BOARD OF DIRECTORS MYRNA LOY CENTER FOR THE PERFORMING AND MEDIA ARTS AUGUST 14, 2000 MINUTES The board of directors of the Myrna Loy Center met Monday, August 14th in the Myrna Loy Center at 7 PM. Present were President Bob Anderson, Leigh Bohn, Ellen Alborn, Toni Broadbent, Bev Gibson, Michelle Allen, Peter Bovingdon, Allen Lefohn, Ali Sheppard, Martin Holt, Alan Nicholson, and Hattie Jo Lehman. Not present were Board members Tim Speyer and Chip Clawson. Non-Board members present were Ed Noonan and Mike Schechtman. A motion to approve the minutes of the July 17th meeting was made by Bev Gibson and seconded by Ellen Alborn. The motion carried. Bob Anderson presented the President's report. Bob described his meeting with Arni Fishbaugh, Executive Director of the Montana Arts Council. Topics of the meeting included the ArtsPlus Program, inappropriate messages sent from the Arts Council, and the status of the two Cultural Trust Grants. The Montana Arts Council has taken action to eliminate any further interference with Myrna Loy Center business by any employee of the Council. The Montana Arts Council committee will make its decision very soon on the two $16,000 Cultural Trust Grants for which the Myrna Loy Center had submitted applications. Ed Noonan, Administrator, discussed the status of the ArtsPlus Program and said that he would be meeting soon with Donna Erwin, Helena School District, to define in more exact terms the dynamic relationship of the ArtsPlus Program. Ed Noonan presented the Administrator's report. Ed presented his job description. After a short discussion, there was a motion by Leigh Bohn to accept the job description with the title changed to Administrator instead of Interim Administrator. Peter Bovingdon seconded the motion. The motion passed. Ed described the outreach activities. He spoke to the Rotary club and will soon talk with the Kiwanis Club. He will be meeting with the Civic Center staff in a week. A meeting with Grandstreet Theatre staff will take place on August 23. Ed presented the Film Programmer's job description. After a short discussion, Martin Holt made a motion to accept the job description with the addition of a grant-writing clause and the deletion of salary specifications. Hattie Jo Lehman seconded the motion. The motion carried. There was a discussion on the Director of Development position. It was suggested that the person filling the job have computer skills, experience in grant writing, familiarity with the Helena community, experience with endowment procedures, and fundraising. It was agreed by the Board that the current job description needed to be revised. Ed mentioned that the MLC is thinking of submitting a grant request to TRW Corporation for a new sound system. The Helena TV Coalition received its grant and additional information will be forthcoming concerning the Myrna Loy Center's participation with the TV Coalition. The Grand Reopening will be September 1 from 6:30 to 9:30 PM. Food, spotlight, and limo will be provided. A red carpet and pictures will be part of the evening event. Chicken Run and Croupier are the two movies that will be featured that evening. Laura and Jenny, the two summer interns, will be leaving on Wednesday, August 23. It is anticipated that Jenny will work for the MLC a small number of hours each week. A new schedule for the Myrna Loy Center will be implemented starting September 1. The Myrna Loy Center will be open at 9 AM until 10 PM on Monday through Thursday, 9 AM to 11:30 PM on Friday, 3 PM to 11:30 PM on Saturday, and 1 PM to 9:30 PM on Sunday. Bob Anderson presented the revised Bylaws and Articles of Incorporation. After a lengthy discussion, Alan Nicholson moved that the Bylaws and the Articles of Incorporation as revised during the discussion be accepted. Beverly Gibson seconded the motion. Following a discussion, the motion carried. There were no Executive Committee announcements. Leigh Bohn presented the Finance Committee report. The details of the budget were presented and discussed. After a lengthy discussion, Leigh Bohn moved that the budget be adopted and Peter Bovingdon seconded the motion. The motion carried. Leigh Bohn will prepare a revised budget summary that reflects the changes made during the meeting and the budget will be attached to the minutes of this meeting. Michelle Allen presented the Fundraising Committee report. Michelle reported that the fundraising total was approximately $220,000. She reported that the committee recommends that it is time to change the public fundraising message. She presented the draft Fundraising Committee job description and the fundraising plan for fiscal year 2001. Michelle suggested that the next meeting of the Board be devoted to a working session on the FY2001 Fundraising Plan. No formal action was taken. The Business Sponsors Plan was discussed and the Board agreed to the plan. The Board approved a plan to approach TRW for a funding request. Michelle discussed the Major Donor Outreach game plan and the prioritization of the names on the Major Donor list. The Board then discussed the proposed Scope of Work for a contract with Mike Schechtman to assist the Myrna Loy Center for the period August 1 - October 31, 2000. A motion was made by Toni Broadbent to hire Mike Schechtman as a consultant to spend an average of 10 hours per week but not more than 40 hours per month to assist with the duties as outlined in the "Work with Board of Trustees and its Committees" section of the Scope of Work. In addition, Mike is to work an average of 5 hours per week but no more than 20 hours per month in preparing funding requests to private and corporate foundations as outlined in the "Grant Seeking" section of the Scope of Work. The maximum amount spent under the contract would be $3,000 per month. The motion was seconded by Martin Holt. The motion carried. The participation by the Myrna Loy Center in the Montana Shares program was discussed. At the current time, the Myrna Loy Center is an Associate member of the Montana Shares program. Following a discussion concerning whether the Center should continue to participate in the Montana Shares program, Ellen Alborn made a motion to withdraw from the program. Peter Bovingdon seconded the motion. The motion carried. A short discussion was held concerning clarifying the status of Phyllis Lefohn as a Board member. Ellen Alborn made a motion that Phyllis Lefohn be made a full Board member. Beverly Gibson seconded the motion. The motion carried. Allen Lefohn presented the status of the web site and the ProTix computer situation. He recommended that the ProTix computer contract not be renewed following its expiration at the end of September. Ali Shepherd made a motion to not renew the ProTix computer service contract. Leigh Bohn seconded the motion. The motion carried. The next meeting will occur at the Myrna Loy Center on September 11 at 7 PM. Ali Shepherd made the motion to authorize the Executive Committee to act on the Board's behalf to take action that must be taken before the next meeting. The motion was seconded by Michelle Allen. The motion carried. The meeting was adjourned at 10:46 PM. Approved (date): ____________________________________