Board Minutes Jul 2023

Board Meeting  July 12, 2023, 10:30 am CST  Glendalough Park
Our Mission is to develop, promote, and encourage an interest in the arts.
Board members present included Kristi Kuder, Ann Smith, Mary Jo Wentz, Sherry Prigge, Sue Kalseim, Judi Celaschi and David Beddow.  Ex-offico members present were Shanna Cramer and Donna Westerling. Absent:  Kathrine McDowell.   Additional attendees:  Debbie Ness, and Ann Hermes.

The agenda was reviewed with no additions.

Minutes from June 14, 2023, were approved by David.  Ann seconded it.  Motion passed.

The Financial Report was presented by Debbie and Ann Smith. Judi moved to approve the financial report.  Seconded by David.  The motion carried.   
Statement of Activity
Statement of Financial Position
     
Committee Updates 

• Art & Craft Affair:  60 vendors are registered, and we are still accepting registrations.  
• Building:   John Shaw has resigned from the position of overseeing the gallery structure, ensuring that everything is structurally sound and functioning properly (e.g., water, electrical, timers, etc.).  
• Fundraising/Grants:  Ann H announced that she was planning to do fundraising in the fall. She requested names of businesses she could contact to be sponsors for the three scheduled summer events.  

• The Programming committee will meet with Ann to discuss desired activities and events so she can understand what grants would be applicable and submit them.

• The Mardag Grant will be submitted to underwrite the cost of the student ‘theater camp’.

• The LRAC  grant will be submitted by September to cover fall events and workshops.

• Gallery:  There are miscellaneous fixtures and supplies stored in the gallery basement which are not being used.   Sherry moved to allow Kristi and her committee to move forward with eliminating the items.  Motion seconded.

• Sue will review and report past sales trends for the fall season.  An email vote will be taken on the fall schedule recommendation so Schedulista can be updated and opened before the next Board meeting.

• Marketing:  Shanna will create a flyer of upcoming events to be distributed during the Studio Tour.  It was recommended that we establish a standard marketing/operational plan for all events and workshops.  

• The link to Mary Williams’ KSTP Creative Corner interview will be added to the AOTL website. 

• Membership: Membership is down.  A review of the membership fee structure and establishing what value it brings to members will be discussed further to prepare for any needed changes by the first of the year.
• Plein Air:   There are 28 artists registered.  September 29 is the deadline for submitting artwork and rehanging the gallery.  Shanna advised that Josh Cunningham will be the judge for the 2024 PLPA event.
• Studio Tour:  July 14-15 with 38 artists, 18 studios. 
• Workshops:   Kathrine has resigned from the Board and will be stepping down as the chair for workshops/events. 
• CAC Programming:  

• A Programming Committee consisting of Ann H, Sherry, Mary Jo, David, Debbie, Kristi and Judi will meet on July 20 at 1:30 to plan and coordinate all future programs and events sponsored by CAC/AOTL.   This is to include educational seminars, art workshops, culinary classes, Plein Air and Arts and Craft events, along with the performing arts.

• It was recommended that a post be placed on Battle Lake Happenings requesting volunteers for the upcoming  CAC events to encourage community involvement.

• Google Workspace training.  Ann Smith will contact Kate Mudge about a training tutorial.

Old Business 

• Endowment/Legal Counsel:  no action
• Bylaws Committee:  no action
• Wenonga Days:

• The milk carton boat race is still on, and AOTL will have an entry.  

• Mary Williams will be driving in the parade tossing candy.

New Business

• Board structure:  It was recommended that the functions of each committee be defined in detail (e.g., CAC Programming, Membership, Marketing, etc.) for a better understanding of what is expected of those serving on the committee.

• Lease Proposal:  A brief lease proposal was received from Bruce Fuhrman for the CAC building.   Additional discussion is required. 

• Phelps Mill Update:  Mary Jo advised that we need to document the set-up, tear-down and operational procedures for volunteers working the AOTL booth.  AOTL pays no fee for the booth and brought in over $3K in sales.
• Native American contact update:  David reported that he has had contact with the  MN Indigenous Business Alliance.  There is potential to have a display of Native American art, an educational session, and participation in culinary and performing arts.  He will be pursuing this further.
• Volunteer Recognition:  Donna reported that there are 31 volunteers spending 174.5 hours supporting AOTL events this season (e.g., Kite Flying, Phelp Mills, workshop assistance, Arts and Craft fair, Plein Air, etc.).  Donna and Kristi will coordinate a Volunteer Appreciation Event tentatively scheduled for August 22 and an appreciation email will go out to the membership.

The next Board Meeting is scheduled for August 9, 2023, at 10:30 am CST.

David moved to adjourn the meeting; seconded by Mary Jo.