Below you'll find the
most recent minutes from the preceeding Executive Board of Directors Meeting.
This will change after each Executive Board of Directors Meeting. We will be
happy to provide two printed copies of full board minutes free of
charge to OCAF members, but if you would like more than two copies or are not an OCAF member, the fee will be 10
cents per page. Of course all e-mailed versions are free. If you would
like to see other minutes from other meetings, please request a copy
from Cindy Farley at
This e-mail address is being protected from spam bots, you need JavaScript enabled to view it
OCAF Executive Board
Minutes
February 19, 2010 8:30AM
Respectfully Submitted by John Kirschner
Attendees:
·Jan
Miller
·Phil
Powell
·Diane
Lewis
·Charles
Warnock
·John
Kirschner
1.OCAF
has been informed by our underwriter that we will be required to have leases of
the studio spaces provide liability insurance.Options available would be for them to obtain from our underwriter,
obtain a policy from another underwriter or if they have or obtain an umbrella
policy it my cover OCAF's insurers requirements.
2.Review
Perspectives' 2010 Event Request.
a.Suggested
they consider if allowed by sponsors charging $1.00 for the tote bags
b.Noted
that the "non pottery sales cost" made up 33% of the 2009 expenses while they
only make up 28% of the 2010 expenses
c.Have
carried the 35% commission as required by the Board
d.New
items include charging an admission to the Gala, carried money for replacement
of banners (6 years old) and inclusion of a band at the Gala (band cost covered
by sponsor)
e.Carried
$4,000 for merchant card fees based on the add-on fees charged in 2009.
f.Revenue
and Expenses have been forecasted conservatively.
g.EXECUTIVE BOARD
RECOMMENDED APPROVAL
3.Review
of the Antique Auction Event Request
a.Noted
they have collected 40 of the required 360 items for auction
b.Concern
was raised if the collection of items would interfere with the Thrift Sales donation
drive.The Executive Board recommended they not pursue donations until
after the Thrift Sale donation drive (March 7th)
c.Concern
was raised if the request for art work from local artists would affect the
ability of the WineFest to obtain items for their Silent Auction.The
Executive Board recommended they only solicit original art work from owners not
artists.
d.The Executive Board
noted that the objective should be to maximize income for OCAF.They agreed that the Auction Committee should
get with Janie C to review what items which have been donated for the Thrift
Sale would bring in more money as part of the Auction and by mutual agreement
transfer agreed to items.Income from
items donated to the Thrift Sale but sold as part of the Auction will be
credited to the Thrift Sale bottom line for internal purposes of evaluation of
effectiveness of each event.
e.EXECUTIVE BOARD
RECOMMENDED APPROVAL
4.Review
of Two Part Fundraiser for the Sculpture Garden
a.Noted
that the "chefs" will not be from local restaurants and requesting
sponsorships, etc will not impact the WineFest.
b.A
suggestion was made that during the event that specific request for the Sculptural
Garden be highlighted to maybe attract directed contributions
c.The Executive Board
suggested the committee consider reducing the fee to $20 or maybe charging $40
for couples.
d.The Executive Board
suggested the committee consider placing stamps on the postcards so artists,
etc do not have to,
e.EXECUTIVE BOARD
RECOMMENDED APPROVAL
5.General
notes/concerns
a.These
requests will mean that OCAF will be presenting 4 events in addition to planned
exhibits and classed during the period March 12th through June 27th.A concern was raised as to availability of
volunteers and coordination of facilities, personnel, etc.John K noted that the Auction will required
about 20 to 30 volunteers with approx. 12 of those being needed between now and
mid June to solicit, transport and store items to be auctioned.The Sculpture Garden will require about 10 to
12 volunteers the day before and during the event
b.Questions
were raised about cash flow.The auction
upfront monies will be covered by the auction house, the monies for the
Sculpture Garden will be taken from the garden's existing funds, and in
reviewing past years Perspectives cash flow only reached a max negative of
between $5,000 and $8,000 in July.
c.Question
was raised as to associated liabilities - the auction cost are approx $3,000
and the garden fund raiser approx $2,000.
About Us 
