VARLEY McKAY
ART FOUNDATION OF
TOWN OF
The
MINUTES
Attendance:
|
Members: Brian Ayer Ernestine Tahedl Drew Gerrard Nancy Coxford Elizabeth Plashkes Patty Mahesh Chokshi Bill Pickering Karen Chadwick Regrets: Lana Champion Councillor Joe Virgilio Anna Gauci Stan Neal |
Staff: John Ryerson, Director |
The second meeting of 2008 of the Varley-McKay Art
Foundation of Markham Board convened at
1. CHAIR’S OPENING REMARKS
Howard Back, Chair, advised the Board of the
extremely positive reception the exhibitions “The Great Adventure: One
Hundred Years at the Arts and Letters Club” and the “I
Dreamed I was in Picasso's Shoes” were receiving. He made special note of the community’s involvement
with the art demonstrations provided at Markville Mall and the “Art on Ice”
event. He thanked Gallery staff and the
MOVED BY: DONALD HINDSON
SECONDED BY: NANCY COXFORD
“That the Board of Directors
extends its thanks to Gallery staff for their tremendous contribution towards the
successful execution of the Markville Mall Art Demonstrations, and Art on Ice
event”.
2. ADOPTION
OF THE MINUTES OF THE VARLEY-McKAY ART FOUNDATION OF
ON
Moved
by Drew Gerrard
Seconded by Brain Ayer
“That
the minutes of the Varley McKay Foundation of
CARRIED
3. BUSINESS ARISING FROM THE MINUTES
The Board was
advised that the Gallery’s request to donate $1,000 to the Portrait Society of
Canada was withdrawn as a result of the discussion held at the last board meeting. A letter was sent to The Portrait Society of Canada
advising it of this decision.
4. DIRECTOR’S REPORT
John Ryerson, Director, reported the Gallery
had been connecting well with the community and felt this was important to the
expansion project. He believed the art
demonstrations hosted by the Gallery at Markville Mall was an effective
community outreach project. He also attended a number of local committee
meetings to promote awareness of the Gallery’s programs and initiatives.
Mr. Ryerson advised the Board that the Markham
Stouffville Hospital Foundation has been very pleased with the Gallery and
supportive of its initiatives. Consequently,
they will be hosting their Annual General Meeting at the Gallery in June. He advised the Board of the
Members commented on the exceptional quality
of the “Buddha Composed” exhibit video that was placed on You tube and indicated
it was a great marketing device. Mr.
Ryerson advised he would send the weblink by email to all Board Members.
5. FINANCIAL
REPORT
Drew Gerrard,
Treasurer, advised the Board that the 2007 financial reports were still being
finalized. Howard Back, Chair, indicated
there will be a presentation of the feasibility study to Markham Council on
6. SUB-COMMITTEE REPORTS
6. A. Art Committee
No report was provided
6. B. Development Committee
No report was provided.
6. C. Building and
The Board was advised the Toronto Region
Conservation Authority’s report on the proposed Gallery expansion had been
received. The report listed several
conditions to the expansion that were within the expectations of the
Board.
In order to strengthen the relationship
between the Gallery and the Church, the Board discussed arranging a meeting. Bill
Pickering will coordinate.
Elizabeth Plashkes inquired as to what type of insurance
the Gallery has and more specifically, if coverage includes damage caused by a
flood. John Ryerson, Director, was
requested to investigate this matter and report back at the next Board meeting.
4. DIRECTORS REPORT (CONTINUED)
Katerina Atanassova, Curator and Program
Coordinator, provided a brief overview of her trip to
6. D. Volunteer Committee
No report was provided. Laura Gold, Committee Clerk, advised the
Board Lana Champion will email the Volunteer Committee’s report to Board
Members.
7. UPCOMING EVENTS
7. A. Art Auction
Elizabeth Plashkes advised the Board that all of the Artwork for the Art Auction had
been confirmed. She estimated there
would be approximately 75-85 pieces and noted the web gallery of these pieces will
be completed by
Ms. Plashkes advised the Board that tickets
can be purchased online or by phone through the Town’s Contact Centre. She noted the contact information of ticket holders
will be collected at point of purchase and will be added to a customer database. The contact information collected will be
used to welcome guests to the Art Auction and will eliminate the registration
line from previous years. The goal is to
improve the service experience of guests and it will also reduce the cost of
the event by $2,000 (by eliminating the need to rent a tent for registration). Ms. Plashkes hopes to improve ticket sales
from 200 tickets sold in 2007 to 300 tickets.
The Board had a brief discussion on the Municipal Freedom of
Information and Protection of Privacy Act and whether expressed consent is
required to use information from the customer database to invite customers to
future Art Auctions.
The Board commented how extremely fortunate it was to
have Elizabeth Plashkes to organize the Art Auction and
commended her for her enthusiasm.
4. DIRECTORS REPORT (CONTINUED)
Katerina
Atanassova, Curator and Program Coordinator, reported to the Board that the
opening of the “Icon” show will be on May 9th at the Gallery.
She passed around various pictures of Icons that will be displayed at the
exhibit, including the piece that will be presented as the centre piece of the exhibit.
Ms. Atanassova explained there will be a video on Icon collections and a
computer to view the artwork close-up. She further explained there will be an
80 page text consisting of 3 essays on icon collections and several art lectures
in a symposium to be organized. It is
the largest show of its kind ever shown in
7. UPCOMING EVENTS (Continued)
7. B. Homes for the
Holidays
Karen
Chadwick reported that the “Homes for the Holidays” event will be November 14 and
15 and the sponsorship package is being finalized. Howard Back, Chair, advised the Board a
letter was received from Karen Gerrard, York Region Breast Cancer Friends,
confirming equal partnership of the event.
8. NEW BUSINESS
8. A. Ethical Fundraising and Financial
Accountability Code
The Board briefly
reviewed The Varley-McKay Art Foundation of Markham Ethical Fundraising and
Financial Accountability Code.
MOVED BY: DREW GERRARD
SECONDED BY: DONALD HINDSON
“That the Board of Directors endorse The
Varley-McKay Art Foundation of Markham Ethical Fundraising and Financial
Accountability Code subject to the following change in clause (A. 8.):
(A. 8.) The Foundation will not exchange, rent or
otherwise share, its fundraising lists with other organizations”.
8. B. Policy with Respect to Donations and Income Tax
Receipts
The Board
reviewed The Varley-McKay Art Foundation of Markham Policy with Respect to
Donations and Income Tax Receipts.
After some discussion the Board decided clarification was required in
regards to the last paragraph of the policy, which discusses the purchase of an
auction item at a price above fair market value and issuing a tax receipt to
the bidder for the excess amount, provided the posted value is not more than
80% of the bid. Howard Back, Chair, will
clarify this clause with a tax authority.
This policy was deferred until the next Board meeting when clarification
will be provided.
7. UPCOMING EVENTS (CONTINUED)
7. A. Art Auction
The Board of Directors recommended all purchasers of the
Art Auction tickets will be awarded a paddle regardless of whether or not they
provide their address. If the paddle
holder purchases art or a silent auction item, their address and phone number
will be required and used only for confirmation of purchase purposes. This will
slow down registration and pay out time for clients.
8. NEW BUSINESS (CONTINUED)
8. C. Membership Terms
Howard Back, Chair, advised the Committee a number of
Board Members terms will be expire this year.
He advised the Board of some potential appointment recommendations and
asked the Board if they had any recommendations regarding qualified applicants.
9. DATE
OF NEXT MEETING
*The next meeting of the Varley Art Foundation of
That the first meeting
of 2008 of the Varley-McKay Art Foundation of Markham Board adjourned at