Evendale Cultural Arts Commission Meeting
Monday, June 14, 2010, 10:00am
Those in attendance: Sue Apking, Martha Carmody , Sandi Cloppert, Kay Divis, Susan Gordy, Director, Pat Haslit, Stiney Vonderhaar, Council Rep. Mayor Dan Apking.
1. Mrs. Carmody called the meeting to order. Mrs. Divis asked for corrections/additions for the minutes from the May meeting. There were several date corrections for the minutes. Mr. Vonderhaar moved to accept the minutes as corrected, Mrs. Haslit seconded the motion. Mrs. Divis will make the corrections and send the corrected minutes by email to commission members for final approval prior to sending them to Mrs. Rohs for publication.
2. Treasurers report: Mayor Apking asked that we separate the Instructors’ Expense and Operating Expenses. Mrs. Divis will make the necessary changes to the treasurer’s report for July.
I. OLD BUSINESS
1. Early/Late Spring 2010 programs, events
a. Director Gordy distributed the printouts for the up coming programs for the art center. She will also be placing them on the Evendale Web Site. Mrs. Gordy reported there have been problems with the Google and Outlook calendars. She discovered that once everything is listed in the Outlook calendar, she cannot sync it into the Google calendar. The Google will only accept the default calendar which turned out to be most of Mrs. Gordy’s information. Outlook calendar can easily be printed as opposed to printing out Google. She will continue to look into having a way to use the Outlook calendar. Meanwhile we will use the Google Calendar which people will be able to access to see what is going on at the center.
b. Tracking classes: Mrs. Gordy has not had the opportunity to do anything at this point. She is continuing to work on the project. She has attempted to contact Jake Gerth concerning his class on Very Large paintings but has not been able to make contact.
c. Numbers on Spring Sessions usage: Mrs. Divis distributed the class numbers. Total number of visitors to the center for April 4 to May 27 was 497. Total number of visitors to the center since the beginning of the year is 1240.
2. Web Site Training: Mrs. Gordy has been trained on the website by Lynne Thole at the recreation center. Mrs. Gordy will be able to add and change anything on the website for the Cultural Arts Center. She will be able to send out email blasts. The suggestion was made and accepted that Mrs. Gordy will include on the website the Commission meeting minutes, meeting agendas, and date for the next meeting (2nd Monday of each month).
3. Advertising: Mrs. Carmody stated that everyone received the Mayor’s June newsletter and the Cultural Arts had their announcement within the newsletter. Mrs. Gordy said that we now will have something in the newsletter every month. Mrs. Gordy added that Lynne Thole sent out an abbreviated class schedule for the Late Spring Classes because the May newsletter did not get sent out this past month. Mrs. Carmody suggested that Mrs. Divis continue to walk the “to-be-published” ECAC class schedule on a flash drive to A-Z Printing each month to be sure any month’s newsletter is not forgotten.
Mrs. Gordy stated she is making posters and will have them available at the recreation center for various classes. Mrs. Carmody suggested we have a sandwich board for our advertising at the Recreation Center. Mr. Vonderhaar thought a board could be placed in the corridor from the main lobby to the fitness center where everyone will be able to see the board. Mayor Apking suggested we look into what is available for purchase. We do not want a large board. Mrs. Gordy will look into the possibilities.
4. Facility:
a. Renovation: Nothing has been done to work on the pottery room due to the electricity concerns. Mayor Apking stated nothing will be done until the Fall. Mrs. Gordy said she will look into grants for the cost of adding the additional electric. The commission members decided to take a walk through the south part of the building after this regular meeting was adjourned. The commissioners will evaluate what can be recommended for future renovation and determine the best way the areas, especially the pottery room, can be renovated and utilized in the future
b. A dolly for the grand piano has been purchased and placed in the upper art room. The Service Department has been requested to place the piano on the dolly.
c. Mayor Apking said the walkway is still on the agenda. Due to the summer responsibilities of the service department, nothing will be done on the walkway until September.
d. Piano cover: Mrs. Cloppert reported that a friend of hers would like to donate a piano cover to the Art Center, providing it will fit our piano. She will donate the cover after her new one is made. Mrs. Cloppert will follow up next month.
e. Elevator: Mrs. Gordy stated Clifton Cultural Arts Center just had an elevator installed with the use of a grant. She will look into grants for Evendale.
f. Computer storage during exhibits: Mrs. Carmody stated it has been brought to her attention that the south room which had been suggested for temporary computer storage is now being used by an instructor. The computers will be put in the south hallway for temporary placement during exhibits, as they have been in the past.
5. Exhibits:
a. Mrs. Gordy, Mrs. Divis, Mrs. Haslit and C. F. Payne met to discuss details of the Payne exhibit scheduled for August 20-22. Mrs. Gordy reported that Mr. Payne contacted her about Gold Star Chili, which has agreed to cater the Friday event for Mr. Payne. Mrs. Gordy will contact Gold Star Marketing to discuss the details. Mr. Payne was concerned about the liability of the use of alcohol. The Commission discussed this liability and will have it under control. Mr. Vonderhaar will contact Tom Jones from Hudepohl to obtain prices for a keg of beer. Much discussion concerning the location of the food during the opening of the exhibit ensued; possibilities were inside or outside, in the front or the back of the ECAC. The Commission members decided
to bring it up with Mr. Payne and Gold Star.
b. Mrs. Gordy is contacting her sources about the transporting of a Bob Griffin exhibit. Mrs. Apking said she will contact Mr. Griffin to discuss an arrangement for having his items moved and placed in the center for a weekend – as yet to be determined. Arrangements will also be made for the protection of the items while in the center. Mrs. Apking will report back next month.
c. The commission is still attempting to contact Ms. Carrie Vonderhaar for an exhibit during the winter break.
d. The Community Art Centers’ Day is scheduled by the FAF for Sunday, September 12, Mrs. Gordy will be making posters to advertise the ECAC program for that day. She is planning an exhibit of ECAC classes.
e. Mrs. Haslit asked about contacting Nita Leland who will be in town to jury the Cincinnati Art Club’s Viewpoint Show and possibly inviting her come to Evendale for a workshop or demo for one day on “Color” Mrs. Haslit will make contact concerning the cost and availability.
6. Five Year Plan:
Mrs. Carmody stated that Mr. Vonderhaar requested an update on the original five year plan that was presented to council in 2007. Having found the earlier plan in her computer, she distributed the information to the commission members. Mayor Apking suggested we offer some kind of program or class for the use of the gym as a theater prior to renovation to see what would actually be used in that area. Mrs. Gordy will contact a person in Sharonville Art Center concerning theater lessons. It will be necessary for the commission to determine what the gym can be used for before the money is spent for the renovation. It was suggested that the south room upper level of the building is really too large to be one room. Mrs. Carmody still prefers that the two small rooms be made into a large
music and/or recital room, which could be used for various cultural meetings. Mrs. Gordy requested each member think about the rooms and their uses and report to her with some suggestions.
Mayor Apking stated he would not support spending a lot of money for renovation of the south part of the building if there is no prospect of wider usage. After much discussion concerning the use of the building and the 5 Year Plan the commission members decided to table the 5 Year Plan until a subcommittee can be formed and a new plan written. Mrs. Carmody is requesting input from the rest of the members so the information can be presented to council. The first three years of the 5 Year Plan have already been completed. Mr. Vonderhaar suggested that Mrs. Gordy prepare a new 5 year plan, containing items that have been done, and items that still need to be done starting with the year 2011 until 2016.
Mrs. Gordy will report back at the July meeting.
II. NEW BUSINESS
1. Interim Plans: Mrs. Gordy will be contacting each instructor for classes they would like to offer during the interim and at the same time will have their comments concerning longer sessions.
2. Calendar for 2011:
Mayor Apking asked what would be the possibility of making the class sessions 8 weeks instead of the current 6. Mrs. Gordy stated that the drum and guitar classes go by the month. Mrs. Cloppert foresaw the problem that as soon as each session is expanded by 2 weeks to eight week sessions, the cost will seem higher. Mrs. Carmody suggested that each instructor could choose how many weeks they would prefer, however, each class would have to start the same time due to scheduling problems.
3. Miscellaneous
Mrs. Haslit reported that the tables in the lower art room are getting paint on them. There have been attempts made to clean the tops of the tables, but to no avail. Mrs. Divis will purchase clear plastic to cover the tables to prevent further damage.
With no further business to discuss the meeting was adjourned.
Next meeting July 12, 2010, 10:00am Cultural Arts Center.
Respectfully submitted,
Kay Divis, Secretary
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