BOARD OF DIRECTORS MYRNA LOY CENTER FOR THE PERFORMING AND MEDIA ARTS SEPTEMBER 11, 2000 MINUTES The board of directors of the Myrna Loy Center met Monday, September 11th in the Myrna Loy Center at 7 PM. Present were President Bob Anderson, Leigh Bohn, Ellen Alborn, Chip Clawson, Bev Gibson, Phyllis Lefohn, Allen Lefohn, Ali Sheppard, Martin Holt, Alan Nicholson, and Hattie Jo Lehman. Not present were Board members Michelle Allen and Peter Bovingdon. Non-Board members present were Ed Noonan and Mike Schechtman. A motion to approve the minutes of the August 14th meeting was made by Chip Clawson and seconded by Leigh Bohn. The motion carried. The operation budget as amended at the August 14th meeting was attached to the minutes. Ed Noonan presented the Administrator's report. The first two weeks since the Grand Reopening has produced over $6,000 in film revenue and $1,300 in concession revenue. The biggest issue that has arisen centers on how to keep two films running, while also keeping the Center open for evening rentals. Because this fall we will see limited rentals, we can develop a sense of the financial impact on rental income as a result of two films running. The Western Arts Alliance trip was successful. Ed networked with many people, who were excited to hear that the Myrna Loy Center was alive and well. Many good program options came out of the event. Ed will be recommending and discussing possibilities with the Program Committee on September 18. One of the Western Arts Alliance workshops he attended, offered by the NEA, was on current grants and trends. Ed reported that a good staff working relationship is developing among Les, Krys, Teri and himself. He believes that by the end of September smooth operating procedure will be established. The meeting with Grandstreet went well. Leigh and Ed talked with Tom Cordingly and with two of their Board members. He has talked with Marianne Adams about possible residency support with our Spring shows. This coming week, Ed is meeting with Joy Novotna of "Live at the Civic." On Tuesday, September 12, Ed plans to submit the final report to the Montana Arts Council. In addition, Ed has been working on a draft of the "Short-Term Plan" that will be discussed later in this meeting. Ellen Alborn presented to the Board of Directors the resolution for establishing a Finance Committee. Ellen moved that the Board of Directors of the Myrna Loy Center establish a Finance Committee to oversee the financial operations of the Myrna Loy Center. This committee shall, with the assistance of the Administrator and Comptroller, work to ensure that the Myrna Loy Center remains a fiscally sound organization. Some of the strategies that will be employed are ? Creating an annual budget; ? Monthly monitoring of expenses – comparison with annual budget; ? Monitoring and advising of significant expenditures that affect the welfare of the MLC; and ? Coordinating the annual financial audit. Allen Lefohn seconded the motion. The motion carried. Ellen presented to the Board the Balance Sheet as of September 11, 2000. Total income from July 1 through September 11, 2000 was $219,199.50. The total expenses to date were $59,662.57. The Net Income was $159,536.93. Alan Nicholson suggested that the Balance Sheet reflect the expenditures that were associated with specific grants so that funds spent for specific purposes were accurately linked with specific grants. Ed Noonan and Mike Schechtman discussed the Critical Analysis and Strategic Plan. Ed noted that he was completing the Short-term write-up. He noted that up to $15,000 from the Kelley Foundation was available for the Critical Analysis Study. An extensive discussion took place concerning the Critical Analysis Study. It was the consensus of the Board that a Request for Qualifications (RFQ) be drafted by the Executive Committee and then circulated to the Board. Upon review by the Board, the RFQ would be announced on the web page and publicized through normal methods. Mike Schechtman summarized the events that took place at the recent Fundraising Committee meeting. A sample of the Monthly Revenue Report was distributed and discussed. The Board agreed that the revenue categories shown in the report were appropriate. In addition, Mike indicated that any donated amount greater than or equal to $250 would be placed into the Major Donor category, while any amount donated less than $250 would be placed into the Individual Donors category. Alan Nicholson made a motion that the Fundraising Committee be created with a formal statement of the committee to follow. The motion was seconded by Chip Clawson. The motion carried. Mike Schechtman distributed the Fundraising Plan for fiscal year 2001. Mike suggested that the Board review the Plan and then make a decision on whether to adopt it in the near future. A discussion followed concerning whether a benefit event should cover all costs so that appropriate net income is identified. It was suggested that the exposure of the organization should be limited when initiating a benefit event. Mike indicated that a major effort will be made in the fall concerning business sponsors. A summer live performance series might be an opportunity for fundraising. It was agreed that the On Broadway fundraising event would be tentatively scheduled for November 13th. A discussion followed concerning possible spring fundraising events. It was suggested that a Mardi Gras or wine tasting event might be possible. In addition a year-end appeal would be made. In addition it was suggested that the Board also focus on endowments. It was noted that contributions to Montana Shares will add to the revenue of this year's fiscal budget. Bob Anderson suggested that the earned income should be eliminated from the fundraising plan because it is not a part of the fundraising activity. Chip Clawson made a motion to support the work of the Fundraising Committee as reflected in the report. Martin Holt seconded the motion. The motion carried. Bev Gibson presented the Board Development Committee report. She distributed a draft of the Board Matrix of Talents that listed the categories of background experiences that might be appropriate for identifying key candidates for Board membership. It was suggested that the Board review the list and send further additions or deletions to her. Ed Noonan mentioned that Mark Kelley, Bev Gibson, Hattie Jo Lehman, and Phyllis Lefohn will meet soon to discuss the production of a Board Orientation Information packet. Chip Clawson summarized the Program Committee activities. He mentioned that a Mission Statement would be presented to the Committee on September 18. Chip made a motion to establish a Program Committee and provide a Mission Statement soon to the Board. Bev Gibson seconded the motion. The motion was discussed and carried. Martin Holt presented a motion to establish a Building Committee with a Mission Statement to be submitted to the Board soon. Leigh Bohn seconded the motion. The motion carried. Bev Gibson discussed the creation of a Marketing Committee. She noted that the ArtsMarket, Inc. Report prepared for the Board in October 1999 recommended a Marketing Committee. Following the ArtsMarket, Inc. recommendation, the Board then created a Marketing Committee, which functioned until February 2000. After a short discussion, Chip Clawson made a motion that a Marketing Committee be established. Phyllis Lefohn seconded the motion. The motion carried. Phyllis Lefohn agreed to serve as chairperson and Peter Bovingdon will also serve on the committee. Allen Lefohn presented the status of the web site and databases. The number of visits to the web site in August was over 500. Allen then discussed the need for creating a reporting procedure so that the Center's databases remain current. Phyllis Lefohn made a motion that the next meeting be held at the Myrna Loy Center on October 16 at 7 PM. Chip Clawson seconded the motion. The motion carried. Martin Holt 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. Ali Sheppard seconded the motion. The motion carried. It was suggested that a party be held for all board members (past and present) on September 29. The Executive Committee will take responsibility for planning the party. Ali Sheppard moved that the meeting be adjourned. Martin Holt seconded the motion. The motion carried. The meeting was adjourned at 9:29 PM. Approved (date): ____________________________________ 1