Board Meeting Minutes

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Beginning January 2023, the board has decided to post meeting notes from its board meetings on the web for easy reference by members. Questions may be directed to any member of the board.

MRAA Board Meeting Notes

Date & Time: Monday, April 8, 2024, 5:30 p.m. – 6:45 p.m.

Location: Zoom Call

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, James Green, Doug Ziegler, Ed Tepper

Unable to Attend: Aaron Bowles, Andrew Bryant, Linda Lewis

Exhibitions – Aaron Bowles: 

  • 2025 Update

Tentative Schedule for MRAA 2025 Exhibitions

  • Feb. 28-Mar. 22   Artworks
  • April 4 – 25   Hanbury Architects
  • May – Main Library Gellman Room
  • September 26- Oct. 17

Boyd Realty

  • November  Crossroads Arts Center
  • 2025 Crossroads Contract discussion – 2025 Crossroads Contract for discussion 
  • Booth at Crossroads
  • Unitarian Church – JRAL used to have annual show there
  • James Center
  • Montpelier Art Center
  • Perkinson Center
  • Library
  • Boyd Realty (Could we move it later in the year?)
  • Artworks
  • Big Gallery at the Glen Allen Cultural Arts Center – typically not rented / 30% commission
  • Boyd Realty Show Update / Planning

  • Boyd Realty – The Art Your Walls Need

  • SHOW DATES: Friday, April 26, 2024 – Saturday, May 18, 2024
  • Call for entries: Extended through April 10, 2024
  • Drop off: Monday, April 22, 2024 – Tuesday, April 23, 2024
  • Opening: Friday, April 26, 2024
  • Closing: Saturday, May 18, 2024
  • Pick up: Sunday, May 19, 2024
  • 6784 Forest Hill Ave., Richmond, VA 23225
  • Request for publicity – sent out early February
    • Aaron has provided Publicity content
    • Janet posted to Facebook
    • Robert has posted to Instagram
    • Carl added to calendars
  • Originally One piece per artist, 30 inches, opened up to two
  • We have the two front walls plus the green wall
  • Ezie will make labels
  • Final spreadsheet will be sent out to Ezie by Tuesday, April 23. James will do the spreadsheet
  • Ezie is hanging the show. However, she would appreciate assistance. Hanging show Wednesday, April 24 at 5:00 p.m., James, Paul and Janet will help (Susan indicated she would check with Paul – Yes, he’s available.)

Treasury – Mike Haubenstock

  • YTD financial results
  • Under budget in income $400  – Membership
  • Under expense budget by $100
  • Members – budgeted 61 – down 11 members
  • 58 Members (including honorary)
  • Didn’t have as many shows and collect show fees
  • Didn’t hold St. Paul’s Lentin Lunches Show
  • Slant wall at Glen Allen

Web Update – Andrew Bryant

  • Andrew wrote a role description, it’s been posted out on the BOD

Newsletter  – Doug Zeigler

Tech Update – James Green

  • Membership Chair process – new document on BOD

Membership – Ed Tepper 

  • New Member Scott Love
  • Janet and Ed met Friday, March 22, 2024
  • Membership Applications – we recently had a member apply with missing info (no images.) Lisa requested images; got no response. Janet followed up with the applicant with a terse response. How long should we keep application open: 60 days, 90 days, etc. before we require the applicant to apply again? Delete within 30 to 60 days
    • Possibly a call versus email
  • Membership Drive – Attract new members –
  • Suggestion – Everyone who brings on a new member gets a gift card $20
  • Encourage attendance / bring a guest

Program – Linda Lewis

  • Brainstorm 2024 / 2025 Program speakers
    • November – Member Share
    • December – Christmas party
    • We should see if we can hold November at Crossroads in exhibition gallery.
    • Possible free speakers – Gallery Owner (Doug saw someone from Chasen Gallery) must be pertinent and interesting
    • Matt Lively – outdoor murals – Patterson installation (he talked at JRAL)
    • Workshop meeting on framing
    • Techniques – Cold wax, collage,
    • Workshop
    • Survey question in next newsletter
  • April 2024 Meeting – Member Share – members bring work, not unlike critique – informal
    • Limit to five minutes or less, or informal headcount the day of and come up with time allotments.
    • Any assistance needed?
    • Janet – Email to members to bring work, Saturday is no longer free east of Belvidere.
    • Critique is an option, not the point of the Member Share, Save critique pieces for the end
    • Talk about May Meeting – Park, architecture, still life
  • May 2024 meeting
    • Library – portrait practice or still life, or architecture in the library neighborhood. If it’s raining Ben H indicated we can paint on the porch.
    • Janet can’t be at the May Meeting. Susan has agreed to kick off.
    • Susan can set up a still life, we could pay a model
    • Lorraine has modeled in the past
    • Back of the library, there’s a park

Board Changes

  • Reminder: Andrew will be leaving the board by May 31st – Web
  • James is willing to continue in his role in the interim, however, we should still fill the role and have a co-chair, so when he is ready to vacate the role, we have someone up and running.
  • Ed Tepper has taken over in the Membership Chair role.
  • Other open board roles:
    • Recording Secretary
    • PR – (solution in the works, will be announced next season)
  • Teresa Cramer is available to assist with some work

Other – Janet Ringle / Susan Fisher

  • Possible third type of membership – “Sponsor”  – Discuss in April’s Board Meeting

Suggestion

  • Add to membership page – any contact information you learn about members cannot be shared.
  • Add to registration page – art could be used for promotional purposes.

_______________________________________________________________________________________________________

March 6, 2024

MRAA Board Meeting Notes

Date & Time: Wednesday, March 6, 2024, 5:30 p.m. – 6:45 p.m.

Location: Zoom Call

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, Lisa Burke, Andrew Bryant, James Green, Doug Ziegler

Unable to attend: Aaron Bowles, Linda Lewis

Board Changes

  • Andrew will be leaving the board by May 31st – Web
  • James is willing to continue in his role in the interim, however, we should still fill the role and have a co-chair, so when he is ready to vacate the role, we have someone up and running.
  • Lisa is going back to work full-time and has left the board effective March 1st – Membership Chair. 
  • Other open board roles:
    • Recording Secretary
    • PR – (solution in the works, will be announced next season)
  • Brainstorm how to fill open board positions
    • Board Members to call members directly and ask the members to participate?
  • Trish Poupore – PR?
  • Teresa Kramer – Susan did reach out to Teresa via Facebook, suggested Membership 
  • Blake – some familiarity with website administration

Program – Linda Lewis

  • Feedback on February Meeting
  • March Meeting – 
    • Speaker – Julia Pfaff, a quilter and adjunct professor at VCU. Teaches Textile and surface design.
    • Any assistance needed?
  • April Meeting – Member Share – members bring work, not unlike critique – informal 
    • Limit to five minutes or less, or informal headcount the day of and come up with time allotments.
    • Any assistance needed? 
    • Email to members to bring work?
  • May meeting
    • Have we decided on a Plein Air / if so location?
    • Could we go back to where we have been in the past: Libby Hill, Maymont, Wilton House 
    • Fall back in the event of bad weather – Library – portrait practice or still life, paint on the porch – check with Ben H. 

Exhibitions – Aaron Bowles: 

  • Boyd Realty Show Update / Planning

    • Boyd Realty – The Art Your Walls Need

    • SHOW DATES: Friday, April 26, 2024 – Saturday, May 18, 2024
    • Call for entries: Friday, March 1, 2024 – Monday, April 1, 2024
    • Drop off: Monday, April 22, 2024 – Tuesday, April 23, 2024
    • Opening: Friday, April 26, 2024
    • Closing: Saturday, May 18, 2024
    • Pick up: Sunday, May 19, 2024
    • 6784 Forest Hill Ave., Richmond, VA 23225
  • Is an email going out to members letting them know the call for entry is open?
  • Request for publicity – sent out early February
    • Aaron has provided Publicity content
    • Janet posted to Facebook
    • Robert has posted to Instagram
  • Do we know how much the commission is?
  • How many pieces are allowed per artist? One piece per artist, 30 inches
    • Couple folk already registered more than one, we will take both pieces
    • Could go up to a larger number per person if we are short
  • Which part of Boyd do we have? Two front walls plus the green wall
  • Ezie will make labels
  • Final spreadsheet will be sent out to Ezie by Tuesday, April 23. James will do the spreadsheet
  • Is Ezie hanging the show? Yes. However, she would appreciate assistance. To take place Wednesday, April 24 at 5:00 p.m., James, Paul and Janet will help (Susan to check with Paul.)
  • Artist communication completed via email
  • Mike will be out of the country and will need pick up, Aaron has agreed to pickup for him.
  • ANY ASSISTANCE NEEDED FROM THE GROUP?
  • New Exhibition opportunity added – Glen Allen Cultural Arts Center
    • Limited to a certain number of members. Aaron asked for participants. Closed for other participation.
  • From: Sandra Moran, 2/26/24, Opportunity
    • The Church Hill  association is beginning to plan its Spring Fest for May 11, the day before Mothers Day. Sandy’s neighbor mentioned MRAA might like to have a “table”to sell art . It is free for non-profits. The details have not been finalized yet so Sandy is not sure of the location or what “a table”means . Events usually take place in Libby Hill Park. Does this sound like something of interest? 

Treasury – Mike Haubenstock: No Update

Web Update – Andrew Bryant:

  • Andrew to write a role description we can share with the group
  • Zoom call for next Monday

Newsletter  – Doug Zeigler: No Update

Tech Update – James Green: 

  • Google errors 3/6/2024 – James did some trouble shooting. All is back up. 
  • Meeting held with James, Janet, Mike and Lisa on February 29th to discuss current Membership / Tech process
    • James and Aaron met last week on Membership to provide feedback, flowchart, etc., discussing whether we would be using uploader, Database, etc.
    • We had a fairly in depth demo on the process, as well as a discussion on the pros and cons. Since James has decided to continue in this role for a little longer, and because Janet will be taking over this process until we get a new Membership Chairperson, Janet’s preference is to keep it the way it is. 
    • One of the cons was that a user would have to give Google permission, and it was something Lisa didn’t want to do. I went ahead and set up a Membership Chair google email, that can be used going forward by anyone in that role. That way we have a record of all emails back and forth to applicants, etc. 
    • When James does leave the role, if we find we can’t maintain the html form and code, then we can resort to a google form.
    • Changes to wording in the Membership Page
  • Meeting held with James, Janet, Mike and Aaron on March 4th to discuss current Exhibitions / Tech process
    • James and Aaron had met prior to the March 4th meeting, and no changes to take place at this time.

Membership – Lisa Burke: 

  • Is there any Jury Criteria? There is a document that Aaron pulled together. Technical competency.
  • Ask Jury for areas of improvement when someone is rejected for exhibiting member. For example, why was someone rejected: color theory, color harmony, composition, competency. What do they need to improve on?. Invites further debate and discussion.
  • Do we want to go to in-person jurying at monthly meetings? Keep it the way it is.
    • Diana Scott, Doug Zeigler, Bart Levy, Sandy Nye Moran and Mary Montague Sikes
  • Among the jurors are talking among themselves. 
  • Formulate the criteria: Demonstration of competency and skill, color harmony, composition, etc., and if they are not accepted, what are the specific things they can improve upon
  • Include websites in requests to jurors.

Other – Janet Ringle / Susan Fisher:

  • Possible third type of membership – “Sponsor”  – Discuss in April’s Board Meeting
  • Poll members? 
    • Why do you attend / not attend monthly meetings?
      • Location
      • Time
      • Topic
      • Other _____________
    • If you aren’t attending, is there something that would entice you to attend?_______
    • Comment box – is there a possible presenter, or topic to be covered
    • Suggestion box
  • Fewer shows this year, June to June – Are we going to meet our budget? 
    • St Stephen’s was in the budget, but we didn’t hold it
    • Mike pulled up budget and we budgeted conservatively, so we’re ok
  • Boyd – Aaron – will we fall below budget if we don’t accept two pieces per person?

Other (added by James)

  • Meeting venue, Library activity room
    • After our first meeting in January there was some items I heard from members
      • Noise level made it hard to hear speaker without a microphone
        • Linda checked with Ben at the Library and they do have a microphone we can use.
        • If we decide we need one in the future, James found the following:
      • Position of speaker blocked view of screen for some
      • Got a little warm with a full room
      • Not that it was necessarily an issue, but we may have had attendees who were not members or invited by a member
        • Take attendance
      • If we are not doing a demo such as painting that could create a mess, maybe the room downstairs would be better for media presentations
      • Move podium to the side
      • High ceilings
      • No complaints on parking
    • Should we outgrow the Richmond Main Library, or should parking become an issue, these are all the meeting rooms in the Richmond Public Library system
      • The Main branch has 4 rooms
        • Annex, downstairs, capacity 48, has a monitor, 8 rectangular tables, 35 chairs, no food allowed
        • Activity room, capacity 48, a monitor, 10 rectangular tables, 80 chairs, food allowed
        • Gellman room, capacity 80, but would require more setup
        • Auditorium, capacity 250, has laptop, projector, 10 rectangular tables, 180 chairs, food allowed, must be reserved at least 1 month in advance
      • Ginter Park branch, 1200 Westbrook Ave, Richmond, VA 23227
        • One room, capacity 58, ceiling mounted projector, screen, 7 tables, 30 chairs
        • Parking lot has a total of 23 spaces and 2 handicapped spaces. There is some on-street parking around the library
      • West End branch, 5420 Patterson Avenue Richmond, VA  23226
        • One room, capacity 44, projector, 8 tables, 50 chairs
        • Parking lot has a total of 40 spaces and 2 handicapped spaces. There is some on-street parking around the library.
      • North Avenue, 2901 North Ave, Richmond, VA 2322
        • One room, capacity 47,  ceiling mounted projector, screen, 8 tables, 40 chairs
        • Parking lot has a total of 22 spaces and 3 handicapped spaces. There is some on-street parking around the library

Meeting rooms at all Richmond Public Libraries, https://rvalibrary.org/services/meeting-spaces/#west-end-event-spaces

February 5, 2024

MRAA Board Meeting Notes

Date & Time: Monday, February 5, 2024, 5:30 p.m. – 6:15 p.m.

Location: Zoom Call

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, Aaron Bowles, Lisa Burke, Andrew Bryant, James Green

Not in attendance: Linda Lewis, Doug Ziegler

Program – Linda Lewis:

  • Linda, can you reach out to Ben Himmelfarb at the library and ask if the library staff will know about our meeting and direct people to the Activity Room
  • Janet – out of town until 2/16. Will not have cell service, and only spotty wifi.
  • Janet will not be at the 2/10 meeting
    • Linda will run the business meeting on 2/10
    • Susan to bring some of our MRAA cards to the Library
    • Susan will help direct people to the Activity Room
    • Library is now opening at 9:00 a.m.
  • March meeting?
  • May meeting?

Exhibitions – Aaron Bowles: 

  • Boyd Realty Show Update / Planning

    • Boyd Realty – The Art Your Walls Need

    • SHOW DATES: Friday, April 26, 2024 – Saturday, May 18, 2024
    • Call for entries: Friday, March 1, 2024 – Monday, April 1, 2024
    • Drop off: Monday, April 22, 2024 – Tuesday, April 23, 2024
    • Opening: Friday, April 26, 2024
    • Closing: Saturday, May 18, 2024
    • Pick up: Sunday, May 19, 2024
    • 6784 Forest Hill Ave., Richmond, VA 23225
  • Request for publicity – out this week
  • Do we know how much the commission is?
  • How many pieces are allowed per artist?
  • Which part of Boyd do we have? Aaron to double check.
  • Ezie was a chef
  • Is Ezie hanging the show?
  • James will do artist communication
  • Mike will be out of the country and will need pick up, Janet to pickup for him.
  • ANY ASSISTANCE NEEDED FROM THE GROUP?

Treasury – Mike Haubenstock: No update

Membership – Lisa Burke: 

  • No new members, since Pam Winegard
  • Lisa will alert / email all board members as new members are juried in
  • Question about non-artists in follow-up to Zero Empty Spaces
    • Zero Empty Spaces applied as a member, but since they aren’t a professional artist, we turned them down as a member
    • Robert Winne / Janet Ringle were discussing…would we really not accept a gallery owner, or some other business owner that could provide a service to members? 
    • What about an additional membership type? i.e., sponsor
    • Does that affect not for profit status? 
    • Concern that they would have access to membership directory
    • Options available to sell advertising into our newsletter?
    • Please email Janet your thoughts on this.
      • Janet will consolidate responses and send to the group 
      • For discussion in March’s meeting

Tech Update – James Green: 

  • Meeting scheduled with James, Janet, Mike and Lisa on February 29th to discuss current Membership / Tech process
    • James and Aaron met last week on Membership to provide feedback, flowchart, etc.
    • Will we be using uploader? Database, etc.
    • Add Aaron to meeting on the 29th
  • Meeting scheduled with James, Janet, Mike and Aaron on March 4th to discuss current Exhibitions / Tech process

Web Update – Andrew Bryant:

  • Aaron – Membership Page – Recent Web Changes
  • Several people responded to Aaron’s email and additional changes made to the site.
  • Content management system. Doesn’t require a lot of technical knowledge. You need to know WordPress, installing packages. 
  • Andrew to write a job description we can share with the group
  • Is this two roles?
  • Andrew made a couple of changes to the website recently.
  • Webhost – Product manager

Other – Janet Ringle / Susan Fisher:

  • Board Changes
    • Andrew will be leaving the board by May 31st – Web
    • James will be leaving the board as well – Tech
    • Other open board roles:
      • Recording Secretary
      • PR

January 11, 2024

MRAA Board Meeting Notes

Date & Time: Thursday, January 11, 2024, 5:30 p.m. – 6:30 p.m.

Location: Zoom Call

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, Aaron Bowles, Doug Ziegler, Lisa Burke, Linda Lewis

Unable to attend: Andrew Bryant, James Green

 

Program / Linda Lewis: 

  • Robin Caspari Studio Visit Follow Up – Linda communicated to Robin that we were expecting around 20 people and that we would have a little business meeting and then turn it over to her and be done by noon. 
  • February Meeting / Diego Sanchez – Janet is unable to attend, Linda has agreed to run the business meeting. 
    • Linda will reach out to Diego in a couple of weeks just to set things up, and make sure he knows where he’s going. 
  • March – we couldn’t get the conservation lab. The general feeling is that we should probably do something else for March instead of the museum. Suggestions:
    • Plaza Art presented to James River Art League. Members were able to try some new supplies and things that Plaza Art brought with them. Normally, that sort of thing doesn’t cost the club anything.
      • Susan to forward an image of the JRAL FB post re: Plaza 
    • Golden Acrylic Paints – Amy used to do presentations, not doing them any longer.
    • Mike – Palette knife painting
    • Framing – Frame Shops – latest trends in framing, with a discussion on framing best practices
      • Jonathan at Richmond frame shop, 
      • Rick’s custom frame
  • April – Member Share
  • May – Possibly Plein Air or Plein Air demonstration
    • Kim Hall
    • Linda Bazzulli

 

Exhibitions – Aaron Bowles:

  • Library show dates have been finalized.

    • Richmond Main Library – Conjure Up a Dream

    • Show Dates: October 4 – October 29, 2024
    • Call for entries: Thursday, August 15, 2024 – Sunday, September 15, 2024
    • Drop off: Tuesday, Oct 3, 2024
    • Opening: Friday, Oct 4, 2024 (First Friday!)
    • Closing: Friday, October 29, 2024
    • Pick up: Monday, October 30, 2024
  • Boyd Realty Show planning

    • Boyd Realty – The Art Your Walls Need

    • SHOW DATES: Friday, April 26, 2024 – Saturday, May 18, 2024
    • Call for entries: Friday, March 1, 2024 – Monday, April 1, 2024
    • Drop off: Monday, April 22, 2024 – Tuesday, April 23, 2024
    • Opening: Friday, April 26, 2024
    • Closing: Saturday, May 18, 2024
    • Pick up: Sunday, May 19, 2024
    • 6784 Forest Hill Ave., Richmond, VA 23225
    • Aaron will get some Press info out in the next few days.
    • Aaron will talk to Carl and get him to release info on calendars. 
    • Aaron will start asking Members for photographs shortly (February 1st).
  • Janet created a new sheets document on the BOD under Exhibitions, so we can start tracking sales at shows
  • Should we start planning for 2025
    • What does everyone think about the Cultural Arts Center?
      • Lovely shows in the past. 
      • Slanted wall or can we get the entire Exhibitions space? 
      • There is not much sold there.
      • What if we had a show when something was going on in the theater? Encouraging people to go to the Exhibition and to buy tickets to the show so it becomes a bigger social event.  
    • Swift Mill Creek Playhouse reached out to us. 
      • What if we did something in conjunction with the dress rehearsal. Anybody can go for free to the dress rehearsal. 
      • It’s a long way out there; it might be something that is more suited for members for a solo show. We could distribute an email to members and then follow up in the newsletter.
      • Aaron will follow up with Swift Mill Creek Playhouse.
    • Virginia State Library has had a lot of open calls
      • However events seem to be centered around very specific themes.

Newsletter – Doug Zeigler: 

  • Everyone really enjoyed the January newsletter and the different themed exhibitions.
  • Janet to provide Doug with a new Zero Empty Spaces graphic for February newsletter. 

Treasury – Mike Haubenstock:

  • YTD financials: the only significant variance is that member dues are under budget by approximately $600
    • Budgeted for 61 members and it looks like we have 52 paid.
  • Critic Group: upcoming January meeting to be held during the day, versus evening.
    • Responses have been good.

Membership – Lisa Burke:

  • New Applicant – Pamela Weingard. Will be approved. Payment pending.
  • A request was made that all board members be alerted whenever a new member is onboarded.
  • Susan to provide a past example of a Membership Application done on a Google Form.

MRAA History:

  • New file on BOD containing MRAA history documents 
  • Susan provided Janet with historical files. Janet is working on scanning the files and placing them on the BOD.

Board Changes/Open roles:

  • James will be leaving the board in May/June. That said, James is still willing to support the group’s technical needs. 
  • Janet will schedule follow-up meetings, for example 
    • between Aaron, James and Janet to discuss technical aspects of Exhibitions, 
    • between Lisa, James and Janet to discuss technical aspects of Membership 
    • what should be streamlined, what will he still support, what needs to be documented, etc.
  • We have two open board roles: Public Relations and Recording Secretary. 

Monthly meetings:

  • Received a question about recording the meetings, possibly to be placed on YouTube 
    •  Board feedback: We probably don’t have the manpower to support that. Filming, editing, distributing or posting, etc. would need to also coordinate permission from individual speakers.
  • Did we pay Minh Chou for her presentation? Yes, Minh Chou was compensated.

February Board Meeting:

  • Normally Janet holds the board meeting a couple of days prior to the monthly meeting. She’ll be out of town most of that week and the following week.
    • The next board meeting will take place on Monday, February 5th.

BOD / Google Drive:

  • Can ownership and permissions of old files be updated, so we can archive some of the older documents? For example, old Membership documents created by Steve Ferretti.

 

December 8, 2023

MRAA Board Meeting Notes

Date & Time: Thursday, December 7, 2023, 5:30 p.m. – 6:20 p.m.

Location: Zoom Call

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, James Green, 

Aaron Bowles, Doug Ziegler, Andrew Bryant

Unable to Attend: Lisa Burke, Linda Lewis

 

Program: 

Linda suggests car pooling to January Studio Visit, Robin Caspari at Running Mare Farm near Maidens. Robin will be talking about dynamic symmetry.

  • Susan, Janet, Andrew have agreed to drive.
  • Will ask members to sign up for car pool at Saturday’s meeting.
  • Doug will promote the event in January’s newsletter.

March Museum Tour Follow Up

  • Lab – Unavailable

Holiday Party 

  • Janet will pick up supplies from Susan.
  • Linda and Janet will get there early to start setting up.
  • Susan is available to help clean up.
  • As members bring art to share, we’ll put a sticker with a number on the wrapping, then people will pull a number out of a bowl / bag, and get the artwork corresponding to that number.

Transition to Library 

  • Janet / Linda met with Library on 12/6.
  • 2024 meetings are scheduled in the Annex through the end of 2024. We also saw the Activity Room, which we really liked. It’s a bigger, brighter space with no carpeting. We would like to switch to that room if / when it’s available.

Gallery: 

Gallery Rules

  • Gallery Rules have been removed from the ByLaws.
  • I shared a draft with Aaron, James and Jo for their comments. 
  • If you would like to look at the Document it’s on the BOD under the Admin folder.

Naming Shows

  • Aaron discussed naming shows.
    • APR – MAY: BOYD REALTY – FRIDAY, APRIL 26 – SAT MAY 19, 2024
       The Art Your Walls Need
    • SEPT: HANBURY ARCHITECTS – SEPT 6 – SEPT 30, 2024
       The Structure of Imagination
    • OCT:  MAIN LIBRARY (TBD)
       Conjure Up a Dream
    • NOV-DEC:  ANNUAL MEMBER’S SHOW 2024 at Crossroads Art Center
       The Way it Looks to Us
  • When Susan had initial discussions with the Library the thought was we would get on the calendar every year.  Should that be the same month every year? Or should we look at different months? Do we want to have awards? Possibly awards to representational, abstract, photos, etc.? Gallery / Exhibitions – Follow up with Hannah about annual show.

Administrative:

By Laws

  • Met with James, Robert and Mike on 12/4.
  • ByLaws were edited to be a very generic document.
  • That said, we did add in more board roles, so that all board members would be covered on D&O policy.
  • ByLaws emailed Monday, 12/4.
  • Very minimal edits.
    Doug – Suggested changing Gallery Director to Exhibitions Director

Susan – Suggested possible verbiage change removes “And Contracts” under Membership Director

  • VOTED – Yes – Janet, James, Mike, Doug, Andrew, Susan, Aaron
  • Need vote from Lisa and Linda

Member Directory

  • Gave members who were NOT in the November meeting, and who haven’t responded to previous emails, until 12/15 to Opt Out. 
  • Hope to get the directory out by early January.

Blue Host – James is going to add Andrew, change ownership to Janet

Insurance – Old policy canceled, and new policy paid

Membership: 

Status of Memberships

  • Lisa reached out to all of the pending members.
  • Tony Bryant indicated to move her to inactive. She is moving and may rejoin according to 3-year rule.
  • 4 pending memberships have been paid, and Lisa updated the status.
  • Lisa changed 2 statuses to honorary. 
  • There were 8 members who did not respond to her. Lisa changed them to inactive.
  • 2 members indicated they were not renewing.
  • 1 member requested that they be removed.
  • 5 new members through 11/29. (Lisa – does that include Johnye and Pamela?)
  • Lisa, can we get a list of who was changed to Honorary, who’s leaving, who’s changed to inactive, etc.

 

  • Recent New Members
    • Linda Miller is now an Exhibiting Member
    • Johnye Bennett
    • Pamela James

Join MRAA Cards 

  • Susan to leave some at Crossroads

November 9, 2023

Date & Time: Thursday, November 9, 2023, 5:30 p.m. – 7:00 p.m.

Location: Zoom Call

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, Lisa Burke, James Green, 

Linda Lewis, Aaron Bowles

Unable to attend: Doug Ziegler, Andrew Bryant

Program:

March Museum Tour 

  • There is a $10 per person charge for a docent. Currently not in the MRAA budget.
  • In recent years this event has not been as widely attended as it had been historically.
  • Linda will check into the cost of a visit to the Conservation Lab. Members would pay the fee themselves.
  • March is too cold for an alternative Plein Air event
  • Mike has a docent friend who might do it for free

Member Share – 11/11 Meeting

  • Chairs needed, in addition to a couple of tables

Holiday Party – 12/9 Meeting

  • $100 in budget for Prosecco, coffee, OJ, etc.
  • Ask Members to bring a treat

Gallery

Crossroads Annual Show – 

  • Diego Sanchez is the judge. In the past Susan interfaced with Diego. Walked him around the event. 
  • Mike will bring a check to Diego the night of the Exhibition Opening. 
  • Mike will bring checks for winners.

Richmond Main Library Large Works Show

  • Scheduled for October 2024, Jo has emailed the Library for the Exhibition Dates.
  • Awaiting firm dates.

New Gallery Chair – Susan nominated Aaron as Gallery Chair.

  • We’ll be having a subcommittee meeting next week to discuss upcoming exhibitions at Joe’s Inn, in the Fan, 1:00 PM this Wednesday

Upcoming Shows

  • Aaron would like to come up with Exhibition Names, Show Artwork, etc., for more formal publicity process and info for members to share with their customer lists
  • Aaron would like to develop a process / list for email marketing to patrons
  • Expansion into new venues

Treasury

Insurance Update

  • Policy does not cover loss and theft, or personal injury
  • Unanimously voted to change Insurance company / coverage to add D & O to policy
  • Mike to change coverage

Banking Update

  • Received checkbook from Fidelity
  • Mike will now close Suntrust / Truist account

Miscellaneous

By Laws

  • Mike forwarded updated ByLaws to Janet, James and Robert  
  • James provided Mike with his comments
  • Janet’s and Robert’s comments still needed
  • Once we have a finalized draft, it will be forwarded to board for their approval
  • Note, By Laws will include all board roles for insurance purposes

Gallery Rules

  • Gallery Rules will no longer be included in ByLaws
  • Document started based on our current rules and Crossroad’s rules
  • Aaron, James and Janet will sit on subcommittee to finalize Gallery rules
  • Janet to forward draft of gallery rules to Aaron and James.

Google Drive

  • Suggested that we document MRAA’s use of google Drive, Docs, Sheets, Calendar for board members
  • Janet has started a draft of that document which she’ll share with the group.

Member Directory

  • Janet will send an additional email asking members to Opt Out of participating in the member directory.
  • Janet will bring up the Member directory at the 11/11 meeting, giving members at the meeting an opportunity to Opt Out. Will pass around a sheet asking them to Opt in / Opt out.
  • Can we add some language / a field to the Membership page, giving new members an opportunity to “Opt Out” from the Member Directory.

Membership 

Pending Members – 13 pending. 

Per Susan:

  • Bryant Tonelle indicated he will not be renewing
  • Mimi Murdock is a long term honorary member
  • Patrick Hansen moved a couple of years ago and may not be renewing
  • Maryann Sena – will not be renewing
  • Scott Love – indicated he will be paying dues / renewing
  • Pamela Sexton – indicated she will be renewing
  • Minh Chau – indicated she will be renewing

NOTE – Lisa will call members to ask if they are renewing. 

  • Giving members until December 1st to renew.
  • James suggested we ask members why they aren’t renewing.

October 14, 2023

MRAA Board Meeting Notes

Date & Time: Saturday, October 14, 2023, 12:30 p.m. – 2:00 p.m.

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, Lisa Burke, James Green, Doug Ziegler, Andrew Bryant

Unable to attend: Linda Lewis, Diane Balister, Jo Kennedy

Location: Richmond Public Library, Belmont Branch, 3100 Ellwood Ave., Richmond, VA

Agenda

Treasury

    • Follow-up to 9/9/23 Meeting
      • Since the last Board meeting we have found a few items that were not included in the recent budget. (eg judge and show awards) It now shows a $11 deficit. 
        • We have about $8000 surplus in our bank account. We agreed to discuss what to do with this amount (if anything) as well as our checking account balance. 
        • Key issue – what should be our target bank balance? Mike suggested one year’s expenses ($3820) in reserve would be prudent. 
        • Discussion of how to use our surplus dollars:
          • Eliminate show fees in total(about $760 in lost revenue)
          • Eliminate show fees in locations where we do not have to pay a fee(about $483 in lost revenue  )
          • Cut show fees (by half for example)
          • Contract with ArtWorks for an additional show ($450)
          • Establish an outreach program to assist those in need engage with the arts (eg a Richmond School or senior center)
          • Purchase additional D&O insurance
          • One time purchase of infrastructure
  • Board voted to keep the entire reserve in the bank account for the time being. 
  • Will discuss reserve funds again in 2024
  • In September we discussed that Board members could spend their budget, and possible expenditures of up to $100 without further approval. That was an example of how we might handle the budgetary process. In reality, we probably still want to discuss unplanned budgetary items that are significant. 
    • Everyone needs to be accountable to their budget.
    • Any unplanned and significant expenditures should be discussed with Janet and Mike.
  • Mike is closing Truist account and consolidating all funds into the new bank account.
    • Discussion on Directors and Officers Insurance policy
      • Generally, Boards are advised to have a D&O (Directors and Officers) Liability policy in place. 
      • Current MRAA Policy – a Business Operations Policy. Generally covers us for any personal harm or property damage caused by a board member and for property loss, including a loss of our artwork on display at one of our shows. NOTE: Crossroads does not have a policy protecting artwork on display.
      • We currently pay about $425/year for our policy. Adding D&O from our current provider will cost an additional $475/year for $1,000,000 of liability coverage.(attached)
      • Mike received a quote from Erie Insurance and they have a combined policy for $549/year (attached)
      • In Virginia, “with respect to directors of non-stock, nonprofit corporations, Code of Virginia statute 13.1-870 adheres to the general rule that a director will not be found liable for his actions as a director as long as he follows what is called the “good faith business judgment rule.”  So it is unlikely we would be held liable if operating in good faith. As our assets are so small, it would not be worth anyone’s effort to sue us.
      • As a point of information, James River Artists does not carry any insurance. Any personal excess liability policy would not cover us for a business related activity.
      • Table discussion. Mike will get a line by line comparison on policies (new v old), to ensure that Erie policy meets our requirements. He will send it out via email so that we can vote via email on:
        • Keeping existing policy as is
        • Keeping existing policy and adding D & O
        • Change our insurance carrier to a D & O / Business Operations Policy
    • Mike reviewed the format and content of the budget / financial statement.
  • Mike to make a $100 donation to the Richmond Library.

Membership

    • Status of dues payments
      • Initial email sent out by Susan in early to mid-September
      • Reminder email sent on 9/27/2023, by Janet via generic MRAA email account
      • Reminder email sent on 10/13/2023, by Janet via generic MRAA email account
      • 19 members haven’t paid dues: 2 associates and 17 exhibiting members
  • Janet to send the board a list of members that haven’t paid their dues

Miscellaneous

    • MRAA History – Janet provided the board with an outline / timeline for MRAA early history. Document has been posted to the BOD, under Admin > History.
    • Revised MRAA By Laws
      • Janet, Mike, Robert, James met 10/11/2023 to discuss by-laws
      • By Laws made as generic as possible.
      • By Laws posted to BOD.
  • Board to review By Laws
  • Once changes are finalized, Board to vote on By Laws.
    • James suggested we clearly define and document responsibilities of each MRAA role. James, Lisa and Mike have submitted documentation for their roles. 
  • Document(s) should be kept outside of the By Laws
  • If board members have capacity, please document your role / responsibilities.
    • Facebook – It is an open group. Anyone can join the group and post to Facebook page.
      • Bart Levy provided Janet with Admin Rights to Facebook.  
      • Discussion held about whether it should be closed to non-MRAA members
      • Facebook page has over 250 members.
      • Board decided it should be an open group.
  • FYI, Janet updated settings so posts must be approved.
  • Janet to add a pinned post, indicating a link to the MRAA website, so professional Metro Richmond artists can join other than the FB group.
  • Web – Received a member request to post 2024 Exhibitions we currently have firmed up and on the calendar to the MRAA website so members can plan accordingly. 
  • Andrew to work with Jo / James to get Gallery info and update web.
    • Gallery Rules 
      • Gallery rules will no longer be a part of By Laws. 
  • Janet to create gallery rules using Crossroads Gallery Rules as a starting point. 
  • Janet will send Gallery Rules to the board via email for a vote.

Gallery

  • Discussion: Would like to start keeping data of what sells at each gallery event
  • Work with Galleries for that data
  • Solicit Members when they sell art directly to customers, after a show ends.

 

Note, ran out of time before we could cover the below Gallery topics. 

 

  • Crossroads 2023
    • Status of entries and show fee payments
      • 29 Members
      • 48 Submissions
      • All are paid, per Mike
    • Call for Entry closed 10/13
    • Balance of contract payment due on 10/15, Mike scheduled in September
    • Drop off 11/5 and 11/7 by noon
    • In gallery 11/17 – 12/29
    • Pickup 12/30 & 1/2/2024
    • Diego will need to be paid, Jo proposes at the event. Mike/Jo work to facilitate
    • Paul Candido will pick up ribbons
    • 15% Commission
    • 1st Prize – $100, 2nd Prize – $50, 3rd Prize – $50
    • Crossroads hangs the show
    • November and December meetings will take place in the room where our show is hanging
  • Crossroads show – artwork discussion
    • Crossroads requested a designed piece submitted along with artwork on 9/15, indicating something along the lines of “Metro Richmond Artists Annual Show”, that could be included with the artwork Crossroads distributes to promote our show. We didn’t have anything at the time of request.
    • 2024 – Use the artwork from our website. Who designed that artwork?
  • St Paul’s during Lenten lunches 2024
  • Boyd’s – April 26, 2024
  • Hanbury Architects – September 2024, First Fridays 
  • Crossroads November / December 2024
    • Contract signed and provided back to Crossroads
    • Deposit due 10/15/2023
  • Jo – Will there be a library show? Paul Candido worked to reestablish a relationship with the library. There was discussion of an annual show at the Library each April
    • The board thought we could do both a show at Boyd’s and the Library in April
    • Possibly a show for large pieces at the library in the Gellman Room

September 9, 2023

MRAA Board Meeting Notes

Date & Time: Saturday, September 9, 2023, 12:30 p.m. – 2:00 p.m.

Attendees: Janet Ringle, Susan Fisher, Mike Haubenstock, Linda Lewis, Lisa Burke, James Green, Diane Balister, Doug Ziegler, Andrew Bryant

Location: Richmond Public Library, Belmont Branch, 3100 Ellwood Ave., Richmond, VA

Follow-up Items on Page 3

Treasury

  • 2023 / 2024 Budget
    • Overview
    • Changes to fee structures
      • Show Registration/Application Fee – Will be $11 to enter with PayPal, or $10 per piece to pay with cash or check. Voted on and the Ayes have it
      • Membership  – Will be $47 to pay with PayPal, or $45 to pay with cash or check. This change was previously made
      • PayPal vs Cash / Check  – PayPal has a fee. Approximately 5% on Membership dues, and almost 10% on a $10 Application Fee to enter a piece in an Exhibition
    • Changing to bank from Truist to Fidelity. 
      • Fidelity pays money market rates (currently almost 5%) on our $8K balance
      • Mike is setting up bill pay on our new Fidelity checking account
    • We’ll be saving additional dollars by moving our monthly meeting from Crossroads to the Richmond Main Library. Library is free
    • Budget is now organized by Board Member, as applicable. Board members are free to spend the budget up to $100 per item without further approval. Expenses over $100 or that will be in excess of budget require additional approval of either Mike or Janet.
    • Discussion of how to use surplus, what should the surplus amount be. To be discussed at the next meeting
    • We are in the midst of membership renewals, which are due in September

By Laws

  • MRAA By Laws need to be updated
  • A Subcommittee will meet offline and bring changes to the group in the November Meeting
  • Janet and Mike will serve on the subcommittee. Robert Winne had expressed an interest in the By Laws
  • The By Laws should not be specific. For example, no dollar amounts, not gallery specific, etc.
  • We should have separate Gallery Rules. They can be included on our website, for example at the time of registration

Page 1 of 4

Membership

  • Discussion about Associate Membership fee
    • Lisa proposed members apply, pay their $45 dollar membership fee, and become an associate member. Then after they attend their first meeting, they can apply to become an exhibiting member at a $15 fee, and go through the jurying process
    • James proposed that we go back to jurying in person

Gallery 

  • Crossroads 2023
    • Need digital of actual show (2) by 9/15
      • We’ll need several registrations before 9/15
    • Balance of contract payment due on 10/15, Mike has scheduled
    • Drop off 11/5 and 11/7 by noon
    • In gallery 11/17 – 12/29
    • Pickup 12/30 & 1/2/2024
    • Diego will need to be paid
    • Paul Candido has provided ribbons in the past
    • 15% Commission
    • 1st Prize – $100, 2nd Prize – $50, 3rd Prize – $50
    • Crossroads hangs to the show
    • November and December meetings will take place in the room where our show is hanging
  • St Paul’s during Lenten lunches 2024
  • Boyd’s – April 26, 2024
  • Hanbury Architects – September 2024, First Fridays 
  • Crossroads November / December 2024
    • Contract signed and provided back to Crossroads
    • Deposit due 10/15/2023
  • Will there be a library show? Paul Candido worked to reestablish a relationship with the library. There was discussion of an annual show at the Library each April
    • Thought was we could do both a show at Boyd’s and the Library in April
    • Possibly a show for large pieces at the library in the Gellman Room

Program

  • 10/14/2023 – Minh, Asian brush painting 
  • 11/11/2023 – Member share
  • 12/9/2023 – Christmas party
  • 1/13/2024 – Robin, field trip to Maidens and demo
  • 2/10/2024 – Diego – artistic journey
  • 3/9/2024 – Museum tour
  • 4/13/2024 – Member share

Page 2 of 4

General Topics

  • Open Roles
    • Recording Secretary 
    • Publicity Chair Open (Robert – Instagram, Carl – Calendar)
      • We need Facebook credentials until we fill the role
    • Gallery – Currently Jo and James 
    • Juror – James will stop jurying. Proposal is the Monica Rao will jury when she joins the group
  • Janet will take over Facebook posts until we find a publicity chair. Linda indicated she might have some capacity.
  • Do we want to grow or stay the same size as an organization? We are currently about 60+.
    • Several years ago there was a push for a more diverse membership
    • In 2022, there wasn’t a goal for growth.. It might limit the number of pieces members might be able to hang in an exhibition
    • Could we do something to encourage younger members? Suggestions:
      • A one-year honorary membership for students
      • Obtain speakers that might have a more youthful appeal

Follow up items 

  1. Janet – Send a reminder email on October 1st: Membership Dues should be submitted immediately
  2. James / Andrew – Update systems and the website as necessary to reflect the change from $10 to $11
  3. James – indicated that he can provide an editable version of the By Laws. Mike will make the first round of edits.
  4. All – If you have suggestions to By Laws, please provide them to Mike 
  5. All – If you would like to volunteer to serve on the By Laws subcommittee, please contact Janet 
  6. Janet – reached out to Robert to see if he is still interested in working on the By Law edits. Emailed Robert 9/9/2023. Robert Winne would like to be on the subcommittee 
  7. James, Lisa, Janet – Membership Subcommittee to meet and discuss the logistics, processes, etc., and come to the October meeting with a proposal 
  8. Janet – Reached out to Paul Candido about ribbons. Awaiting a response
  9. Janet – Reached out to Jo about Payment to Diego for judging Crossroads. Awaiting response
  10. Janet – Reach out to Jo about Library Show in April 2024 and ongoing shows, when she returns from Europe
  11. Janet – followed-up with Mike on new contact info for Richmond Main Library. Hannah.Kilgore@rva.gov
  12. Janet – Followed-up with Bart to see if she has Facebook credentials. Awaiting response
  13. Open – We discussed that we needed Gallery Rules, but didn’t discuss who would take that on. Would anyone have an interest in leading that and working on those gallery rules?
  14. Janet – Draft something for the newsletter about open board positions/provide to Doug

Page 3 of 4

Proposed October Meeting Agenda Items

  • Discussion of how to use our surplus dollars: Other shows, philanthropy
  • What amount should be we keep as a surplus
  • History of MRAA
  • New Member Proposal
  • Jury Proposal

Proposed November Meeting Agenda Items

  • MRAA By Laws

Page 4 of 4

August 10, 2023

A summer meeting was held at Janet Ringle’s home. In attendance were; Janet
Ringle, Mike Haubenstock, Susan Fisher, Linda Lewis and Lisa Burke.

Topics and decisions

  • Treasury: The board was asked to confirm election of Mike Haubenstock as our new Treasurer.
  • There was an earlier unanimous vote by e-mail. Mike was welcomed to the board. (Update. On
    August 17th, 2023 Mike and Susan wrote a statement authorizing Mike as treasurer and the
    visited a Truist branch. Mike was added as an authorized person to our checking account.)
    Tasks in treasury include:

    • Budget reviewing and confirming the 2023 / 2024 budget (Susan has a draft and will share it
      with Mike. Once Diane confirms Susan’s assumptions for actuals it will be circulated to the
      board members to adjust decisions that impact income and expenses. Mike suggested that the
      budget be organized by board member so that they easily can reference the line items for which
      they have oversight.
    • Billing to members for dues for next season. Usually goes out late August due in September.
      There is a link to pay. Some members will want to mail check or pay by cash at meeting. Susan
      will share a sample of letter from the past.
    • Discussion of Dues amount: Members have recommended increase to $50. Lisa Burke as
      member chair suggested that associate members pay less. No resolution to this was reached.
  • Programing: Linda Lewis described the plan for a meeting at Robin Caspari’s Farm on Dynamic Symmetry. Farm is in Goochland. Some car pooling from Crossroads would be helpful. Board approved concept. Linda also has other speakers lined up and will circulate the full schedule soon. Diego Sanchez will present this season. He will also judge our annual show.
  • Membership: Lisa indicated that we have had very few new membership applications. For those we have had there continues to be confusion surrounding the collection of the initial dues. Lisa has suggestions to clarify the application process and will work with James on this. She would like to see the application completed in full, and paid as it is submitted. People on the board who joined recently reported not realizing that they had finished and submitted the application. Lisa also found some on the jury are having problems with Google Drive use.
  • Gallery Janet asked for Gallery if we wanted to do a show at Artworks at the end of June 2024. Rent for gallery $450. While we would like to give Artworks Port Gallery a go, the board felt it would be better to look for a slot within our season, September through May. We have a show coming together during lent at Saint Paul’s (Lenten Lunches) Boyd Gallery is in April 2024 and September 2024 at Hanbury. Details of hang dates, show dates, take down to follow. The board does not want to return to Saint Stephens.
  • On Going Board Meetings Janet is leaning to meeting monthly after our member’s meeting. Discussion continued about meeting plan. It is Crossroads Art Center through end of year 2023. January is at Robin’s farm. After that Richmond Main Library.

January 2023

Metro Richmond Artists January 14, 2022  Board Meeting – (ZOOM) 11:20 AM

Members will be reminded that KLM Pickup is Monday Jan 23.

The Library Show is June 1-July for 2023.  We have requested the April time frame beginning 2024. Ideas are being sought to enliven the opening reception in June. The show will be called “Summer in the City.”

Crossroads Show

The December 2023 meeting needs a different location this year to avoid confusion with Crossroads’ dropoff. The Christmas party also needs a new location. Diane will check with Art Space on availability and cost.

Crossroads has offered permanent space for an MRAA gallery. The board decided it would be too complicated to do at this time. Susan will respond to Crossroads. We will continue meeting there on 2nd Saturdays as we do now.

Marketing, Branding, and Websites: We will proceed on all marketing materials with metrorichmondartists.org. Metrorichmond.org, Metrorichmondartists.org, metrorichmondartists.com, metrorichmondart.org and metropolitanrichmondartists are also owned by MRAA. Brochures, cards, etc. will carry the new URL as well as an updated design and they will reflect the emphasis on Metro Richmond Artists instead of MRAA. Linda Lewis may help coordinate the reprint when the new design is approved. A budget of approximately $100 was approved for printing.

Other permanent space and spaces for shows, as well as partnerships will be explored by various board members.

The board agreed to share member contact info with other members. PDF with a directory in a printable format could be e-mailed to members, and complimented by a “password protected” directory on our website. This was discussed but not resolved.

 

Updates Jan. 15:

Robert Winnie has agreed to redesign the current Join MRAA postcard to a new Join Metro Richmond Artists Postcard.

The June-July art show will be called, Summer in The City. Andrew will update the web.

Minh-Chau Truong has agreed to lead a plan for the opening at the Library Show. Paul Candido has confirmed he will lead the hanging team for the show.