VARLEY MCKAY
ART FOUNDATION OF MARKHAM

TOWN OF MARKHAM
VARLEY ART GALLERY
Monday, September 13, 2010
4:00 P.M. – 6:00 P.M.

MINUTES

Attendance:

Members Present:
Howard Back, Chair
Karen Chadwick
Drew Gerrard
Patty Loveland
Terrence Pochmurksi
Ernestine Tahedl
Mahesh Chokshi
Councillor Joe Virgilio

Staff:

John Ryerson, Director of Culture
Francine Perinet, Director, Varley Art Gallery
Laura Gold, Committee Clerk
Francesa Amato-Gauci, Development Officer

 

Absent:
Anna Hudson
Beverly Schaeffer
Edward Mariani
Robert McCulloch
Elizabeth Plashkes
Sammy Lee
Patrick Carr
Paul Keeling


The Board of the Varley-McKay Art Foundation of Markham was called to order at 4:12 p.m. without quorum.

1.            CHAIRS OPENING REMARKS

Mr. Howard Back advised that the summer camp programs at the Gallery were largely successful and that all of the summer programs were sold out.  He reported that the fundraising dinner held in late August for the Kai Chan exhibit was well received, particularly by the Chinese community in Markham.   He thanked the Board Members for their support of the event.  Mr. Back spoke about Ellen Pun, Ellen Group, making a donation towards the exhibit. The amount of the donation was not known at this time.  Mr. Back hoped this event would open the doors to working in cooperation with the different communities in Markham.    He reported that the grant to assist with the cost of the Board’s strategic planning process had been denied.  He advised that Town will fund the Board’s strategic planning process and that Francine Perinet, Director of the Gallery, was in the process of completing the Heritage Canada grant application to purchase the Leduc Painting.

 

 

2.                   ADDITIONS OR CHANGES TO THE AGENDA

A Homes for the Holidays update will be provided between items. 5. A. and 5.B. on the Agenda.

3.                   APPROVAL OF THE MINUTES

The approval of the minutes was deferred to the next meeting because there was no quorum.

4.                   BUSINESS ARISING FROM THE MINUTES

A Member questioned if there was a reason why the Ontario Arts Council grant was denied.  It was explained that the project was valid, but that amount of funds requested was too high to provide.  There was some discussion regarding whether the Board should submit a grant proposal next year.  It was clarified that the grant that was denied was to assist with the cost of the strategic planning process rather than to assist with operational cost.  It was noted that this grant was less work to submit than the operations grant.

5.                   STRATEGIC PLANING PROCESS

5. A.       DISCUSSION ON STRATEGIC PLANNING PROCESS

The Chair reported that Ms. Ann Roberts, Consultant, Leadership Within, was hired to lead the Board’s strategic planning process.   Advising that the Consultant had reviewed a list of the Gallery’s various stakeholders and that she had interviewed most of the stakeholders.  The Board discussed the timing of the strategic planning session, noting it should be deferred until after the election. It was noted that the Consultant felt it was ideal to hold the session on a Friday evening, and then continue it on the Saturday morning, in order for participants to have a bit of a rest in between sessions.  It was reported that the following people from the Town should be invited to attend the sessions: the Mayor Scarpitti, John Livey, Brenda Librecz, Councillor Virgilio, Councillor Hamilton or the newly elected Councilor.

The Board discussed several possible times to hold the strategic planning session.   It was agreed that the sessions would be held on November 22nd and 28th subject to the consultant and key participants being available to participate on these days.    It was noted that the Friday night session would be about 2-3 hours and the Sunday morning session would be about 4-6 hours.   Members were advised that the Sunday morning session would start at 8:00 a.m. and that a continental breakfast would be served.  It was agreed that the November 1 Board meeting will still be held and that the December 13 Board meeting will be moved forward, noting the meeting will be held as part of the strategic planning session or it will be skipped.

The Board was advised that there are a lot of issues that will be addressed through the strategic planning exercise, some of which included: the mandate for the gallery, exhibition programming, how to improve the quality of the Gallery’s permanent collection, defining the community the Gallery is operating within; and, issues arising from the interview results.  It was noted that the Consultant will help the Board navigate through these issues.  It was explained that the sessions would include lots of discussion, breakout groups, and formulating thoughts as a larger group.  Members questioned if there was any required work that needed to be done between the sessions.  Various documents relating to the operations of the Gallery and the Foundation, including the relationships between the two entities, will be provided to the participants prior to the sessions.

6.                   SUB-COMMITTEE REPORT

6. A.       HOMES FOR THE HOLIDAYS UPDATE

Ms. Karen Chadwick provided an update on the Homes for the Holidays event to be held November 19 and 20, 2010.  She advised that the sub-committee had been working hard organizing the event over the summer months, reporting that this year there is seven homes that will be decorated and shown in the Unionville and Markham area.  It was noted that one of the homes was a model home.  She advised that the goal was to raise $100,000 from the event.  Ms Chadwick reported that the kickoff for the Homes for the Holiday event would be held at the Gallery on September 20, 2010 from 7:00 – 9:00 p.m., noting participating homeowners and sponsors will be introduced at the event and that approximately 120 people would be in attendance.  She advised that Committee is looking for sponsorship and encouraged members to promote the event with friends and colleagues.   A sponsorship package was distributed to Members.  It was noted that sponsorship prices had increased from last year.  Ms. Chadwick advised that this year’s Home for the Holidays event will be held at Markham Civic Centre (excluding the tour of the homes).    She advised that the tickets will be printed shortly and that the programs will be printed in full colour at a later date.  She reported that the ticket price on the Friday night would be $70 and that the ticket price on the Saturday afternoon would be $35, noting that the price of tickets was increased on the Saturday night to ensure there is enough wine and food.  Ms. Chadwick advised fewer tickets will be given away for the Friday night event and more tickets will be given away for the Saturday afternoon event.

6. B.       BUILDING AND LONG RANGE PLANNING COMMITTEE REPORT

Mr. Bill Pickering advised that the project was progressing towards the issuance of tenders on September 14, 2010.David Johnson the new Architect is doing a good job of keeping the project on track.   He reported that there had been some concerns regarding security on the second floor of the Gallery, advising that these issues had been resolved.   He explained the site plan permits are currently being processed by the Building Department and that the tender will go out tomorrow morning, noting all Contractors submitting a proposal were required to pre-qualify.  He advised it is hoped the tender results will be known by September 29.   Mr. Pickering reported that the fine tuning of the Gallery entrance has been completed and that there were no further design changes to report.  Mr. Pickering advised that Town did not feel it was necessary to conduct a cost analysis at this stage in the process, as saving were found through the value engineering exercise recently conducted.  He noted that the total budget for the project is 2.25 million dollars and that he anticipated the project to be completed under budget.   The Board questioned how much money would be left for the Foundation at the completion of the project.   Mr. Pickering was requested to provide a Building and Long Range Planning Report to the Board before October 5, 2010.

STRATEGIC PLANNING PROCESS (CONTINUED)

5. B.       CULTURAL PLANNING PROCESS

John Ryerson, Director of Culture, provided a presentation entitled “Building a Creative Markham: Markham’s 10 Year Culture Plan” regarding the Town’s culture planning process.  He spoke about the community consultation process and the importance of building as sustainable culturally vibrant community. Mr. Ryerson explained that the Building a Creative Markham Advisory Committee was established to provide advice and to help further this initiative.  He noted that the three cultural venues: Markham Theatre; Varley McKay Art Gallery; and Markham Museum all have representatives on the Committee.  He explained that the Cultural Department would start its community engagement process this fall.  He advised that he would come back in November to share some of the results from the cultural survey conducted as part of the engagement process.   A Member from the Board noted that the Cultural Plan largely had a Markham focus rather than a Provincial or National influence.  Mr. Ryerson noted that the Cultural Plan aims at reaching a larger audience for its cultural venues by branding Markham and building tourism in Markham.  A Member noted that in the future York Region will need to be considered as an art centre.

Moved by: Drew Gerrard
Seconded by: Terrance Pochmurksi

That Ernestine Tahedl be appointed to the Building a Creative Markham Committee as the Board of the Varley McKay Art Foundation of Markham Representative.

*** This motion was approved by the Board of the Varley McKay Art Foundation of Markham by email on Friday, September 17, 2010.

7.            FINANCIAL REPORT

Mr. Drew Gerrard provided an update on the Varley-McKay Art Foundation of Markham financial statements.  He advised that there was approximately an $86,000 increase in revenues from 2009, which was raised through fundraising activities.  The Board discussed the pledges receivable and noted the possibility of having to write off $66,000 owed to the Foundation in respect of the original capital campaign for the building of the Gallery.  Mr. Ryerson was requested to email the Treasurer a list of the individuals owing pledges from the original capital campaign to the Foundation and report back to the Board as to the total amount of the original pledge and the recognition agreed to be given to that pledge.  It was noted that it is difficult to sue an individual for funds pledged.  The Board thought it should make a decision what to do about the pledges receivable.

6.                   SUB-COMMITTEE REPORT (CONTINUED)

6. C.       ART ACQUISITION COMMITTEE

No report was provided.

6. D.       ART AUCTION COMMITTEE

No report was provided.

6. E.        DEVELOPMENT COMMITTEE

Ms. Francesa Amato-Gauci, Development Officer, reported the Development Committee is in the process of planning an art competition, which would include artist competing to paint a blank canvas.  She noted that a silent auction for the canvases would be held after the competition.  She reported that the 2011 Art Auction would be held on Wednesday, May 11th.

6. F.        VOLUNTEER COMMITTEE

No report was provided.

8.            DIRECTORS REPORT

Ms. Francine Perinet, Director, Varley Art Gallery, provided her Director’s Report.  She spoke about the following:

·         Sammy Lee’s hard work and dedication in organizing the well received Kai Chan fundraising event;

·         The upcoming Homes for the Holiday fundraising event;

·         A public meeting hosted by the Varley Art Gallery in support of the redevelopment of Stiver Mill on Main Street Unionville;

·         The Varley Art Gallery’s participation in the Milliken Mills Children’s Festival;

·         The installation of the Kai Chan exhibit and an invitation to the opening reception;

·         A Heritage Grant in the amount of $103,500 for the Kai Chan exhibit awarded to the Varley Art Gallery and to  the Textile Museum of Canada;

·         The hiring of Anitia Bidininosti, Educational Coordinator, Varley McKay Art Gallery;

·         A review of the Varley McKay Educational Department being held in October;

·         The ongoing search for a Gallery Curator;

·         Assisting the Public Realm Committee with 2 projects: 1) production of bike stands; and 2) murals in Thornhill;

·         The progress of the new building;

·         New benches installed in the courtyard of the Gallery and banners that will be placed on Carlton Road promoting the Gallery; and,

·         A historical art event being planned for the beginning of 2012 titled “Space in Suspended Time.

9.            NEW BUSINESS

The Board discussed if the Gallery should have a Chinese interpretation for any written commentary available for the Kai Chan exhibit.  The Director of Culture advised that the Town tries to translate information when it makes sense. It was noted that some of the Gallery’s general information is available in Chinese.  Some of the Members felt it was important to have commentary in Chinese as monies were raised from the Chinese community for the Kai Chan exhibit and we wanted to attract attendance from that community.  A Member suggested consulting the artist on this matter.  The Director of the Art Gallery agreed to creating interpretation in Chinese in a manner that the Gallery could afford.  The Director described to the Board the similarities between Kai Chan and Fredrick Varley McKay.   The Board noted the importance of discussing the many communities in Markham and how they affect the Art Gallery, as part of its strategic planning process.

10.          FUTURE MEETING DATES

The next meeting of the Varley McKay Art Foundation of Markham will be held on November 1, 2010 at 4:00 p.m. at the Gallery.

Future meetings are as follows:

                Monday, December 13, 2010

                Monday, January 24, 2011

                Monday, February 28, 2011

                Monday, April 4, 2011

                Monday, May 16, 2011

11.          ADJOURNMENT

The Varley McKay Art Foundation of Markham adjourned at 6:11 p.m.