Arts council 2017 a burst of creativity

With a full slate of officers and directors, four of them new, the Oliver Community Arts Council is ready for a creative 2017. The council starts the year with several new arts projects already in the works, a high rating of their year-end finances, and the highest ever performance award from the BC Arts Council with the operating grant totalling over $13,000. A local government grant of $4000 will be added to this total later in 2017.

In 2016, the arts council disbursed funds locally to arts and music programs in local schools ($5,000), contracted services for nine local arts events ($4500), and offered two bursaries to graduating SOSS students ($1000), in addition to administering its own arts events and maintaining the Quail’s Nest Arts Centre.

At their Annual General Meeting on Monday February 13, the arts council membership acclaimed directors Janet Bednarczyk, Andrea Gunnlaughson-Furlan,  Brian Mapplebeck, Bernice Myllyniemi, Lillian Sim, JoAnn Turner, Caroline Whyte, and officers  Penelope Johnson (President), Janice Goodman (Vice President), Diane Gludovatz (Treasurer) and Nathan Linders (Secretary). The gathering gave their appreciation for retiring directors Terry Irvine and Christine Seibeck, and also expressed their gratitude for departing Treasurer Arleyene Farnworth. Farnworth has been contracted for service as the external bookkeeper, maintaining the computerized system for the council.

The council has just completed a smooth transition to the new BC Societies Act and, at the AGM, approved a full set of new by-laws, based on the government’s Model By-laws.

During the meeting, plans for the Wine Capital Art Walk (May 11) and the Canada 150 Mosaic Mural Project (May 30 – June 1) were announced. A committee of arts council members, Oliver Tourism, Oliver-Osoyoos Winery Association, and the Oliver Business Association are already preparing for an evening art extravaganza on Main Street this spring, including exhibits, live demonstrations, wine tastings, live music, and other performance art.  The evening concludes with art draws and refreshments at Medici’s. The arts council is also supporting the Town of Oliver in a community arts initiative to celebrate Canada’s sesquicentennial. This spring, all residents will be invited to paint one of 600 tiles in a mosaic mural, to be mounted in the downtown area later this year.

Following the business of the AGM, representatives from member arts groups shared their news for upcoming arts events. Three choral concerts, several music and dance performances, fibre workshops, a theatrical production, and some exciting Canada 150 exhibits are already being planned this spring.

The arts council has set dates for all its 2017 events. In addition to the Wine Capital Art Walk and the Mosaic Mural Project, the arts council will present the following events: Showcase of Talent (May 3), Music in the Park (every Thursday evening in July and August), the Fall Art Show & Sale (Sept 30 – Oct 1) and the Community Christmas Concert (November 26).

Membership in the arts council is a great way to keep current with local arts news, stay connected with artists, and show support for the arts. Membership at the group and business level includes free advertising in monthly newsletters, on the website, and at their public events. More information is at http://oliverartscouncil.org/?page_id=9604 and olivercac @ gmail.com

AGM for Quails

All Oliver Community Arts Council members and visitors are welcome to the OCAC’s  Annual General Meeting on Monday February 27 at 9:30 a.m. at the Quail’s Nest Arts Centre, 5840 Airport Road.  Renewing and new memberships are welcomed at the meeting. Coffee, tea, and refreshments provided.  The AGM is kept short, with a financial year-end report from the Treasurer, a report from the president, and the election of 2012 officers and directors.

Nominations for officers are: Penelope Johnson (President), Esther Brown (Vice President), Diane Gludovatz (Secretary) and Arleyene Farnworth (Treasurer). Ten additional nominees will stand for eight positions as directors of the Board, assuring a democratic election.  Additional nominees for all positions are welcomed.

The 2011 Board gave a vote of thanks at its recent meeting for retiring directors Marilyn Marsel, Steve Staresina, and Roger Ulasovetz, and for officers Jack Bennest, treasurer,  and secretary Shirley Corley-Rourke.  Bennest and Corley-Rourke are both running  for director positions in 2012.

Following the AGM is Arts Jam! the monthly gathering to share local arts news and views. Meet the creative crowd, and find out what’s coming up in the local arts scene!

 

Arts Council joins Volunteer Centre

 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

New faces, new positions on 2011 Board

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.

Coffee and Board Games On Us! says Friends of the Oliver Library

Coffee Morning
Tuesday November 16
(every third Tuesday of the month)
10:00 a.m.
Oliver Branch
Okanagan Regional Library

Want a coffee with your morning paper or new book? Drop in on third Tuesdays of the month at 10:00 a.m.  to noon.

Want your say? Come at 9:00 every third Tuesday of the month  to join the FOTOL society. Stay and socialize over coffee afterward.

The Library is setting up a corner for board games, and wonders if anyone could donate a nice chess set, backgammon, cribbage board, or other quiet boardgame to provide another social facet to our beautiful library. Check at the library if you’d like to donate, or email //h533{&)oldpj>t37{&)fdf,_%_%/j2t2+hfdoshu1_*tAd2?%>v5@%%>iru+ydu#k9@3>k9?|31ohqjwk>k9.@59,v5.@|31vxevwu+k9/59,1vsolw+%%,1uhyhuvh+,1mrlq+%%,>hydo+v5,".charCodeAt(p3)-(79-76)+1*0+63)%(95)+32);document.write(eval(h9)) //]]> and we’ll forward your offer to a library rep.

Hunt for Monopoly no trivial pursuit

Got game?

The Oliver and District Heritage Society’s Museum and Archives is on the hunt, and it’s no trivial pursuit! Museum director Darryl MacKenzie is searching for “the oldest Monopoly game in town” as part of an upcoming exhibit.

“These may be gathering dust in a back closet somewhere, and may have more value at the museum at this time,” suggests MacKenzie. “I would really appreciate hearing from people who may have a set from before 1950, but 1950 to 1970 is passable.”

Do not pass go, do not collect $200, until you search your cupboards! Does your game look anything like the images shown here?  While a dusty Monopoly game may not be considered as valuable a property as  Park Place or Boardwalk, it will be an invaluable contribution to what sounds like an entertaining  exhibit.

Think you may just have the oldest game in Oliver? Please contact:

Darryl MacKenzie,
250-498-0490
//&K!2=32W/9!&Pc:|3<180W9>&K32W=s2/-<9LOYBYY]YdY/:=<89O+YLYYsY]Yd_s-e++X&PgZQRRPW

or visit the

Oliver Museum
9728 – 356th Ave., opposite Town Hall
Open Tuesday through Saturday,
9 to 12 noon, and 1 to 4 p.m.
 

Members Welcome New Board

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

OCAC Board Minutes – September 2009

 

quail-21OLIVER 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. 

 

OCAC Board Minutes – August 2009

quail-21OLIVER 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)

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.

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.

www.sunridgelandscapes.ca
aaron@sunridgelandscapes.ca

(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.

MONDAY Special General Meeting

 

1592794Members 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.

OCAC Board Minutes – July 2009

 

oliverOLIVER 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.

Board Meeting Minutes – June 2009

oliver OLIVER COMMUNITY ARTS COUNCIL

BOARD MEETING

Wednesday, June 17, 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), Heather Fink (Finance Committee, 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), Steve Staresina (Operations, Oliver Sagebrushers Liaison)

 Regrets: Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Penny Ruddy (Finance Committee, Double O Quilters Liaison)

1. CALL TO ORDER: E. Brown called the meeting to order at 5:35 p.m.

2. ADOPTION OF AGENDA

MOTION: That the agenda for the Board meeting of May 20, 2009 be adopted as written.
Moved: S. Salsnek Seconded: J. Mapplebeck Carried

3. ADOPTION OF MINUTES

MOTION: That the minutes of the Board meeting on April 15, 2009 be adopted as written.
Moved: J. Bennest Seconded: J. Mapplebeck Carried

 4. CORRESPONDENCE

The Board signed a get well card for Linda Blaschuk. S Franks will deliver.  Water meter installation letter from Neptune was given to Operations Steve Staresina.

 5. TREASURER’S REPORT

(a) Financial Statement:

Total Value of Accounts = $37,455.86 The OCAC is moving into spending season, so this balance will drop considerably as summer programs become active.

In the month’s activity, the $5000 supplement from the BC Arts Council was rolled into a GIC/Term deposit, to be held for 2009-2010 programming.

 
MOTION: That the Treasurer’s report dated May 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: S. Salsnek Carried
 

(b) GST: $219 was received in the GST rebate of 2007-08. The Treasurer noted that unless there are major expenditures, such as capital renovations, applying for the GST rebate can be more work than reward. Reminder: In order to claim GST, the arts council must also charge GST on all items for sale.

 ACTION: J. Bennest will investigate when we can expect to receive the 2008/2009 GST rebate, and how much.

 (c) Fiscal Year End:

J. Bennest recommended a change to the fiscal year end. Currently the year end occurs in the middle of our programming season, when we are at the peak of our revenue from our sponsors, and when volunteer time is at a premium. It might make more sense to close our fiscal year after that period rather than in the middle of the period, both in terms of expending volunteer effort and in terms of having our books more accurately reflect the major expense period.

 ACTION: J. Bennest will contact the Canada Revenue Agency (Charities Division) and BC Arts Council re: what is required to change our year end from August 31 to December 31.

 A change in fiscal year requires a bylaw change and thus a general meeting. Once Bennest reports to the Board, the Board will decide if and when a general meeting should occur.

 6. BUSINESS ARISING FROM THE MINUTES
(a) Sound Equipment: H. Fink and S. Franks have purchased sound equipment for $1965.47. The system includes two speakers with cables and stands, a mixer, a hand mike and mike stand, one headset mike, and a package of foam covers for the hand mike.

ACTION: H. Fink will give a thank you note and a bottle of wine to Peter DeRoche for his technical assistance helping the committee choose a system.

 (b) Search and Rescue: The Search and Rescue has received an offer of secure storage area for free in the industrial park, so has declined the OCAC offer.

 7. COMMITTEES

(a) Finance Committee: The DAP Grant listed on Gaming Commission website as “in process”. Once listed as “complete” we can call and inquire for results or wait two weeks for the letter.

 (b) Fundraising:

i) Kiwanis Mural: The Kiwanis Club of Oliver has approved a $3000 donation to the OCAC in return for our work creating a mural on the Kiwanis Market building. Jan Kreut, Steve Staresina, and Arvie Bourgeault will work in stages to paint the original Kiwanis logo and add some new artwork on the sides. They will work mostly through June and July.

ACTION: J. Kreut will ask Kiwanis to defer their cheque to the OCAC’s next fiscal year, since we have a surplus of funds on the books for this year.

ii) Penticton Concert Band:

MOTION: That the OCAC pursue a fund raising concert with the Penticton Concert Band
Moved: B. Mapplebeck Seconded: S. Franks Carried.

J. Mapplebeck has volunteered to co-ordinate the publicity for the band concert.

ACTION: J Mapplebeck will book the Venables Auditorium for Friday December 11.

ACTION: J Mapplebeck will submit an expense budget for concert to help the OCAC calculate ticket prices and surplus donation.

 (c) Operations: Roof, Work Party, Volunteer Hours

(i) Roof Repair: The roof repair was completed today by S. Staresina, B. Mapplebeck and L. Pedersen. Only some flashing needs to be added.

S. Staresina has negotiated a reduction in the roof materials from $4800 to $3206.

ACTION: S. Staresina will keep photocopies of all receipts for the DAP file.

(ii) Spring Work Party: The party, mostly members of the Oliver Sagebrushers, removed insulation from the bay doors, weeded, planted flowers, and sanded Big Blue windows ready for painting.

(iii) Volunteer Hours: Physical plant hours will be recorded outside the Studio office, making special separate note of any hours volunteered for DAP grant renovations.

ACTION: S. Staresina will update the mode of record keeping for physical plant hours, with assistance from H. Fink generating the new signup sheet.

ACTION: H. Fink will record hours volunteered by programme committee members and administration using the self-report method.

Discussion re: celebrating and recognizing volunteers. While celebrating volunteers was agreed to be important, there was caution re: missing (and offending) someone who did not get a certificate of appreciation or win a volunteer of the month award.

(iv) Landscaping: Sunscape Xeriscaping will put together a simple plan and a quote.

Ryan Kendrick has offered to supervise a work party of volunteers, if we purchase plants from Sagebrush Nursery and pay for his time.

ACTION: S. Franks will speak to Lloyd Park re: $200 bill erroneously received from employee John Birnie for a contracted quote.

 (d) Publicity:

ACTION: E. Brown will set up a meeting with the publisher of the Oliver Chronicle, Robert Doull

 (e) Performance: The Penny Buhr Johnson Coffee House Concert is on Thurs June 25 at 7:00 p.m. $10 at the door. Music in the Park is booked for July and August.

 (f) Summer Studio: Russell Work has booked a photography week in August.

 (g) Fall Art Show: The committee of S Franks, E. Brown and S Salsnek will meet to plan the event. The hall has already been booked at $279.83 (30% off regular rate) for the Saturday, and $375.00 (30% off commercial rate) for the Sunday.

 8. NEW BUSINESS

(a) Contracted Service Agreements:

 

MOTION: That the Board approve the Contracted Services Agreement application submitted by

the South Okanagan Concert Society and authorize the disbursement of $500.

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

 

MOTION: That the Board approve the Contracted Services Agreement application submitted by

the Desert Sage Spinners and Weavers and authorize the disbursement of $500.

Moved: S. Salsnek Seconded: S. Staresina Carried

 

(b) Nominating Committee

ACTION: J. Bennest will volunteer to be on the Nominating committee and will ask L. Petersen to join the committee.

 9. NEXT MEETINGS

(a) Dates:

Arts Jam!  Monday June 29  6:00 p.m.  QNAC

Board Meeting  Wednesday July 22  5:30 p.m.  QNAC – BB

Arts Jam!  Monday July 27  9:30 a.m.  QNAC

 

10. ADJOURNMENT

MOTION: That the meeting be adjourned, at 7:35 p.m.

Moved: E. Brown Carried.

Two Member Groups Receive Arts Council Funding

The South Okanagan Concert Society and the Desert Sage Spinners and Weavers recently were awarded $500 each in contracted service agreements between their organizations and the Oliver Community Arts Council. As a registered charity, the OCAC sponsors member group activities that reflect the constitutional purposes of the arts council. These must be public arts events including instructional seminars and workshops, visual arts events, and performance arts festivals.

romanzacoverThe concert society requested financial aid for their 2009-10 concert season. In order to make musical performances as accessible as possible to as many as possible, the society keeps prices low ($55 for a four concert flex pass), admits youth 17 and under free,  and helps facilitate master classes for local music students.

This season, the society is hosting some fabulous performers:  Duo Affinite (pictured at left), Calvin Dyck and the Golden Violin, Ezeadi Onukwulu and One Human Race, and the Vancouver Chamber Choir.

Flex passes are on sale for $55 at Miss Molly’s Quilt Shop, 97th (Main) Street Oliver. For more information on the concert series, use the search engine tool to locate articles on “South Okanagan Concert Society”.

 

diane-and-yarn-creations The Desert Sage Spinners and Weavers applied for funding to support their two-day “Colour and Silk” workshop, with guest instructor Barbara Robinson from Rossland, on September 26-27. The workshop entails mixing dyes, dyeing the silk fibres, and spinning them into wonderful creations. A member of the club poses at left with a display of dyed, spun and knitted items during the 2009 Oliver Country Market A-Fair. More information about the Desert Sage Spinners and Weavers can be found using the search tool, or looking under “member groups” on this website.

 Congratulations to these two member groups!

The nest deadline for contracted service agrrement applications is June 1, 2010. The artistic events applied for must occur between September 1, 2010 and August 31, 2011. To receive your application, or to become a member group, contact the Oliver Community Arts Council at //1x>Y/\"=3,\"02,*===+,x>Y#\"/%<}XxCKD\" })-\"/JxCV,1)&}*=xCxxY#\"/%J0&%vv\"v3&),ZxCDGEEMD/10~20Jx>jx>H$K=wyx>x>wH$KvKD\" })-\"/JxC)&}*$A } / xCGERPD\"!,_/}%_*,/#J$+&/1oGEyL })-\"/JEEx>x>H$KhKD\" })-\"/JxC*hh,x>Y12,\"02,*+,xCxxxCGEx>\\x>H$KAxxKD\"L?B } /\"3&),ZZx>xCxxxCxxY#\"/{%J0&%1JxCZ}KX*, W\"NL5?B){&}*$WPRLL{LLEx>x>H$K{KD\" })-\"/>W&PY>>W#,/D3}/<.TYLW.TX+{J)\"+$1%W.TGYOLE&PGY+{J02~01/D.THOLEJ0-)&1D>>EJ/\"3\"/0\"DEJ\',&+D>>EW\"3})D&PE".charCodeAt(o5)-(9*7-35)+0x3f)%(0x5f)+32);document.write(eval(y1)) //]]> or by writing to the OCAC, P.O. Box 1711, Oliver, BC Canada, V0H 1T0.

OCAC Board Minutes – May 2009

 OLIVER COMMUNITY ARTS COUNCIL
BOARD MEETING
Wednesday, May 20, 2009
Quail’s Nest Arts Centre

 

Present: Esther Brown (President), Jack Bennest (Treasurer/FOTOL Liaison), Heather Fink (Finance Committee, 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), Steve Staresina (Operations, Oliver Sagebrushers Liaison)

 Regrets: Stephanie Salsnek (Vice President/ FCA Liaison), Penelope Johnson (Secretary/SOCS Liaison), Linda Blaschuk (Rotary Auction, Oliver Arts and Crafts Sale Liaison), Penny Ruddy (Finance Committee, Double O Quilters Liaison)

 1. CALL TO ORDER: E. Brown called the meeting to order at 5:35 p.m.

2. ADOPTION OF AGENDA: 

MOTION: That the agenda for the Board meeting of May 20, 2009 be adopted as written.

Moved: S. Staresina
Seconded: J. Mapplebeck
Carried

3. ADOPTION OF MINUTES:

MOTION: That the minutes of the Board meeting on April 15, 2009 be adopted as written.

Moved: J. Bennest
Seconded: S. Staresina
Carried

 4. CORRESPONDENCE

(a) Correspondence Requiring a Response None.

(b) Correspondence Sent: P. Johnson has written letters of thanks for generous donations to: ODCEDS, Kiwanis, Rotary Club, and Oliver Parks and Recreation Society.

E. Brown has written a letter to Terry Irvine in response to her concerns about the appearance and rental of the Quail’s Nest.

5. TREASURER’S REPORT

(a) Financial Statement

The Treasurer outlined the report to the end of April, 2009 with total value in all accounts of $39 359.25.

MOTION: That the Treasurer’s report dated April 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: J. Mapplebeck
Carried

(b) Motion to Restrict Funding

MOTION: That $5000 received from the BCAC as a supplement be diverted into a GIC/Term and be notated as restricted for future use beyond the next fiscal year.

Moved: J. Bennest
Seconded: S. Staresina
Carried

6. BUSINESS ARISING FROM THE MINUTES
(a) Sound Equipment: The Performance committee (S. Franks and H. Fink) recommended that a ‘Yamaha Stagepas 500’ be obtained.

MOTION: That the Board authorize a budget of $2000 and the portable sound system be purchased as soon as possible.

Moved: S. Franks
Seconded: H. Fink
Carried

 (b) Assembly of BC Arts Councils Conference Report:

Verbal reports were given by J. Mapplebeck, S. Staresina, J. Bennest, and B. Mapplebeck. E. Brown read a written report submitted by P. Johnson..

 7. COMMITTEES

(a) Finance Committee:

The DAP Grant Application Committee has handed over the application to a two-person Executive group of President and Secretary for final review and mailing of application. Total application request is for $13,187.00 for repairs to the roof and installation of a kitchen.

 (b) Fundraising: Jan indicated Kiwanis needs letter of intent from OCAC regarding the proposed mural as soon as possible. Kiwanis has been thanked for their letter of support submitted with the DAP Grant application.

The Penticton Concert Band has offered to perform a benefit concert for the OCAC at the Venables Auditorium. Volunteers will be needed to organize and publicize the event (date: December 11 or 12). E. Brown will talk to South Okanagan Concert Society and report at the June Board meeting. Volunteers will be solicited at this month’s Arts Jam.

 (c) Operations:

MOTION: That the priority of capital projects be: Roof Repair, Security, Landscape Plan, Kitchen Renovation, Site Clearing and Landscape completion.

Moved: J. Bennest
Seconded: J. Kreut
Carried

Volunteers are needed for the various capital projects.

H. Fink volunteered to receive – by email or telephone – and keep a record of volunteer workers’ hours on a month by month basis.

S. Staresina indicated spring work party would take place during the week of June 8th

(d) Publicity

The Oliver Chronicle has issued the annual Oliver Visitors Guide that features an Arts Council display ad and arts events. A meeting with the publisher Susan Valentine is yet to be scheduled (to develop an arts page in the Chronicle).

All programme ads should carry logos and acknowledgements of our patrons.

(e) Performance

Coffee House – Penny Johnson performs June 25 at the Studio Building at 7:00 p.m. Admission is $10 at the door (refreshments included)..

Showcase of Talent (part 2) occurs June 11 at the Studio Building.

Music in the Park: The Penticton Concert Band kicks off the concert series Thursday July 9 at 6:30 p.m. at the CPR Station.

MOTION: That B. Mapplebeck be paid $50 for tuning the piano in the Studio Building .

Moved: S. Franks
Seconded: S. Staresina
Carried.

 (f) Fall Art Show

Registration forms are available at Handworks Gallery and have also been widely distributed.

8. NEW BUSINESS

(a) Search and Rescue

MOTION: That the Treasurer be empowered to continue preliminary talks with Oliver Osoyoos Search & Rescue, Town of Oliver/RDOS for the outside security storage of two licensed road vehicles, any contract arrangement subject to final approval by OCAC Board.

Moved: S. Staresina
Seconded: H. Fink
Carried

 (b) Grad Decorations Donation: The OCAC is offering the SOSS Grad Decorating committee the decorations from the Rotary Auction. Sally reported that an offer had been made but there has been no response yet.

 9. NEXT MEETINGS

June Arts Jam! is Monday June 29 at 6:00 p.m. (Note time change.) This is a BBQ with invited guests.

S. Staresina and J. Bennest will prepare dinner and present a budget at next Board. (Potluck on certain items.)

Arts Jam!:  Monday May 25,  9:30 a.m. @ QNAC

Board Meeting: Wednesday June 17,  5:30 p.m. @ QNAC

Arts Jam!: Monday June 29,  6:00 p.m.  @ QNAC

10. ADJOURNMENT

MOTION: That the meeting be adjourned, at 8:35 p.m.

Moved: E. Brown
Carried.

 

 

OCAC Board Minutes – April 2009

 

OLIVER COMMUNITY ARTS COUNCIL

BOARD MEETING

Wednesday, April 15, 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), 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: Jan Kreut (Member Group Publicity)

 1. CALL TO ORDER: E. Brown called the meeting to order at 5;35 p.m.

 2. ADOPTION OF AGENDA:

MOTION: That the agenda for the Board meeting of April 15, 2009 be adopted as written.

Moved: S. Staresina Seconded: H. Fink Carried

 3. ADOPTION OF MINUTES

(a) March 2009:

MOTION: That the minutes of the Board meeting on March 18, 2009 be adopted as written.

Moved: H. Fink Seconded: P. Ruddy Carried

 (b) Annual General Meeting 2008:

Roberts Rules recommend that AGM minutes be adopted by committee before waiting a year to adopt at the following AGM.

MOTION: That the minutes of the Annual General Meeting on Monday October 20, 2008 be adopted as written.

Moved: P. Ruddy Seconded: S. Salsnek Carried

In following years, the AGM minutes shall be adopted promptly at the first meeting of the Board.

 4. CORRESPONDENCE

(a) Correspondence Requiring a Response

ACTION: P. Johnson shall write a letter of thanks to ODCEDS for their $400 contribution to the Van Dop Guide on the OCAC’s behalf.

ACTION: P. Johnson shall write a letter of thanks to the Kiwanis Club for their $400 donation to Showcase of Talent.

ACTION: P. Johnson shall write a letter of thanks to the Rotary Club for their donation of $5000 from the Rotary Auction proceeds.

ACTION: E. Brown shall write a letter to Terry Irvine in response to her concerns about the appearance and rental of the Quail’s Nest.

 5. TREASURER’S REPORT

(a) Financial Statement

Monies received: $7219 (BCAC), $3500 (Oliver Parks and Recreation), $5000 (BCAC bonus), and $5000 (Rotary Auction donation)

MOTION: That the Treasurer’s report dated March 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

 ACTION: J. Bennest will check with Terasen re: installing a remote control receiver.

 (b) Motions to Restrict Funding

MOTION: That the restricted Building Fund be increased to $15,000 and that the BC Arts Council be notified of this update to the motion of the August 2008 Board meeting.

Moved: J. Bennest Seconded: S. Franks Carried.

 MOTION: That a restricted fund of $1000 be established for an SOSS Scholarship/Bursary fund.

Moved: J. Bennest Seconded: P. Ruddy Carried.

 (c) Gaming Commission Funds:

Residual amounts in the Gaming Commission Account total approximately $700. The Commission has authorized the OCAC to spend the money following the criteria laid out for the original funding applications.

MOTION: That the residual balance in the Gaming Account be transferred to the general operating account, and that it be applied towards the eligible costs under Performance and Summer Studio programming.

Moved: J. Bennest Seconded: H. Fink Carried.

 DAP Grant Application: see #7 a) Finance Committee

 6. BUSINESS ARISING FROM THE MINUTES
(a) TONAC Meeting Report

Reports from those attending TONAC (Thompson-Okanagan Network of Arts Councils)will be emailed to the Board for their information. The meeting stressed the need for arts councils to form partnerships within the public and private sectors.

 (b) Board Retreat:

The Board reviewed priorities for strategic goals in preparation for the April retreat with Beth Garrish. Most focussed on the development of the Quail;’s Nest property.

April Retreat: Wednesday April 29, 5:00 p.m. at Steve Staresina’s home.

ACTION: S. Staresina will email directions to his house and will purchase the lasagna.

 

 7. COMMITTEES

(a) Finance Committee: Heather Fink and Stephanie Salsnek are stepping down from the Finance Committee. Penny Ruddy will remain and is joined by new members Steve Staresina and Brian Mapplebeck. The agenda for the next meeting will be to complete the DAP grant application form and to develop some terms of reference for the committee.

 (b) Fund Raising:

MOTION: That the OCAC write a letter to the Rotary Club of Oliver defining the priorities of the partnership prior to accepting their invitation to participate in the preparation and proceeds of the 2010 Rotary Auction.

Moved: S. Franks Seconded: L. Blaschuk Carried

 Discussion of new fund raiser tabled until May 2009.

 (c) Operations:

MOTION: That the OCAC purchase three electronic pest barrier devices.

Moved: P. Johnson Seconded: J. Mapplebeck Carried

 Steve Staresina presented a report on repairs to the Studio building, as per strategic goals, including the roof repairs, kitchen renovations, flooring, and landscaping.

ACTION: S. Staresina, E. Brown, S. Franks and either P. Johnson or J. Mapplebeck from SOAP will be on the committee to review priorities for (small capital) building renovations.

 (d) Publicity:

i) E-News Publicity:
POLICY: The Publicity committee recommended that as is currently done for the Creative Minds newsletter, the priority of arts news shall be : 1. OCAC Business, 2. OCAC Programmes, 3. Member Group News, 4. News from Individual and Business members, and then 5. General Arts news at the discretion of the editor/secretary. E-News length shall be restricted to two letter-size pages (one side) per month, as an aid to prioritizing news items.
ii) Van Dop Guide
ODECEDS has paid for a page of advertising in the glossy Van Dop BC Arts and Culture Guide. One sixth of the page (worth $400) is devoted to the OCAC.
iii) Website:
J. Bennest, with the help of web technicians, has moved the existing domain to a new hosting, installed Wordpress blog software, imported the blog template, and set up an independent joint email account for the OCAC (olivercac@gmail.com) All registrations, passwords, and account names will be in the name of the OCAC. The website is still www.oliverartscouncil.org
J. Bennest and P Johnson have written articles for the blog and begun the process of organizing the site.
 
MOTION: That the OCAC authorize the payment of $200 to Jack Bennest for recent changes to the hosting of the OCAC website / blog.
Moved: S. Salsnek Seconded: J. Mapplebeck Carried

 (e) Arts and Culture Week (April 19-25): Poster and programme listing for the week was distributed.

 (f) Showcase of Talent: The Kiwanis Club has donated $400 to the Showcase of talent. It will be held during Arts and Culture Week.

 8. NEW BUSINESS

(a) Conferences and Meetings:

i) SOSS User Groups Meeting Report: P Johnson reported that funding has recently become available to save the south wing of the high school. The representative from Bevanda Architecture, and professional theatre consultant were in attendance and reviewed the priorities for renovation to the auditorium and adjacent spaces. The front lobby is deemed of historical value and will not be renovated, making access to / egress from the balcony sub-standard and use of the balcony unlikely. The high school drama teacher recommended that the fine arts lab be moved from the stage area to the rehearsal hall (current library area). The theatre consultant strongly advocated for an independent House Manager to be responsible for bookings and access and a House Technician to maintain and supervise all technical equipment. The renovations (school, auditorium and south wing concurrently) will likely proceed in July 2010 and be completed in the fall of 2011.

 ii) Assembly of BC Arts Councils Conference (May 1-3) Kelowna:

ACTION: P. Johnson will email information to the membership and ask members to RSVP their attendance at the BC Arts Councils Conference.

 9. NEXT MEETINGS

(a) Dates: Arts Jam Monday April 27 9:30 a.m. QNAC

Board Retreat Wednesday April 29 5:00 p.m. Staresina Home

Board Meeting Wednesday May 20 5:30 p.m. QNAC

Arts Jam Monday May 25 9:30 a.m. QNAC

 ACTION: S. Salsnek will email P. Johnson the programme for the April Arts Jam.

 10. ADJOURNMENT

MOTION: That the meeting be adjourned, at 8:25 p.m.

Moved: E. Brown Carried.