Present: Carl Nelson, Pat Barton, Ken Barnes, Steve Sandry, Michael Yeaman, Cyra Rick Johnson
On phone/Skype: Ben Mefford, Doug Wiltshire Non-BOD Kirsten Rayhawk,
Non-BOD members present: Arliss Newcomb, Jane Hobson, Renee Roberts,
Action: Approved minutes of previous meetings.
Financial processes need improvement.
Have to track our finances as a non-profit. Payments as well as income receipts.
Treasurer - manages the resources and pays our bills.
Event managers – budget/manage the costs/revenue of the events
Admin – Renee. Manages remote payment system, retrieves checks/invoices from mailbox
Accountant/bookkeeper – Ellie Gittelman. She doesn’t have the ability to pay anyone due to firewalls but does see all the transactions so she can create the forms that we need to file.
Must track who is coming to an event, who has paid, what bills are coming and have been paid. We have been using a spreadsheet program to do this. Communication is key between these people to make sure we can get our work done.
We’ll check into getting a debit card so that the President or Treasurer can make phone or online payments. The practice would be that only the President or Treasurer would use this. Michael will check on this as well as changing our type of account at US Bank so that we can have more tracking capability
We need to make sure that we aren’t granting tuition breaks to people in exchange for work.
Kirsten, Carl, Renee should talk about how to get better software or process tools in order to consolidate all of the invoice amounts so that a person can check out at any time from the event. Specialized software for auctions cost about $600 and are complex. Research potential tools to solve this.
Michael asks that we get all the financials wrapped up within one month of the end of camp.
EventbookingPro is what we use for event signups and event money collection. There is quite a bit of capacity within this program.
Michael Content suggestion – WA state related – reach into archive and pull out Pac NW granite and sandstone presentation.
Content- 30th anniversary, Vision Connections guests, diversity of gender
Creative Forces – military people with traumatic brain injuries (Madigan Army Hospital). Stone carving is very visceral and it seems to have appeal. Rick wants to see if a couple people will come from JBLM. Tamara and others will be ready to assist them in the handcarving tent. Doug and Kate/Lee have done a bunch of art therapy in their town. Carl asked Doug to see if he could coordinate a trip up for Doug, Kate and Lee to Pilgrim Firs during that time if possible. Doug will do it.
CA stone sculptors event – our exchange they wanted us to send someone who would be new blood. We need to focus on doing this better next year.
Fort Worden – Rob, the camp director has been following up and would like us to do something there. The PDA (Public Development Authority) got in contact with Carl to do something 3D there. They are also interested in a maker space. Many entities to deal with so it is somewhat challenging. Arliss likes the idea of an artist in residence. Big empty buildings that maybe we could do a winter symposium.
King County will authorize a cultural access tax. Cities or Counties can increase sales or property tax to fund arts/cultural organizations.
60-65 are registered so far. Not as much room as we have had at CB, but there will be enough room for our gang. Sculpture show can go on the drainfield. Canopies elsewhere. Logistics are looking good. Every cabin has its own deck so the social mixing will be different than in years past.
Deborah – Jade. Starts on Monday, shows up on Sunday
Joanne Duby – restoration, etc.
James Horn, Ireland – social commentary sculpture in marble
Steven xxx from New Zealand to work in the jade tent
Going to do a Google Group for all registrants this year so that emails don’t get lost.
Can start promoting sculpture walk now. Tear down is Sunday. Brochure said the event was Sat to Sat.
July 4th a Tuesday, set up on Friday. We need to move everything on Wayne’s property to PF. Likely want to move out of Wayne’s on Wednesday. Will put out a call for pickup trucks for that Wednesday to help move stuff. Arliss donate $100 toward truck rental if needed. Use Wayne’s trailer to haul some stuff and then keep it there for the week in case we need to haul stuff back?
Carl will pick up James at the airport beforehand and show him around.
Hold harmless letters will go out with confirmation.
Racial equity – how do we do this?