VARLEY McKAY
ART FOUNDATION OF
TOWN OF
The
MINUTES
|
Attendance: Members: Brian
Ayer Nancy
Coxford Elizabeth
Plashkes Patty
Mahesh
Chokshi Bill
Pickering Karen
Chadwick Lana
Champion Councillor
Joe Virgilio Regrets: John
Ryerson, Director Anna
Gauci Stan
Neal Ernestine
Tahedl |
Staff: Allan
Seabrook, Commission Lead |
The
third meeting of 2008 of the Varley-McKay Art Foundation of Markham Board
convened at
1.
CHAIRS OPENING
REMARKS
Howard Back,
Chair, commended
2.
ADOPTION OF
MINUTES OF THE VARLEY-McKAY ART FOUNDATION OF
MOVED
BY: NANCY COXFORD
SECONDED
BY: DREW GERRARD
“That the minutes of the Varley McKay Foundation of
CARRIED
3.
ADDITIONS
OR CHANGES TO THE AGENDA
Howard Back,
Chair, advised the Board of 2 changes to the agenda:
1) Item 7 a) Art
Auction will be discussed after item 4) Business Arising from the Minutes.
2) The item License
Agreement between the
4.
BUSINESS
ARISING FROM THE MINUTES
4. A. DONATION
POLICY – CLARIFICATION
Howard Back, Chair, advised the Board of a complete rewrite of the Policy
with respect to Donations and Official Donation Receipts.
The Board
discussed clause 28 of the Policy which deals with receiving a cultural gift. The
Chair explained that the Town issues cultural property receipts on behalf of
the Board. He further explained that the role of the Board is to pass a
resolution that a receipt be issued for the donation.
Mr. Gerrard provided clarification regarding when a receipt can be provided to
a purchaser of art at the Art Auction, as specified in clause 32 of the Policy. First, it was explained a receipt can only be
issued if the market value of the art can be determined. Second, it was explained a receipt will not
be issued if a bid is more than 80% of market value. The following example was
provided:
Example:
If the market
value/listed price of the art is $100 and the bid price is $124 no receipt will
be issued because the market value is more than 80% of the bid price ($100/$124
= 0.8065 = 80.65%). If the bid was for
$126, a receipt would be issued because the market value is less than 80% of
the bid ($100/$126 = 0.7936 =
79.36%). The amount eligible for a tax
receipt will be $26 as displayed below.
Determination of Eligible Amount
Bid price $126
Less: Market
Value $100
Eligible
Amount $26
The Board agreed
to publicize the bid amount at which a tax receipt can be issued at future Art
Auctions. Mr. Gerrard advised the
Board the Policy had been reviewed by the Town and was in the process of being finalized.
MOVED
BY: NANCY COXFORD
SECONDED
BY: DREW GERRARD
“That the Board of Directors approve, in principle, the Varley-McKay
Art Foundation of Markham Policy with Respect to Donations and Official
Donation Receipts.”
CARRIED
4. B. GALLERY INSURANCE POLICY
The item regarding the Gallery
Insurance Policy was deferred to the next meeting.
5. ART AUCTION
–
Elizabeth
Plashkes advised the Board that 300 patrons attended the Art Auction and 80% of
the artwork was sold (or 74 out of 93 pieces).
She believed ticket sales through the Town’s Contact Centre improved the
registration process for patrons by making it much more convenient. She noted the approximate net profit is
$60,000 for the 2008 Art Auction, which represents a 33.33% increase from 2007.
Ms. Plashkes
spoke about the staff resources in regards to the Art Auction, explaining that
as the event continues to become more successful, the workload for Town staff
and Board Members has increased (it was estimated Town staff devoted approximately
140 hours above and beyond their regular responsibilities and duties). She believed staff should be formally
recognized through an honorarium, a gift, or time in lieu. Allan
Seabrooke, Commission Lead, advised the Board that it was not appropriate to
provide an honorarium to Town staff. Ms. Plashkes advised the Board that without
hiring additional help or extending the hours of existing part time resources
the sustainability of the Art Auction is at risk. The Board suggested Ms. Plashkes investigate ways
of formally recognizing staff and the need for additional staff resources for the
planning and execution of the event with John Ryerson, Director.
The decrease
in the number of volunteers was discussed in regards to the Art Auction and the
“Homes for the
6. FINANCIAL
REPORT
Mr. Gerrard presented
the 2007 financial statements and advised the Board of the financial highlights. He noted there was a significant increase
in revenue due to the large monetary gift received in 2007. The Chair made special note that approximately
$30,000 of the increase in revenue was generated from the “Homes for the
MOVED
BY: DREW GERRARD
SECONDED
BY: BRIAN AYER
“That the Board of Directors approve the 2007 financial statements
of the Varley McKay Art Foundation of
CARRIED
7. SUB-COMMITTEE
REPORTS
7. A. DEVELOPMENT
COMMITTEE
Nancy Coxford,
Vice Chair, reported she was in the process of selecting an organization to create
the website for the Gallery. She advised
the Board the organization she was hoping to work with has provided her with a
quote of $4,000 - $4,500. She liked this
particular organization as they had an established reputation, understood the
importance of corporate image, and would likely be able to provide future
assistance. The Board noted the
importance of the website having the capability of displaying the art for the
Art Auction.
Ms. Coxford advised the Board that a date in
the end of June was being selected for the “Garden Party”, a celebration of the
restoration of the McKay House and the completion of its garden. She noted Sheridan Nurseries was contracted
to plant the McKay House garden and noted the fence was yet to be replaced.
A brief
background regarding the fence issue was provided. The Board was advised the existing fence is
not safe and does not meet the heritage standards for the area. A vendor provided an estimate of $10,000 -
$12,000 to replace the fence with one that meets the heritage standard. The problem is the amount to replace the
fence has become a contentious issue among residents, as they believe the funds
could be more effectively allocated. The
Board felt the fence should be removed for safety reasons. This matter was referred back to the Development
Committee and to Town staff.
7. B. ART COMMITTEE
Brain Ayer
reported the focus of the Art Committee is to acquire art from over the course
of Fredrick Horsman Varley’s career. The
Committee’s goal is to acquire art today that the Gallery may not be able to
afford in the future. The Board
discussed the acquisition of the Moonlight, the Trail from
MOVED
BY: BRIAN AYER
SECONDED
BY: BILL PICKERING
“That,
subject to inspection by Board Members and Varley McKay Art Gallery Staff, that
the Board of Directors approve the acquisition of the Moonlight, the Trial
from Rice Lake; circa 1935, by Fredrick Horsman Varley (1881 – 1969), at a
bid cost not to exceed $30,000 (excluding commission and taxes) from the Heffel
Fine Art Auction House”.
CARRIED
MOVED
BY: NANCY COXFORD
SECONDED
BY: SAMMY LEE
“That,
subject to inspection by Board Members and Varley McKay Art Gallery Staff, that
the Board of Directors approve the Court House, Markham; May 13, 1933, by Joachim George Gauthier, at a bid cost not
to exceed $2,500 (excluding commission and taxes) from the Joyner Canadian Fine Art ”.
CARRIED
7. C. BUILDING
COMMITTEE
Bill Pickering
advised the Board the report from the cost consultants has been received. The estimated cost of the Gallery expansion was
within the expected range. The
renovation of the existing office space and the improvements to the kitchen
were not included in the estimated cost. He noted the preliminary report was
complete and that they were awaiting final reports from the consultants.
Mr. Pickering advised the Board that Councillors were being briefed on the
project and that a report was being targeted to go to the General Committee on either
May 26, or
8. NEW BUSINESS
8. A. PARKING
The Board was
advised of the successful negotiations with the
MOVED
BY: BILL PICKERING
SECONDED
BY: NANCY COXFORD
“That
the Board of Directors accept the License Agreement between the
CARRIED
8. B. ANNUAL GENERAL
MEETING
MOVED
BY: BRIAN AYER
SECONDED
BY: PATTY
“That the Board of Directors approve the May 27, 2008 date
for the Varley McKay Art Foundation of Markham Annual General Meeting to be
located in the Canada Room at Markham Civic Centre, immediately following the
Development Services Committee”.
CARRIED
That the third meeting
of 2008 of the Varley-McKay Art Foundation of Markham Board adjourned at 6:30 PM.