Marion County Cultural Coalition Planning Committee
Minutes: June 4, 2003

Present:  Chairman Elisabeth Potter, Vice-chair Christine D’Arcy, Treasurer Richard Van Orman, Ann Altman, Frances Alvarado, Hanteng Dai, Kathleen Fish, Chuck Fisher, Antonia Jenkins, Sue McCracken, Jim Schwab, Karen Townsend, and Leslie Coleman Zeigen. 

The minutes of May 7 meeting were approved.

A new roster of members was distributed reflecting the resignations of Maureen Thomas and Holly Fujioka and the addition of Frances Alvarado.  The committee is now at 15 members.

The group reviewed the make-up of the working groups as follows:

Organizing the Cultural Inventory - Leslie Zeigen, chair, Frankie Bell, Christine D'Arcy, Tom Kneeland, Jim Schwab

            Goal-setting and Developing the Action Plan - Richard Van Orman, chair, Hanteng Dai, Kathleen Fish, Antonia Jenkins, Karen Townsend

                Strategies for Community Involvement - Ann Altman, chair, Frances Alvarado, Christine D'Arcy, Chuck Fisher, Sue McCracken
 

Finance
Sue and Richard confirmed that the fiscal agent, Mid-Valley Council of Governments, has received a check for $9,509 to support the committee’s work and that a resolution formally agreeing to act as our fiscal agent is on the COG board’s agenda for the June 17 meeting.

After discussion of how the committee will pay expenses, the group voted unanimously on the motion of Ann Altman that payments will require board approval and the signatures of  the chair and the treasurer.

Elisabeth distributed and went over items in a preliminary budget.  The largest items will be printing the draft and final plans.  Elisabeth said her hope was that circumstances would allow setting aside $500 as contingency which, if not used, could be passed on as start-up funds for the permanent committee.  A small amount was budgeted for supplies for videotaping the committee’s Salem-area public meeting.  Sue said she had inquired and found that filming for CCTV could be free of charge under certain circumstances.  Ideally, it was agreed, copies of the videotape would be made for the record and sharing with OCT.

Events
Elisabeth said that, on checking with Air Fair Director Debbie Leahy, it would be possible to reserve an assigned space at the Salem Art Fair and Festival, July 18-20, if the committee acts quickly.  The flat fee is $100 for a 10’x10’ space and $100 for rental of a tent with three walls, which includes put-up and take-down. Hours are 10 a.m. to 8 p.m. Friday and Saturday and 10 a.m. to 6 p.m. on Sunday.  Leahy suggested we invite Bill Flood of the Oregon Cultural Trust (OCT) to be present at peak hours and the committee agreed that would be good. 

Christine said the communications committee of OCT, on which she serves, is meeting next week and she will ask if they will  contribute the $200 and help staff the booth, since it will be a good opportunity to talk about the importance of donations and the availability of the tax credit.

In accordance with the payment policy adopted, the committee voted, unanimously, on a motion by Chuck Fisher to authorize payment of up to $300 for expenses (to include a weatherproof banner typically costing $100) toward participating in the Salem Arts Fair with any contribution from the OCT to serve as reimbursement.

Christine could supply four chairs and Elisabeth a portable table.  Chuck Fisher agreed to head a work group to coordinate our presence.  Staffing should be at least two people at a time and we might ask to be near Ann’s table if possible.

Kathleen said that World Beat has agreed to contribute space and a tent for us at that event which is June 28-29, from 10 a.m. to 10 p.m. on Saturday and 11 a.m. to 6 p.m. on Sunday. 

Mission
Elisabeth distributed a tentative Vision Statement for the committee to consider as follows:

MARION COUNTY CUL TURAL COALITION

LOCAL PARTNER OF THE OREGON CULTURAL TRUST

v

We exist to promote Marion County as a place that 

1        Celebrates Creativity,

2        Values its Diverse Heritage,

3        Supports Tourism and the Arts,

4        Protects its History, and

5        Inspires the Artists, Craftspeople, Performers,

and Conservators of Tomorrow

Our mission is to engage the community in creating a climate

                                             where heritage tourism, theater, literacy, and the arts

                                                 will flourish now and in the years to come.

                                    Find out how you and your organization can take part in

                                                shaping the future of culture and the arts

                                                            in Marion County .

v 

Work groups
           Inventory - Leslie and Jim noted that the Yamhill County committee has developed what they believe would be good inventory form for us to adapt and give to known groups to obtain contact and activity information.   The inventory forms become the basis for a database that will be used by the public. The target is to have the forms back by August 30.  Ideally, the constituent groups and artists would also be able  to fill out an inventory form on our Web site.  Printing and mailing costs are an issue.

Other options for distribution include asking relevant groups (e.g., Mission Mill, Art Association) to include the inventory form with their newsletters or other mailings, asking newspapers to donate space, and handing them out at events (e.g., Children’s Theatre Group). 

The committee discussed fine-line questions concerning including greenhouse nurseries along with floriculture viewing gardens, and whether to include commercial galleries, wineries, and roadside attractions such as the Enchanted Forest, as assets in the cultural inventory.  Also discussed was the merit of an updatable database accessible from the Internet.  An on-line registry hosted by Marion County is a possibility, Sue said.  Cost is an issue but the inventory is one of the most valuable assets we can pass on to the permanent committee along with the action plan. 

Public Involvement -  Ann read a draft press release which, when finalized, can go to media as well as to arts organization newsletters and be posted at libraries, arts shops, on our Web site, etc.  The group decided to emphasize the Web site and an e-mail address hosted by the county as the source of contact information.  Sue’s draft logo on the release was acceptable to the group with the addition of the line “ Local partner of the Oregon Cultural Trust” from Elisabeth’s Vision Statement.   Antonia suggested that we need an on-line poster with information in addition to the press release.

The group discussed making a sticker or something else small to hand people at events, etc., that gives them the Web site address.  The bullet-format fact sheet could be  bundled with the survey questionnaire that the Goals and Plan group is developing. 

Elisabeth asked Ann’s group to hold a meeting focused on whether we should offer a photo opportunity to newspapers in connection with the press release and how to get information out in each of the six identified sub-regions:  Salem/Keizer/Brooks; Silverton/Scotts Mills/Mt. Angel; Woodburn/Gervais/Hubbard; Aurora/Donald/St. Paul; Mill City/Gates/Detroit/Idanha; and Stayton/Sublimity/Turner/Jefferson.

The group again discussed whether community meetings, expecting people to come to them, is really the best way to get the word out about the questionnaire, inventory, plan, and tax credit.  Karen noted that there is a kiosk and an Arts Fair in Aurora.  It may be most effective for Ann’s group to have committee members suggest establish events in their own areas that can be used as venues.

Goals and Plan - Richard distributed a draft set of goals for the action plan that will guide the permanent committee.  This was accompanied by a draft questionnaire, or survey form, that asks the public to state their opinion s and preferences concerning cultural activities in Marion County and identify the barriers that keep them from participating fully.  The draft fact sheet from Ann’s group will be sent to the Plan group so relevant parts can be incorporated.

Antonia suggested that the questionnaire/fact sheet have a tear-off portion so people can retain contact information such as the Web site address.  Since direct mail is expensive, diverse ways of getting it out, such as appearances at events, including it on the Web site, and enlisting the help of the Statesman Journal reader panel will be explored.

Hanteng raised the question of how the questionnaires would be tabulated.  The discussion moved the concept from open-ended questions toward checklist options, which will be easier to tally and interpret.  Karen requested that the committee’s comments on the goals and survey questionnaire be sent to her by June 10 so that a revised version can be presented to the committee at the time of the next meeting.

At Elisabeth's request, Chuck agreed to act as coordinator for our presence at the Salem Arts Fair.

Because of the amount of work needing to be done quickly, in advance of upcoming events, the committee agreed to hold an extra meeting on Wednesday, June 18, at 4 p.m. in the Swamp Fox conference room at the Board of Commissioners Office.

The committee meeting was adjourned at 6:15 pm.