Minutes, July 24, 2009

Location:  Front Porch of the home of Paul & Cheryl Decusati, 137 W Curtin St.

Attendance:  JoAnn Knupp (President and presiding), Dave Eggler (Treasurer), True Fisher, Melady Kehm, Paul Decusati, Cheryl Decusati, Gay Dunne, Jim Dunne (Secretary).

Minutes of April 24, 2009 meeting were approved

Treasurer's Report:  Dave Eggler presented a report (see below).  Deposits included $1600 for the BHCA Gallery at the Gamble Mill from the Local Government Grant (Borough of Bellefonte & Pennsylvania Council on the Arts).  $2000 is to be received from the Garver Fund for Summer Sounds.

The resignation of the Arts Administrator, Mark Houser, was acknowledged.  A search is underway for a replacement.

Dave presented a report on BellefonteArts.org, the BHCA website. 

    4/27/09 - 7/21/09:        1,306 visits (15/day)

    86.8% new visits

    40% direct traffic

    45% from other sites (e.g. bellefonte.com)

    15% from search engines

Most popular pages:

            1.  Virtual Walking Tour

            2.  Historic Galleries

            3.  Summer Sounds

            4.  Gamble Mill Gallery

New Business:   The Executive Committee presented a revised Arts Administrator Job Description  with a recommendation to rescind a policy adopted 2/15/07 (see below).   After discussion, the Arts Administrator Job Description was approved and the previous policy was rescinded.   Melady suggested a review after 6 - 9 months.

Next Meeting was scheduled for September 18 at the Gatehouse, home of Melady Kehm.

Respectfully submitted,  

James Dunne, secretary

 Bellefonte Historical & Cultural Association
Arts Administrator
Job Description

      The Arts Administrator is an independent contractor, working on a fee-for-service basis, providing administrative support for the activities of BHCA and its committees.  The activities of the Arts Administrator are coordinated through the Executive Committee.  The Arts Administrator’s role in BHCA will be jointly reviewed by the Executive Committee and the Arts Administrator semiannually.
 

Skills

The successful candidate for the Arts Administrator contract should possess the following skills and knowledge:                                               

·        Familiarity with cultural and artistic resources of the Bellefonte area

·        Strong oral and written communication skills

·        Computer skills including word processing and database (mailing list) management.  BHCA does not currently own a computer, so the administrator will use his/her own computer and printer.  BHCA will buy paper and ink.

 General Responsibilities and Their Time Frame

 1. Publicity

·        Develop and implement marketing, including press releases, of BHCA activities, in cooperation with the respective committees (Sunday Afternoons at the Library, Summer Sounds, Gallery at the Gamble Mill, Victorian Christmas Arts & Crafts Show, etc.).  This includes preparing bulk mailings.   Ongoing effort, peak activity August-October

·        Maintain current knowledge of and identify contacts for local and regional media outlets  Ongoing

·        Develop and implement efforts to increase local and regional awareness of and interest in BHCA  Long-term project

·        Ensure that the BHCA website, www.bellefontearts.org, has current, accurate information.  The administrator is not, however, the webmaster.  Ongoing

 2. Fundraising

• Print and dispatch each October the annual fundraising letter composed by the membership.  Ongoing

• Assist with other fundraising projects as requested.  Annual

 3. Administration

·       Assist all activities committees as needed.  Ongoing

·        Victorian Christmas Arts & Crafts Show:  Oversee BHCA committee and provide onsite supervision at Arts & Crafts Show.  Annual

·        Be the "first contact" for BHCA by email at bhca@bellefontearts.org and by telephone.  Handle messages in a timely manner.  Ongoing

·        Maintain and update mailing list database (Excel spreadsheet) to support publicity and fundraising activities  Ongoing

·        Organize and maintain BHCA current and archival records   Ongoing

·        Collect mail twice weekly from BHCA Post Office Box 141, Bellefonte.  Bring items requiring action to the attention of the President.   Ongoing

·        Maintain supply of BHCA publicity and organizational materials at various community locations – Library, Borough building, Gamble Mill, Train Station, restaurants, etc.  Ongoing

7/24/09

Bellefonte Historical & Cultural Association Personnel Policy (2007): (Rescinded 7/24/09)

The Arts Administrator's contract is with the organization. He/she reports to, and is responsible to, the president, his/her designee or the personnel committee, not the general membership. General members may not task or discipline the Arts Administrator. Conflicts should be addressed to the president or his/her designee for resolution. The resulting decision will be communicated to both parties. If the decision is not agreeable to both parties, the issue will go before the officers and personnel committee, whose decision is final.

Any member in violation of this policy will be verbally warned. Subsequent violations will be evaluated by the officers and personnel committee for additional sanctions as deemed appropriate, up to and including removal from the activity during which the additional violation occurred.

Adopted by the Executive Committee Feb. 15, 2007

BHCA Financial Report

July 24, 2009

ASSETS 7/24/2009                                        

   Checking                                 3,410             General BHCA               15,929

   Savings                                       634             Gannon Fund                    1,731          

   MM Fund                             12,061            Talleyrand Park                  4,461  

   Post Office Fund                          78             Perform Arts Fund            2,062

   CD’s                                       8,000             TOTAL                          24,183

   TOTAL                                 24,183            

Note: $1600 LGG received for GGM, $2000 to be received from Elks Garver Fund for SS. 

Submitted: David H. Eggler, Treasurer