Evendale Cultural Arts Commission Meeting Monday April 12, 2010, 10:00am
In attendance: Martha Carmody, Sandi Cloppert, Kay Divis, Susan Gordy, Pat Haslit.
Mrs. Carmody called the meeting to order and welcomed the new ECAC Director, Susan Gordy, and new Commission member, Sandi Cloppert.
Mrs. Divis distributed the minutes from the March meeting. With no additions or corrections, it was moved by Mrs. Haslit and seconded by Mrs. Carmody to accept the minutes as received.
Mrs. Divis distributed the treasurer’s report and gave an explanation of the report for the benefit of Mrs. Gordy and Mrs. Cloppert.
A. OLD BUSINESS
1. Early – Late Spring 2010 programs
a. ECAC Director’s Report: Mrs. Gordy reported her computer was not linking to the wireless system in the center; Mr. Shapiro corrected the problem. She reported that her evendaleohio.org email address does not work and she is unable to get on line. Commission members directed her to contact Randy, the computer person for the village, to have the email problem corrected. As she needs a printer, the Commission suggested she work with Kathy and Randy to get an adequate printer for the ECAC office.
b. Mrs. Divis reported on the number of people visiting the center for the recent session. Since some students pay at the beginning and some pay at the end of each session, she cannot secure a final count for any given class at the beginning of a session. For other classes that meet monthly, such as the Quilters and wine tasting, she will count the participants later in the month.
Mrs. Carmody asked Mrs. Divis to clarify the registration procedure for Mrs. Gordy and Mrs. Cloppert. Currently if someone pays for their class at the recreation center, the staff puts their name, phone, date paid, and amount on the teacher’s sheet kept in an ECAC Notebook. (None of the payments are entered into the computer as they were in the past.) Once Mrs. Divis receives the registrations, she takes the information from the signup sheets and contacts the teachers with that information. She makes paper copies of the class sheets at the recreation center. Each teacher is given a sheet with class name, days of the week the classes are held, and the students’ names and contact info.
Problems occur with drop-in students who sometimes pay the teacher directly; the teacher in turn will take the money to the recreation center. After much discussion, and many ideas suggested, Mrs. Gordy asked to go directly to Mr. Nichols to see if there was a better way of keeping track of the money and students. The Commission agreed that would be a good idea.
c. Children’s chorus: Mrs. Hurd had a children’s Spring chorus performance in the ECAC Upper Studio. Approximately 70 attended the performance. Mrs. Hurd suggested that the ECAC purchase a 3 wheeled dolly for the piano so it can be moved easily without damage to the piano. The commission will look into the cost of the dolly. Mrs. Divis and Mrs. Carmody will do some research on the cost, and place to purchase one and will report to the commission at the May meeting.
2. Advertising:
a. Mrs. Gordy has sent emails to ECAC instructors requesting that they bring their class advertising to the Evendale Fine Arts Exhibit on May 7 to be placed as handouts to promote the classes that are being offered.
b. Mrs. Gordy stated she has Evendale Facebook up and running. Mrs. Divis stated that she was unable to locate the promotion of the Art Center on Facebook. Mrs. Gordy stated you have to be signed up for Facebook to get it.
c. Rikki Tikki Tavi: An email blast is needed for Rikki Tikki Tavi; Mrs. Gordy will send it out.
Mrs. Carmody stated that she has been in contact with her daughter-in-law who will send emails to her PTA and Swim Team contacts. Mrs. Gordy is going to pick up numerous “tickets” for Rikki Tikki Tavi and hand them out to the groups she attends; Mrs. Carmody handed out tickets at the Recreation Center during the Easter Eggstravaganza. She suggested we contact Mr. Nichols and ask him to place in front of the stage the red mats for the children to sit on. Mrs. Gordy will talk to Mr. Nichols and have him place the chairs in a semi circle with the mats in front.
3. Facility:
a. Mrs. Carmody suggested that the ECAC begin the reorganization of the far room behind the furnace room, to make it into the Pottery Room now that we have the kiln and supplies. Several suggestions were made as to the best way to start this process. We will need to study what needs to be done to the room to make it happen. Mrs. Cloppert suggested we contact various places who currently offer pottery classes to see how they have prepared their facilities for these classes. She thought Sycamore Senior Center or Clermont County may have information. Mrs. Carmody remembered that Middletown Arts Center had a very nice pottery set-up. Mrs. Gordy stated she has had some interest from teachers to teach pottery.
Mrs. Carmody asked to whom the lathe (now in the pottery room) belongs. No one seemed to know. This needs to be explored and we need to decide if it is something the ECAC can use. The Pottery Room has no order at this time and there is much that needs to be shelved and/or removed so that the room can be made useable. The uneven floor will need attention and the door to the coal bin is falling off rusty hinges.
b. Walkway from Recreation Center to Art Center: The work is still in progress with the plans for the entire village.
c. Recycle Bins for the ECAC: Mrs. Divis will contact Kaye at the Service department concerning obtaining a “Recycle Bin from CSI” to be placed outside the building. Mrs. Divis will purchase two covered trash cans for use inside the building.
d. Fine Art Exhibit: Mrs. Haslit reported the plans for the exhibit are right on track. The promo cards have been ordered and will be mailed. Mrs. Haslit stated she is in need of help for the May 6 hang of the paintings for the Friday opening of the EFAE. Eleven residents will have their paintings in the exhibit.
e. Chris Payne has tentatively set August 20 - 22 for his exhibit at the center and October 10, 17, 24 for his workshop. Mrs. Haslit stated Mr. Payne has many items he will be bringing. He will also need the book shelves for his book to be on display. Mrs. Haslit and Mrs. Gordy will set up a meeting with Mr. Payne to finalize the plans.
Mrs. Haslit wanted to know how to proceed with the Payne exhibit in regards to food and wine for the opening. After a discussion the commission members decided to table the question until the May Meeting when all the commission members will be available for their input.
The commission members in attendance voted to pay for the promo cards for Mr. Payne’s exhibit and provide boxed wine if Mr. Payne wants to have wine at his exhibit. Mrs. Gordy stated she can design the promo card - 4 on a standard sheet of paper - to cut the cost of the printing. She will explore better pricing for cards.
B. New Business:
1. Mrs. Gordy reported that for the year 2011, Playhouse in the Park will provide plays for the Village of Evendale at a cost of $100.00 per play. The commission members in attendance agreed to pay the $100 per play from the commission budget. The first date for a play will be February 12, 7:30pm. Dates for the remaining plays will be set and Mrs. Gordy will report back at the May meeting.
2. Community Art Center Day: Mrs. Carmody reported the Fine Art Funds has come up with a Community Art Center Day, scheduled for sometime in September. She was contacted by the Fine Arts Fund consortium about becoming a part of this project. Mrs. Gordy stated that she will follow up by getting together with Mrs. Dickey at the Clifton Cultural Arts Center to discuss the Fine Art Fund and the Art Center Day and report back to the commission at the May Meeting.
C. Miscellaneous
1. Mrs. Divis stated that April 23 to 25, the Evendale Boy Scout troop is requesting the use of 2 parking spots in the ECAC lot for their mulch which has been purchased for distribution later. There is no exhibit going on for that weekend and the commission members agreed the scouts could use the lot as they have done in the past.
2. Quilt Racks: Mrs. Divis asked the commission members how many quilt racks we want to have Mr. Melampy make and do we want 2 bars or just one at the top of the rack. Mrs. Haslit moved to have Mr. Melampy make 6 racks, with 2 bars, one at the top and one in the middle. Mrs. Cloppert second the motion. Mrs. Divis will contact Mr. Melampy.
3. Mrs. Gordy reported someone dropped off several brochures on “What is going on in your community”. She distributed them for the commission members to look at. Mrs. Carmody stated that the brochures were part of the Fine Arts Fund.
With no further business to discuss, the meeting was adjourned.
Next meeting May 17, 2010, 10:00am
Respectfully submitted
Kay Divis, Secretary
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