ClayFest Steering Committee Minutes - 01/25/05
Meeting AGENDA
In attendance : Don Clarke, Susan Fishel, Paula MacCullen, Cheryl Kempner,
Kathryn Finnerty, Frank Gosar, Linda Williams, Elise Corin, Michael Baines, Mary Hindman, Mary Briggs, Dan Schmitt,
Jeani Holder, Faith Rahill, Jerry and Shirley Huft, Holly Dubrasich, Merry Newcomer
Opening remarks from the Chair : Don reminded us he has been Chair for many of the years
the show has been in existence and would be happy to turn it over to someone else. He advised that the major duties
of the job are : making sure that everything that needs to happen, happens; sets agenda for meetings and reserve
the room; follows up to be sure things are getting done. Don feels hat a different perspective than his could
be beneficial to the show and requests others to consider being Chairperson. We meet generally six times a year.
Jan - Feb - Mar - June - Sept and October.
Trainees : 13 openings, most now have applicants; 3 current Chairs
would like to give up their positions this year if someone willing to assume: Cynthia has found Holly to take on
Mailing; Kathryn (VISA) and Mary B (Sponsorship) are still looking. Chairs need to interview and make decisions
on Trainee applicants so they can get involved asap; it would be beneficial for them to attend the budget meeting
in February to become familiar with that process. Don has asked that the decisions be made and he receive notification
by February 11th.
Financials : We need to set the amount of profit we want to project
so when budget figures are compiled, we will be able to determine income needed from booth fees and commissions.
We need to set the goal higher than last year due to the shortage experienced at the end of 2004 show. This will
be done at the February meeting. It was suggested by Jeani that current Chairs include budgeting information with
their job descriptions to be passed on to Trainees and/or new Chairs to facilitate the budget process.
Suggested 2005 changes
Two day set up : after much discussion, it was decided to rent the building
on Thursday to allow set-up of show provided set-up only (taping, gallery, demo area, etc) not participants.
Demo mirror : Don got info from Showcase that ended with suggestion to
borrow theirs. Rhoda will check into that but there is still some interest in building our own. It was suggested
to approach Local Clay into paying half and having it available for Workshops. Cost is estimated at $400 and plans
are available from OPA.
Building our own gallery : a good idea but will take commitment and planning. Michael
suggested establishing a small group to look into costs, etc. Having our own would decrease costs of transporting
OPA's from Portland and could be done in stages to spread out the acquisition costs. Don reminded all that all
of these "ideas" have to have budget numbers for the next meeting if they are to be considered.
Signage : we need to put up directional signs (possibly sandwich
boards) around the fairgrounds to help public find us. Holiday and Farmers Market did this effectively.
Application deadlines : Moved up to a 5 week applications period. The agreed upon
dates are : Mail apps to "early" reciepients 4/6, apps available to general membership 4/13, application
deadline 5/18, booth selection will be at June 2 meeting.
Inventory : all our stuff needs to be placed in the storage unit so
we can be sure it is all at the show when we need it. Key can be obtained from Bob at Georgies during their business
hours, other arrangements can be made by contacting Michael.
Music in booths : live or otherwise music will not be allowed in individual
booths; advisement will be in Move-In packet.
Baskets/Aisle Hosts : need to bring more baskets from OPA; have small stack strategically
placed around show; add a new WorkShift as aisle host (renamed as customer service) - help customers, offer them
baskets, advise about holding area, restock baskets, help with clearing holding table when hold time expires.
Holding area : this year will have a 3 hour time limit, will fill out
a slip with customer name and hold start time; will ask Sales area Chair/supervisor monitor with assistance of
customer service (aisle host) person.
WorkShift : some out of towners complained of burnout due to choosing
to do extra work shifts in lieu of Committee work. Linda will try to work this out with them, look at doing committee
works that fits better or making accommodations such as no back to back shifts if possible.
Sets : new labeling instructions will be in Move-In packet with a graphic explanation
Policies
Booths available after initial selection
process : if the "booth of
choice" of a person who took a "second choice booth" becomes available, Registrar will offer to
that person vs giving to first person waiting list. Don as Registrar is willing to continue doing this. We did
not set a policy on this, will keep it open as a work in progress (may depend on skills and willingness of future
Registrars). Clay Folk splits all open full booth into shared booths for waiting list. We did not choose to adopt
this, noted as information for possible future consideration.
Chair/trainee not fulfilling responsibility
: it was decided to have an ad hoc
committee convene (Show Chairperson and 2 randomly selected Chairs) to hear the case and make report to Steering
Committee. (Chairs randomly selected may decline to participate).
Sales Reps : if occurs, will advise in writing that is a violation of
show rules and will be excluded from future shows if declines to abide by rules. Participants must complete their
own work shifts, cannot have family member or other act as proxy. Wording on application will be changes to define
purpose of show and aim to present a high quality show with the actual artist available to discuss the work.
Budget Meeting : February 16 (Wednesday) 6:30PM, EWEB
Intense Planning Meeting : March 24 (Thursday) 6:30PM, EWEB