Minutes of NWSSA BOD Meeting 8-16-2019

oard meeting minutes: Fri Aug 16 2019 at Camp Suttle Lake

Minutes submitted by acting secretary Kirsten Rayhawk

Attending: Ken Barnes (Pres), Kirsten Rayhawk (Treas), Ben Mefford, Rick Johnson, Julieanne Kohn, Steve Sandry; arriving late: Doug Wiltshire (12:42)

Guests: Aaron Sylvester, Pat Barton, Carl Nelson

MEETING CONVENES 12:39pm

Secretary for meeting (Ellie not in attendance) 

• Kirsten volunteers

Pilgrim Firs update: 

• BenM: $15K-$17K in the black; still clarifying; missing one report

Treasurer transition update:

• Kirsten a signer at US Bank as of this morning
• BenM will transfer remaining material to Kirsten before end of camp Sunday

Portland sculpture show in October/ISC convention in Portland: Proposals for spending (details in recent emails):

• MOTION: $200 ad buy: postcard for NWSSA in swag bag?
  • YES (unanimous)
• MOTION: $100 ad buy: split costs with Pacfic NW Sculptors to put a show postcard in the swag bag?
  • YES (unanimous)
• MOTION: Rick moves, Kirsten seconds: Additional “usual and customary costs” (expected to be design and printing)?
  • YES (unanimous)

Proposed donation of work trailer by Al Mangold:

• Options:
  • 1: keep at Pilgrim Firs (PF) full-time, no road license, PF staff can use (need permission from Wade to store it)
  • 2: road license + insurance, store at PF (need permission from Wade), use for various hauling to events, PF staff can use
• Need to check permission from Wade (Pat Barton to follow up), then if OK, transfer title, and Pat will take it over from Al’s house
• Pat: trailer is in good shape, wheels are in good shape, we used it this year for cleanup at the end of PF
• MOTION: Rick moves, Doug seconds: option 1 (noting we can always shift to option 2 from 1)
  • YES (unanimous)

Report: Suttle Lake director next year?

• Doug wants to stay on another year
• Doug looking for a director trainee: Kentaro Kojima has expressed interest and will help run stuff during the course of camp next year
• NO ACTION NEEDED by the board at this time

Suttle Lake new Editors’ scholarship fund report from Doug:

• Raised first money at auction this week
• Must involve the editor(s) of Sculpture NorthWest in funding decisions, per intention of Lane and Penelope as outgoing editors
• Proposal (Doug): Workstudies each year submit written feedback, publishing-worthy (might or might not get published), and hopefully some photos; if/when they do, they are awarded a $100 credit toward the next year’s attendance
• NO ACTION NEEDED by the board at this time

Request for spending: new laptop and iPad for Renee? (Doug)

• The last grant (Ben Mefford) was spent buying the desktop computer and the needed scanner/printer.  Can we get another of these technology grants?  Ben suspects not, because the grant was for arts organizations to use tech in King County (Washington) and most of our event-time is outside King County, AND it has to be stored at a non-residence address, but he will look into it.
• Current equipment state: iPad OS is no longer supported, so apps will stop working sometime soon; laptop is Office XP and is also no longer supported, although so far trucking along alright
• Current equipment use: iPad is used for money transactions at all events, but especially at the smaller (non-symposium) events.  Most other/bigger work, Renee uses the desktop.
• Potential cost?  People familiar with the market suggest $400-800 for an iPad and $500-800 for a non-Apple PC.  Carl has connections at Apple and at Tech Soup that might be able to get us a discount
• Kirsten suggests we table this until the holiday/spring meeting, when we have the clean summer 2019 numbers and understand better whether the previous two years’ losses are a trend, and so what this investment would mean in the bigger picture.  Various people respond that passing this now doesn’t mean NWSSA will spend the money now.
• MOTION: Rick moves, Julianne seconds: up to $2000 spent on the new tech Renee needs
  • YESES: all except one 
  • NAYS: Kirsten
  • MOTION PASSES
• TO DOs: Ben to look into grant; Carl to keep this potential purchase in mind; before money is spent Renee will be looped in to clarify her real needs; board expects to discuss this again at holiday/spring meeting

ADJOURNED 1:04pm

Aftertalk (not official business) included an update by BenM re: the Marymoor sculpture park process:

• HAVE SIGNED CONTRACT!
• meeting next week with park folks
• we will pay for plinths (cement + steel) and the parks department will reimburse us