Steering Committee Meeting 08.08.2019 – North County Arts Network

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NCAN Steering Committee Minutes
Dove Library
1775 Dove Lane, Carlsbad, CA 92011

Thursday, August 8th, 2019
3pm – 5pm

Attending:
Amanda Ecoff, John Campbell, Patricia Frischer, Richard Schultz, Naomi Nussbaum, Brigid Parsons, Alex Goodman, Kristi Stone, Carolyn Grant

Regrets:
Jim Gilliam, Sterling Anno, Michael Rennie, Maria Mingalone, Maggie Chiaro, Kayla Moshki, Dana Smith, C.J. Dimento, Drew Cady, Ernesto Gonzalez, Beth Marino, Mikee Ferran

Action Item Summary

Steering Committee Members

(#3) Donate silent auction item with a target value of $500 – due Fri 9/6 At Dove Library in Carlsbad/See Sandra @ Admin Suite of the Cultural Arts Office (2nd Floor) or mail (see below)
(#4) Suggestions/resources for in-booth activity for Artwalk-Carlsbad 9/21-9/22 – due Fri 8/23
(#5) Make sure all October events and activities are posted in calendar – no later than Sept 1st for inclusion in the brochure, but keep listing online!!
(#9) Forward sample membership agreements – due 10/1
(#11) Propose “Piggy Back Mixer” dates – due 10/1 (for events through June 2020)
(#15) Nominate/volunteer for positions on the Executive Committee – due 10/1

Connecting Committee

(#8) Create draft of Membership Agreement to clarify benefits – due to the 501(c)3 committee for further review 10/1
(#10) Quantify value of sponsorship – due 9/1

501c3 Committee

(#12) Finalize bylaws, etc and distribute to Steering Committee – TBD
(#13) Propose name for non profit – TBD
(#14) Spell out NCAN’s history, current state+work, vision, etc – TBD

Amanda and Unassigned

(#1) Send link/code for Carlsbad ArtWalk tickets benefitting NCAN – due ASAP upon receipt from ArtWalk
(#2) Craft Carlsbad ArtWalk message to distribute via all channels – due 9/6
(#6) Clearly define things to track to show progress and impact of grants – due 10/1
(#7) Identify calendar of grants to pursue – due 10/1
(#16) Set Steering Committee at a consistent day/time every other month – due 10/1

Welcome and Introductions (Amanda)
1. Minutes from previous meeting approved
Recap of meeting with City of San Diego Commission for Arts and Culture (Brigid)
1. Reviewed notes of meeting
2. Attended by representatives of cities all over San Diego County plus a few larger institutions
3. Summary: Discussed current priorities of the San Diego Commission for Arts and Culture, as well as the lack of a countywide arts organization with ideas, barriers and efforts to move towards establishing one. End result of meeting was agreement that there should be a visioning session to establish the level of need, form and function of a countywide arts organization.
Carlsbad ArtWalk (Amanda)
1. Ticket sales to benefit NCAN
  1. ArtWalk will provide a link and code, and if used, NCAN will get $2 from each ticket purchased under that link/code
  2. ACTION ITEM 1: send link/code for Carlsbad ArtWalk tickets benefitting NCAN (Amanda) – due ASAP upon receipt from ArtWalk
  3. ACTION ITEM 2: Craft Carlsbad ArtWalk message to distribute via all channels: email, social media, Smorgborg, etc – due 9/6
2. Silent auction items
  1. New this year, NCAN will be able to do a silent auction in the booth
  2. ACTION ITEM 3: Donate silent auction item with a target value of $500 (Steering Committee) – due Fri 9/6
    1. at Dove Library in Carlsbad/See Sandra @ Admin Suite of the Cultural Arts Office (2nd Floor)
    2. Or Mail to:
      Carlsbad Cultural Arts Office
      Attn: Sandra / North County Arts Network
      1775 Dove Lane
      Carlsbad CA 92011
3. Volunteers, manning the booth
  1. The booth will be twice the size of last year’s
  2. Sign up sheet passed around
4. Suggestions for activity in booth
  1. Visual art activity
  2. Face painting
  3. ACTION ITEM 4: Suggestions/resources for in-booth activity for Artwalk-Carlsbad 9/21-9/22 (Steering Committee) – due Fri 8/23
Open Your Hearts
1. Getting additional organizations to add logos as supporting organizations
  1. NCEDC will help with promotion (John)
  2. KPBS relationship moving forward (Michael)
  3. SDRACC wants more info before agreeing to add logo to NCAN’s materials, but is happy to push out messages on our behalf (Alex)
  4. Still waiting on Museum Council and MiraCosta
2. ACTION ITEM 5: Make sure all October events and activities are posted in the calendar (Steering Committee) – no later than Sept 1st for inclusion in the brochure, but keep listing online!!
Grants Update (Amanda)
1. NRP – funds expected within 2-4 weeks
2. Carlsbad – moving forward as expected
3. Other
  1. ACTION ITEM 6: Clearly define things to track to show progress and impact of grants e.g. website hits, e-news engagement, social media stats – due 10/1
  2. ACTION ITEM 7: Identify calendar of grants to pursue e.g. County Community Enhancement Grant (January 2020), City of Encinitas (March 2020), City of Carlsbad (Sept 2019, April 2020) – due 10/1
Admin Update
1. Budget recap
  1. Reviewed updated budget, agreed that it satisfied the request from last meeting that it be more specific
2. Steering Committee input
  1. Proposal that each Steering Committee member contribute $100 to NCAN
    1. voted, approved
  2. Discussed characterization of “membership” versus “donation”
  3. ACTION ITEM 8: Create draft of Membership Agreement to clarify benefits (Connecting Committee should submit this to the 501(c)3 committee for further review) – due 10/1
    1. ACTION ITEM 9: Forward sample membership agreements to Amanda (Steering Committee) – due 10/1
Committee Progress Reports
1. Connecting Committee (aka internal) – serving the needs of our members
  John, Alex, Michael, Kristi, Sterling
  1. Focus on building relationships
  2. ACTION ITEM 10: Quantify value of sponsorship – adding an organization’s logo to NCAN materials, defined Community Partnerships, build on draft distributed by Naomi (Connecting Committee) – due 9/1
  3. Use Open Your Hearts to start initial conversation with potential partners
  4. Open networking meetings/ Piggy Back Mixer: add NCAN invitation/networking to an existing event for an NCAN member
    1. Initial event will be Aug 22 @ NVA
    2. City of Carlsbad and MoMM volunteered to host additional events within the next few months
    3. Goal is to have low-effort monthly networking opportunities for NCAN as one benefit of membership/participation
    4. ACTION ITEM 11: Propose “Piggy Back Mixer” dates for activities and events their organization is doing, that they are willing to add an NCAN networking aspect (Steering Committee) – due 10/1 (for events through June 2020)
2. 501c3 Committee – 501(c)(3) formation, finding funding resources
  Brigid, Richard, Jim, Carolyn
  1. Bylaws are pretty much complete, but will be reviewed again
    1. ACTION ITEM 12: Finalize bylaws, etc and distribute to Steering Committee (501c3 Committee)
    2. Discussion about naming of non profit
      1. NCAN
        + this is what the current members signed up for
        + focus remains on North County
      2. San Diego County Arts Council (or similar), then dba NCAN
        + ultimate goal for origin of NCAN is to push for county wide arts council
        + focus on end game of putting folks in the position to be the membership of the county wide arts council when it is officially recognized by the County Supervisors
        – too wide, might be viewed as presumptuous which could inspire pushback
        – confusing for current membership
        – not guaranteed that this organization would be the one officially recognized as the county wide carts council
      3. Considerations relating to willingness for the new SDCAC leadership to encourage a county wide entity
      4. Can be fiscal sponsor for SECAN (South East County Arts Network)
      5. ACTION ITEM 13: Propose name for non profit (501c3 Committee)
  2. ACTION ITEM 14: Spell out NCAN’s history, current state+work, vision, etc (501c3 Committee)
  3. ACTION ITEM 15: Nominate/volunteer for positions on the Executive Committee (President, Secretary, Treasurer) (Steering Committee) – due 10/1
3. Promotion Committee (aka external) – broadly promoting the region’s cultural arts
  Noami, Kristi, Maria
  1. Webhooks (Patricia) will proceed, starting with OMA, after funds from NRP grant are received
    1. Targeted organizations: OMA, NVA, MoMM, Poway, Escondido, Lux, Fallbrook, North Coast Rep, Studio ACE
New Business
Calendar Review + Set Next Meeting
1. ACTION ITEM 16: Set Steering Committee at a consistent day/time every other month – due 10/1
Other
1. Raise for Admin (Amanda), previously approved pending open items, was discussed and approved
2. Need more regular communication to membership, suggested minimum once per month
Adjourned at 5:10pm
After-Meeting Updates
1. Mandala/Mosaic Project for the Artwalk booth – please donate markers for the project!
2. Received the $10,000 NRP check at Studio Ace 8/22.
3. Our first piggyback event at the Foundry at New Village Arts on 8/22 was a great start!