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Kaete, asks if she needs to do this for Salty Paws Festival and will call Jeannie for direction. Kaete suggest that not only committee members have and wear badges at events but also the artist. Kaete has plastic, pin back, badge holders and will bring to the next meeting. Lynne made badges to insert and handed them out. Kaete states that it was in the 11 the hour , with the last show that she was in Tim s office with the banner and all the hospitality stuff and she wants better organization in the future. It is suggested by Elaine that Kaete call Tim on Monday, the week of the event and establish that power is on around the lake, trash bags for doggie waste are stocked in the containers and the trash cans have bags. She will calling Tim to also ask if the town will provide the bags or if due to the event being private, they will need to furnish their own doggie waste trash bags. Elaine has a meeting immediately following the A&A and will tell Tim to expect Kaete s call to him. Elaine expressed her desire for a strong artist presence at the Salty Paw s event. The fee is $25.00 Lynne says we need to have a master list of artist and vendors that we can correspond with at any given time about coming events through e-mail Chris agrees to make sure that the information gets out with e-mail. Elaine will give her list of approximately 40 artist to Chris to create a master list to be used for the Salty Paw s and again for Christmas by the Sea, and any other future events. Lynne will create a dummy artist application for Christmas By The Sea Artist events on Nov.28, Dec. 5th and 19th with a set up time for 4 - 5 pm. For the show and sale beginning at 5pm and lasting until 8 pm. Page 2 9/24/09 Minutes Elaine needs more inforCHNKWKS bјџџџџTEXTTEXTJLFDPPFDPPPFDPPFDPPRFDPCFDPCTSTSHSTSHVSTSHSTSHV2SYIDSYIDPVSGP SGP dVINK INK hVBTEPPLC lV BTECPLC ŒVFONTFONTЄV<STRSPLC рV:PRNTWNPRW0 FRAMFRAMJ`‚TITLTITLЬ`(DOP DOP є`( also the artist. Kaete has plastic,Arts and Activities Committee Meeting Sept. 23, 2009 In Attendance: Elaine Stewart, Lynne Denne , Chris Higgins, Janet Knott, Nell Honeycutt, and Kaete Held Meeting called to order after a delay due to lack of a quorum, at 11:15 Elaine asked that everyone read the minutes from the Aug. meeting . Chris made the motion to adopt the minutes, Lynne second. Elaine reported that the funds from the various art shows throughout the summer are still in her possession and that they total with checks and cash the amount of $270.00. Elaine also plans to call the artist that paid by check if those checks can still be deposited without a problem, She hopes to have closure from the artist by the Oct. meeting so that she can turn these funds over to Tim Owens to establish a budget for the A& A. committee Elaine brings about discussion concerning the Aug. 16th show in which the artist were not charged the agreed upon $15.00 fee. Chris states that she does not think we can go back and charge the fee. Kaete states that the show was attended by the artist ( some were involved in the July towing incident) that it might have been a courtesy show as a result. Lynne makes the motion that we deem the Aug. 16 show a courtesy and to keep the July fees from the artist and not refund any of those fees from that ill fated night as originally planned. Janet seconds Lynne wants it noted however, that the McDonald s were the only Artist at the Aug. show that were involved in the towing incident and that Lisa Jones, the other artist affected, did not attend the Aug. show. Kaete, wants it noted that Ken volunteered her to do hospitality, that she will however be glad to accept the responsibilities such as communication with the town/Tim Owen to insure that events have ice, trash cans and mation before anything can be sent out. Committee Guidelines Janet has been working hard to put together this document . She feels that the Mission Statement is fine as discussed and asked for direction on the hand book with information on the history of the committee and, why it was set up and the need etc. Elaine and lynne will work on this and get back to Janet. Elaine explained how the minutes are given to the Town Clerk Lynne Prusa and also Sarah Hartman as a word document. Janet questioned the wording about 3 missed meetings by a committee member could forfeit their position for cause. Elaine asked that unexcused absence be added Chris suggested that it state without prior notification and all agreed Janet stated that Budgeting and Funding has been left alone due to uncertainty as to what to include. Chris agrees to work on that and draft a document. She suggested that we keep up with dates of budgeting approvals from the town , for our records and that they are most often recorded on the bottom of the page with date and time. Roles and Responsibilities It is established that Elaine remains as Committee Chair The secretary should be the co chair and that is Dee. Other duties include, Historian Kaete and Lynne, Public Relations- Roxanne, call to artist/hospitality - Kaete, Budget and funding - Chris Kaete suggest adding something in the guideline about code of conduct. Under Code meetings are open to the public and are open for public comment. Lynne suggest we place email can not be used to conduct business. It is suggested that this should be placed under Rules for Voting along with the addition that ideas may be exchanged in this manner. Lynne suggest that the wording in regard to the Code of Conduct be A professional code of conduct and ethics will be maintained by committee members at all times as representatives of the Town Of Carolina Beach. Elaine plans to attend the Town Council Meeting for Oct. to ask if we are a standing or ad hoc committee, to ask about a budget and if ad hoc, at what point should we disband. All agree that this is a good idea. Elaine will also share the guidelines that have been worked on to the council at this time. Elaine said she keeps a folder of resignations from the committee and presents these to the town. Lynne suggest that we add to our guidelines that all resignations must be tendered in writing. All agree Chris asked if we have terms for positions or for being on the committee Lynne said we need to ask that question of the town. Chris asked if there is a term for the two key positions of committee chair and co chair Lynne added that this was a problem in the past for the parks and rec. committee and problems arose from not having any limits and thought term limits were a good idea , giving someone the option to not continue after appointment if desired. Elaine suggested that Chair should be appointed for a 2 year term Chris asked how many can serve on the committee and that if there was not a limit we should establish an executive committee. It was agreed by all that it is not-necessary at this time. Elaine felt we have it covered by the statement that new committee members shall be appointed as vacancies occur Lynne asked if they need to be Pleasure Island residents or property owners and Elaine said only if we are a Page 3 9/24/09 Minutes standing committee. Janet said she will leave that out of the guidelines until we know if we are a standing committee or ad hoc. Elaine said the town council appoints committee members and decides at what meeting to appoint them. It was decided that the committee chair will submit resignations and request for new members and that this will be added to the guidelines. Elaine asks that anyone with further ideas or suggestions for the guidelines contact Janet. Calendar Chris explained why we cannot have a link from the web site without our own server and this would require our on web site, it maintained, and that we would have to pay to be on some others server. This would give us control of our own site and what is posted there such as calendar, photo s, applications for events and so on. It is discussed that maybe in the future if we have the budget we could look into this. Elaine stated that she would need to talk to Iris about getting our link inside the towns site as a static document to have our minutes, applications and event calendar posted there. Chris will meet with Tom at Beach PC s to get some information and will bring this back to the committee at a later date Lynne noted that on the calendar Ken s email is the only contact and that it would be good to always have two contacts. Chris will be added to all correspondence. Christmas by the Sea event is discussed in which the children will have the opportunity to make crafts. Elaine will ask for a budget from the Boardwalk Makeover to establish funding for the supplies for 4 days of crafting. We will then decide what we can make with the children. There will also be arts and crafters with 20 booth spaces available. Approximately 5 artist have expressed interest already. Elaine will finalize details so we can send out a call for artist. Farmers Market Janet had spoken with Alicia LaChance who has gotten with Tim Owen and established that a certificate from the state is not required of the venders. Those that do have one can hang them but anyone purchasing anything at a Farmers Market does so at their own risk. April looks to be a starting time. More will be coming about this at a later time. It was decided to abandon the Halloween preview parade around the lake until 2010. Lynne brought up the lack of any activities for teens from13 to 18 A dance for them was discussed with plans to look into Jan. Feb. or March for this as well as the possibility of A Missed Pleasure Island Beauty Pageant Chris suggested we make a calendar of ideas for 2010 and include these as well as the farmers market and other ideas. All agreed that this would be good to do at the next meeting. Lynne made the motion to adjourn and Janet 2nd Meeting adjourned at 12:30 pm. what is posted there such as calendar, photo s, applications for events and so on. It is discussed that maybe in the future if we have the budget we could look into this. 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