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September 15, 2010
In attendance: Sue Apking, Martha Carmody, Kay Divis, Pat Haslit, Stiney Vonderhaar, Council Representative, Don Apking, Mayor,
Susan Gordy, ECAC director.
The meeting was called to order by Mrs. Carmody. Mrs. Carmody thanked Director Gordy for presiding over the August meeting.
A. Mrs. Divis presented the minutes from the August 16, 2010. With one correction to be made, Mrs. Carmody moved to accept the minutes as corrected. Mr. Vonderhaar seconded the motion and the minutes were approved as corrected.
B. Mrs. Divis presented the Treasurer’s Report.
C. Old Business:
1. Fall Programs:
a. Calendar: Mrs. Carmody offered a compromise calendar. Breaking one week following each session would mean that the building would stand idle for 8 extra weeks out of the year. Rather than incorporating a one week break between each session as recommended by the Commission at the August meeting, she suggested that the 2011 ECAC Calendar have a one week break between each major session (Spring, Summer, Fall, Winter) for the year 2011 and evaluate its effectiveness next year. Director Gordy distributed such a calendar for each of the commission members to review. Discussion ensued and the plan was accepted.
b. Tracking of Classes: Mrs. Gordy stated that the on-line calendar is a work in progress.
c. Center Usage: Mrs. Divis presented the utilization of the ECAC for the summer sessions, stating that she will now be counting each time each person uses the ECAC facility or programs. The cultural arts center continues to keep utilization statistics, counting each unique and individual use, in the way that statistics are kept by the Recreation Center. Director Gordy will contact Mr. Ellison and Mr. Larson for their attendance sheets.
d. New Classes, Instructors, Workshops: Director Gordy stated she is still working on new workshops for the rest of the year with Mr. Post, Mr. Payne and both Mr. and Mrs. Hebenstreit. Malinda Hartong will be teaching computer classes. Marlene Steele has signed up to teach calligraphy classes. It was established that an instructor is not to be asked to pay for his/her own children to come along to the class.
2. Advertising:
a. Director Gordy stated there will be advertising in the October newsletter. Additionally, Ms. Hartong agreed for a fee of $50.00 to assist Director Gordy in developing an ECAC Web Page to advertise classes. Mr. Vonderhaar made a motion to pay Mrs. Hartong $50.00, and Mrs. Haslit seconded the motion. Commission members all agreed. Director Gordy will contact Ms. Hartong for assistance in placing a Web page on the internet. Mrs. Haslit suggested the ECAC Web page be linked to the instructors’ web pages.
b. Playhouse in the Park is scheduled for Sunday October 17. 2010, 3:00pm. Happy Worst Day Ever, ages 7 and up. Director Gordy will have Posters and email blasts available to distribute.
3. Facility
a. Pottery Room: Director Gordy presented the proposal from Darla Kirchner Designs, LLC for purchase of the kiln. Mr. Vonderhaar questioned if the equipment would work in the facility. Director Gordy stated she has contacted Mr. Meckley, who says it will work with the electrical lines currently in the room. The only problem he worried about was when the kiln and air conditioner were running at the same time. Mr. Vonderhaar stated that we should be sure the equipment works prior to making the final purchase. Mrs. Carmody stated that we should have some type of contract to protect our investment if the product does not work once it is installed. Mr. Vonderhaar made a motion to purchase the equipment for the proposed price of $1,550.00 or less, with the understanding
if the equipment does not work the contract will be voided. Director Gordy will contact Ms. Kirchner with our concerns and report back at the next meeting. A vote on the purchase was tabled until next month.
b. Elevator: Director Gordy will work on a grant for the installation of the elevator.
c. Heavy Tables: A decision to purchase tables at a later date was declared and approved by the Commission.
d. Computer s:
i. Replacing Laptop Computer for the projector: The decision was made that at the present time there is no need for a new computer, since most instructors bring personal laptops for instruction.
ii. Mrs. Haslit requested that a computer be placed in the lower art room for researching art related topics during art classes. Mr. Vonderhaar suggested that we move one of the 5 computers from the upper art room to the lower art room. Mrs. Carmody would rather not dismantle the lab as it stands currently. Mayor Apking will check into getting a computer.
e. Directional SIGNS to ECAC Events: Mayor Apking said the Council is planning new signage for the village complex. Until those plans are completed, we can use balloons as a temporary signage during an exhibit.
f. Air Conditioner efficiency: During the opening of the Payne exhibit in the extremely hot weather with the door standing open to the South half of the building, the ECAC rooms seemed overly warm to the people there. This will be an occasional problem we can deal with at the time. We need to be aware of the loss of AC when warm air is pouring in.
g. Long term plan for Facility: Nothing to add to date. Director Gordy is working on the 5-year plan.
4. Exhibits:
a. Community Arts Centers Day - Director Gordy reported the following:
i. Attendance: 86 people signed in, most being Evendale Residents.
ii. Cost: $102 for cheese and fruit trays. $32.00 for pizza for the Drum Line.
iii. Comments: Director Gordy’s mother donated the flowers. There was a $20.00 donation from an ECAC
patron. This will be added to the wine fund for future exhibits.
iv. For the C. F. Payne exhibit Mrs. Apking presented Mrs. Divis a receipt for food purchased for that exhibit.
b. Bob Griffin - TWO exhibits.
i. Bob’s Period Dresses, Handbags and Men’s Canes: The date is set for November 20, 2010. It will be about 1 hour. Mrs. Apking plans theater seating. She hopes to enlist 4 high school girls to model Mr. Griffin’s period dresses. He has handbags and men’s canes to exhibit. Patty Grist is providing a free program of a singer who performs Irving Berlin tunes. We will have champagne and Tennessee caviar to make it festive. The flex room is already reserved and Mrs. Apking and Director will look for another compatible date or have it at the ECAC. There will be a sign-up sheet at the Recreation Center to help with seating.
ii. American Indian Artifacts Exhibit: The date for this exhibit is not set, however it will be after January with a Southwest theme. Mr. Griffin is working with the Indian dancers from the Boy Scouts to get a date. Mr. Griffin recently bought 4 more rugs at an auction; Mrs. Apking suggested we use the quilt show racks for the rugs. He also has bronzes. The village service department will be asked to transport all heavy artwork to the ECAC for the exhibit.
c. Carrie Vonderhaar Photography Exhibit: The date for Vonderhaar exhibit will be December 17 - 18, 2010.
d. Photo Policy: Director Gordy will add this policy to our form for interviewing the artists. We will have a sign(s) that we will take in and put out as necessary defining the photo policy for that exhibit. Following extensive discussion the Commission proposed the following photo policy:
i. One artist only, we would ask and abide by his/her policy.
ii. Groups of artists would have a no-photo policy, unless an agreement was made by all artists in the show to allow photographs of their exhibited works.
iii. Kids Art - Since the parents may want a photo of the art and artist, photo-taking will be allowed.
5. Five year plan: - Director Gordy is working on the 5-year plan.
6. Office Space: Mrs. Carmody stated that a problem has arisen concerning Director Gordy’s office space. Currently she has the use of the office, and it is being shared with the Guitar and Violin Instructor. Director Gordy explained that she has to relocate for the days or times of the classes. The current office has all the necessary equipment for her use. Mr. Larson likes the use of the office because the door locks and he will not be disturbed. The empty office in the uncooled Historical Society South end of the building, inside the Artifacts room, is a possibility for the winter. There was concern that the students may not be able to easily access that room. Mrs. Carmody suggested that we should give Mr. Larson, the guitar instructor, an alternate space
and the office will be used solely for the Director. Mayor Apking stated that possibly something can be done about a new space when the renovation of the remaining space in the building happens. Meanwhile, Director Gordy will talk with Mr. Larson about other room options and report back next month.
7. Music Scholarships: To clarify the objectives and parameters of the ECAC Music Scholarships, Mrs. Carmody shared the minutes from last year which contained the original discussion and decisions regarding the scholarships to be awarded by the ECAC. After a lengthy discussion, the following Guidelines were established:
a. An ECAC Music Scholarship is for children under the age of 18
b. An ECAC Music Scholarship is for residents only.
c. An ECAC Music Scholarship amounts to 50% of the lesson cost for one year.
d. An ECAC Music Scholarship is for 12 months, as opposed to 1 year, to accommodate interruptions in any given years’ schedule.
e.. An ECAC Music Scholarship can be renewed. No limit on number of renewals was set at this time. The application form will be written to include a place to check “application” or “renewal”.
f.. The objective of an ECAC Music Scholarship is to encourage more children to become involved in the learning of music.
g. The approved scholars will get a letter to take to the recreation center each time they sign up.
h. An ECAC Music Scholarship is not just for children who are starting a class, but for ongoing classes.
Lou Larson and Chris Ellison take the money directly from the students for guitar and drum lessons, respectively. Director Gordy, in a side discussion with Mayor Apking, stated that she would inform those two instructors that the student would pay half and the ECAC will pay the other half to the teachers. Mrs. Divis and Director Gordy will work out the details for writing the purchase orders each month for the instructor(s) involved.
8. Key to south door: Service department has been asked to change the lock so Mr. Ellison will be able to gain entry to that door instead of having to go through the north end of the building and leave the south door stand open. Mrs. Gordy will give them another call.
D. New Business:
1. Teachers Handbook: The book is reworked and just needs to be printed.
2. Town Hall Meeting, November 4, 2010. The ECAC Commission will again this year have a booth for music art, etc. Mrs. Apking had many ideas. We will have more discussion at the October meeting.
3. Director Gordy read a letter from Mr. Dimond concerning the items he has made for the band. He wants to donate all the items to the center just in case he becomes unavailable to be a part of the Evendale Band. He wishes to ensure that they will have all the equipment to continue on playing every Thursday.
With no further business to discuss, the meeting was adjourned. Next meeting October 11, 2010, 10:00am.
Respectfully submitted,
Kay Divis,
Secretary
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