 |  |  |
 |  |  |  |
 |  |  |  |  |
BOARD MEETING HIGHLIGHTS Clay Studio of Green Valley
| 5/16/08 |
| CLAY STUDIO OF GREEN VALLEY MINUTES OF THE BOARD OF DIRECTORS MEETING May 9, 2008 The meeting was called to order by President Ken Weber at 9:00 a.m. Board Members present: Mary Chisholm, Judy Cowlishaw, Vince Ercolani, Diane Ernest, Ron Foster, bb haywood, Barbara Peabody and Ken Weber Board Members absent: Gary Ballew Also present was: Jim Chisholm, Assistant Secretary Jack Ernest, Acting Parliamentarian There were no changes to the agenda, and it was then unanimously approved. The minutes of the April 11, 2008 Board of Directors Meeting were unanimously approved. President’s Report: President Ken Weber stated he had no report this month. Vice President’s Report: Vice President Diane Ernest stated that in scheduling meetings outside of the studio, GVR requires that one person be responsible from each club. To consolidate requests, she asked that each director review any changes in the 2008 calendar and submit those to her immediately. Each chair is responsible to assure the custodian of the room setup a few days before the meeting. This season, all chairs were in compliance, until recently. She discussed the incident with President Ken Weber. In scheduling for 2009, all major meetings and committees are already scheduled. As we enter the final stage of this year, the 2010 calendar will be started, and any requests for scheduling or cancellations must be made by email to Diane. Treasurer’s Report: Treasurer Vince Ercolani gave the following Treasurer’s Report as of April 30, 2008: Current Assets: 6,088.21 Income Received: 3,126.05 Expenses Paid: 3,196.51 Total Reserve Funds: 16,708.24 Total Working Capital and Reserve Funds: 39,989.41 Committee Reports: Education Committee: Kent Amerman reported that nothing has changed since their last meeting; although he made a couple of changes to the motions that bb will be making. at this meeting. bb haywood made the following motions: MOTION: Move that the Window Display Procedures and Agreement, submitted and approved by the Education Committee, be approved. The Motion was seconded, and unanimously passed. MOTION: Move that the Library Procedures submitted and approved by the Education Committee, be approved. A discussion then followed regarding the impact on the Monitors with this new Library Procedure. Ken requested that the Library Committee present to the Board a procedure at the next meeting regarding the details of the Library Procedures, and how it affects the Monitors. A discussion followed about the members, not the monitors, actually entering the information into the computer, rather than using a log book. Board members were concerned that this should not be a job for the Monitors. The Library Committee will follow up with a new procedure and bring it to the Board next month. The Motion was seconded, and unanimously passed. Finance Committee: Vince Ercolani reported that the Finance Committee would be meeting on May 19, 2008. Safety: Diane Ernest reported that there were no incidents reported this month. She reiterated that members not leave valuables in cars and should lock their car. The patio needs to have as few items as possible in it, and only non flammable items may be placed against the building around the transformers. Under consideration is a suggestion to label the patio curb of water/soil retention wall. Painting is not advisable, as it chips. Currently it is up the leader of the patio activity to remind members to keep group activity very small. On any safety ideas, she requested that they be submitted by email. Facilities/Equipment: Diane Ernest reported that all equipment and the facility are presently under review to check for cleaning, repair, and ease of usage. All tables need to be waxed. Three kilns were individually shut down for short periods of time. One is now disabled and the part ordered, thanks to Ron Foster and Jack Ernest. The custodians are doing a great job. She reminded everyone that the day custodian comes on duty at 5: 30 a.m. and takes an early lunch. Any special requests may be left on the answering machine for any accidents, wet floor and other hazards. The phone number is at the Monitor Desk. Diane reported that the studio refrigerator is on its last legs, and a request was submitted to the White Elephant for a used refrigerator without very good results. She is still looking into this a little deeper and hopes not to get into the budget for a new one. The refrigerator is meant to contain any lunches, food left on table until the next morning and all sugar items. All food is out of Studio when not occupied to keep rodents and varmints from stealing it, as we are entering a season for all insects. Diane reported that the Studio is closed for GVR cleaning from July 5 to July 13. Our crews will be in July 5 & 7, and there will be a picnic for all helpers on July 7. Membership/Records: Ron Foster reported that we had 416 paid members as of April 30, 2008. The attendance for the month of April was 1,410. Social: Susanne Phillips reported that the Spring Social on April 18th was a huge success. She also stated that the finished “Bag-it and Glaze-it Exchange” was very successful. The next social will be held on July 18, 2008 at the Madera Vista pool for both members and spouses. Website: Dick Heisel reported that he met with Jon Otto once, and things are going well. There was nothing new to report. Purchasing and Supplies: In Jean DePalma’s absence, Ken Weber reported that in Jean’s report, it was stated that both the tool Display board and the Clay Sample board would be updated during the time the studio was closed for cleaning in July. Ken stated that this would not be possible to do at that time. Mary Chisholm stated that the Glaze Committee would do this. There followed a discussion regarding Linda Touzeau doing this. Ken stated that he would call Linda to follow up on this. Glaze: In Mary Maier’s absence, Mary Chisholm reported that the Glaze Committee requested that on Tuesday, June 10, 2008, the studio be closed to non-committee members, so that the committee members only could work on updating the tile glaze displays when fewer people are in the studio. Ken Weber reported that this would be fine. Ken Weber asked the Monitor Committee Chairman to put this on the calendar. Monitor Committee: Jane Ercolani stated that things were going well and the Committee would be meeting on Tuesday, May 13th, 2008 to discuss closing times. Special Interest Committees: Bylaws, Policy & Procedures: No report this month. Information and Technology: Jack Ernest reported that job descriptions were being brought up to date, and they would be meeting again on May 21, 2008. He also stated that Mike Kearns now has Sheila MacDonald as backup editor for the newsletter. Jack also stated that he would instruct the IT committee to turn on the studio computer that controls the library system and leave it on 24/7. He also reported that the POS system is password protected, with Level 1 for the monitor access, and Level 4 was administrative levels only. Also, Mike Kearns now has Donna Lou Hetler as the backup for the 3 computers. Member Concerns: Ann Gillingham reported that the Committee met on April 25th and dealt with six concerns for the period of December 1, 2007 through April 30, 2008. There was a discussion regarding the committee members being elected. She stated that the Committee worked well together and would like to continue as the appointed committee. There was further discussion regarding the Board having to elect the members. Suzanne Phillips reported that she felt there were member concerns about this committee, and that the Board did make a decision last year to elect these members. If it were to be changed, it would have to be a Policy change. There was further discussion regarding the confidentiality of the members of the Committee, and whether the current members could understand any concerns in the studio if they are not there all the time. There was also discussion regarding how the Members Concerns Committee handled various problems. There would be further discussion at the June Board meeting. GVR/Clay Studio Policy Coordination: Diane Ernest reported that the Committee will be meeting with GVR on May 15th and will have a final report at that time regarding the Visiting Artists. Director’s Annual Term Dates: Mary Chisholm made the following motion: MOTION: Move to change the By-Laws as follows: Article IV: Board of Directors. The Committee moves that the following changes be approved by a vote of the membership for the annual November meeting: 4. Director terms shall run from January 1 through December 31. 5. At a meeting of the incoming Board of Directors, immediately following the Annual Meeting, the incoming board shall elect the President. 6. The incoming Board shall elect the following Officers, no later than November 30 at a transition meeting: Vice President, Secretary and Treasurer. The Motion was seconded, and unanimously passed. Visiting Artists: Mary Chisholm made the following motion: MOTION: Move that the Board of Directors temporarily suspend any program activity by the Visiting Artist Committee until all documents relating to the operation of this committee are approved by the Board of Directors. These would include, but not be restricted to, Policy, Procedure, Accounting Procedures and the use of the Visiting Artist Fund. The Motion was seconded, and unanimously passed. Ken then stated that he would like to appoint an Ad-Hoc committee immediately to supervise the documentation for the operation of this committee. Mary Chisholm agreed to chair this committee. Nominating Committee: Mary Chisholm reported that this committee will be meeting in the next month to discuss candidates. She stated that as of this date only one person has come forward to be on the Board for the next 3 years. Unfinished Business: Dues anniversary date study. Vince Ercolani will report on this at the June Board meeting. New Business: Ken stated that Board of Directors and Committee Chairs Transition Procedure would be handled by Mary Chisholm. He has asked Diane Ernest to set up a meeting in November of the new Board to elect officers and appoint liaison and committee chairs. Also in December, there will be a transition/orientation meeting for new officers, liaisons and committee chairs training. Upcoming Dates: Ken Weber announced the following upcoming dates: June 2, 2008: Board Study Session on June 2nd at 9:00 a.m. in the Fiesta Room June 6, 2008: Board Meeting on June 6th at 9:00 a.m. in the Fiesta Room Miscellaneous Discussions: Ken reported that there would be no Board meetings in July and August this year. Ann Gillingham reported that one of GVR’s maintenance men was in an accident and is currently in a long-term care facility. Adjournment: The meeting was adjourned at 10:40 a.m. Respectfully Submitted: Barbara Peabody, Secretary |