Advisory Board Minutes
Association Secretary Stephanie Torres
The Arts and Crafts Association Advisory Board, like all clubs and organizations which meet monthly, has a secretary who takes the minutes of the meeting. At the next monthly meeting, the minutes are reviewed and approved or disapproved, and corrrections are made.
Once the minutes are approved, they are released for publication on the website.
VACA Advisory Board Meeting Minutes
Thursday, Jan. 30, 2025, 4 PM - 5 PM, Art Room
President: Mandy Book – Called meeting to order at:
Board Members Roll call:
Mandy Book – President XPresent Absent
Claudia Welch – Vice President XPresent Absent
Suzanne Ferris – Treasurer XPresent Absent
Stephanie Torres – Secretary XPresent Absent
Diane Finley – Ceramics Room Present XAbsent
Barbara Gottesman – Art Class Coordinator/and Web Master XPresent Absent
Michael Sunzeri – Programs/Exhibits XPresent Absent
Colleen Mirassou – New Members Greeter XPresent Absent
Parthenia Hicks – Historian XPresent Absent
Marion Rose – Art Films XPresent Absent
1. REPORTING:
Secretary: Stephanie Torres - Approval of Dec. 5, 2024 minutes (link: )
Approval motion made by Claudia___; seconded by _Barbara_____
Approval vote – Ayes __9____ Nays _____ Report approved ____X____Not approved ______
Treasurer: Suzanne Ferris
Total fund balance 1/1/25: $17,271.54 (Bank balance)
For the month Dec. 5 to Dec. 31, 2024:
Total income was $70.00
Expenses were $ 172.95
Net income (loss) was $102.95
For the month Jan. 1 to Jan. 30, 2025:
Total income was $2,670.00 (includes 3 new & renewals)
Expenses were $1,109.76
Net income (loss) was $ 1,560.24
December 2024 Financial Report:
Total fund balance 1/1/2024 $14,423.52
Total income YTD 2024 is $11,058.75 (all deposits balanced from statement)
Total expenses YTD 2024 are $7,171.38 (all debits balanced from statement)
Ending fund balance on 12/31/2024 is $18,310.89 (via KW's spreadsheet)
discre
Ending bank balance on 12/31/2024 is $ 17,271.54 (Spreadsheet shows $1,039.35 more than bank)
Approval motion made by _____Claudia____; seconded by ___Michael____________
Approval vote – Ayes ___9___ Nays _____ Report approved ____X____Not approved ______
Suzanne: Sending you all a soft copy of a new Reimbursement request form. Please use this one going forward. attached
Vice President, Membership: Claudia Welch – Membership update __ new members for Dec. 5 to Jan 30.
Membership is: 291 on Jan. 30, 2024.
2. OLD BUSINESS
2a. Update on insurance for outside instructors - payment approved for Nicole Alexander with contract for another class. Insurance not required for Zoe Caron's classes per discussion with Clay. (? one class?) X
2b. Fees from Recreation will be charged for all room use where income is generated. New fee structure anticipated June 2025 which will include Art Room. Fees for use of Cribari for Holiday Faire will increase to $500 or so (all rooms charged). Will fees be charged for Ceramics Room? They care about paying someone to set up room as long as money is exchanged they will charge a fee of $60 per class? Or per class sessions
Update 2/4/25 per Clay:
For the example you provided (ex: Art Room with no furniture moved), there would be no setup fee. But as we discussed briefly before, there could be an income-generating event support fee. The criteria is:
1) The club/organization hosts an event (e.g. class, Holiday Faire, etc.) at a Villages facility (e.g. the Art Room, Conference Room, Patio Room, Gazebo Park, etc.) and
2) it is open and advertised to others beyond just the Arts & Crafts Association members and
3) there is any fee charged (income generated—not just profit--regardless of expenses or materials fees) then
4) an income-generating event support fee will be billed.
As we discussed previously, the Art Room and several other facilities are not on the approved schedule of fees currently, but that will be fixed before the Club Board of Director's adoption of the updated fee schedule and budget at its meeting in April, and the updates will be effective July 1, 2025. We won't charge this fee for any rooms not on the fee schedule.
Also, if any event is for Arts & Crafts Association members only and includes a charge, that is under the purview of Arts & Crafts Association, and The Villages would not charge anything to the group. We are only concerned about Villages-wide events with fees (income). - MB
2c. Vote on Board of Directors policy: people most at risk are Diane, Barbara, Michael those who host classes and events.
Barbara motioned to keep Board of Directors Insurance which we have had since 2017. Claudia seconded. Vote 9 to 0. Motion Approved.
2d. Update from Diane, Michael re: class sign ups discussion with Recreation: Michael can we have a drop down online version they were in midst of changing online , in events and clubs - now no drops down. Miriam contact is for Villager on line.
2e. Tiny Paintings exhibit at New Members Reception. Members work on them in the summer re Holly Salvas in San Francisco. VACA buys small canvases to distribute to members. Barbara will head project.
Who will be in charge of display at New Members Reception? Coleen and Stephanie We will work on flyers and advertising on our website and for the Villager in print and on line.
3. NEW BUSINESS
3a. Renewing as a 501(c) 3 organization?: Suzanne received notice that we can renew online, just be specific of what we do and the amount. Barbara motioned we continue the 501(c) 3 status. Claudia 2nd.
Vote: 9 to 0. Motion approved.
3b. For membership fee how much comes back to us? All of it. Do we need to raise? Table till we find out if we need to pay for additional fees coming in June.
Increase yearly dues to $15? What is the benefit of being a member? Would we be losing members? Instead of charging more to our members we charge more to our non-members and non-residents. Claudia will send out new dues letter for 2026 in November 2025 with increase if any. Question what list did they use to charge our members. Did claudia get the list from management of who died, moved and quit.
3c. Suzanne: BOD insurance policy. Do we need this? Yes
Barbara motioned to keep Board of Directors Insurance which we have had since 2017. 2nd Claudia. Vote 9 to 0 to approve.
3d. Display area for work from classes, outdoor and covered? Recreation will hang if we purchase. Mandy spoke with Clay for an outdoor display board, we will have to pay for it. Possibly put art in Patio Room. Ask Camera Club to use some of their space.
3e. The Italian Club has asked to borrow our popcorn machine for their Italian Festa on October 11th. yes , with Stephanie manning it - rent out and we supply the supplies $100 plus Stephanie and supplies. Diane - provide vendors for event .
4. STATUS UPDATE/PROGRAMS, CLASSES AND EVENTS
4a. Art Films: Marion Rose
Next date: Feb. 11, Andy Warhol, Part II then March 13th. Film TBD
Possibly buy a sound bar or a portable speaker or Michael suggested ask Ed knot to assist us.
4b. Ceramics: Diane Finley - Beginning Ceramics Class is finishing up this week and another one is scheduled in March. Several advanced ceramic workshops are scheduled. Ceramic Monitors had a luncheon on Monday Jan 20th at The Creek Eatery. All monitors (8 in total) were there as a thank you for their years of service. New website is up: Barbara motioned to approve excess amount over $250 which we approved at last meeting for Diane to spend. Reimburse her the additional $99.60. 2nd by Claudia. Vote: 9 to 0. Approved
4c. Art Classes Coordinator: Barbara Gottesman, All classes register with Barbara: barb.gottesman@gmail.com
Barbara proposes $250 to take Art Room monitors and teachers to lunch, like the Ceramics Room monitors. Susanne proposed it be more, to increase for 8 to $350. Barbara motioned, Claudia seconded. Vote: 9 to 0. Motion approved.
New table covers purchased and cut from a 12 yard bolt of canvas by Barbara, Claudia and Doug. Nice.
Barbara and Michael propose replacing 5 non-functional floor easels in the Art Room with 5 on sale from Dick Blick: 66% off sale: were $181, now $59. We have 5 non functional easels and Barbara proposed that we buy these on sale and replace. Claudia motioned that we approve $400 for easels from Dick Blick. 2nd by Colleen. Vote 9 to 0. Approved
Open Studios:
Monday and Friday mornings: 10 am – 12 noon with Taf Tafarrodi.
Monday afternoon: 2 – 5 pm with Michael Sunzeri
Tuesday afternoon: 2 – 5 pm with Nahareen Rahim
Wednesday and Friday afternoons : 2- 5 pm with Swati Mohari
Thursday afternoon: 2 – 5 pm with Stephanie Torres
Upcoming classes and events in the Art Room:
February 4: Free Make 'n Take Diamond Art with Michael Sunzeri. Tuesday in the Art Room, 6 – 8 pm. Free, but must register at barb.gottesman@gmail.com to reserve one of 18 places. 15 registered already.
February 3 - 24: “Watercolor with Swati Mohari. Monday evenings, 6 - 8 pm. $80 if Swati furnishes materials, $70 if student furnishes her own materials. Pay by check, Zelle, or Venmo.
February 14, 21, 28 and March 7: “Paint, Print and Trade” with Pat Remington. Friday afternoons, 1 pm - 3:30 pm. $60. All materials furnished. Max: 8.
February 15: “Painting Watercolor Skies” workshop with Ciel Duke. Saturday, 10 am - 2 pm with a lunch break. For experienced watercolorists. $50. Register for both workshops, $90.
February 25: “Painting Watercolor Trees” watercolor workshop with Ciel Duke. Tuesday, 10 am - 2 pm with a lunch break. For experienced watercolorists. $50. Register for both workshops for $90.
March 5 - 26: “Watercolor Plus Multi-Media” with Doug Canepa. Wednesdays, 10 am - 12 noon, with 4 Open Studio dates. $70.
4d. Historian: Parthenia Hicks.: Slowest month of our Art classes when putting together our book. Bring book to Board meeting and New Member Orientation.
4e. Exhibits and Programs Coordinator: Michael Sunzeri. Programs: February 3, Jenna Hobbs, March 3, Ginell Diamond, abstract. Next solo exhibit is: Pete Mills acrylics up in the Cribari Conference Room. but the banquets can be placed on castors to move around, this reduced wall space and ability to hang exhibit. Next is Terry Ford is April 8th.
4f. New Members Greeter: Colleen Mirassou Colleen did attend new member orientation and had one person interested, will look into something large to bring to entice people to visit our table. She is having trouble writhing welcome cards and Parthenia will take over for her.
4g. Events: Art in the Park - Diane is contacting volunteers.
Sales opportunity at Italian Club - Diane will offer space to Crafters Club. Diane will choose who will be invited to participate.
5. Issues/Problems/Ideas to Discuss: Please respond with any input here.
6. Next General Meeting and Demo is: Monday Feb. 3, 2025, 1:45-3:00 pm in Cribari Conference Room.
7. Next Advisory Board Meeting: Feb. 27 at 4 pm in the Art Room.
Meeting of January 30, 2025 Adjourned at 5:32 by President Mandy Book.
Respectfully submitted,
Stephanie Torres
Secretary