Marion County Cultural Coalition Planning Committee
Minutes:   December 3, 2003

Present:  Chairman Elisabeth Walton Potter, Ann Altman, Frankie Bell, Kathleen Fish, Sue McCracken, Jim Schwab, Karen Townsend and Leslie Coleman Zeigen. 

Minutes: The minutes for the regular meeting on November 5 were approved. 

Plan:  The group discussed how many copies of the plan should be printed and decided on 250.  Distribution would include at least two copies to each library, one for reference and one to circulate, two copies to each city and five to Marion County, a copy to each interviewee and member of the planning and permanent committees as well as copies to the Oregon Cultural Trust.  Elisabeth checked into printing costs and the estimates show the cost would not exceed $2,500.   

Fiscal/legal:  Elisabeth talked with Ray Teasley who confirmed that the Mid-Willamette Valley Council of Governments (COG) would be willing to continue serving as fiscal agent for the permanent committee.  Minimal work would be without charge.  Fees would be charged by staff hours when the permanent committee begins to manage grant funds through COG.  Costs of such management are allowed under the enabling legislation.
     On Leslie’s suggestion, she and Elisabeth met with David Rhoten to ask it he would serve as legal advisor to form the tax-exempt non-profit corporation for the permanent committee.  Mr. Rhoten agreed to have his junior partner, Jeffrey Strickland, do the work at the non-profit rate of half Mr. Strickland’s usual fee.  The estimated cost of incorporation, including the IRS filing fee, is about $2,000.  The target is to have the incorporation papers ready for the first meeting of the permanent committee in February.  Elisabeth asked Jim to help her draft a preliminary budget for the new committee. 

Budget:  The new estimate of $2,500 for printing the plan is $2,000 less than the original estimate of $4,500.  Sue presented a tally of county copying costs for the committee totaling $331.75 exclusive of the earlier cost of $191 for printing the committee’s stationery and envelopes.  Sue moved, and Frankie seconded, that a contingency fund be established with some of the savings with the intent that any remaining amount at the close of this committee be forwarded to the new committee.  The motion was approved unanimously.  Elisabeth proposed that the plan printing cost be reduced to $2,500, the supplies line item be increased from $350 to $550 to cover copying costs, the amount set aside for the new committee be increased from $1,000 to $1,500 and $2,265 be budgeted for legal counsel.  Frankie moved and Leslie seconded adoption of the revised budget and the vote was unanimously in favor. 

Theme:  Elisabeth suggested a slogan or theme to use on the cover of the printed plan.  After discussion and modifications, the theme chosen was:  “Heartland of the Willamette Valley: Cultivating Culture” with below “An Action Plan for Cultural Development in Marion County.” 

Permanent Committee members:  The nominating committee, Elisabeth, Ann and Leslie, submitted a slate of 9 potential new members and 6 current members who have agreed to serve on the permanent committee.  Two applications were received from the public, one of whom had already been recruited.  Considerations for a broadly representational committee included gender, geographic and cultural diversity and a wide variety of disciplines.
     Discussion of the slate of candidates followed.  Sue moved, seconded by Frankie and Leslie, to appoint the 10 recruited candidates (including Karen) and some current members and leave two positions open for the new committee to fill.  After further discussion, Sue withdrew the motion.  Leslie  moved to appoint the 10 recruited candidates and five other current members.  Sue seconded for discussion.  Motion passed unanimously.  Elisabeth distributed a draft letter of appointment asking the newly recruited members to fill out the volunteer application form.  Sue will forward the completed forms of current members who will be continuing to Elisabeth.  The slate of candidates will be forwarded to the Oregon Cultural Trust for their review.
     Members who will be on the permanent committee are Frankie Bell, Hanteng Dai, Kathleen Fish, Jim Schwab, Karen Townsend and Richard Van Orman.   Karen, Kathleen, Frankie, and Jim will serve one-year terms and the two other continuing members will be asked to state a preference for a two or three-year term. Names of the nine new members will be made public after they confirm their willingness to serve.  As the only continuing officer, Richard will be asked to serve as temporary chair of the permanent committee until officers are elected.
     Sue said she has every reason to believe the county will be willing to continue to host the permanent committee and its Web site until at least June.  Staffing of the committee may be by recruiting a volunteer or, when operational funds are available, with paid staff.
    Discussion followed on whether six positions on the permanent committee should be designated as representing one of each of the six main categories of arts, culture and heritage listed in the inventory.  It was agreed that the bylaws will state that at least one member of the 15-member board shall represent each of the six main categories of cultural endeavor identified in the inventory and action plan, namely, visual arts, performance arts, narrative arts, cultural tourism, history/heritage, and humanities institutions.      
            Elisabeth noted that ambiguous language in the draft by-laws for the permanent committee must be removed and rules stated clearly, particularly in reference to potential conflicts of interest.  It was agreed that members of groups that are potential grant applicants can serve on the permanent committee but they must declare a potential conflict of interest if their group applies and may only participate in discussion and voting on relevant applications if the member is confident he or she is able to act impartially and if the committee agrees to allow it.  Officers and directors of non-profit groups applying for grants who also hold a position on the Cultural Development Board will be required under bylaws to declare a conflict of interest and automatically  must recuse themselves from discussion and voting on relevant applications. 

Next meetings:  The next regular meeting of the Planning Committee will be on Wednesday, January 7, 2004.  At that time, Jeffrey Strickland will attend to give a progress report on legal steps toward  incorporation.  The final meeting will be either February 4 or February 11.  It was noted that Leslie and Frankie would be unable to attend a meeting on February 4.  The final meeting will serve also as the formal organization meeting of the successor body, the Marion Cultural Development Board. 
    Elisabeth and Sue will plan to appear before the Board of Commissioners in late January or early February for a final report on completion of our mission.

The meeting was adjourned at 6:05 p.m.