BOARD MEETING

May 9, 2005

4:15 to 5:15 p.m.

Pioneer Conference Room, 1st Floor, Courthouse Square.

Meeting Minutes

PRESENT: Hanten Day, Kathleen Fish, Daniel Hays, Marisa Newnam, Jim Schwab, Kay Pendleton, Sharon Zielinski

ABSENT: Richard Van Orman, James Shull

CALL TO ORDER:

Meeting was called to order by Vice-President Hanten Day at 4:15 p.m. with a roll call.

Richard Van Orman is on extended medical leave. James Shull sent notice that he would be out of town.

Daniel Hays to be excused from April 25 meeting for work related reasons.

Kathleen Fish and Sharon Zielinski will be late.

Minutes: Held till other Board members arrive.

Old Business:

1. H. Day reports that he has hand carried completed and signed agreement between Mid-Willamette Valley Council of Governments (MWVCOG) and MCDC and picked up 501(c)3 confirmation letter faxed from the Salem Youth Symphony.

K. Pendleton reports that grant applicant Eleanor Berry was to have sent copy of 501(c)3 confirmation from sponsor, Friends of the Library, in Stayton. H. Day will check.

2. Board Members:

It was brought to the Board’s attention that we need to nominate and elect new Board Members. We have at present 9 members and we are allowed up to 15.

Kay Pendleton agreed to obtain a list forwarded to board president, Richard van Orman by John Burke, and the list compiled by the Marion County Cultural Coalition and e-mail them to the current board. Plan action on June meeting.

John Oblantz, curator of Hailie Ford Museum, was put forth by D. Hays. Board agreed to have D. hays contact him.

3. Publicity:

Publicity regarding application for board membership was discussed. Board agreed that any publicity/press release should include announcement of grant awards, openings on the Board and information on our website.

States Journal contacts included Michelle Maxwell (503-589-6930, m.maxwell@statesmanjournal.com) and Ron Cowan (503-399-6728), It was also suggested that we contact the Statesman Journal editorial board and request time for a meeting.

The ad hoc committee for PR and communications will take responsibility for the above.

Late comers S. Zielinski and K. Fish were briefly updated on items discussed.

Minutes: Minutes from the April 25, 2005 board meeting of the Marion Cultural Development Corporation was submitted by Secretary, M. Newnam.

Motion made by J. Schwab to approve the minutes.

Seconded by S. Zielinski. Approved.

Sole Agenda Item: Grant Applications

10 grant applications and award were reviewed.

All supporting documents are in With the exception of Eleanor Berry’s which has to be picked up from MWVCOG. H. Day clarified the Salem Chinese Academy’s pending 501(c) 3 status.

Notification process for grant awardees was discussed. K. Pendleton will develop an acceptance letter and will be proof-read by J. Schwab. Letter will be e-mailed by K. Pendleton to grant recipients by May 16 with instructions to return signed document by May 27. Instructions will also include return address - mail, fax and e-mail.

J. Schwab will post acceptance letter on website.

As treasurer, J. Schwab will work with MWVCOG to issue checks after signed acceptance letters have been received. Checks should be sent by June 10.

Board agreed that a system for tracking applications need to be developed. Ideas were presented and K. Pendleton will develop a grid to be reviewed at next meeting.

J. Schwab volunteered to reserve the Pioneer Conference room for future meetings.

Next regular board meeting June 13, 2005 (Mon) at 4:00pm in the Pioneer Conference Room

Meeting adjourned at 5:15 pm

Respectfully Submitted:

Marisa Newnam ____________________