BOARD OF DIRECTORS MYRNA LOY CENTER FOR THE PERFORMING AND MEDIA ARTS March 19, 2001 MINUTES The Board of Directors of the Myrna Loy Center met March 19 in the Myrna Loy Center at 7:05 PM. Bob Anderson convened and chaired the meeting. Present were Bob Anderson, Leigh Bohn, Chip Clawson, Jim Nys, Ellen Alborn, Ali Sheppard, Allen Lefohn, Melinda White, Martin Holt, Phyllis Lefohn, and Hattie Jo Lehman. Not present were Board members M.J. Williams, Peter Bovingdon, and Pat Clinton. Non-Board members present were MLC Executive Director Ed Noonan, Linda Carlson, and Mike Schechtman. A motion to approve the minutes of the February 19 meeting was made by Allen Lefohn and seconded by Chip Clawson. The motion carried. Ed Noonan presented the Executive Director's report. Future live performance issues are going to be dealt with soon. The issues are Monday's at the Myrna summer series; next year's season and budget; ways to subsidize performances; a plan for the season ticket; and establishing how many two-film weeks we will have for next year. The potential of earned income from rentals is becoming clearer as we gain more experience. Christy is doing an excellent job. At the next Program Committee Meeting, the rental schedule will be discussed. The rental agreement with the Helena Symphony is coming up for discussion and renewal. Grant writing seems to be falling into a pattern. We have two major initiatives that we are following: 1) the video editing suites and related projects; and 2) the "Echoes of Discovery" projects related to celebrate the post-modern Montana voice in the anniversary years of Lewis and Clark. Ed has written grants for "The Arts in America," for the NPN Community Grant program, and for the Metcalf. Grants for WESTAF funding and for the Rockefeller Foundation are almost completed. There will be a request for a 5th year of Lila Wallace Funds that will be submitted soon. Nicholas Vrooman, Rick Newby and Ed are beginning work on the two major grants for "Echoes", one for the NEA that could be a springboard into a series of NEA grants, and one for the APAN that would be a planning grant into a major grant. Les Benedict wrote a NAMAC grant to investigate earned income sources for other art film houses. A three-year major grant from ATR is another project on the list. Linda is contacting other foundations to talk to them about programs. We have a plan for the Fine Arts Trust statue donation that could be part of the Grants-to-Artists Fundraising. A list of possible other grants that might be submitted are: Louis B. Mayer, Dennis and Phyllis Washington, Hearst Foundation, and American Express. A cultural tourism coalition between the Archie Bray, the Holter, Grandstreet, the Artist's Group, and the Symphony is being discussed and probably set in motion with a grant application for cultural tourism from the NEA. This coalition will be support for the "Echoes" projects, as well as for audience development in the summer. Stronger summer programming is another area that offers new potential for earned income. Krys checked with the Historical Society about their taking over the preservation of Myrna's clothing. The clothing is in danger of being destroyed or ruined because it is not being properly cared for or stored. Once we give it to them, we can always have access to the pieces. Ed recommended that the Board take some time to discuss and develop parameters about Board roles and responsibilities. A good discussion should help the Board make the transition to a comfortable ground. The city personnel were very positive about the parking plan and the city is very optimistic about the plan being implemented. At this time, the Fire Marshall had not returned Ed's telephone calls regarding what types of restrictions might exist regarding the sale of alcohol in the Myrna Loy Center. The Board requested that Ed come back to the Board or the Executive Committee for a decision on the Live Performances issues he described in his report. Leigh Bohn presented the Strategic Planning Committee report. The activity is projected to focus on the next 3-year period. The role of the Board concerning governance and vision are the immediate focus. Each committee should meet and have goals and objectives by May 1. The mission and vision need to be defined. The mission and vision could be combined with the last 5- year plan, as well as other reports that have been written for the MLC. A weekend retreat is desired. Both the Board and staff would be present at the retreat. Each Board member gave Leigh Bohn a list of dates that he or she would be available to participate in such a retreat. The budget for the next fiscal year will reflect what the Board adopts as the MLC's mission, vision, goals, and objectives. A short discussion concerning possible facilitators was held and it was agreed that the Arts Council would be contacted for recommendations for candidates. Allen Lefohn presented the Infrastructure Committee report. Allen and Ed had prepared a summary of Morrie Warshawski's report. After a discussion, Chip Clawson moved that the summary be accepted with the exception of 3 bullets that were discussed. These 3 bullets should be removed. Leigh Bohn seconded the motion. The motion carried with one dissention. Phyllis Lefohn made a motion that Ed and Allen prepare a 1-page summary of the report for a press release. Chip Clawson seconded the motion. The motion carried. Ellen Alborn presented the Finance Committee report. The net income for the period through February 2001 was $7,252.48. However, some expenses for the films have been delayed because payment is due after the films have completed their showing. Payment of approximately $6,000 for Crouching Tiger, Hidden Dragon will be made in April. Ed Noonan discussed the status of the Profit and Loss for the films program. The film program is sustaining itself. The Net Income for the year to date is $23,612.23. The Live Performance Profit and Loss Statement showed the following Net Income for the year to date: $-4,325.79 (Ying Quartet), $1,157.31 (Altan), and $-3,123.06 (Obo Addy). The contributions from the business sponsors are not included in the Profit and Loss Statement. The ticket sales income was lower than anticipated for the Ying Quartet and Obo Addy. Mike Schechtman presented the Fundraising Committee Report. Mike reviewed the fundraising income to date. Target had provided $1,000 to the MLC and had indicated that it would also contribute $3,000 during this fiscal year. Due to changes in Target's policies, the funds are not available. However, Mike is working with Target management to provide for additional contributions in the future. The Lee Foundation provided $5,000 to the MLC. The Kelley Foundation provided $35,000 to the MLC. Steve and Judy Browning provided $23,000 to the MLC. Ron and Connie Bergum provided $10,000 to the MLC Endowment. Mike then discussed the concept of a Business Sponsors Advisory Council. There would be four proposed areas of responsibilities for the Council: annual fundraising plan development, identification of new potential sponsors, assistance with introductions to potential new sponsors, and serving as ambassadors at the annual business sponsors reception. Following a short discussion, Ali Sheppard moved that the Business Sponsors Advisory Council proposal be accepted and that the Council be formed. Phyllis Lefohn seconded the motion. The motion carried. Mike Schechtman presented the concept of a Myrna Loy Membership Program. The program would be launched during the second half of May. During the discussion Mike pointed out that the MLC was not giving away too much and that the program made good sense. After a short discussion, the Board gave an enthusiastic support to the Fundraising Committee to proceed to develop the membership program and return to the Board in April with a proposed final program. Allen Lefohn presented the Board Recruitment Committee report. Michelle Allen has resigned for personal reasons. Ali Sheppard recommended that an effort be made to find a new board member who has grants development and/or fundraising talents. Ali Sheppard asked for a show of hands of which Board members were going off the Board in the near future. Ellen Alborn, Leigh Bohn, and Chip Clawson responded in the affirmative. Allen indicated that Melinda White, Ali Sheppard, and Martin Holt had agreed to serve on the Board Nominations subcommittee with him. The task of this subcommittee is to develop a slate of officers that will be presented prior to the annual election of officers. Martin Holt presented the Building Committee job description. Martin moved to accept the job description. Chip Clawson seconded the motion. The motion carried. There is a leaky pipe in the basement that will be fixed soon. Jim Nys agreed to serve on the Board Recruitment Committee as the Human Resources expert. Jim will work on preparing the paperwork that finalizes the relationship between the MLC and the Executive Director. It was agreed that the next meeting of the MLC Board would be held at the Myrna Loy Center on April 16th at 7 PM. Martin Hold made a motion to adjourn the meeting. Chip Clawson Clinton seconded the motion. The motion carried. The meeting was adjourned at 9:25 PM. Approved Date 1