VARLEY-McKAY

ART FOUNDATION OF MARKHAM

 

TOWN OF MARKHAM

The Art Gallery

MONDAY, SEPTEMBER 26, 2005 - 4:00 P.M.

 

MINUTES

 

Attendance:

 

Members

Staff

Howard Back, Vice Chair

John Ryerson, Director

Karen Chadwick

Judi Kosch, Committee Secretary

Lana Champion

Barb Roth, Director

Nancy Coxford

Regrets

Anna Gauci

Brian Roman

Don Hindson

Heather Sifton

Patty Loveland

Regional Councillor Jim Jones

Robert McCulloch

Michael Rothe

Stan Neal

 

Bill Pickering, Chair

 

Beverly Schaeffer

 

Councillor Erin Shapero

 

 

The sixth meeting of the Varley-McKay Art Foundation of Markham convened at the hour of

4:15 p.m. with Bill Pickering presiding as Chair. 

 

1.   ADOPTION OF THE MINUTES OF THE

      VARLEY MCKAY ART FOUNDATION OF MARKHAM

      MEETING HELD ON JUNE 27, 2005

 

Moved by Don Hindson

Seconded by Nancy Coxford

 

THAT THE MINUTES OF THE VARLEY MCKAY ART FOUNDATION OF MARKHAM MEETING HELD ON JUNE 27, 2005, BE ADOPTED.

CARRIED

 

2.   CHAIRMAN’S OPENING REMARKS – The Chair introduced Kathleen Chiu who will be filling in for Doriana Cabeceiras, Assistant to John Ryerson who will be going on maternity leave and went on to advise of a small reception for Doriana to be held at the Gallery on September 29th between 2 and 3:00 p.m.

 

3.   NEW BUSINESS

 

a)      Appointment of Volunteer Chair – On a motion by Robert McCulloch, seconded by Patty Loveland, and unanimously carried, Lana Champion agreed to be the new Chair of the Volunteer Committee.

 

b)      Director’s report - John Ryerson advised that the Unionville Gala has been postponed until the spring and that a small wine and cheese reception will be held on October 14th for all those who have already purchased tickets and/or are sponsors. John Ryerson acknowledged the efforts of Beverly Schaeffer in being able to borrow an L. Harris painting of Thornhill; he spoke of the Humber intern who has signed on for 10 weeks to assist with program planning over the next twelve months; and of the recent Open House for Teachers and the work in re-packaging the education marketing strategy of the Gallery for the education sector.

 

c)      Book Publications – John Ryerson provided an overview of 3 proposed publications for 2006 and requested the Foundation’s approval for funds for two of the books, from the education and endowment fund, not to exceed $7500.00 to assist in the research and writing for publications on the Thornhill and Casson shows scheduled for 2006.

 

On a motion by Nancy Coxford, seconded by Robert McCulloch, and unanimously carried, it was agreed to provide an amount not to exceed $7500.00 from the education and endowment fund, to support the research for 2 publications on Thornhill and Casson.

 

John Ryerson went on to outline the work being done by Carolyn Gossage who is preparing a publication for the Three Graces show slated to open January 22, 2006 and asked for Foundation approval to be co-publishers of the publication at no cost to the Foundation. Donations are being received to support the cost of the publication and the Foundation will be identified as co-publisher.

 

On a motion by Robert McCulloch, seconded by Councillor Erin Shapero and unanimously carried, it was agreed that the Art Gallery would assist Carolyn Gossage in the production and co-publishing of a publication for the upcoming Three Graces show scheduled for January 22, 2006, at no cost to the Foundation.

 

e)      Eco Art Project Update – Anna Gauci gave a brief overview on the success of the recent Eco Art Project, which was held in conjunction with the Communities in Bloom initiative and also commended Catherine Harrison for her efforts in publishing the pamphlet prepared for this event.  The four sites had great attendance and there was a good deal of positive press coverage. There was support for continuing these efforts in the future.

 

f)        Approval of Membership for the Foundation – The Chair spoke of the need for the ratification of the Memorandum of Understanding to assist in the clarification of the status of the members and is necessary before proceeding; he went on to explain that Members (Council) must appoint a Board of Directors.  After considerable discussion, the Foundation unanimously agreed on the following resolution:

 

Whereas Town Staff appointed by Council (the “Members” of the Varley-McKay Art Foundation of Markham)  (the “Foundation”) and a Committee of the Board of Directors of the Foundation are presently engaged in governance issues regarding the relationship between the Members of the Foundation and its Board of Directors;

 

            And Whereas it is in the best interests of the Foundation to clarify the issue of Membership and properly articulate same;

 

BE IT RESOLVED that the Committee appointed by this Board to deal with governance issues brings to the attention of the Members this discrepancy and develop a protocol with Staff, appointed by the Members, to resolve same.

 

g)      AGM Agenda, Board Appointments Schedule and Approval of Financial Statements –

The Vice Chair advised that there have been no signed audited financial statements for the Art Gallery for the years 2003 and 2004 due to outstanding pledges from the 1997 capital campaign.  There was considerable discussion on this issue and the Foundation unanimously agreed to the following resolution:

 

            Whereas the Council of the Town of Markham presently comprise the only Members of the Varley-McKay Art Foundation of Markham (the “Foundation”);

 

            And Whereas Annual Meetings of the Members of the Foundation are required by Statute to be held annually;

 

            And Whereas at such Annual Meetings Audited Financial Statements confirming the Foundation’s financial activities of the preceding year are required to be approved by the Members;

 

            And Whereas there has not been an Annual Meeting of Members for the years ending 2003 and 2004;

 

            And Whereas the Board of Directors of the Foundation find it essential to have such Audited Financial Statements to effectively undertake fundraising projects, which said projects, are essential to maintain viable economic operations of the Foundation;

 

            And Whereas outstanding pledges to the Building Fund prevented the Auditors of the Foundation from providing such Audited Financial Statements; 

 

NOW THEREFORE  this Foundation Board respectfully requests that:

 

1)      The Members of the Foundation resolve the issue of outstanding pledges to the Building Fund so that Audited Financial Statements for the years ending 2003 and 2004 may be approved by the Members at an Annual Meeting.

 

2)   That Annual Meetings for the years ending 2003 and 2004 be held as soon as possible, but in any event not later than the end of 2005 calendar year.

 

h)   Foundation Financial Report – Howard Back provided a brief report on the Art Gallery’s operating budget to the end of August – revenues are up due in large part to the success of the summer programs – substantially ahead of budget.  He went on to explain that the Foundation’s financial report is not yet available and will report back at the next meeting.  Howard Back stressed the need for serious fund raising as the General Fund has only enough funds to cover expenses to year-end.  There was discussion on the need for a Director of the Foundation to have signing authority in conjunction with Andy Taylor, Commissioner, and Barb Roth, Director to avoid a recurrence of this past summer’s problems in getting cheques signed due to absences; it was agreed that there should be additional signing officers for banking purposes.

 

On a motion by Councillor Shapero, seconded by Nancy Coxford and unanimously carried, it was agreed that the Chair, Bill Pickering, and the Treasurer, Howard Back, should be signing officers in conjunction with Andy Taylor, Commissioner, and Barb Roth, Director.

 

i)        Approval of Membership for the Foundation – The Chair called on each Member to provide him with a list of what qualities they are looking for when selecting new members to give to him by the end of the meeting.  Several names were put forward for consideration as new members and thought is also to be given to recognize the growing cultural diversity of the Town when submitting names.

 

j)        Development Committee – Karen Chadwick gave a brief update on the upcoming Homes for the Holidays event, which promises to be an even bigger success than in previous years.  There was discussion on different ways of fundraising; suggestions included: tapping in to ‘family foundations’; upscale cookies which will have an outline of the McKay House – plans are already in place to market them, for a $5.00 donation, at three upcoming events at the Markham Theatre – November 25, 26 and December 10; there must be a better policy in place to enable the Foundation to provide tax receipts for donations; keep funding designation simple. The Development Committee is addressing these issues.

 

k)      Art Auction – There was general discussion around the next auction; leaning toward holding it at the Art Gallery.  Robert McCulloch stated they are looking at a number of different options and will keep the Foundation informed as details unfold.

 

l)        Mayor’s Dinner for the Arts – Patty Loveland advised that the event, entitled “Pursuing Dreams”, is slated for March 30, 2006 at the Hilton Hotel with a dance entertainment type theme; she will provide further updates as they become available.

 

m)    Board Orientation Package – The Chair advised that Stewart Coxford is preparing an orientation package which would be provided to new members; he also mentioned the Gallery now has a web site under the Town’s site and the need to have more material inputted.  He will meet with Councillor Shapero to pursue some design options.  John Ryerson will get business cards prepared for Foundation members.

 

n)      2006 Foundation Budget – There is nothing to report on at this time but it was agreed that John Ryerson, Bill Pickering and Howard Back would meet to discuss.

 

4.   COMMITTEE REPORTS – No reports

 

Howard Back, on behalf of the Foundation, commended the excellent work being done by Karen Chadwick and the Committee in organizing the various events; he also recognized John Ryerson’s efforts to try and salvage something from the postponed Gala by holding a reception on October 14 for all those that have donated to date.

 

5.   OTHER BUSINESS

 

            a)         Key Dates

September. 29 - Opening of OSA Portrait Show, Hart House Show, and Varley in Unionville Show – 7:00 p.m.

Oct .2 - Michael Lai art donation reception - 7:00 p.m.

Oct. 3 - Volunteer Reception & Sponsor Recognition for Homes for the Holidays - 7:00 p.m.

Oct. 14 – Reception with respect to Unionville Gala - 6:30 pm

Nov. 9 – Director’s Circle reception

Nov. 19 - Homes for the Holidays - all day

Dec. 1 – Opening of York Juried Show

Jan. 8 – Opening of African Tribute Show

Jan. 22 – Opening of ‘Three Graces’ Show

 

The Chair proposed the following dates (all Mondays) for the Varley-McKay Art Foundation meetings in 2006:  January 23, February 20, April 24, May 29, June 26, September 25, October 30 and November 27.  These meetings will start at 4:00 p.m. and be held at the Art Gallery, unless otherwise noted.  There would be no meetings in March, July, August or December. 

           

b)      2007 Anniversary Celebration – The Chair spoke to the importance of this event and the key Varley show slated to tour across Canada commencing May 27th; he went on to call for the set up of a new Committee to spearhead preparations.  Nancy Coxford volunteered to Chair this new Committee with Lana Champion and Anna Gauci assisting.  John Ryerson will meet with the Development Committee to canvass for ideas to mark this Anniversary celebration event.  The Chair called on all members for ideas:  ticketed event – large tent; entrance fee; black tie; luncheon; put on a play; include past donors – minimum $500.00 donation; invite art community in Toronto, include University Gallery, Hart House, major collectors, etc.; involve the schools – competition for best poster celebrating the event; approach other venues, i.e. hospitals, for ideas; were just some of the suggestions made.

 

6.   DATE OF NEXT MEETING

 

The next regular meeting of the Varley-McKay Art Foundation of Markham is scheduled for:

 

MONDAY, OCTOBER 24, 2005, AT 4:00 p.m. IN THE GALLERIES AT THE VARLEY ART GALLERY.

 

7.   ADJOURNMENT

     

      There being no further business, it was agreed to adjourn.

 

On a motion by Bob McCulloch and seconded by Nancy Coxford, the meeting adjourned at

7:30 p.m.

 

CARRIED

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