MINUTES OF THE BOARD OF DIRECTORS OF CIAO MEETINGS
MOST RECENT FIRST
Minutes of CIAO Board of Directors
May 31, 2011 Meeting
Present: Chair: Linda James, Treasurer: Biffie Gallant, Secretary: Jennifer Buckner, Members at Large: Anne Hamilton, Sandy Reese, Lynn Soule
Minutes of May 3, 2001 Meeting: A motion was made by Lynn Soule, seconded by Biffie Gallant, to accept the minutes with corrections.
Membership Drive: Biffie reported that, to date, 16 members had renewed. She will mail out a second letter reminding members of the July 1 deadline.
Committee Reports:
Board of Directors: Director of Artists: Linda James, Director of Artisans: Biffie Gallant, Treasurer: Biffie Gallant, Secretary: Jennifer Buckner, Members-at-Large: Joyce Borthwick-Leslie, Ann Hamilton, Sandy Reese, Lynn Soule
Publicity: Jennifer Buckner has written one article for the May 10 issue of The Islander. Notices have gone out to various Vermont tourism websites. The announcement is on the Chamber of Commerce website Events Calendar. An ad using the poster has been purchased in the Vermont Magazine. The Poster is in the Islander Adventure Guide. The Featured Artist article will be written in late June or early July. Items for the event calendars in the Burlington Free Press and Seven Days will be submitted closer to the show date.
Postcards: It was agreed that each member would receive 12 postcards for their use. These will be sent to paid-up members only and mailed with the exhibit material. Jennifer will hand out another 10 per person for distribution during the Open Farm and Studio Tour (OFAST). The remainder will be available at the North Hero Library. A copy of the poster will also be included in the OFAST packages.
Posters and Road Signs: The following members have volunteered to put up the posters and road signs: Greta Busch: Grand Isle, Maurie Harrington: N. Hero and Isle LaMotte, Raven Schwann Noble: South Hero, Sandy Reese: Burlington and Williston, Susan Stokes, Alburgh.
Posters should be put up shortly before OFAST. Lynn will check with the North Hero Community Hall (NHCH) to find out when the large palette sign can be placed on their lawn.
Webmaster: Taylor Buckner. Taylor will be asked to create a page for the Board of Directors’ meeting minutes to be posted once they are approved and a page for publicity matters. He will also be asked to put the membership application and receiving labels on the web for exhibitors to complete and print. It was agreed that Taylor will not photograph exhibitors’ work as it is brought to the show this year.
NHCH Liason: Lynn Soule The floors have been sanded and re-finished, the walls have been painted and the front door is available for use this year.
Jury Committee: Linda James, Biffie Gallant, Susan Stokes, Maurie Harrington. The jury will meet on Tuesday, July 5 at 7 PM at the N. Hero Library. New members may send resumes in by electronic or postal mail but must bring actual samples of their work to the committee for consideration.
Large Palette Sign: Paula Bradley Paula will be asked to up-date the information on the sign.
Walls: Greta Busch and Sally Brabham will be responsible for Roy Newton’s walls, Lynn Soule for Jennifer’s walls, Heidi for the walls at the Gr. Isle School.
Receiving: Linda James, Biffie Gallant, Susan Stokes with Anne Hamilton as runner.
Troubleshooting: Linda James
Scheduling Show Sitters: Linda James
Demonstrations: Linda James
Hanging and Spatial Organization: Lynn Soule, Maurie Harrington, Sandy Reese, Sally Brabham, Anne Hamilton, Paula Bradley
Flowers: Joyce Borthwick-Leslie, Ann Page, Anne Hamilton, Pam Perkins
Each member of this committee will make one arrangement for the Friday night auction.
Reception: Sandy Reese, Heidi and June Chamberlain. Food will be served only at the reception this year and not during the rest of the show. Members will be asked to provide finger food. Local food businesses will be solicited for donations of sodas etc. Jennifer reported on her research into the possibility of serving wine. Further information is needed.
Auctioneer: Lynn Soule
SHOW
Floater: Linda James
Cashier: Biffie
Extras: Sales recorders – 2 per shift
Raffle: & Peoples’ Choice Ballots: TBA
Clean Up: Everyone
Second Artist Contact Letter: The second member contact letter was reviewed and changes made. Biffie will send this out shortly.
Next Meeting: Tuesday, June 21 at 10 AM in the N. Hero Library
Respectfully submitted,
Jennifer Buckner. Secretary
Minutes of CIAO Board of Directors
May 3, 2011 Meeting
Present: Chair: Linda James, Treasurer: Biffie Gallant, Secretary: Jennifer Buckner, Members at Large: Anne Hamilton, Sandy Reese, Lynn Soule
The poster draft was circulated and changes suggested. Biffie will make the changes and send the new poster to the members by email for final approval. This will be done in time to use as an ad in The Islander Vacation Guide. The question of whether or not to buy an ad with Destination Vermont was discussed and turned down. Jennifer will investigate the possibility of being listed in their calendar of events and on their website. Anne Hamilton will look into the price of a small ad in Vermont Magazine. Ads will be sent to as many media venues as possible including radio and TV.
The dates of the show are July 22, 23 and 24, with the set-up dates being the mornings of July 20 and 21. Lynn contacted the North Hero Historical Society during the meeting to enquire about the rental. The dates were confirmed and the price will be the same as last year: $150.00 per full day, and the 20 and 21 will be considered as a full day together.
As per the Aug, 11, 2010 minutes, there will be an auction of 4 floral arrangements during the Artists’ Reception on Friday. This auction will be mentioned on the posters as will the demonstrations. Because the floors have just been refinished, the Flower Committee plans to work on the front porch of the NHCH rather than in the basement or in the front entrance space.
Biffie reported that there is $2973.82 currently in the bank account.
Biffie read the membership renewal letter and asked for suggestions. It was agreed that this first letter will address only the membership issues. A second letter will cover the show entrance details. There will be fillable membership and show applications on the web but members will have to mail them to Biffie along with their fees. An article in The Islander will broadcast the dates and information so possible new members will learn about CIAO.
Biffie asked if she should remove the list of members’ names from the left column of the stationary. The majority voted to leave the list in place.
Sandy Reese, as Chair of the Reception Committee, reiterated that there would be food and beverages only during the Artists’ Reception on Friday. Jennifer will contact East Shore Winery to see about serving wine.
Lynn Soule, as Chair of the Walls and Hanging Committee, reminded members that she and her committee would be responsible for all spatial allocation and placement of artwork. Members are expected to turn their entries in to the Receiving Committee of Biffie and Linda, who will see to it that each entry is properly identified and priced and appropriately equipped for hanging. They will then pass the entries on to Lynn and her committee for hanging. Exhibitors are discouraged from participating in this phase until all work has finished.
It was agreed that there would be a minimum price of $10 on all items sold at the show. Exhibitors will be asked to label all portfolio entries clearly with their name and the price and to bring 3 copies of a list of all portfolio contents with them to the show.
Biffie and Anne, as members of the Sales Recording Committee, have decided that, during the show, there will be one person whose only job will be to calculate tax and collect payment for all sales. Biffie has volunteered for this job. The second person at the sales table will be responsible for making out the bills as per their new protocol and Anne will train them. A third person will be responsible for taking payment for the raffle tickets. The price of raffle tickets will be $3.00 each and 2 for $5.00 decided at the 2010 wrap-up meeting.
Biffie will contact Kim Kinney about liability insurance for the period of the show and, at Anne Hamilton’s request, about officers’ and directors’ insurance as well.
Linda asked if a flower arranging demonstration could be included this year. Joyce, as Chair of the Flower Committee, will be asked about this.
The next meeting will be Tuesday, May 31 at 10AM in the North Hero Library. All CIAO members will be notified of this meeting.
Respectfully submitted,
Jennifer Buckner, Secretary