VARLEY-McKAY

ART FOUNDATION OF MARKHAM

 

TOWN OF MARKHAM

The Varley Art Gallery

MONDAY, MARCH 26, 2007 – 4:00 P.M.

 

MINUTES

 

Attendance:

 

Members:

Bill Pickering, Chair

Howard Back, Vice-Chair

Karen Chadwick

Nancy Coxford

Lana Champion

Patty Loveland

Elizabeth Plashkes

Donald Hindson

Robert McCulloch

Stan Neal

Beverly Schaeffer

 

Regrets:

Anna Gauci

Brian Roman

Michael Rothe

Heather Sifton

Councillor Joe Virgilio

 

 

Staff:

John Ryerson, Director

Katerina Atanassova, Program Coordinator

Marjorie Bielawski, Volunteer Coordinator

J. Kee, Committee Clerk

A. Tari, Committee Clerk

 

 

The 11th meeting of the Varley-McKay Art Foundation of Markham convened at the hour of 4:10 p.m. with Bill Pickering presiding as Chair.

 

 

 

1.         CHAIR’S OPENING REMARKS

 

The Chair welcomed everyone to the meeting, and offered a special welcome to the attending Committee Clerks, Judy Kee and Alida Tari.

 

He noted that approval has been received from Council to hold the next meeting of the Foundation Board, which will be on Monday, April 30th, at the Arts and Letters Club of Toronto.  Address and directions will be forwarded to all members prior to the meeting.

 

 

2.         ADOPTION OF THE MINUTES OF THE VARLEY-McKAY ART FOUNDATION OF MARKHAM MEETING HELD ON

FEBRUARY 26, 2007

 

The Board directed that Item 3(c) (iv) be amended to read “$7,500” rather than $5,000; and that the last sentence of that Item be deleted.

 

Moved by Elizabeth Plashkes

Seconded by Donald Hindson

 

That the minutes of the Varley McKay Art Foundation of Markham meeting held on Monday, February 26, 2007 be adopted, as amended.

CARRIED

 

 

3.         NEW BUSINESS

 

a)         Update on Board Retreat: – No information presented.

 

b)         Director’s Report:

·        John Ryerson reported on his attendance at the recent Council Retreat;

·        He updated the Board on the status of the transportation issue relating to the Varley Show, noting the discontinuation of ETS (Exhibit Transportation Services) due to labour issues and an aging fleet.  He is optimistic that he will get confirmation that ETS will honour its commitment.  Other fine art transportation companies that could be considered were briefly discussed, including PACART, and Navis;

·        March Break was a huge success with 465 children attending; $13,000 received in revenue, which is up 15% from last year;

·        He recently attended a planning meeting with over 120 businesses in the area organized by the Town’s Economic Development Department.  It had been an excellent opportunity for the Town’s culture sector;

·        The curator of the exhibition “The Urge to Abstraction”, which is coming to the Gallery September 16 to November 11, will be in Markham on April 30.   It is hoped that a brunch can be arranged for September 16 opening day for the show;

·        The Albright-Knox Art Gallery in Buffalo has been contacted regarding the feasibility of a Les Automatisses exhibition in 2009, inquiries have been made with an art gallery in North Carolina regarding an exhibition, but they had a construction program underway,  other Us venues are being pursued.; the Director will follow up on a suggestion to contact the new art gallery in Nashville, Tennessee;

 

 

 

 

·        He advised members that the Town’s Public Art Advisory Committee is finalizing its draft of the Public Art Plan, which will be presented to Council later in the spring; he would be pleased to make copies of the draft available to Varley members upon request;

·        Information was presented on “cultural mapping” which is the identification and recording of the cultural resources and activities of a community, including cultural industries. Artslink is hosting a workshop in May;

·        Members were advised of a York University knowledge mobilization initiative being offered throughout York Region which will provide an opportunity for participants to discover common research interests and exchange knowledge.  This may assist in the recruitment of more researchers interested in culture in York Region. The Director is speaking in April at a breakfast meeting;

·        He reported on the scope of support being made possible by the RBC sponsorship of the Varley show this summer;

·        The Director advised members of the Board of opportunities available to assist staff in various tasks;

·        Concern was expressed regarding the process of producing tax receipts.  Discussions are underway with the Town’s Finance Department with respect to improving the process;

·        Members were advised that revised drawings relating to the McKay House garden would be available for viewing this date, and that a staff report relating to the contract has been prepared for approval.

 

 

c)         Financial Report:

·        Mr. Howard Back advised that the audited financial statements are not available at this time, but will be ready for the April meeting;

·        Following some discussion with respect to Revenue Canada requirements and guidelines, and the Town’s current policy, Mr. Back advised that the Donations Policy should be completed by June of this year.  The Director provided information on a new software, “ACT”, which enables you to instantly access key contact and customer information, mailing lists, etc.  

 

 

d)         Development Report:

 

i)          2007 Celebrations – Nancy Coxford advised that the Committee will be meeting soon, and it is expected that more information will be presented at the next meeting.

 

 

 

 

 

 

Committee discussed the special celebration events planned for the up-coming exhibition “F.H. Varley Portraits Into the Light” May 26 to September 3, as part of the 10th Anniversary celebrations.  To date, the following dates have been confirmed:

 

Thursday, May 24 – Private lenders reception and Royal Bank event

Friday, May 25 – Gala Opening

 

Members put forth various suggestions relating to the type of event that could be arranged to honour the private lenders.  Following some discussion, it was agreed that the 2007 Celebration Committee would discuss the matter further and report back to the next meeting.

 

ii)         McKay House Garden Project – The Director advised that a careful re-design had been carried out to bring the cost of the garden project down, and, as reported earlier, the plans are available for viewing this date.  It is expected there would be an official opening in September.

 

iii)         Art Auction - Elizabeth Plashkes distributed copies of a report, dated March 26 from the Fine Art Auction Committee, which included a set of guidelines for accepting and auctioning art.  Members were asked to review and make comments.   She commended the other members of the Auction Committee for their work on this event.  Members were advised that a website will be up in mid April to provide an opportunity to preview the art, and the top buyers from previous years will be invited to attend.  She asked Members of the Board to advise her of the number of tickets they would like, and she will make arrangements to have them couriered to their home.

 

iv)        Gordon Foundation Challenge – The Chair advised that $5,000 has been received and $5,000 is expected from a private donor  which will be matched by the Gordon Foundation, totalling $15,000.  This money must be used for an art purchase.

 

v)         Homes for the Holidays – Karen Chadwick advised that the gala and tour are scheduled for November 16 and 17.  Tickets will be $65.00 and $35.00 respectively.

 

 

4.         COMMITTEE REPORTS

 

a)         Volunteer Committee – Lana Champion distributed copies of an information sheet proposing the formalization of a “Volunteer Recognition Program”.         Marjorie Bielawski reviewed the goals for successful recognition, and ways to fulfill the goals of successful recognition.

 

It was noted that this proposed document was addressing adult volunteers, but it was agreed that both student volunteers and previous volunteers should also be recognized.  Patty Loveland was requested to provide a list of previous volunteers.

 

Members were invited to comment on the proposal, and following some discussion, Ms. Champion was asked to prepare a brief budget that would be considered during the 2008 Budget discussions.

 

Moved by Howard Back

Seconded by Nancy Coxford

 

That the Volunteer Recognition Program be approved, in principle.

CARRIED

 

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Members of the Board recessed briefly to review the plans for the

McKay House Garden Project (5:10 p.m. – 5:25 p.m.)

--------------------------------------------

 

 

b)         Update on Major Gift Planning Subcommittee – The Chair advised that the Canada Revenue Agency has been contacted with respect to the accumulation of funds related to major gifts.  Committee noted that an overall needs analysis should be prepared, as the Gallery needs more space.  A consultant could possibly be engaged to do this, but it was pointed out that initially discussions should take place with the Conservation Authority, the Town’s Planning Department, and the Mayor.  Then a report would have to go to Council for their consideration.  The Committee will continue discussions and report at the next meeting.

 

 

5.         OTHER BUSINESS

 

a)         AGM and Membership – The Chair advised that Beverly Schaeffer does not wish to be re-appointed to the Board, but that all other current members have indicated that they wish to remain.  Members discussed other potential members to bring the Board up to full complement.  A full slate of members and the terms of office will be presented at the next meeting.

 

b)         Update on Varley Book and Show – Katerina Atanassova provided an update on the status of the Varley book and Show.  She noted that the publication and the exhibition are focusing on Varley’s life, and that the publication will address the gap in the history of Canadian art and the study of portraiture.

 

 

 

She explained that Varley was one of the major portrait artists in Canada, but has not been acknowledged as such, because only one third of his works are portraits.  Excerpts from family letters will be displayed in the show, as well.

 

Ms. Atanassova presented a model of the proposed design of the Gallery for the upcoming exhibition, including monitors, audio stations, diorama, and an activity unit for family programs.

 

 

6.         DATE OF NEXT MEETING

 

The next regular meeting of the Varley-McKay Art Foundation is scheduled for:

 

MONDAY, APRIL 30, 2007 AT 4:00 P.M.

 

The meeting will be held at the:

 

ARTS AND LETTERS CLUB OF TORONTO

14 ELM STREET IN TORONTO

 

 

ADJOURNMENT

 

Moved by Beverly Schaeffer

Seconded by Patty Loveland

 

That the meeting adjourn. (6:00 p.m.)

CARRIED