art Show and Sale, the Oliver Kiwanis mural project, and a budding partnership with the Oliver Community Garden Society. Esther Brown received loud applause for her report.
Treasurer Jack Bennest was pleased to announce that 2010 was a well-managed fiscal year. OCAC programme committees worked hard to trim expenses and reach a cost-neutral outcome. Several small fund raising projects offset government and gaming cutbacks to the arts. A successful BC Arts Council application in the fall netted a $1500 basic grant (based on population), plus $3500 matching grant (added to $3500 provided by Oliver Parks and Rec ), plus a performance award bonus of $2000 recognizing meritorious actvity in 2010.
A vibrant Arts Jam! gathering followed the AGM. Representatives from several arts groups were in attendance , announcing their spring events. Information about the 2011-12 concert series, a choir concert, a fibre workshop, a quilt exhibit, a fine art show, the upcoming SOAP comedy and other arts celebrations can be found elsewhere on the blog. Stay tuned! There’s lots of exciting stuff in the works!
The arts council thanks Esther Brown for her dedication to the OCAC during her presidency. The council also thanks outgoing secretary Penny Ruddy and 2010 directors Shirley Nilsson, Hella Prochaska, and Craig Rusinek for their service on the Board.
The arts council holds its Annual General Meeting on
Monday February 28 9:30 a.m Quail’s Nest Arts Centre
followed by nibbles and the monthly Arts Jam!
The elections include one of the largest slates of nominees the council has seen in a long time. While one candidate is currently standing for each of the executive positions, eleven candidates are running for eight directorships.
President Esther Brown is stepping down after three years at the helm, but is running as a director nominee for 2011. Standing for executive posts are Penelope Johnson (for President), Darryl MacKenzie (for Vice President), Jack Bennest (for Treasurer), and Shirley Rourke (for Secretary). Nominations are still accepted for each position.
Sally Franks, Jennifer Mapplebeck, Brian Mapplebeck, Craig Rusinek, and Steve Staresina have thrown their hats back in the ring. Joining them on the slate are Esther Brown, Diane Gludovatz, Marilyn Marsel, Bernice Myllyniemi, Leann Parrent, and Roger Ulasovetz. Secretary Penny Ruddy and directors Shirley Nilsson and Hella Prochaska are stepping down. Thank you all for your work!
All members will receive a copy of nominee bios either by email or at the AGM to make an informed vote. Each individual and family member may vote. Each business and group member may send one representative to vote.
Membership applications will be accepted from 9:00 a.m. on the morning of the AGM until the meeting starts. Applications can also be found by clicking on “Membership Form” at the top of this page.
Nominations from the membership are still welcome. Please obtain your nominee’s permission first, then email olivercac@gmail.com with your recommendation.
The Board of the Oliver Community Arts Council held an intensive meeting in November to review OCAC programmes and committees. In December, the Board finalized and approved recommendations for 2011. A similar review occurred in November 2009, and had been found a useful process for goalsetting.
Some recommendations will enable the Board to divide their labour more fairly and effectively. The OCAC president will oversee more administrative aspects of the council: finance and fund raising, operations, membership, publicity, and nominating committees. The treasurer and secretary along with up to three other members of the Board would ensure that committees be formed to fulfill these tasks.
The vice president, until now a role with few stated responsibilities, would oversee the programmes of the arts council. Up to five other Board members would ensure committees be formed for each program and report to the board. Committees must be made up of a minimum of three OCAC members in order to function, and committee members are sought from within the whole arts council membership. Interested and arts-positive volunteers from outside the OCAC are always welcome to participate.
The following recommendations for committee structure were also approved by the Board:
1. Each Board member will be expected have an active role on either an administrative or program committee.
2. No Board member will be expected to have more than one committee responsibility.
3. After all Board members have a committee role, a Board member may choose a second active committee role.
4. The Board member has the option of either being the Chair or designating ( i.e. recruiting) the Chair of a committee.
5. The Board member is responsible for reporting from their committee at Board meetings.
6. A responsibility of the Vice President is to oversee the function of the Program Committees.
7. Board member roles on the OCAC Committees are determined at the first meeting of the Board following the Annual General Meeting each year.
The Board hopes that this division of labour will accomplish three goals: a fairer distribution of responsibility among Board members, a more active role for Vice President and non-executive board members, and more opportunities for succession on committees.
What do you think? Comments? Questions? Contact olivercac@gmail.com We’ll run your comments here (with your permission), or answer your questions.
The Annual General Meeting of the OCAC saw the acclamation of four new Board members, all of whom have joined the arts council within the last year. The new directors are Hella Prochaska, Shirley Nilsson, Darryl Mackenzie (of Oliver and District Heritage Society) and Craig Rusinek (of Nature’s Elements Jewelry). Returning OCAC president Esther Brown described the new Board as “a balance, a perfect mix” of experienced members and fresh ideas.
Prochaska, Nilsson, Mackenzie and Rusinek join returning Board members: Esther Brown (President), Penelope Johnson (Vice President), Jack Bennest (Treasurer), Penny Ruddy (Secretary), and directors Sally Franks, Brian Mapplebeck, Jennifer Mapplebeck, and Steve Staresina.
Retiring from the Board this year are Stephanie Salsnek (past Vice President), Heather Fink, Linda Blaschuk, and Jan Kreut. President Esther Brown thanked them for their years of dedicated service. All four remain active members of the OCAC, providing valuable contrinutions on many committees and projects.
In the photo above, the newly acclaimed president cuts the Volunteer Appreciation cake following the AGM. Sage Valley Voices Choir representative Linda Nunweiler looks on. A closeup of the cake is below. A BIG “thank you” to all our volunteers!
Photo credits: Thea Haubrich, of Twin Lakes Encaustic Art
Please join us at the OCAC Volunteer Appreciation celebration at the Arts Jam! gathering immediately following the
Oliver Community Arts CouncilAnnual General MeetingMonday February 22, 20109:30 a.m. Quail’s Nest Arts Centre
Thank you for the many ways you dedicate your time and energy to the arts council: all the various committees, OCAC programme volunteers, plant operations, repairs and cleaning, administration, and donations. Join us for a special cake and lots of toasting!
Interested in playing a leadership role? Nominations for all Board positions are still being accepted. Email olivercac@gmail.comand a member of the Nominating committee will contact you immediately.
OLIVER COMMUNITY ARTS COUNCIL
BOARD OF DIRECTORS MEETING
Wednesday, September 16, 2009.
Quail’s Nest Arts Centre
Present: Esther Brown (President), Stephanie Salsnek (Vice President/ FCA Liaison), Jack Bennest (Treasurer/FOTOL Liaison); Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Heather Fink (Sage Valley Voices Liaison), Sally Franks (Rentals, Desert Sage Spinners & Weavers Liaison), Jan Kreut (Membership), Penny Ruddy (Finance Committee, Double O Quilters Liaison), Steve Staresina (Operations, Oliver Sagebrushers Liaison)
Regrets: Penelope Johnson (Secretary/SOCS Liaison), Brian Mapplebeck (Country Market A-Fair Liaison), Jennifer Mapplebeck (SOAP Liaison)
Guest: Dorothee Birker (Assembly of BC Arts Councils)
1. CALL TO ORDER: E. Brown called the meeting to order at 5:30 p.m.
Guest speaker Dorothee Birker outlined possibilities for a new way of thinking on the acquisition of funding for the arts. Her 20 minutes presentation was much appreciated and she was thanked for coming so far to see us. She attended the entire meeting. Birker serves as Arts and Cultural Officer for the Central Okanagan’s Economic Development Commission in Kelowna.
2. ADOPTION OF AGENDA MOTION: That the agenda for the Board meeting of September 16, 2009 be accepted as circulated. written.
Moved: P. Ruddy Seconded: S. Franks Carried
3. ADOPTION OF MINUTES MOTION: That the minutes of the Board meeting on Wednesday, August 19, 2009 be adopted
Moved: P. Ruddy
Seconded: S. Salsnek
Carried
MOTION: That the minutes of the Special General Meeting on Monday, August 24, 2009 be accepted as circulated.
Moved: J. Bennest
Seconded: J. Kreut
Carried
4. CORRESPONDENCE: None
5. TREASURER’S REPORT
J. Bennest distributed his report to the end of August with total value in all accounts of $29,605.31. One error was noticed and corrected.
MOTION: That the Treasurer’s report dated August 31, 2009 be approved as amended 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
6. BUSINESS ARISING FROM THE MINUTES (a) Board Retreat: Dates, Topics: Location deferred. Dates of Tues Nov. 17th and Wednesday Nov. 18th were chosen. Proposed facilitator will confirm if she can come in early October.
(b) Power Point Presentation: Tabled.
7. COMMITTEE REPORTS (a) Finance Committee: A letter received from the BC Government has refused to grant the Direct Access Program funding request for $13,000 for Quail’s Nest renovations, as part of sweeping cuts to arts and culture.
Most of the material for the BCAC grant application is complete. E. Brown, H. Fink and P. Ruddy will get together and put on the finishing touches.
(b) Fundraising: Ladies’ Wine and Life Workshop raised $180 for the Quail’s Nest Arts Centre. Thanks to the efforts of Beth Garrish, Life Coach for her entertaining program. ACTION: S. Franks will submit bills for wine.
Kiwanis Market signage has been completed and Kiwanis is happy with the work to date. Murals are to be completed soon. J. Kreut indicated that Kiwanis would like to pay out the obligation by September 30th.
(c) Operations:
Three security doors have arrived for installation. Approx Cost: $3000 approved previously. MOTION: That the OCAC purchase screening for all windows up to $2200.
Moved: S. Staresina
Seconded: H. Fink
Carried.
(d) Publicity: The Board agreed to delay work on creating a regular Arts Page in the Oliver Chronicle until a new Chronicle editor has been hired .
MOTION: That the OCAC purchase a $350 full colour page ad in the Oliver Business Magazine.
Moved: J. Kreut
Seconded: S. Staresina
Carried
Deadline for commitment is October 7 and publication date is October 21. Penelope and Jack were offered as volunteers to write and prepare the ad. ACTION: H. Fink will contact Esther Seidel, advertising, at the Oliver Chronicle.
(e) Performance: Music in the Park report tabled to November Board meeting.
(f) Fall Art Show: ACTION: J. Kreut will contact V. Friesen and work with him on a OCAC visual display
8. NEW BUSINESS
(a) Tree Planting: J. Kreut volunteered her husband Wayne to clean up front yard at Quail’s Nest with weed-whacker and environmentally safe weed killer. Sally reported that the Oliver Sagebrushers will then install four trees in pots to give the front a new look.
(b) New Member Groups: Tabled.
9. NEXT MEETINGS Arts Jam!
Monday September 28
9:30 a.m.
QNAC
Board Meeting
Wednesday October 21
5:30 p.m.
QNAC
Esther Brown will not be here for next Board Meeting October 21/09 and the meeting will be chaired by Vice President Stephanie Salsnek.
Arts Jam!
Monday October 26
9:30 a.m.
QNAC
10. ADJOURNMENT MOTION: That the meeting be adjourned, at 8:00 p.m. Moved: E. Brown Carried.
OLIVER COMMUNITY ARTS COUNCIL
SPECIAL GENERAL MEETING Monday, August 24, 2009
Quail’s Nest Arts Centre
9:30 a.m.
Present: Board: 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 (Sage Valley Voices Liaison), Sally Franks (Rentals, Desert Sage Spinners & Weavers Liaison), Jan Kreut (Member Group Publicity), Brian Mapplebeck (Country Market A-Fair Liaison), Jennifer Mapplebeck (SOAP Liaison), Penny Ruddy (Finance Committee, Double O Quilters Liaison), Steve Staresina (Operations, Oliver Sagebrushers Liaison)
Member Group Representatives: Diane Gludovatz (SOAP), Gail Erickson (Desert Sage Spinners and Weavers), Kurt Hutterli (South Okanagan Concert Society)
Individual/Family Members: Arvie Bourgeault, Claudette Chabot, Dot Cranston, Val Friesen, Barb Levant, Phyllis Lowenberg, Evie New, Leo Pedersen, Colleen Polychroniou, Russell Work
Guests: Diana McKinnon, Donna McLean, Roy McLean, Anthea McLean
1. CALL TO ORDER: E. Brown called the meeting to order at 9:35 a.m. A quorum of at least 25% membership was established. Guests were welcomed and introductions made.
2. BYLAW CHANGE: FISCAL YEAR
Currently, ByLaw 3: Fiscal Year reads:
“The Fiscal Year of the Society shall end on the 31st day of August in each and every year.”
Rationale for By-Law Amendment:
With the fiscal year end on August 31, the preparation and audit of annual financial statements occurs in the middle of the busy programme season when both sides of the profit and loss sheet are very active. An annual statement at this time does not fairly assess the yearly cash flow. Also, financial preparation during the programme season is onerous for volunteers.
Granting bodies have received an unrealistically rosy picture of our cash flow, when revenue is high and the bills have not yet been paid. Moving the fiscal year end to a quieter time of year when much of our annual resources have been spent will give granting bodies a clearer understanding of our need for funds.
MOTION: That the OCAC amend ByLaw 3: Fiscal Year to read:
“The Fiscal Year of the Society shall end on the 31st day of December in each and every year.”
Moved by: J. Bennest
Seconded by: J. Mapplebeck
Carried.
3. BYLAW CHANGE: ANNUAL GENERAL MEETING
Currently, Bylaw 7.1 Meetings reads:
“The Annual General Meeting of the Society shall be held in the month of October in each and every year, upon a date and at a time to be set by the Board of Directors.”
Rationale for By-Law Amendment: Changing the month from October to February will allow roughly six weeks from year end to prepare and audit the financial statements.
MOTION: That the OCAC amend Bylaw 7.1 Meetings to read:
“The Annual General Meeting of the Society shall be held in the month of February in each and every year, upon a date and at a time to be set by the Board of Directors.”
Moved by: L. Blaschuk
Seconded by: J. Kreut
Carried
ACTION: J. Bennest (Treasurer) will submit a 12-month financial report (to August 31, 2009) to the BC Arts Council in lieu of the audited statement, and submit an audited financial statement four months later upon completion of the new fiscal year end (to December 31).
4. ADJOURNMENT:
MOTION: That the Special General Meeting be adjourned, at 9:46 a.m.
Moved by E. Brown.
OLIVER COMMUNITY ARTS COUNCIL
BOARD MEETING Wednesday, August 19, 2009
Quail’s Nest Arts Centre
Present: Esther Brown (President), Stephanie Salsnek (Vice President/ FCA Liaison), Penelope Johnson (Secretary/SOCS Liaison), Jack Bennest (Treasurer/FOTOL Liaison), Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Heather Fink (Sage Valley Voices Liaison), Brian Mapplebeck (Country Market A-Fair Liaison), Jennifer Mapplebeck (SOAP Liaison), Penny Ruddy (Finance Committee, Double O Quilters Liaison), Steve Staresina (Operations, Oliver Sagebrushers Liaison)
1. CALL TO ORDER : E. Brown called the meeting to order at 5:36 p.m.
2. ADOPTION OF AGENDA
MOTION: That the agenda for the Board meeting of July 15, 2009 be adopted as written.
Moved: J. Bennest Seconded: P. Ruddy Carried
3. ADOPTION OF MINUTES
MOTION: That the minutes of the Board meeting on Wednesday, July 15, 2009 be adopted
Moved: J. Bennest Seconded: P. Ruddy Carried
4. CORRESPONDENCE
(a) Dorothee Birker, Assembly of BC Arts Councils representative for the Thompson Okanagan.
Request for submission of news/issues/concerns to take to the September Assembly of BC Arts Councils.
The OCAC has responded with an update of our programs and new business.
(b) Dorothee Birker, Arts Cultural Tourism Officer for Central Okanagan Economic Development Commission
Forwarded two sample letters written by the Central Okanagan EDC for use by other arts councils in responding to government cuts to arts and culture funding.
ACTION: P. Johnson will draft a letter from the OCAC Board, based on these samples, to be sent to various government representatives protesting the cuts in funding.
The Board will review before the letter is sent.
5. TREASURER’S REPORT
(a) Financial Statement
At the bottom of the Year-to-Date page: the BCAC will need to see that approximately $7219 is carried forward for the 2009-10 year. This reflects the amount they have granted to the OCAC for that period.
MOTION: That the Treasurer’s report dated July 31, 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
The Treasurer asked for all receipts and revenue to be submitted to him before the end of the 12 month period, August 31, 2009.
(b) GST: Tabled to September
6. BUSINESS ARISING FROM THE MINUTES (a) Landscaping Presentation: Aaron Lester of Sunridge Landscapes presented a landscaping proposal. (Photos, layout and budget to be placed on file in office). His proposal focussed on the area south of Big Blue, but could be adapted for any space. He proposed installing a low-maintenance desert landscape including a pseudo- “dry creek bed” (using our round rocks), 3/8″ crush rock pathways (in a variety of natural colours), large boulders, and desert plants including yucca, sagebrush, antelope brush, rabbit brush, prickly pear cactus, and native grasses, or other silver-leafed plants with lacy foliage.
For the area south of Big Blue he proposed lowering the level of the ground between Big Blue and the parking lot and cutting a 2% slope sloping away to the south to drain water away from the building.
Landscaping could be done with or without drip irrigation. Watering is only important for the first year as plants become established. Watering could be done by hand once a week for the first year as an alternative to irrigation. Lester recommended early spring or fall to plant.
Budget for the proposed area with drip irrigation is $16,000 but he is prepared to be very flexible on price depending on size of area to landscape and plants installed.
The Board discussed removing the parking lot tarmac and replacing with crush rock for better drainage.
(b) Landscaping Invoice:
MOTION: That the OCAC Board draft a letter to John Birnie and that the OCAC pay the $200 invoice to accompany the letter.
Moved: S. Salsnek Seconded: P. Ruddy Carried
7. COMMITTEE REPORTS (a) Finance Committee:
DAP Status: the government has unfrozen funds from the Gaming Commission as of today, but no groups will receive 100% of funds requested, and some groups will not receive anything.
BCAC Grant Application: P. Ruddy, S. Staresina, and B. Mapplebeck are applying for the BCAC grant with assistance from the Treasurer and Secretary. Next Meeting: Tues Aug 25
Deadline: September 30.
ACTION: Esther will email Russell Work re: creating a 3 – 5 minute Power Point “advertisement” for the OCAC. she will then email the board for their opinions on his proposal.
(b) Fundraising:
(i) Kiwanis Market Mural: Progress is slow. The Sagebrushers will assist with repainting the sign. Scaffolding has been donated by Southside Builders. One or two volunteers will be required in September to paint the mural.
(ii) Ladies’ Wine and Life Workshop: Wednesday September 9 at 7:00 p.m. at Quail’s Nest Arts Centre, with life coach Beth Garrish. Entrance by Donation. All proceeds to the Quail’s Nest Arts Centre renovations. Val Stretch is placing posters.
(c) Operations:
(i) Security
MOTION: That the Board spend up to $500 on security lighting for Big Blue and the Studio Building.
Moved: J. Bennest Seconded: B. Mapplebeck Carried.
ACTION: S. Staresina will address the issue of the lack of security lighting from the street-side pole with the Town of Oliver.
ACTION: S. Staresina will check current outside lighting on the Studio Building and replace with photocell light bulbs.
To replace outside doors will cost $3000 for three emergency doors with panic bars, or $1000 for three outside house doors.
MOTION: That the Board spend up to $3000 total on three crash (panic) doors for the Studio and Big Blue Buildings.
Moved: P. Johnson Seconded: P. Ruddy Carried.
Covering windows with an angle iron frame and 1″ screening will cost approx. $100 per window. There are 16 windows in Big Blue and 5 in the Studio Building.
The Mapplebecks have offered some screening. S. Staresina will check its usability and report with his recommendation.
(ii) Volunteer Hours:
ACTION: P. Johnson will contact Marion Trimble (Cleaning Crew)re: new sheet for recording volunteer hours.
(iii) Big Blue Cleanup: Sunday August 23, 1:00 – 4:00 p.m. and Monday August 24, 12:00 – 4:00 p.m. SOAP has been cleaning out Big Blue. OCAC volunteers are requested to help load and unload at the dump. A possible free home has been found for the pallets of Sonax cardboard. SOAP will request financial support for items dumped belonging to the OCAC and a contribution towards the Kiwanis donation for use of their truck and forklift.
(d) Publicity: (i) Oliver Chronicle:
E. Brown, H. Fink and P. Johnson met with Ray Wangen (Editor) and Susan Valentine (Publisher).The paper has agreed to enhance the arts coverage with a regular and consistent page dedicated to local arts. They require two 350 word articles or one 750 word article per arts page. The addition of a photo with cutline will reduce that word limit. This will require one co- ordinator to write or collect submissions.
Discussion about starting slowly with one monthly page on a specific week every month.
ACTION: E. Brown will seek clarification about space dedicated to the arts council vs other submissions from the wider community dealing with the arts.
(ii) Signage:
P. Johnson proposed a winter project of replacing the three sandwich board signs with new, uniform QNAC signs to match the colour and style of the existing sign on Big Blue. Two would be used at the gate, and one placed at the Fire Hall corner. Discussion of the possibility of installing a fourth arts centre sign on the municipal land at 97th and 346th.
She also suggested forming a joint committee with reps from other public services to propose directional street signs to the Town Council for all public facilities off Highway 97.
ACTION: P. Johnson will send a draft letter re: public signage proposal to the Board for review.
ACTION: H. Fink will contact the provincial government about the possibility of installing an arts centre sign on the highway.
(e) Performance: Tabled.
(f) Summer Studio
Due to illness and surgery the last week of Summer Studio has been cancelled. An advertising glitch at the Oliver Chronicle (lost/forgotten ad insertion) was also a factor in cancelling the week.
(g) Fall Art Show: A list for volunteers was circulated and will also be circulated at the upcoming Arts Jam!
(h) Nominating Committee: None.
(i) Membership:
General public interest has been expressed in forming Photography, Pottery, and Creative Writing groups.
ACTION: P. Johnson will write an article and notice for the Oliver Chronicle in September re: establishing new member groups.
ACTION: P. Johnson will provide signup sheets for new groups at the Fall Art Show membership table.
Discussion re: ways in which the OCAC can nurture new groups: e.g. free vouchers for QNAC rental, seeding groups with OCAC members for startup support and advice, locating workshop leaders and instructors skilled in those arts who are willing to assist with start up and training.
8. NEW BUSINESS (a) Policy Setting:
Members have been borrowing property from the Quail’s Nest Arts Centre. This has caused some disruption of programs and events at the arts centre.
MOTION: That the OCAC shall not lend any property belonging to the arts council unless consent has been granted by the Board.
Moved: J. Bennest Seconded: S. Salsnek Carried.
The OCAC has acquired many unsolicited, donated items which are not useful to the organization and which take up space.
MOTION: That the OCAC will not accept acquisitions except by approval from the Board.
Moved: P. Johnson Seconded: J. Mapplebeck Carried.
(b) Board Retreat: To be held on either:
Tuesday November 17 + Wednesday November 18
OR
Wednesday November 18 + Thursday November 19
ACTION: Board members will contact Esther re: their preferred adjacent dates for the retreat.
9. NEXT MEETINGS
Special GM / Arts Jam! Monday August 24 9:30 a.m. QNAC
Board Meeting Wednesday September 16 5:30 p.m. QNAC
Arts Jam! Monday September 28 9:30 a.m. QNAC
10. ADJOURNMENT
MOTION: That the meeting be adjourned, at 8:31 p.m.
Moved: E. Brown Carried.
Members of the Oliver Community Arts Council are invited to attend a Special General Meeting of the OCAC on
Monday, August 24, 2009
Quail’s Nest Arts Centre
9:30 a.m.
The agenda consists of two items of business, which will then be followed immediately by the usual Arts Jam! for the month. Attendance is encouraged as a quorum of 25% of the membership is required for any special general meeting. The chair will endeavour to keep the business meeting brief and follow it with some lively arts jamming.
Treasurer Jack Bennest has been hard at work this year streamlining the duties of treasurer to make the job more manageable. As a result, the Board proposes two changes that will spread the tasks of the treasurer more evenly throughout the year and potentially increase funding to the arts council.
The Special General Meeting is required for the following proposed amendments to the OCAC bylaws.
Currently, ByLaw 3: Fiscal Year reads: “The Fiscal Year of the Society shall end on the 31st day of August in each and every year.”
With the fiscal year end on August 31, the preparation and audit of annual financial statements occurs in the middle of the busy programme season (between Music in the Park and the Fall Art Show) when both sides of the profit and loss sheet are very active. An annual statement at this time does not fairly assess the yearly cash flow. Also, financial preparation during the programme season is onerous for volunteers.
Granting bodies such as the BC Arts Council have received an unrealistically rosy picture of our cash flow, when revenue is high and the bills have not yet been paid. Some requests for funding have been challenged because of this misunderstanding. This affects whether we receive funding – or how much. Moving the fiscal year end to a quieter time of year when much of our annual resources have been spent will give granting bodies a clearer understanding of our need for funds.
As a corollary to this, the Board has proposed that the month of the AGM be changed.
Currently, Bylaw 7.1 Meetings reads: “The Annual General Meeting of the Society shall be held in the month of October in each and every year, upon a date and at a time to be set by the Board of Directors.”
Changing the month from October to February will allow roughly six weeks from year end to prepare and audit the financial statements.
The two agencies which govern the arts council – the BC Arts Council and the Canada Revenue Agency – Charities branch have been informed of the arts council’s proposal to change the fiscal year end. Neither agency has expressed any objection to such a change.
To make the administration of this proposed change less onerous, our Treasurer has also recommended that the OCAC postpone their Annual General Meeting and run one long year of 16 months, rather than have two annual general meetings within four months of each other.
So, the proposed resolutions will read as follows:
ByLaw 3: Fiscal Year :
“The Fiscal Year of the Society shall end on the 31st day of December in each and every year.”
Bylaw 7.1 Meetings :
“The Annual General Meeting of the Society shall be held in the month of February in each and every year, upon a date and at a time to be set by the Board of Directors.”
Please join us for the meeting and stay on for arts news, discussion, and nibbles.
OLIVER COMMUNITY ARTS COUNCIL
BOARD MEETING Wednesday, July 15, 2009
Quail’s Nest Arts Centre
Present: Esther Brown (President), Penelope Johnson (Secretary/SOCS Liaison), Jack Bennest (Treasurer/FOTOL Liaison), Sally Franks (Rentals, Desert Sage Spinners & Weavers Liaison), Brian Mapplebeck (Country Market A-Fair Liaison), Jennifer Mapplebeck (SOAP Liaison), Penny Ruddy (Finance Committee, Double O Quilters Liaison),
Regrets: Stephanie Salsnek (Vice President/ FCA Liaison), Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Heather Fink (Sage Valley Voices Liaison), Steve Staresina (Operations, Oliver Sagebrushers Liaison)
1. CALL TO ORDER: E. Brown called the meeting to order at 5:39 p.m.
2. ADOPTION OF AGENDA
MOTION: That the agenda for the Board meeting of July 15, 2009 be adopted as written.
Moved: P. Ruddy Seconded: J. Bennest Carried
3. ADOPTION OF MINUTES
MOTION: That the minutes of the Board meeting on June 17, 2009 be adopted with the following corrections:
#7. (c) Operations (iii) Volunteer Hours:
“ACTION: H. Fink and E. Brown will meet regarding the recording of volunteer hours.”
#7. (c) Operations (iv) Landscaping : Orion (not Ryan)Kendrick
#7. (d) Publicity: Robert Doull (not Doul)
# 9. Next Meetings: Board Meeting: Wednesday July 15 (not 22)
Moved: J. Bennest Seconded: J. Mapplebeck Carried
4. CORRESPONDENCE : None.
5. TREASURER’S REPORT (a) Financial Statement:
The Gaming Commission account is being held open with $93 because new revenue may be coming in from the DAP grant or other future fund raising activities.
The Advertising expenses line has not yet been broken down into programmes, which explains why the amount is inflated to 154% of budget. Many advertising expenses will be moved into Summer Studio and Performance budgets.
MOTION: That the Treasurer’s report dated June 30, 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: S. Franks Carried
(b) BCAC Funds: Correction: The $5000 supplement from the BC Arts Council was rolled into a GIC/Term deposit, to be held for 2010 -11 programming. The $7219 from the BC Arts Council is designated for 2009-10.
(c) Insurance (Sound Equipment): The Board decided not to purchase a rider on the insurance or increase the insurance coverage for the new sound equipment. The deductible for additional insurance is very high ( approx. 50% of the purchase value).
(d) Fiscal Year End Resolution: MOTION: That the OCAC Board convene a special general meeting to change bylaws with regard to fiscal year and the date of Annual General Meeting, such that:
“The Fiscal Year of the Society shall end on the 31st day of December in each and every year.”
and
“The Annual General Meeting of the Society shall be held in the month of February in each and every year, on the fourth Monday or upon a date and time to be set by the Board of Directors.”
Moved: J. Bennest Seconded: S. Franks Carried
The special general meeting will take place on August 24 immediately before the August Arts Jam!
ACTION: P. Johnson will send out a general meeting announcement to the membership.
(e) Oliver Sagebrushers Donation: The fine art group has donated $762 to the OCAC from the proceeds of the sale of Robert E Wood paintings.
MOTION: That the OCAC designate the $762 to go towards improved lighting in the Studio Building.
Moved: S. Franks Seconded: J. Bennest Carried:
6. BUSINESS ARISING FROM THE MINUTES (a) Landscaping Presentation: Tabled to August meeting. Regrets from Aaron (Sunscape Xeriscaping)
S. Franks spoke to Lloyd Park re: $200 bill erroneously received for a contracted estimate. The bill has been withdrawn.
7. COMMITTEE REPORTS (a) Finance Committee: The Finance Committee will begin the BCAC 2010-11 application process, due September 2009. Funds received can be applied to general operations, not programme.
Arts councils can apply under different portions of the grant, including the basic grant (based on distance from Vancouver and population); the matching grant (requiring evidence of support from the local Parks and Recreation Society; and a portion that rewards innovative and culturally diverse programme activities. ACTION: J. Bennest will supply the committee with previous grant proposals.
(b) Fundraising: ACTION: J. Mapplebeck will book Tuesday December 8, 2009 for the Penticton Concert Band benefit concert once SOSS reopens August 31.
The South Okanagan Concert Society will advertise the event during their concert series.
(c) Operations:
(i) Roof: The roof is leaking in a new location: through the vent of the heater in Studio Bay 1. No water is coming in where the roof has been repaired.
(ii) Volunteer Hours: H. Fink and E. Brown met to discuss. A volunteer celebration will be held some time after the completion of the “programme” season each year. General thanks, but no certificates or awards, will be issued. ACTION: Committee heads are in charge of seeing that all hours of work (programme or administrative) by their committee are recorded. ACTION: All physical plant volunteer labour shall be recorded on the time sheet by the office door in the Studio Building. ACTION: H. Fink will renew the physical plant time sheet and record total hours.
(d) Publicity: The Publicity Committee will meet with Susan Valentine and Ray Wangen from the Oliver Chronicle on July 28.
(e) Performance: The Penny Buhr Johnson Coffee House generated $490 revenue. Music in the Park generated $212 in donations from the Penticton Concert Band concert.
(f) Summer Studio: The final week of Summer Studio will be an eclectic mix of art with Corinne de Sampaio (painting) and Enid Baker (quilting) confirmed, and Roger Gilchrist (carving) tentatively confirmed.
(g) Fall Art Show: Festival of the Grape committee meeting is next week. Sub-committees for Fall Art Show have been established.
(h) Nominating Committee: Leo Pedersen is contacting incumbent members of the Board to ask if they will stand for re-election.
(i) Membership: Discussion of possible new member groups. There is interest in developing a photography club. ACTION: S. Franks will contact Jim Beaudry to invite the Bluegrass Society to become a member of the OCAC.
8. NEW BUSINESS The June Arts Jam! BBQ was a resounding success, with good food, entertainment, and several guests.
9. NEXT MEETINGS Arts Jam! Monday July 27 9:30 a.m. QNAC – Studio
Board Meeting Wednesday August 19 5:30 p.m. QNAC – BB
Special GM Monday August 24 9:30 a.m. QNAC – Studio
Arts Jam! Monday August 24 following QNAC – Studio
10. ADJOURNMENT MOTION: That the meeting be adjourned, at 7:30 p.m.
Moved: E. Brown Carried.
The Desert Sage Spinners and Weavers received funding for an eco-dyeing workshop with Coby VanDerGaast at the Quail’s Nest Arts Centre this summer. VanderGaast is an instuctor in the fibre program at Kootenay School of the Arts at Selkirk College in Nelson, B. C. She is also an organic farmer and is currently growing dye plants for Earthues, a natural colour company based in Seattle. Desert Sage regularly seeks arts council funding, enabling them to hire professional instructors in the fibre arts.
Another first-time applicant, although long-time member of the arts council, was the Oliver Sagebrushers. The painting club received funding for a public demonstration and exhibit entitled “En Plein Air Painting at Rustico Winery” on the weekend of September 10 – 11. The public can watch artists at their easels at scenic locations around the vineyard and winery. Arts council funding will cover publicity and live music at the event. 
OLIVER COMMUNITY ARTS COUNCIL
OLIVER COMMUNITY ARTS COUNCIL
Members of the Oliver Community Arts Council are invited to attend a Special General Meeting of the OCAC on
OLIVER COMMUNITY ARTS COUNCIL