119 Gallery Board Meeting

March 2, 2008

Attending

Members: Steve Albert, Kitty Chick (secretary), John Craig Freeman, Lisa Garbutt, Setheyny Pen, Felicia Sullivan (chairperson), Jason Woodward (treasurer)

Staff: Walter Wright (executive director)

Guests: Andrew Duncan, Alex Smith

Absent  

Dan Adam, Mary Ann Kearns (curator), Sam Smiley

The meeting began at 4:15 p.m.

The following documents were distributed: Director’s Report, final version of the 2008 Budget

1.   Members and guests introduced themselves.

2.   Last meeting's minutes were reviewed and amended as follows:

a.    In addition to election as a new Board member, Kitty was elected secretary

b.    Lisa Garbutt and Y Woodward were invited to join the Board (note that Lisa has since accepted; Y is currently not able to accept, but wants to serve as a volunteer on specific occasions)

Action items carried forward:  

•    Kitty will add a copy of e-mail discussion about concerns over neighborhood gang activity to last month’s minutes

•    For our May 4 Board meeting, Walter will prepare and present written material to be given to 119 Gallery space users: a policy statement, a general liability form, and a packet of information such as safety guidelines, contact numbers, general and emergency procedures, etc.

•    Setheyny will follow up with UTEC to explore a proposal to invite teen artists to paint the Gallery exterior.

New action item:  Kitty is to send e-mail notifications to Board members whenever she posts new minutes to the wiki.

2.    Election of new member - Lisa Garbutt’s Board membership was moved, seconded, and unanimously confirmed.

3.    Walter presented the Director’s Report (to be posted to wiki), which included a schedule of January and February bookings, an update on the Gallery’s developing education program, and thoughts about board development, based on Walter’s participation in the ONE Lowell board’s recent meeting with Jericho Road Foundation.  Regarding board development, we briefly reviewed Walter’s list of questions and observations and concluded that we would address some of these during our March retreat.  Discussion following the Director’s Report included the following:

•    Concerns about occupancy limitations – it was noted that no limit is specified on the Gallery’s permit.  Fifty persons has been the rule of thumb.  An overcrowded event on February 29 has made it clear that we must include space limitations in our policy statement and put mechanisms in place for assuring adherence to stated limits, as well as other requirements (e.g., invitation only, clean-up responsibilities, specified ending time, sidewalk restrictions, etc.)

•     A damage deposit requirement was considered.  No decision was reached.

•    Walter reported that he spoke with Gregg Croteau of UTEC (rather than Juan Carlos, as specified in last month’s minutes) about teen gang concerns.  They concluded that the issue might have been blown out of proportion.  No problems have arisen in the last month.

4.    Jason presented the final draft of the 2008 Budget that was approved February 3.  This draft will be posted on the wiki.  Jason also noted that he is in the process of transferring the Gallery’s books from Quicken to Quick Books, an application that will better serve our needs.  Discussion following Jason’s presentation included the following:

•    Lisa suggested that it would be helpful to have a brochure clarifying the Gallery’s fees/fee structure for various types of events, programs, workshops, etc.

•    Concern was expressed that we are not charging enough for use of the space.

•    Walter suggested that teen use of the space has given us a link to the neighborhood and the Cambodian community.  Now the challenge is to find ways of cultivating that connection in ways that are consistent with the Gallery’s stated mission.

•    Lisa suggested that more user-friendly, eye-catching layouts, consistent branding, and perhaps an HTML piece in our communications ( e.g., in e-mail announcements of events) might give us a boost.  In response, Felicia reminded us that in the next few months we may have the services of an AmeriCorps volunteer to help us look at strategic communication from various perspectives, including marketing.

•    Lisa volunteered to involve herself in the branding component of our written communications.

•    Andrew Duncan also expressed an interest in participating in this aspect of the Board’s work.

[Note that Lisa needed to excuse herself from the meeting at this point.]

5.    Felicia led a discussion of the March 30 retreat agenda.  This agenda is posted on the wiki.  Craig observed that the retreat’s “big picture” is a strategic plan for 119 Gallery.  Much of the discussion was about finding the most effective focal point around which to view this picture.  Suggestions included the budget – i.e., to achieve a goal implicit in an income line item, determine what tasks, timetable, persons, etc., are required.  Programming is another possible focal point, or we could take a 3-E approach (Exhibition, Education, Events).  Above all, we must keep in mind that the goal is to implement the Gallery’s mission.

The following persons have been or will be invited to the retreat:  Andrew Duncan, Alex Smith, Monica Veth, and Y Woodward.

Action item: It was decided that this discussion should continue via the wiki so that we can cover some preliminary ground before the retreat begins.   Discussion should encompass what we want to do over the next year, making the Gallery sustainable, organizational development/infrastructure, and issues related to programming.

6.    It was noted that we should soon begin planning the Gallery’s next fundraiser.

7.    Our next regular Board meeting will be held at 4:00 p.m., Sunday, May 4, 2008.

The meeting was adjourned at 6:00 p.m.