Minutes of the Board Meeting December 2007

Minutes of the Board Meeting December 2007

I. On line meeting December 12th thru 16th, 2007: the meeting was called to order and agenda was posted by President Jackie Penner on November 12th, 2007.

II. Present was Jackie Penner, Gwen Pentecost , Kendra Page, Margo Petterson , Helen Howerton, Janice Muir, Elin Pendleton, Kathy Cooper, Mary Ann Cherry, Pat Schermerhorn., Linda Walker and Joan Wright.

III Treasures report

Treasures report -- Kendra Page

As of today, 12/15/07, our total bank balance is $8,712.79.

I have paid all the bills I know about for 2007, and I believe all reimbursements have been made for the Hilligoss show. Our only recurring bills is bookkeeping @ $300/month, which won't be paid again till after January 1st.

We have accounts receivable of $560 from Hilligoss Galleries for their purchase of banquet tickets and catalogs, not yet received.

I will issue invoices for dues shortly. I can send them out U.S. mail or just send an Email to waowinc telling them the dues amounts. However, I don't know who is NOT on Email. Also, I am going to guess that some members don't know if they are Associate or Signature. I could paste into the text of the emailmy basic listing of members by last name with A, S or E next to it designating membership level, then note at the top of the list the dues for each: $70 for Associate, $80 for Signature, no dues for Emeritus. This reminds me that we also plan NOT to invoice certain board members for dues as spelled out in the revised bylaws.I assume this holds for 2008 dues whether or not we pass the bylaws before the end of the year (probably not, I know).Thinking about it now, perhaps that particular item should be in Standing Rules instead and just a general mention in bylaws as to "certain officers and board members may not pay dues as spelled out in the Standing Rules." What do you think?

** I have decided to mail hardcopy dues invoices as I have to enter them all into QuickBooks anyway in order to track who has paid.Those will go out between now and year-end,dated January 1st, due January 31st and delinquent February 29th (leap year, they get an extra day). I won't bill the officers and other board members that we've decided are exempt from dues.

I will not deposit any 2008 dues payments until after January 1 so that income falls in the proper year since we report on the cash basis (i.e., we declare income when we get the money, NOT when we bill it out). Projected dues receipts for 2008, assuming the best-case scenario,are as follows. We have 107 existing associate members and 18 newly approved associate members. 125 x $70 = $8,750. We have 64 Signature members @ $80 = $5,120. Emeritus do not pay dues. That totals $13,870. Excluding officers and selected board members not paying dues, we can expect approximately $13,000 of dues revenue in the first quarter, minus any attrition, of course.

So, by March1, 2008if all pay on time, ideally we will have approximately $20,000 in the bank again. We will have bills for insurance, etc., in the first quarter, so that $20K might be a bit high. I may be forgetting some other expenses.

Kendra Page, Bookkeeper

NAF / Hilligoss / Mountain
Chicago / Chicago / Holiday / Total
General / Show / Show / Show / Shows / TOTAL
Ordinary Income/Expense
Income
Banquet Ticket Sales / 0.00 / 0.00 / 5,640.00 / 0.00 / 5,640.00 / 5,640.00
Book & Catalog Sales-Gross / 0.00 / 0.00 / 3,691.89 / 0.00 / 3,691.89 / 3,691.89
Grant Income / 0.00 / 0.00 / 150.00 / 0.00 / 150.00 / 150.00
Membership Application Fee / 1,400.00 / 0.00 / 0.00 / 0.00 / 0.00 / 1,400.00
Membership Dues
Signature Dues / 3,360.00 / 0.00 / 0.00 / 0.00 / 0.00 / 3,360.00
Associate Dues / 5,530.00 / 0.00 / 0.00 / 0.00 / 0.00 / 5,530.00
Total Membership Dues / 8,890.00 / 0.00 / 0.00 / 0.00 / 0.00 / 8,890.00
Show Income
Show Jury and Entry Fee / 0.00 / 40.00 / 3,429.00 / 1,321.56 / 4,790.56 / 4,790.56
Total Show Income / 0.00 / 40.00 / 3,429.00 / 1,321.56 / 4,790.56 / 4,790.56
Miscellaneous Income / 0.00 / 172.56 / 0.00 / 0.00 / 172.56 / 172.56
Total Income / 10,290.00 / 212.56 / 12,910.89 / 1,321.56 / 14,445.01 / 24,735.01
Expense
Commissions Paid - Other / 0.00 / 0.00 / 1,858.22 / 0.00 / 1,858.22 / 1,858.22
Banquet Expense / 0.00 / 0.00 / 5,271.60 / 0.00 / 5,271.60 / 5,271.60
Graphic Design Work / 0.00 / 0.00 / 3,000.00 / 0.00 / 3,000.00 / 3,000.00
PayPal fees / 45.33 / 0.00 / 0.00 / 0.00 / 0.00 / 45.33
Awards / Prizes / 0.00 / 0.00 / 3,471.08 / 0.00 / 3,471.08 / 3,471.08
Merchant account expense / 286.46 / 0.00 / 0.00 / 0.00 / 0.00 / 286.46
Bookkeeping / 3,600.00 / 0.00 / 0.00 / 0.00 / 0.00 / 3,600.00
Computer Processing Expense / 0.00 / 0.00 / 482.62 / 469.32 / 951.94 / 951.94
Advertising Expense / 540.00 / 0.00 / 141.50 / 877.50 / 1,019.00 / 1,559.00
Bank Service Charges / 97.85 / 0.00 / 0.00 / 0.00 / 0.00 / 97.85
Board Meeting Expense / 0.00 / 0.00 / 121.26 / 0.00 / 121.26 / 121.26
Contributions / 500.00 / 0.00 / 0.00 / 0.00 / 0.00 / 500.00
Insurance / 1,360.00 / 0.00 / 0.00 / 0.00 / 0.00 / 1,360.00
Internet Charges/Web Fee / 107.40 / 0.00 / 0.00 / 0.00 / 0.00 / 107.40
Miscellaneous / 196.11 / 0.00 / 198.00 / 0.00 / 198.00 / 394.11
Newsletter Expenses / 908.61 / 0.00 / 0.00 / 0.00 / 0.00 / 908.61
NSF Charges / 5.00 / 0.00 / 0.00 / 0.00 / 0.00 / 5.00
Office Supplies / 327.63 / 0.00 / 102.90 / 0.00 / 102.90 / 430.53
Postage and Delivery / 183.74 / 0.00 / 1,802.68 / 61.33 / 1,864.01 / 2,047.75
Printing and Reproduction / 746.40 / 0.00 / 4,225.83 / 237.84 / 4,463.67 / 5,210.07
Supplies / 24.36 / 0.00 / 20.31 / 0.00 / 20.31 / 44.67
Travel & Ent
Travel / 0.00 / 0.00 / 3,522.48 / 0.00 / 3,522.48 / 3,522.48
Total Travel & Ent / 0.00 / 0.00 / 3,522.48 / 0.00 / 3,522.48 / 3,522.48
Total Expense / 8,928.89 / 0.00 / 24,218.48 / 1,645.99 / 25,864.47 / 34,793.36
Net Ordinary Income / 1,361.11 / 212.56 / -11,307.59 / -324.43 / -11,419.46 / -10,058.35
Other Income/Expense
Other Income
Other Income / 0.04 / 0.00 / 0.00 / 0.00 / 0.00 / 0.04
Total Other Income / 0.04 / 0.00 / 0.00 / 0.00 / 0.00 / 0.04
Other Expense
Other Expenses / 170.85 / 185.66 / 219.37 / 0.00 / 405.03 / 575.88
Total Other Expense / 170.85 / 185.66 / 219.37 / 0.00 / 405.03 / 575.88
Net Other Income / -170.81 / -185.66 / -219.37 / 0.00 / -405.03 / -575.84
Net Income / 1,190.30 / 26.90 / -11,526.96 / -324.43 / -11,824.49 / -10,634.19

WAOW Profit & Loss Statement – Fiscal Year 2007

January 1 – December 21, 2007

NOTES to Financial Statement (P&L)

Income

Because WAOW reports on a Cash basis, Income is declared when payments are received, and Expense is declared when checks are written. Thus Membership Dues reflect 2007 dues collected in 2007; however, many members paid 2007 dues in 2006, which were reflected in that period’s P&L statement.

2008 dues will be billed toward the end of 2007 to avoid recording early payment in 2007. Any early payments will be held for deposit until 2008.

Likewise, transactions under the 2006 Chicago NAF show were just residual items remaining to be finalized in 2007.

Expense

Commissions Paid – Other: These are the amounts paid to Guzik and Thies representing 60% and 85%, respectively, of their books at the Hilligoss show for which were responsible (sales plus any lost items).

Banquet Expense: Amount paid to caterer.

Graphic Design Work: For show catalog design and layout.

Awards / Prizes: Includes cash awards and cost of physical awards.

Computer Processing Expense: Amounts paid to WESTAF for the CaFE processing

Advertising: For Hilligoss, cost of PR packets. For Mountain Holiday, ad in AOTW.

Contributions: Donation of $500 to Museum for Women in the Arts.

Postage and Delivery: Includes $1,200+FedEx charges for shipping postcards, catalogs and awards to and/or from the show and for return of unsold books to Thies/Guzik.

Printing and Reproduction: Postcards and catalog printing costs

Travel: Airfare and hotel for Kristen Thies, Nancy Guzik, Kathy Cooper, Helen Howerton, $500 toward Debbie Hughbanks’ travel expenses.

IV.  Approval of the minutes of the last meeting was moved by Pat Schermerhorn and was seconded by Linda Walker. Passed

1. OLD BUSINESS:

A. It was passed that WAOW would donate $500.00 to the Women in Arts organization in Washington, D.C.

VI. NEW BUSINESS:

A. The following were brought forward, discussed and voted upon:

1 Should Signature members have to participate in the running of the

WAOW group Passed

2 If so should the member be responsible for keeping track of what she does? Passed

3. Should we ask for three volunteers from each side of the WAOW name change discussion to meet and bring back name change ideas to the board? Failed

4. Should we upgrade our OurArt site at the cost of $80.00 per year? Passed

5.  Should we consider hiring a Web Mistress? Passed

6.  Should we send out voting ballots without a President to vote on? Failed

7. Should we consider hiring an Executive Administrator since we have no President at this point?Failed

8. The Board approved Amy Evans 2008 Colorado show proposal.

VII REPORTS

A. Shows:
Kathy Cooper

Show Chairman

A Report from the Show Chairman:
Due to the Holidays the final show report for the Hilligoss show will be out after the first of the year.
Show Chairman 2008

Show Chairman Report from Amy Evans

2008 Women Artists of the West Colorado Show Proposal

Goal: Sales and high profile promotion of Women Artists of the West as a highly talented, marketable, and professional juried women’s art organization

Venue: Nationally known gallery with a reputation for quality artwork and a good collector base with a location in Colorado that can accommodate a minimum of 50 2-D pieces and 8 3-D works. Proffered amount: 150-200 2-D pieces and 12-15 sculptures. Gallery price points to fit with the range of WAOW members' prices.

Time Frame: Fall 2008, preferably November for a duration of 3-4 weeks.

Type of show: Juried sales show of WAOW members work through current on-line juried system plus 5 -6 invited women non-members to include 2 award judges; one for paintings and one for sculpture.

- Number of invited artists work dependent on amount of member work to be displayed. Suggested 2 pieces per invited artist.

- Invited artists selected according to 2007 criteria as well as from Southwest region.

Awards: One of the invited artists will be selected for the 2008 WAOW Award of Excellence.

- Magazine Awards

- Sponsor Awards

- Women Artists of the West Awards

Reception: Light refreshments at the discretion of the gallery. Introduction of Jurors, awards ceremony.

Demonstrations: To be determined by gallery.

Catalog: Offered as sales and proceeds to benefit WAOW.

Commission: A percentage of the sales commission to go to WAOW.

Budget: Minimum of $3600 for costs and $3000 for WAOW Awards.

SAks Gallery, Denver, Colorado is our first choice for this show and we would like to begin the contract process as soon as possible if this proposal is acceptable to the WAOW Board of Directors.

I and the 2008 Denver Committee look forward to working with you all on this show. If you have any questions, etc., please e-mail me asap.

Amy Evans

www.amyevansart.com

Nominating Committee Report Kathryn McMahon

Gwen Pentecost and Elin Pendleton will share the Presidency as Co-President for 2008.

Advertising:

Sandy Wisecup

I don't correspond with the board as often as many other members, but I assure you that quietly behind the scenes, the wheels are always grinding away in the ad department.
I am fully aware of the need to expand the magazine base for WAOW in 2008 and beyond.
The continual battle to fill the AOW contract in 2007(all to no avail) kept me overwhelmed throughout the past year and prevented me from giving expansion the necessary time and attention it requires. I didn't accomplish all I wanted to in 2007 for WAOW. Hopefully 2008 will go more smoothly and more time and energy can be put toward branching out.
I still haven't received a 2008 revised contract proposal from Allen Duerr at AOW ( it's been in his hands for about 45 days). WAOW will not have a presence in the Jan/Feb 2008 issue. The unmet commitments are a definite problem for the groups standings with AOW and we are trying to figure out something that works for both WAOW and AOW. Our relationship with AOW is valuable to our group but since it isn't working the way it use to, changes are necessary. I will update once things are worked out.
The Chicago show issue in AOW had a good response.
Ads in Horses in Art, Southwest Art, Wildlife Art and Maverick Magazine were well supported. I want to thank Pat for all her help. It has made a big difference.
Current ideas, research, planning, communications etc etc will hopefully result in benefits toward WAOW's 2008 and beyond advertising campaign.

Adjournment of the meeting with the final tally of the votes.

Respectfully submitted by Margo Petterson 12/22/07