OCAC Board Minutes – July 2009


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.

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

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


(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.”
“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:

(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.

(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.

The June Arts Jam! BBQ was a resounding success, with good food, entertainment, and several guests.

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

MOTION: That the meeting be adjourned, at 7:30 p.m.
Moved: E. Brown Carried.