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Monday July 12, 2010 10:00am
Those In attendance: Sue Apking, Martha Carmody, Sandi Cloppert Kay Divis, Director Susan Gordy, Stiney Vonderhaar, Council Representative.
A. Evendale Cultural Arts Commission Meeting was called to order by Director Gordy. Mrs.Divis distributed the minutes and requested any additions, corrections. With no additions or corrections, the motion was made by Mrs. Cloppert to accept the minutes as written and seconded by Mr. Vonderhaar.
B. Treasurers Report: Mrs. Divis distributed the treasurer’s report.
Director Gordy requested that she be allowed by the Commission and Village to make blanket purchase orders for the ECAC. This would allow her to purchase whatever is needed for the ECAC by signing for it. Additionally, when doing a background check, the bill for the check would automatically be sent to the business, as is done now by the Recreation Center. The Commission agreed. Mr. Vonderhaar suggested that she talk with Kathy Kincaid at the Village Office to proceed.
C. OLD BUSINESS
1. Summer & Fall Planning 2010, events
a. Director Gordy stated she is now able to sync the Google Calendar into the Outlook Calendar. Mr. Vonderhaar suggested we have a copy of the monthly calendar with the blocks color coded. This would enable Council members to see how many days in a month the Center is being used. Mrs. Gordy will attempt to print the calendar for Council.
b. Director Gordy presented a tracking sheet for the Recreation Center to use when registering students for the class sessions. She stated that this would enable the ECAC to have a more accurate measure of Center usage.
c. Director Gordy reported that the instructors Meg Couthino, computer classes, and Beth O’Leary, sign language have decided not to offer classes this Fall. Jodi Kessler is planning more children’s art classes for the Fall schedule. Mrs. Carmody suggested that we find someone as a backup for Mrs. Couthino and Ms. O’Leary. Director Gordy will attempt to locate new instructors.
d. Mrs. Cloppert is attempting to form a Couples Group for a dance class with Dwight and Christine Toedy. Mrs. Cloppert will form the class and clear the date with Director Gordy for the use of the facility and set it up with Dwight and Christine Toedy.
f. Director Gordy stated that a Contemporary Quilting Class is scheduled for the Fall.
2. Advertising
a. Director Gordy stated that she is in the process of editing the insert of ECAC Fall schedule for the August Mayor’s Newsletter. The website will be updated and she is already editing the insert for the web.
b. Mr. Vonderhaar reported that C. F. Payne will be in Wyoming on July 30, at 10:00am at the Village on the Green. He suggested that those who would like to attend the Wyoming event take promo cards to advertise Mr. Payne’s ECAC Exhibit of August 20-22.
3. Facility
a. Pottery Room: Director Gordy met with potters she knows who will come to the ECAC to float ideas for equipping and setting up a pottery room. At the moment the pottery room progress is on hold until the issue of proper electric power is resolved. There were suggestions made about resolving this problem and the dialogue will continue at future meeting
b. Long Term Plan: Directory Gordy stated that the ECAC FIVE-Year-Plan Committee had a meeting and reviewed the FIVE-Year-Plan from 2007 to 2012 which Mrs. Carmody submitted to the Council in 2007. The committee evaluated everything that has been accomplished since 2007 and proceeded to update the plan for the next 5 years, from 2010 through 2015. The members decided the most important thing would be getting elevators. Mrs. Gordy stated she has been in contact with several people concerning the elevator for our facility. Ruth Dickey, from Clifton Cultural Arts Center, gave her contact information. Mrs. Gordy said she will work on writing a grant for the installation of an elevator. Director Gordy stated she would like to have a plan about the elevator placement. Mrs.
Carmody thought that at the time of the north end renovation the architectural plans included elevator placement. Mr. Vonderhaar will check with Mr. Mechley and attempt to locate the plans.
c. Cover for Piano: Mrs. Cloppert stated that the donated piano cover is the correct fit for our piano. It is padded, black and very light weight; it can be easily handled by our instructors. Mrs. Cloppert will bring it to the ECAC as soon as it is available.
d. Theatre Group: At Mr. Vonderhaar’s suggestion, Mrs. Gordy stated that she will try to begin acting classes to gauge and project the interest in and the use of a theater at the ECAC. Results of this activity will help in planning the renovation of the south end of the ECAC.
e. The Commission decided to look into the acquisition of carts to store and move the new chairs purchased in the past year for the ECAC. A suitable storage space is needed and will be available, according to Mr. Vonderhaar, when Mr. Nichols removes from the ECAC old chairs for use at the Recreation Center. Mr. Vonderhaar offered to check to see what Rt. Rita’s may be using to stack and store chairs.
4. Exhibit
a. Mrs. Apking plans to contact Bob Griffin to discuss the possibility of having an exhibit in 2011 of his collections. She will collaborate with Mrs. Gordy in planning this event.
b. PAYNE EXHIBIT – AUG 20-22: Mrs. Gordy stated the promo cards for Mr. Payne’s Exhibit are ready to go. Mr. Vonderhaar will be getting the beer, Mrs. Divis will purchase water and soft drinks, and Gold Star is on board with the chili. Director Gordy also said Lou Larson may be able to get of few of his friends together and have a small jazz band. Director Gordy will contact Mr. Larson and report back at the August meeting.
c. Director Gordy said the quilters are supposed to be holding one of their meetings in the lower level of the Center on one of the days of the C. F. Payne exhibit. Mrs. Divis suggested that Mrs. Gordy contact the quilters and see if they can switch to the Recreation Center. Mrs. Carmody stated that it would be regrettable if the quilters decided they wanted to use the Recreation Center space permanently. Mrs. Gordy will work on a solution.
5. Community Art Center Day
a. Community Art Center Day is September 12, noon to 4:00pm. Everything is free. Director Gordy said she has contacted Mr. Larson and will have an “Instrument Petting Zoo”. He would have enough instruments available for the children to actually touch them and see how they work. This would be something the ECAC would coordinate for Mr. Larson. Mrs. Cloppert stated she has a dulcimer she can bring for the children. Director Gordy is working on getting quilters to hang some quilts, and Mindy McGregor may bring a ballerina. Art instructors are encouraged by Director Gordy to ask their students to bring their art works for exhibit. The instructors, past and present, were also to be asked to bring art. Director Gordy passed out the poster that was made by the Community Art Center Day. She will have some on hand for display in various places.
b. Director Gordy will ask the Mayor and Council members to officially open the Community Art Center Day at noontime.. Director Gordy will look into Gold Star , Jim Dandy, or Raffel’s to cater the day. The cost cannot be determined at this time, since we cannot predict how many people will attend this function.
c. Director Gordy stated that because the members of the Commission opted not to accept money from the Fine Art Fund, the fund instead covered the cost for 1100 postcards to be printed and then the ECAC will mail them to residents.
D. New Business
1 Program Issues and Facility Use
a. Subsidize Classes: Director Gordy suggested that the ECAC subsidize more classes than just music. Mrs. Carmody stated that this will have to be discussed when Mayor Apking is in attendance.
b. Director Gordy will be working on the budget for Council in September.
c. Director Gordy asked if the lock on the outside door on the south end of the building could be changed to allow drummer Chris Ellison to gain entrance. His students could then enter at the south end. Mr. Vonderhaar will contact Mr. Bothe to make the changes to the locks.
d. Director Gordy is working on a schedule for the 2011 sessions making the classes 6 weeks in length with one week in between for makeup classes. She will email the schedule to all Commission members for suggestions and approval.
e. Harold Dimond has contacted Director Gordy about the West Chester Symphony and one other group who would like to use our facility for their practice. Their current practice rooms have been lost. They will be willing to pay for the use of the building . Director Gordy will get more details and report back in August.
f. Director Gordy presented an instructor information form from Mrs. Halsit that will be used each time a new instructor comes with the Center. There is more information requested on the new form than on the current form. Director Gordy will make a few additions to the form and present it at the August meeting. Mr. Vonderhaar stated that she can take the information to the Recreation Center and have them perform the back ground check until we can have our own.
g. Mrs. Cloppert said that when she went to a meeting out of town with her husband, she had the opportunity to sign up for activities for the wives while the husbands were in their meetings. She signed up for a simple pottery class, and was able to pick it up later in the day and had a real good time. She thought this might be something we can look into when some of our large companies have meetings.
h. Mr. Vonderhaar stated someone at the wine tasting brought up the idea of having a Terrace Garden on the north side of the building. Mrs. Cloppert made a motion we develop a plan for the “Evendale Arbor”. Mrs. Divis seconded the motion, the motion carried by all members in attendance. Director Gordy will include the recommendation in the 5 year plan.
2. Miscellaneous
a. Bike Racks: Mr. Vonderhaar had information concerning the building and placing of bike racks in the City of Cincinnati for the Bike Rack Art Project. He stated each rack for the county project is very expensive. He presented the idea of having the artists do something for our existing 4 bike racks, such as constructing them to look like animals and painting them. Director Gordy had contacted Jodi Kessler who did not think that her young art students could do the job because of their ages. The suggestion was made to contact someone from Scarlet Oaks Welding classes about taking on a project for their class, cutting out heads, bring them over to Evendale, install them, and let the kids paint them. Mrs. Carmody cautioned that the welded surfaces could be sharp and unsafe. Mrs. Cloppert suggested it be included in our 5 year plan for next year. Director Gordy will talk to Lou Larson our guitar instructor and see if he can offer any ideas as he is an artist also and can come
up with some good ideas. Mrs. Gordy will place this project on the August agenda.
b. Mrs. Carmody will be in California for the August Meeting, Mrs. Gordy will chair the August meeting. Mrs. Carmody stated that Director Gordy worked to establish the July agenda with her. Mrs. Gordy will develop and present the August agenda, based on July’s meeting and new program developments.
c. Director Gordy advised the Commission that she will be out of town starting July 21 for a week.
With no further business to discuss the meeting was adjourned.
Next meeting August 9, 2010, 10:00am.
Respectfully submitted
Kay Divis, Secretary
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