Present:  Chair Elisabeth Walton Potter, Vice-Chair Christine D’Arcy, Treasurer Richard Van Orman,
Ann Altman, Kathleen Fish, Chuck Fisher, Antonia Jenkins, Thomas Kneeland, Sue McCracken, Jim Schwab, Karen Townsend, and Leslie Coleman Zeigen. 

Guests:  Eric White and Susan Kelley

 Minutes: The minutes for the interim meeting on June 18 were approved.

Finance:  Elisabeth noted that an expenditure of $125 for the banner first used at the World Beat Festival June 28-29 was covered by prior committee authorization but that expenditure for printing the public survey and the inventory registration form had not been formally authorized in advance.  On motion of Sue McCracken,  payment of the $966 printing bill was approved unanimously by the members present.  Copies of both print pieces were distributed and members were cautioned that before distributing any of the registration forms they should correct the e-mail address to cultural@co.marion.or.us by crossing out the word “commissioners” in the two places where the address occurs, on pages 1 and 3.

     Richard distributed a treasurer’s report showing the current balance at $8,418.00.

Introductions:  Sue introduced Eric White, Marion County webmaster who is developing interactive Web pages for the survey and registration forms, and Susan Kelly, who has volunteered to perform data entry for both pieces.

E-mail:  A sheet was circulated to collect changes in e-mails and record any connectivity gaps.  The committee accepted Eric’s offer to start a listserv to maintain stable contact among the group.  The group will be advised when it goes active and was reminded not to use “reply” to a listserv message unless the intent is to communicate with all members.

Internet: Eric distributed copies of the interactive Internet versions of the survey and registration forms and discussion followed on format.  Eric will launch the pages and give the committee a password to check out and make suggestions for the site before making it accessible to the public through a link.  Sue will send the URL address and password when they are established.  While Internet users will have access to the Marion County Cultural Resource Inventory, the public will not  be able to add entries directly.  The Inventory will be screened internally.  Christine suggested that a question be added to the public survey questionnaire as follows: “Would you like to link to the Marion County Cultural Planning Coalition Website?”  After some discussion, it was generally agreed that September 12 -14 should be the cut-off date for the public survey, which dates encompass the Oktoberfest in Mt. Angel, likely to be the outermost summer public event visited by the committee.

Events:

    World Beat – Elisabeth thanked Kathleen for hosting the booth and ideal placement of our table. Also acknowledged were Hanteng for coordinating logistics for the committee and Frankie, Christine, Sue, Jim, Leslie, and Ann, who staffed the booth.  Elisabeth also took a shift. 

     The group discussed their experiences at the well-attended, two-day World Beat Festival and what we could learn from them.  Chairs and pens are essential to allow people to be seated and fill out the survey on the spot.  Chuck noted that we need a “hook” like a button for staff that says, “Ask me how to get a $500 tax credit.”   Christine said she will press OCT to get some non-time sensitive materials out about the tax credit to use at the booth.

     Christine mentioned that Hazel Patton, community leader active with the Court Street-Chemeketa Street and Salem Downtown Historic Districts, is willing to get the inventory and survey out to historic districts locally.  There are other historic districts in Marion County, such as Silverton, Aurora, and St. Paul, that would make good target areas for the public survey.  Christine said that the committee members should distribute questionnaires to the cultural groups they are involved with.  She also said Rep. Billy Dalto pledged legislative support and was complimentary about our booth.  She talked with a Yamhill County cultural coalition person about a possible regional meeting to share related inventory information, particularly about common agricultural assets. 

     Sue reported that OCT is now linking to county and tribal Web sites from its site so people can see what is going on in their own areas.

     Salem Art Fair -  Chuck sent around the sign-up sheet for staffing a booth.  Christine announced that OCT will pay for both the space and the tent rental for a shared visible presence.  She noted that the Salem Art Association will bill OCT directly in the amount of $200.  Elisabeth has acknowledged the support with a letter to Secretary of State Bill Bradbury and Charlie Walker, chair and vice-chair of OCT, respectively.  Elisabeth thanked Christine for facilitating the generous support that will allow the committee to budget its limited money elsewhere. 

     OCT also expects to help staff the booth.  A schedule should be left at the booth so each shift knows who will be taking over.  We should canvas participants and give inventory registration forms to exhibitors from Marion County; Richard said the vendor list will tell us who is from Marion County.

     Sue will be making stand-up cards for the Marion County Fair (July 10-13) asking people to fill out the survey and inventory.  The cards can be re-used at the Art Fair.  Chuck will rent an 8-foot table, Christine will loan chairs, and Elisabeth will provide a cooler with water and cups. 

     The committee previously approved $300 for the Art Fair.  Chuck spent $125 on the banner.  The  balance should defray other expenses for the fair.  Call to alert Chuck for any expense over $30.  

     Ann will make “Arts 4U” refrigerator magnets with the OCT license plate on them which we can sell.

     The group decided to have a “guess how many” jar and/or a raffle with prizes of passes.  We can ask people to fill out the survey before entering.  The frequency of drawings will depend on the number of prizes obtained by the committee.  Tom volunteered Great Oregon Steam-Up passes, Antonia offered Oregon Garden passes, and Chuck considered Pentacle Theatre passes.  Leslie has a jar with a slot for guess slips and fabric for the table. Richard has colored stones for the “guess how many.”  Christine has a roll of raffle tickets and will get stands for the OCT panels.   She may also have a Polaroid camera and film for people who want their pictures taken looking through the panels.

    Donated passes and other small items for the Art Fair should be given to Chuck at the interim meeting on July 16 at 4 p.m. in the Swamp Fox conference room in Courthouse Square.

Next Steps:  The committee discussed plans for appearances at other events this summer and other outreach measures.  Elisabeth will get surveys to libraries and Sue will send them to cities in the county.  Ann said the Mid-Valley Arts Council  is willing to insert them with their next monthly newsletter and showed the article she was able to place in the July edition.  Christine can send a message via the statewide heritage listserv directing Marion County residents to our Web site to fill out the survey and inventory registration form and will distribute surveys via newsletter insert to members of Children’s Educational Theater.  Chuck suggested getting the questionnaire to churches, particularly those with which members of the committee are associated.  Museums would also be a good outlet.

     Christine offered to approach the Statesman Journal to enlist the newspaper as a partner in promoting the work of the committee.  She hopes to elicit both a story from Arts beat reporter Ron Cowan and an editorial from Dick Hughes or Barbara Curtin.  Sue will send her the press release Ann used for the story in the current edition of the Mid Valley Arts Council newsletter.  Christine will let Sue know when she talks with the Statesman so Sue can send the press release to other media in the area.

    Chuck noted that he can get a 9’x 9’ canopy for $50 if the group wants to buy it for future events.  No action was taken toward acquiring a canopy.

    Ann listed events we should attend in Silverton, Aurora, Brooks, Woodburn and Stayton and will get contact names and dates. 

     With regard to the Mexican Fiesta in Woodburn, August 1-3, Elisabeth will check with Frances on whether we should translate the survey into Spanish and try to be a presence there.  Chuck said that if Frances could not undertake the translation, a co-worker of his, charges $15 per hour, could be approached.  He said he would check on an estimate of time it would take his co-worker to do the translation.

     The committee meeting was adjourned at 6:15.m.   The next interim meeting is at 4 p.m., Wednesday, July 16, and the next regular meeting is at 4 p.m. on Wednesday, August 6.