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CLAYFEST STEERING COMMITTEE MEETING - Attending : Avi Harriman, Susan Fishel, Frank Gosar, Paula MacCullen, Tom Rohr, Holly Dubrasech, Merry Newcomer,
Michael Fromme, Grace Sheese, Susan Roden, Faith Rahill Sent regrets : Don Clarke, Mary Hindman, Shirley
& Jerry Huft Paula needs Budgets from all committee chairs
ASAP. The budget has been constructed very close, and estimated numbers are needed ASAP. Regarding the budget, there was discussion of
where certain items would be listed under. As the committees report
that will be decided. Beginning Cash: $12,641 EXPENSES REGISTRAR -
Grace - In 2005 : $106 spent, in
2006 : $277 spent. She talked to some others and submissions of ClayFest
applications via email has many difficulties. Email applications would save significant
money from this committee budget. As of now, using same amounts as
2006. BUILDING -
Mary H - Submitted a budget of $1269.85 vs. $1370 spent in 2006. Includes $305
: Fire Permit, $729 : Alert Electric, $210.85 : Fair Ground Equipment rental (pending
same set-up and needs as 2006), $25 : miscellaneous. VISA - SALES - Faith
- $175 - $213 spent in 2006 PUBLICITY -
Paula has taken this on until another Chair can be found - $3500 - $3300 spent in 2006 MAILING/DISTRIBUTION
- Holly - $2174 - $2154 in 2006 - more names/addresses every year from exit polls and checks GRAPHICS -
Frank - $1638 for 2007 - up $95 from last year - UPS shipping of postcards has increased, need to laminate last
year’s poster SECURITY -
Linda W - no report - $40 spent in 2006 GALLERY - check-in
and setting up pots = ? SIGNAGE - Michael
F - spent $356 in 2006 - want $400, includes$150 to put up big banner WORKSHIFTS
- Tracie - no report - no expenditures in 2006 SPONSORSHIP
- Alissa - no expenditures submitted in 2006 - postage ? SHOW BOOKKEEPER/SALES TAGS - Robin - $115 spent in 2006, estimate $120 in 2007 DEMO - Rhoda
- spent $110 in 2006 - wants $60 for food for Tom Rohr’s demo, and new canvas. Estimate $150. KIDS CLAY -
Elise - Spent $42 in 2006 - estimate $50 for 2007. Georgie’s deducted $83 from their sponsorship donation for clay
used in Demo & Kids in 2006 SECRETARY -
Susan R - $5 postage - spent $16 in 2006 WEBMASTER -
Don - $150 TREASURER -
Susan F - $125 SET - UP -
Avi - talked to Michael Baines re previous years charges. We have a larger storage space for increased number of pedestals - we will not have truck
or trailer expenses from In 2006, Paula paid $125 to Fairgrounds for
marketing. AAA is to be notified, but we were not in their book in 2006. What did we get? She will find out. OTHER : TRANSFER TO LOCAL CLAY - Susan F reports in
2005 ClayFest made money and gave $1000 to Local Clay in 2006. In 2006, ClayFest made $150. In previous years,
when ClayFest did not make much $, $300 was given to Local Clay. Per her recommendation, it is decided to give
Local Clay $300. TO BROKEN POTS - $5 per booth is budgeted for
broken pots - 57 booths = $285. $250 spent VISA - $1156 paid in 2006 for rental of charge
machines and charge fees. This fluctuates as to the percent of sales charged, which increases every year. TAXES - A minimum of $50 - since ClayFest only
made $150 in 2006, estimate minimum tax due ACCOUNTANT - $250 - $300 - the Accountant wants
more than the $250 they charged last year - will discuss sponsorship for any increase charge INSURANCE - $252 INCOME Used estimates of : SPONSORSHIP - $1000. In 2005
: $1150, In 2006 : $1067 BOOTH FEES - $7390. In 2005 @ $150 full booth, $85 half booth = $7120. In 2006 @ $155 full booth, $90 half booth = $7390 COMMISSIONS - $10,300 is average of last 3 years.
In 2005 : $11,085 from 16% booths, 11% chairs and 30% gallery-only. In 2006 : $9568 includes $6905 from booths
@ 15%, $2466 from Chairs @ 10%, $198 from gallery-only @ 30% PIPE & DRAPE - $1760 reimbursed from booths
charged for using pipe & drape TOTAL ESTIMATED EXPENSES - $19,145 TOTAL ESTIMATED INCOME - $20,440 Any budget requests that are different from
listed above need to be submitted to Paula ASAP. We budgeted very close this year. Every Committee Chair needs to keep a running
total of money spent to help stay on budget. CONTINUED
BUSINESS - Paula reread minutes from the January meeting: we are to revisit
early applications and on-line applications for ClayFest. There was a discussion of ways to entice people
to assist with putting on the show. Faith suggested Committee Trainees get 1 point towards booth choice. POLICY CHANGE Faith proposed - seconded by Frank : 1 -The elimination of selection
of booths by postmark order. 2 - Chairs and Local Clay officers
choose booths first 3 - Others with points select booths
next 4 - Applicants with no points will
be pooled and names drawn randomly to fill remaining booths 5 - All applications must be postmarked
by due date to be considered Unanimously
passed. Points for Trainees will be discussed at the
next meeting. Next Meeting is Thursday, March 22 at EWEB |