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Board Meeting Minutes – June 2009

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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.

OCAC Board Minutes – May 2009

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 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.

 

 

Assembly Conference – Here We Come!

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logoIt’s another road trip! The Oliver Community Arts Council is sending five delegates to the Assembly of BC Arts Councils 30th Anniversary Annual Conference in Kelowna on Friday May 1.  This conference always has excellent workshops on timely topics given by knowledgeable and helpful guest speakers. 

OCAC Treasurer Jack Bennest and Secretary Penelope Johnson are eager to glean some new programming ideas at “Programs and Projects from and for Small Arts Councils” on the Friday morning. “We deliver some  popular and fun programs, ” says Johnson, “but we can always do with a boost to our creativity.  We might find some innovative and cost-effective ideas to renew established programs or create new ones.”

Directors Brian Mapplebeck and Steve Staresina, together with Bennest, will take in An Intimate Dialogue with BC Arts Council . The BCAC, an arm of the provincial government, is a source of major funding for many arts councils. This session will provide delegates with valuable information to assist them in the preparation of a thorough application.  As guidelines change and funding sources become scarce, arts councils are hard pressed to make successful applications. The range of topics may include establishing partnerships and collaborations with community organizations, becoming more culturally diverse,  allocating surplus funds correctly,  applying for increasingly merit-based awards, and learning how to do critical self-reflection and succession planning. All three delegates to this workshop are involved in the various grant applications completed by the OCAC, and are sure to find these tools useful.

Culture, Creativity, Communications, Collaborations and Community attracted the attention of directors Jennifer Mapplebeck and Steve Staresina. This workshop is designed to provide guidance on how to launch and sustain a multiple-channel, multiple-stakeholder arts communication program. They will learn how such a program works, what skills and resources are required, what the components are and how they work together, and what outcomes are possible.

The OCAC is concerned about widening their contacts and services to include artistic groups from other cultures. With that in mind, Jennifer Mapplebeck and Penelope Johnson will attend Kwuksknkn’xtwixwa?x – “Working together with each other” . This workshop is a collaborative effort being undertaken by the First Peoples Heritage Culture Council’s Art Program and the En’owkin Centre. “Kwuksknkn’xtwixwa?x” will provide an opportunity to develop a broadened view of building constructive relations between the communities of the Assembly of BC Arts Councils and neighbouring stakeholders. Participants will work together to identify strengths, resources, and potential networks, and then brainstorm possible actions for building on those foundations in cooperative ways. This participatory workshop will include mapping cultural resources in the communities, and then generating an action plan inspired by those elements and forces

Brian Mapplebeck, who is also a member of the Oliver Sagebrushers, the local fine arts club (see our Member Groups section) is interested in attending Providing Community Visual Arts Services. The workshop focesses on how to make the visual arts thrive in a community. To provide the best services for a community and its artists requires that we understand the business of art as well as the creative process. Chris Tyrell, author of the new book, Artist Survival Skills: How to Make a Living in the Visual Arts, shares his insights in community visual arts programming best practices.

Johnson, Staresina and the Mapplebecks will all be attending the final workshop of the day: Cultural Tourism. Cultural tourism is a ‘hot’ topic these days, especially in the South Okanagan where the tourism industry is growing in leaps and bounds.  BC’s Ministry of Tourism, Culture and the Arts is in the process of developing a Community Cultural Tourism Strategy. But can BC communities develop cultural tourism without degrading or devaluing the very culture they celebrate? And how can cultural tourism support the arts? This session will include an informational presentation, frank discussion, and workshop exercises to help define how tourism can be leveraged to support the arts in BC’s communities.

The five delegates will report on the conference at the next Arts Jam! meeting on Monday May 25th.  This gathering of the arts council membership is held every fourth Monday at 9:30 a.m. the Quail’s Nest Arts Centre. Come out to the meeting, or watch for  the Arts Jam! broadcast, including the special presentation from the conference, on local Channel 18 TV . 

A budget lets you sleep better!

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Benefits of a Budget

A budget will tell you whether you‘re going in the direction you want to be headed in financially. You may have goals and dreams but if you don’t set up guidelines for reaching them and you don’t measure your progress, you will end up going so far in the wrong direction you can never make it back. If you are going to achieve your financial goals you need a budget.

A budget will let you control your money instead of your money controlling you.

A budget will help you to live within your means. As it allows you to put a wedge between your expense and income by always ensuring that your expense never rises to the level of your income. Many people don’t realize they’re living far beyond their means until they’re neck deep in debt.

A budget will help you meet your savings goals. By knowing your savings and investments goal your budget will allow you to pay yourself first.

A budget will allow you to control your expense, thereby freeing up money for you to use on the things that really matter to you.

A budget will help you to focus your family on common goals.

A budget will help you prepare for life and the emergencies and events that go along with it, that would otherwise drain you financially.
 
A budget will help you find areas where you’re spending too much money so that you can refocus that money on your most important goals.

A budget will keep you out of debt or help you get out of debt if you are.
 
A budget will help you sleep better at night because you won’t lie awake worrying about how you’re going to pay your bills.

OCAC Board Minutes – April 2009

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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.

 

OCAC Board Minutes: March 2009

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OLIVER COMMUNITY ARTS COUNCIL

BOARD MEETING

Wednesday, March 18, 2009

Handworks Gallery

 

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

 

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

Steve Staresina (Operations, Oliver Sagebrushers Liaison)

 

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

 

2. ADOPTION OF AGENDA:

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

Moved: J. Bennest Seconded: P. Ruddy Carried

 

3. ADOPTION OF MINUTES

(a) January 2009

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

Moved: L. Blaschuk Seconded: S. Salsnek Carried

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

  

4. CORRESPONDENCE

(a) Correspondence Requiring a Response:

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

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

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

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

 

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

 

 

5. TREASURER’S REPORT

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

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

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

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

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

Moved: J. Bennest Seconded: L. Blaschuk Carried

 

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

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

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

Moved: J. Bennest Seconded: L. Blaschuk Carried

 (c) Raffle Spending: Sound System

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

 

7. COMMITTEES

(a) Finance Committee:

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

 i) 2008-09 Budget

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

Moved: S. Salsnek Seconded: J. Bennest Carried

 ii) 2009-10 Budget

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

Moved: S. Salsnek Seconded: H. Fink Carried

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

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

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

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

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

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

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

 Discussion re: fund raising options for next year.

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

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

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

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

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

  

8. NEW BUSINESS

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

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

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

  

9. NEXT MEETINGS

(a) Dates:

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

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

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

  

10. ADJOURNMENT:

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

Moved: E. Brown    Carried.