Gwaii Trust Arts Committee Meeting
May 23rd2015
Eris Ross Room Queen Charlotte City
11:00 am – 3:00 pm
In attendance:
PeerBarb Roswell
PeerVince Collison
PeerSheila Karrow
PeerSandra Price
Peer Jack Litrell
Chairperson:Cynthia Samuels
Staff:
Executive DirectorErrol Winter
Excusals:
PeerReg Davison
Gwaii Trust AlternateJason Alsop
*Note: The following is an accurate reporting of the meetings as they occurred, however these minutes are not to be construed as a verbatim report of all conversations that transpired, but rather a reflection of the outcome of those discussions. Where necessary members have been quoted as closely as possible.
1.0Call to Order
The Gwaii Trust Arts Committee chairpersoncalled the meeting to order at 11:25 am.
2.0Excusals
As noted above.
3.0 Appointment of the Committee Chair
The Gwaii Trust Arts Committee elected Cynthia Samuelsas chairperson.
Moved by: Sheila Karrow
Seconded by: Sandra PriceCARRIED
4.0Call for Adoption/Amendment of Agenda
The Gwaii Trust Arts Committee reviewed the agenda after discussion a motion was made to approve the agenda with the following additions:
Additions:
a)Youth Membership
b)Late and incomplete applications
c)Teleconference
d)Workshop fees
e)Add Tidal Elements Whole School Society – Artistic Explorers application to allocation review.
Moved by: Sandra Price
Seconded by: Sheila KarrowCARRIED
5.0Minutes of Mar 08th2015
- Question arose as to the previous approval Bowie Seamount Project with the condition that the arts committee review and approve the list of artists prior to project funding. Staff to follow up with the applicant and report back to the committee.
Minutes adopted:
Moved by: Vince Collison
Seconded by: Sheila KarrowCARRIED
6.0 In Camera:
“IN CAMERA” Arts Allocation Discussion
(This section of the meeting is carried out “In Camera” as per Gwaii Trust guidelines)
The committee approved two applicants:
James ParkerArcher Arts Archery Workshop
$2,000.00 as submitted
Tidal Elements Whole School SocietyArtistic Explorers
$8,000.00Subject to: Advertise widely, students to bring
Note home from school.
Moved by: Vince Collison
Seconded by: Barb RoswellCARRIEDRecommendation Record # (to follow)
7.0Orientation Manual:
- Amendments/corrections:
Page OneParagraph two “History” amend Gwaii Hanaas to Gwaii Haanas
Page ThreeWorkshop component delete all references to staff approval and amend
Approval period to “5 working days” (change throughout document)
Page ThreeAdvertisement add community bulletin boards arts websites
Page ThreeNew Members change title to Applicants for committee membership.
Page FourApplication Process Amend section to “Ensure your application is
Submitted at least one month prior to your project start date”
Page FourProgram applications; Amend to comply with earlier amendment of 5
Working days.
Page FourProgram applications; Replace the word “groups” with committee
Page FourWorkshop applications; Amend to comply with earlier amendment of 5
Working days.
Page FourWorkshop applications; amend this section to read “Applications must
Be submitted at least two weeks prior to projectworkshop start date.
Page FourDoodle Poll; Add more character spaces to the comments section
Page FourDoodle Poll; bullet 2 correct grammar amend “or if one person votes no [add comma} staff will contact the member to ask if they would to discuss further or it is dead no then the application is a no go” to “If one committee member is undecided, or against the application, then a staff member will contact that committee member to review the application to determine if there are grounds for further discussion”
Page FourMove “Funding Disbursements” to the next page.
Page SevenDelete first line second paragraph “Among the types of programs that have been funded are:”
Page Seven Fourth paragraph: second line amend “les” to “less”
Page SevenLast Paragraph; Space (new paragraph) after Haida Gwaii
Page EightBullet three Key tests are “Merit and Need”
Page EightBullet ten add a comma after equipment purchase
Page NineProject Objectives; Add “How will you as an artist personally contribute”
Page TenRemove bullets 5 & 6 (And all the stars)
Page ElevenFAQ’s When do I submit my application; remove “two weeks”
Page ElevenLast bullet remove “brushes” from the No list
8.0Artist Residency Program
After much discussion the committee recommended to schedule a conference call before July 01st 2015, with the goal of creating a basic proposal outline (Straw dog) of what the committee envisions the Artist in Residency Program on Haida Gwaii could be.
9.0Public Art, Island Events
June 20th 2015 has been slated for Hospital Days in Queen Charlotte the Committee approved the idea of manning a booth (next to the face painting) with committee members reaching out to funded artists to host the booth. The committee agreed to participate at three events this year:
Hospital Days
Fall Fair
Music Fest
The Committee tasked staff (Debbie Crosby) with organizing the three events.The Committee also wanted to investigate the costs of “Art Aprons” Sheila to source a supplier.
10.0Youth Member
The committee tasked the staff with bringing forward nominations from the high schools and or the Gwaii Trust Youth Board for potential youth arts committee members by the next committee meeting. A youth was defined as an individual between 13-19.
The committee also requested staff contact Kathy James for her list of artists.
11.0Late Applications or Incomplete Applications:
Staff were requested not to forward any applications that were received late or were incomplete, and advised that staff should inform the applicant that their application will only be put forward for decisonning after all supporting information has been received.
12.0Teleconference
If possible the Committee would like to set all future teleconferences on either Tuesday evening or Thursday at noon.
Committee members preferred to have at least one week’s notice prior to any meeting commitment.
The Committee tasked the staff with providing the last three teleconferences minutes prior to the next committee meeting. (April 02nd/April 14th /April 29th) The committee also requested that every meeting, including a teleconference have staff available to take minutes.
13.0Facilitated Workshop Fees
The committee recommended that the maximum amount that facilitators should be paid be $300.00 per day. A day is defined as 6 hours, a half a day is 4 hours
14.0Recommendations Update
There were no recommendation updates to report.
15.0Committee Roundtable
Vince:
Happy with the prospect of an artist in residency program, excited by the kind of impact it could have on the islands, appreciated everyone’s efforts.
Barb:
Also excited about the possibility of an artist in residency program, sees it as good for the whole island and helping with the economy. Thanks to Sandra for all her work on the policy piece, looking forward to signing up for all three of the island’s events.
Jack:
Still trying to learn about all the work the committee does, glad to see that it is not simply an allocation board, but works on policy and making things more clear. Likes the idea of the Artist in Residency program but wants to see it expand and become more concrete.
Sandra:
Wanted to caution the group not to put things off until the next meeting as it is tough to recall what decisions have been made and who said what, would like to lobby for a two day meeting somewhere away from things, such as Hiellen, and believes there is great value in the side conversations that happen at these longer meetings.
Sheila;
Every meeting is an opportunity for learning something new, differing points of view are important, and passion is a sign of caring. Wanted to thank everyone for all their efforts.
Cynthia:
It was good to host some of this meeting outside, part of the arts committee’s charm is that the meetings are a little less formal, but always run smoothly. Is looking forward to the continuing evolution of the committee. Cynthia sees lots of potential connections that can be made with the artist in residency program. Wanted to thank everyone for their contributions.
16.0Next Meeting Date
Teleconference sometime before the end of June; an away meeting was recommended for early Sept.
17.0Adjournment
The meeting adjourned at 3:00 PM
Signatures
Chair (Chairperson):______Date: ______
Cynthia Samuels
Executive Director: ______Date: ______
Errol Winter
Action Items:
- Debbie to organize the three events as discussed above
- Follow up on the bowie Seamount Project for a list of potential artists
- Create a recommendation record for the GTS Board regarding the two approved projects.
- Debbie to contact Kathy James for her list of artists
- Debbie to contact the schools and GTS Youth Group for potential youth arts committee members
- Debbie to circulate the last three teleconference meeting minutes to committee members.
- Work with the Arts Committee to create 3-4 parameters around Organizational funding guidelines, prior to the next meeting.
- Debbie to amend program and application material as outlined above.
- Debbie to work with Spark Design to ease application process – IE saving applications part way through process.
- Debbie to liaise with Sheila to collect pictures of those members missing from the website.
- Schedule a conference call prior to July 01st
- Schedule an away meeting in Sept.
1– Arts Meeting May 23rd 2015 - Allocation