ClayFest Steering Committee Minutes
2/16/05
In attendance: Susan Roden, Michael Fromme, Cheryl Kempner, Jeani Holder,
Mary Hindman, Faith Rahill, Paula MacCullen, Rhoda Fleischman, Frank Gosar, Michael Baines, Elise Corin, Linda
Williams, Dan Schmitt, Michael Morrison, Don Clarke, Jerry & Shirley Huft, Holly Dubrasich, Grace Sheese, Merry
Newcomer (Recording Secretary)
Trainee Openings
Don began the meeting with a discussion of the Chairperson position. It has been difficult to find someone interested
in taking it on due to the complexity and scope it has developed over the years. To alleviate this, certain duties
will be delegated as follows : maintaining Committee Chair job descriptions and ClayFest Policies will be handled
by the Secretary; Treasurer will become more involved in the budget record keeping process, and the webpage will
become a new Committee Chair position with a Trainee position for the first year (2005). A motion was made and
passed to create the webmaster position as described. Show Chairperson position is now described as follows : handles
contractual issues with fairgrounds; is also a Local Clay Board member; sets up meetings and arranges location;
volunteer "points" administration; legal representative of ClayFest organization; chairs the Steering
Committee meetings; MC and troubleshoots the show, manages development of budget, updates ceramics community (OPA,
etc) on ClayFest status, and keeps the show "on track".
Current Trainee openings : moved and passed to accept the Trainee volunteers as on
the agenda with two assuming full Committee Chair duties for the current year (Mailing/Distribution and Sponsorship).
A suggestion was made to have a binder for Chair positions to pass on to Trainees/new Chairs outlining duties,
budget info, etc. This is encouraged, may be in the form of a notebook/binder, computer files, compilations of
notes, etc. The Steering Committee for the 2005 show is as follows :
CHAIR | ClayFest 2005 | TRAINEE |
Bookkeeper | Jeani Holder | |
Building | Mary Hindman | |
CASH | Dan Minard | Merry Newcomer |
Chairperson | Don Clarke | Paula MacCullen |
DEMO | Rhoda Fleischman | |
Gallery Display | Paula MacCullen | Shirley Huft |
Graphics | Frank Gosar | |
Info-Security | Cheryl Kempner | |
Kids Clay | Elise Corin | |
Mailing-Distribution | Holly Dubrasich | |
Publicity | Dan Schmitt | |
Registrar | Don Clarke | Michael Morrison |
Sales | Faith Rahill | |
Secretary | Merry Newcomer | Sue Roden |
Show Set-Up | Michael Baines | |
Signage | Michael Fromme | Grace Sheese |
Sponsorship | Alissa Clark | |
Treasurer | Susan Fishel | |
VISA | Kathryn Finnerty | Rosa Nogues |
2005 Show financials
Budget figures were compiled; amount of desired budget "cushion" discussed; avenues to reach that goal
will be researched and reported back next meeting (booth fee and/or commission increases or reducing expenses).
It was suggested that Sponsorship look at soliciting : Friends of ClayFest - a group of donor/sponsors able to
give smaller amounts than major sponsors, possibly galleries, would be given recognition at show and/or in advertising.
Other items in this area : set a cut-off date for submission of receipts for reimbursement so debts paid in year
accrued; set up a reserve fund for capital improvements (eg: Demo mirror, Gallery furniture) and emergencies. Frank
suggested setting cushion at $750 and Local Clay funding at $750.
Policies
Changes passed with minor spelling correction. "Eligible" members defined as past-and-present member
of Local Clay who have participated in past shows so will be sent early applications; if not presently "current"
on dues, would need to pay with application if wish to be in current year's show.
Committee work overload
A discussion of the issue of out of towners not doing committee work and so doing extra workshifts and also the
inequity of work hours for different committees. A study was done and determined that the current committee work
requires approximately 48 people working 3 hours each. Once Committee Chairs are removed from the pool, with booth
participants only, we have 36 people to fill those hours. It was proposed to add a 3-hour committee shift (in addition
to already required workshift) for each Gallery Only participant. This was adopted as a "try it this year"
option and see how it works. Rhoda suggested asking for feedback from these participants at the show to see how
it worked for them. It was also suggested to have an earlier deadline for Gallery Only participants than currently
projected due to the need to schedule this work.
The consequence of not doing Committee work would be the same as not doing a WorkShift (an additional 5% commission
on any work sold and possible exclusion from next year's show). For clarification it was noted that Committee work
is done during non-show hours; workshifts are done during show hours.
Application form
Reviewed, minor corrections, will be finalized after budget completed and booth fee and commission rates determined.
Next meeting : March 24 at 6:30PM
at EWEB
Agenda
Finalize Budget
Approve Application Packet
Committee and WorkShift needs