MINUTES TOM THOMSON ART GALLERY BOARD OF MANAGEMENT Tuesday August 14, 2012 6:00 P.M. MEETING CALLED TO ORDER MEMBERS PRESENT: Sue Cole Jean Francis Petal Furness Linda Myles-Gallinger Ted Renner Paul Weitendorf REGRETS: Ian Boddy Jenifer Burbidge STAFF PRESENT: Virginia Eichhorn, Director + Curator Christy Telford, Recorder 1) CALL TO ORDER: Meeting called to order at 6:00 p.m. by Chair Ted Renner. 2) DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: None
-2-3) APPROVAL OF BOARD MINUTES FOR MEETING OF May 15, 2011: THAT the minutes of the May 15, 2012 meeting are accepted with the change of December to April being made. 4) INTRODUCTION OF NEW STAFF: Virginia introduced the three new staff members who have joined the team: Suzanne Watson, Volunteer Manager, had worked at the Carnegie Museum of Pittsburgh. Suzanne was involved with fundraising for programs involving children in rural areas. She will be looking across the spectrum to have a wide base of Volunteers to help at the TOM. Suzanne, Virginia and Leanne are working on a re-structure of the Patron and Membership Levels. Another area of development will be an accredited Intern Program with Georgian College. Heather Hughes, Gallery Shop Manager, was an Intern in the Collections management area two years ago, working with the retired Collections Manager Rachel Monckton. The position entailed photographing the collection. As the current Gallery Shop Manager Heather will be showcasing local artists, while increasing sales in the shop having the Artists sell on consignment. Her goal is to market the shop to the public. Heather is a recent grad of the University of Waterloo in Fine Arts and Business, as well as being a painter. Matt Standen has joined the Gallery as the Co-coordinator of the Canadian Spirit Festival. Matt had spent two years as chair of the Wiarton Willie Festival and is also a graduate of the University of Waterloo. He has developed a sponsorship program geared to Canadian Spirit that can and will be adapted to other upcoming Projects. The first Canadian Spirit Festival is September 2012 and Matt is busy lining up the Vendors, Artists, sponsors and advertisers. 5) BUSINESS ARISING FROM THE JUNE MINUTES: None
-3-6)DIRECTOR/CURATOR & STAFF REPORTS: Sent electronically Sue Cole asked about the expansion of the Tom Thomson Art Gallery. The Tom Thomson Art Foundation has chosen the same architects as were used by the Art Gallery of Sudbury. The role of the Tom Thomson Art Gallery Board will be to participate in the needs analysis. The Tom Thomson Art Foundation Board will raise the funds. Move by Linda Myles Gallinger: That the Board of Management of the Tom Thomson Art Gallery accept the Director/Curator and Staff Reports as submitted. 7)COMMITTEE REPORTS: a) RESOURCE COMMITTEE The committee had looked at the Budget vs Actual as of June 30, 2012. When projected to year-end there currently appears to be an $18,000. Deficit. This is not serious as this figure does not take into consideration the Fall Fundraising Events. The Resource Committee as gone over and has received the by-laws of the Tom Thomson Art Foundation. These by-laws have been taken from the model prepared by the McMichael Canadian Collection and modified to suit. The first AGM of the Tom Thomson Art Foundation will be in May 2013. The Board Membership should then be up to 10 and there will be staggered Board terms. There is a provision in place for external auditors. The board members will be known as Trustees there will be 1, 2 and 3 year terms of office. The CEO of Foundation is and will continue to be the Director/Curator of the TTAG Gallery Members will be Members of the Foundation. Currently the Foundation is in the process of applying for Charitable Status so that they may issue their own Charitable Tax Receipts for donations received. The Resource Committee made a motion that the Board approve the purchase of Boy with Parka.
-4- That the Board of Management of the Tom Thomson Art Gallery receives the by-laws of the Tom Thomson Art Foundation. Paul Weitendorf has announced his resignation. Linda Myles-Gallinger will replace him as Chair of the Committee. b) ARTISTIC ADVISORY COMMITTEE The Committee met and discussed and agreed in principle to purchase : Matt Donovan & Hallie Siegel Boy with parka, 2010/11 Mixed media: maple, walnut, brass & metal Fittings, glass, fabric, fur, toy showshoes, custom plinth 26.5 x 10 x 16 boy 36 x 16 x 16 plinth The total cost is $9,966.60. Virginia has applied for and the Gallery has received funding from Canada Council for the Arts Acquisition Assistance Program and a donation from the Winberg Foundation. That the Board of Management of the Tom Thomson Art Gallery approves the purchase of the Artistic Advisory Committee. c) NOMINATING Ted gave the verbal report. The Committee is recommending Jeff Sziklai to replace Paul Weitendorf on the Board of Management. Moved by Linday Myles-Gallinger: That the Tom Thomson Art Gallery accept Jeff Sziklai as the newest Tom Thomson Board Member.
-5- d) MEMBERSHIP Report given by Virginia Virginia updated the Board on the continued work of herself, Suzanne Watson and Leanne Wright to re-vamp the membership package and appeal to new and lapsed members. One of the new benefits will be private Members-only events. The Gallery currently has 506 paid memberships. 8)NEW BUSINESS a) Foundation Update Ted Renner i) Proposed Directors Resolution Authorizing Transfer of Endowment Moved by Jean Francis: That the Board of Management of the Tom Thomson Art Gallery authorizes the transfer of the endowment fund being held at BMO Nesbit Burns Inc. to the TTAF. b) Architects Proposal Initial proposal has been received. There are several hard copies. ` Please see Virginia. 9)CORRESPONDANCE Letter of thanks from St Mary s Highschool for the Tom Thomson Scholarship. Letter from one of the scholarship recipients expressing appreciation for the scholarship. 10)OTHER BUSINESS That the Board of Management move In Camera to discuss matters referencing an identifiable person. The time is 7:00 p.m.
-6- Ted Renner suggested that Virginia discuss at each Board meeting what is coming up at the Gallery and where the Board Members can be of help. Virginia asked that all Board Members go to the Not for Profict Coporations Act and review what will be needed to transition to the CNCA by October 17, 2014. Discussion will be held at a future Board Meeting. Ted Renner, on behalf of the Board of Management, thanked Paul Weitendorf for his years of service in his many different capacities at the Gallery. His contriubtions are greatly appreciated. Ted then presented Paul with a small gift in appreciaton. 11)ADJOURNMENT CONFIRMATION OF NEXT MEETING That the meeting of the Board of Management be adjourned. The time is 7:23 p.m. The next meeting of the Board is September 18,2012. Please RSVP to Christy Telford. Note: Ted Renner will be away Linda Myles-Gallinger will chair the meeting.