Board Minutes Aug 2023

Board Meeting - Aug 09, 2023, 10:30 am CST at  Ann Smith’s Home

Our Mission is to develop, promote, and encourage an interest in the arts.
Board members present included Kristi Kuder, Ann Smith, Shari Prigge, Sue Kalseim, Judi Celaschi and David Beddow.  Ex-officio members, Shanna Cramer and Donna Westerling, along with additional attendee Debbie Ness were also present.  Absent was Mary Jo Wentz. Deb is also an ex-officio member, I believe. Also add Ann Hermes, not present

The agenda was presented with two items added:  1) a review of the committee organizational chart, and 2) an update regarding the MN Indigenous Business Alliance engagement.

Minutes from July 12 were approved by David.  Shari seconded it.  Motion passed.

The Financial Report was presented by Debbie and Ann S. Sue moved to approve the financial report.  Seconded by David.  Motion passed.

The Administration Report was given by Debbie.  Ann S and Debbie are researching options to have the bookkeeping tasks for AOTL outsourced, to enable Debbie to focus on administrative duties.  Debbie reported that a few member artists have expressed discontent with 3D art being hung along with 2D art.  This was referred to the Gallery Committee.
     
Committee Updates 

• Art & Craft Affair:  75 vendors are registered for the August 12 event.
• Building:  Steve Henning was recommended to share responsibility for the gallery building with Clift Cliff Fegert.  Donna, Kristi and Sue volunteered for basement clean up.
• CAC:  Ann H is completing plans for the high school student theatre camp scheduled for January, plus the rescheduling of the storytelling and musician for February.  Molly is completing the schedule for fall & Winter  dance lessons and recitals.  
• Fundraising/Grants:  

• The Mardag Grant request will be submitted to underwrite the cost of the student theatre camp.

• The LRAC Legacy grant, due September 7, is being written by Kristi for $3,000.  The request for audio/video equipment was proposed. Exhibition Fixtures and event were also suggested. The grant requires AOTL to provide some matching funds ($600.).  Ann S made a motion to approve the funds required by the grant.  Shari seconded.   

• Suggestions for the spring Legacy grant are murals for the joint wall between the Gallery and Boathouse patio, and the small space between the Gallery and Boathouse facing the main street.  Sandy and Dan Thimgan have offered to donate the costs to do a mural in the space between the Gallery and Boathouse.  Jamie Niemeyer, a new member, is a mural artist and potentially interested. 

• Gallery:  It was suggested that the gallery committee review the rule for having all 2D art equipped with a wire hanger, and a proposal presented at the next Board meeting.  
  • Rehanging the gallery to make room for the Plein Air entries is scheduled for Sep 27-28, and again at the end of October when the event is over.
  • Sue and Shanna will present a proposal for the holiday season and open house at the September meeting.
• Marketing:  communications for Plein Air and upcoming workshops are scheduled for social media and area newspapers.   An advertising package will be purchased for the Road Trip publication.    Jim Varner has joined Shanna’s committee.
• The Programming Event Committee for CAC and AOTL workshops will meet on August 10 to complete the fall/winter events.   Shari will pursue getting a student art show for May.
• Membership Committee: Kathrine McDowell and Ann S will join Donna as the chair.  

• Plein Air:   There are 29 artists registered.  September 29 at noon is the deadline for submitting artwork.  The PLPA committee will meet in August to discuss awards, schedules, and procedures for the event.  
• Studio Tour:  Income from the studio tour was $7,575, down from last year, however also with fewer artists participating.  Judi will be the chair for the 2024 Studio Tour with the assistance of Kristi and Shanna.

Old Business 

• Endowment/Legal Counsel:  no action
• Mission Statement and Bylaws Committee consisting of Ann S and Debbie will review the current bylaws and establish actions required to make changes to the bylaws and the mission statement.   The proposal is due at the September meeting.
• The Milk Carton Boat Race and the Wenonga Day Parade were successful.   It will be promoted again in 2024.  Sue suggested getting professional AOTL signage for the side of the cars in the parade.
• Google Workspace training.  Ann S has been providing one-on-one training for the Board members.  Additionally, she has created the workshop evaluation sheet for online completion.

New Business

• AOTL Board / Committee organization chart was presented by Kristi.   Additional assignments were made, and Committee Chairs were instructed to update the online document with their committee description and responsibilities.  The document is stored in Google Workspace/drive/shared drive/aotl drive/board of directors/organizational structure.  
• Lease Proposal:  Bruce Fuhrman provided an estimated fee structure for renting the church building. Kristi will email the details to the Board for review.  Discussion has also been held with LACC regarding the progress on the Hatchery Row project and potential utilization.  Discussions continue.

• MN Indigenous Business Alliance: David advised that they are very interested in collaboratively working together.  He suggested that we offer a goodwill gesture such as a membership to AOTL.  He will contact Professor Troyer to see if he is available to do a presentation in October.
• Volunteer Recognition:   Donna and Kristi are coordinating a Volunteer Appreciation Event for August 23, at 5:30 pm.  
• ‘Give to the Max’, for non-profit organizations to promote themselves online and secure donations scheduled for November 16.  AOTL will participate. 
• A LACC/AOTL meeting is scheduled for September 12, at 5:30 pm to share ideas on how they can collaborate on community events.
• The Back to School open house is scheduled for August 30.  Kristi will reach out to Mary Jo to see what she has planned.
• Harvest Festival:  community engagement event needs to be planned. A suggestion was made  to combine this with the LACC late October Event.

The next Board Meeting is scheduled for September 13, 2023, at 10:30 am CST.  

Ann S moved to adjourn the meeting; seconded by Shari.