OCAC Board Minutes – August 2009

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)

Regrets: Sally Franks (Rentals, Desert Sage Spinners & Weavers Liaison), Jan Kreut (Membership)

Guests: Aaron Lester (Sunridge Landscapes)

1. CALL TO ORDER : E. Brown called the meeting to order at 5:36 p.m.

That the agenda for the Board meeting of July 15, 2009 be adopted as written.
Moved: J. Bennest Seconded: P. Ruddy Carried

That the minutes of the Board meeting on Wednesday, July 15, 2009 be adopted
Moved: J. Bennest Seconded: P. Ruddy Carried

(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.

(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

(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

(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.

(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
Wednesday November 18 + Thursday November 19
ACTION: Board members will contact Esther re: their preferred adjacent dates for the retreat.

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

MOTION: That the meeting be adjourned, at 8:31 p.m.
Moved: E. Brown Carried.