President’s Report
April 28, 2010
At this meeting, we’ll have Bill Matthews of Raymond James present his short annual update of
our investment account. But we will also have some substantive discussions about the future.
We need to ensure that the new systems being put into place are working, now that the first
quarter of the year is complete. In particular:
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How are the Program Councils working?
Is the first quarter financial information consistent with our expectations?
Is the staff structure working?
What should the “permanent” staff structure look like, and when should it be
implemented?
Do we have an adequate process for planning special events, and will they provide the
income that we need?
We need to have a conversation about our facility, now that we have the consultant’s report in
hand; we need to have a conversation about the budget and its implications; we need to discuss
the “friends” or “advisory” group; and we need to discuss our participation (or not) in the
Americans for the Arts economic impact study.
In order to have enough discussion time, this will be a longer meeting than usual. Additionally,
I’m going to start incorporating written committee reports into the President’s report, to try to
keep everything in one place. I feel like the committees are going great guns – as you will see –
and I am so grateful to all of you for this great work.
Finance Committee (Chad): We will have a substantial discussion at the meeting. “The
committee report will include:
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Quarter 1 P & L and Balance Sheet
Final 2010 budget, including recommendations for staff pay”
In addition, I’ve asked Chad to give us a 5-minute reminder on how to best review our financials
– what should be red flags that we look for? Since we are legally responsible for prudence in
financial oversight, and some of us are more “budget people” than others, it will be good to bring
us all “up to speed.”
Facilities Committee (Jim M): This will also be a substantial discussion. “Here is the facilities
report, and I will bring Nan Anderson’s two specific plans with me to the meeting:
 Consultant Update
Nan Anderson visited the GAC in mid-March and met with Janice, Maryo and myself, along
with Jerry Greene (engineer). We looked the building over and discussed some of the many
options we have proposed for the building. We decided to focus on creating a second
dance studio within the building. We decided to pursue two options:
a. A space in the upper level of the historic building, approximately where the two
interior costume storage rooms arepresently located.
b. A reconfiguration of the studios on the main level of the South Wing, accommodating
the Clay Center and a dance studio.
Nan provided sketch floor plans of the two alternatives (to be distributed at meeting). She is
essentially done with her part for the time being.
Our next step is to have Jerry Greene analyze the two options from a structural engineering
standpoint. Jerry has taken all necessary measurements for the roof system and load
bearing walls in the historic building, and he has the plans for the South Wing building. We
are waiting for his report on the two options, which will include estimated costs. Once we
decide which option to pursue, Nan will consult with us through the grant process. We are
also going to pursue a grant for restoration of the north exterior wall of the historic building.
 Sale of Lots
We have developed a list of Arts Center supporters for a mailing asking if they are interested
in purchasing the lots. The mailing has not gone out yet. We anticipate getting it out around
the first of May. They will be offered the lots at the appraised value of $82,500 to effect a
quick sale. If we do not have anyone interested, our plan is for Dave and Jim to co-list the
lots at a reduced commission rate, subject to Board approval, around the first of June at a
price of $89,000.”
“Friends”/Advisory Committee (Terri): We will have a short discussion about where this
is/should be going.
“Maryo and Terri met with the Channells regarding the endowment on April 5. The outcome of
the meeting seemed to be that some research needed to be done regarding the securing of a
fundraiser/developer, perhaps someone on a retainer, who would focus on fundraising for the
endowment and the GAC as separate pots of dollars. This person’s retainer could be based on
dollars solicited. There is a need for an advisory council, whose members would provide
feedback and advice to the Board; the membership of that group is yet to be determined, but
should be community folks who are high profile, prominent community members, and visibly
leaders in the community. People who don’t have time to be board members, but who want to
play a role. The term “friends” may not be the best choice for a group title. Terri will talk with
Pam M. about the possibilities of a fundraiser/developer. The four will meet again the end of
April to identify advisory group members.”
Special Events (Betsy): “Ron and I met and updated the last spreadsheet of events. Ron
seems confident that the Events Council is up and functioning. They have big plans for the
summer. So far events are doing well thanks to SonofaGunn. I have enclosed the
updated spreadsheet.” See attachment.
“I request that the Board set up a sub-committee on signage. This is a current weakness.”
NOTE since Jim M and Janice have been working on this I’m proposing to include it in the
facilities discussion.
Nominating (Betsy): “The Nominating Committee will meet in May when I return.” However,
Betsy is currently soliciting names of good prospective board members, as there are people
going off the board, Jen is away for the year, and Anne is always away in the winters. We need
about 4-5 good new people.
Marketing (Karen): “The marketing committee is in the final stages of developing our
marketing plan. Our marketing plan will be three fold:
*print marketing
*radio marketing
*internet marketing
We will rely heavily on our website, email blasts, facebook and other websites. We have the
capability of developing a blast and having it delivered on a specific date in the future. This
enables us to target market and have blasts sent out even if we are closed.
We can also track our internet advertising and see what works and what doesn’t. As people
view our blasts or sign up to receive our blasts we can track who is a member. This allows us to
target potential and prospective members.
In tandem with our marketing plan is developing our marketing calendar. As we reach out and
schedule events and happenings a year in advance this will be easier. Once we know when an
event or happening takes place, we can determine the date the marketing materials need to be
submitted. For example, once we secure the dates that marketing materials need to be
submitted for the Country Times Magazine or Crested Butte Magazine, we can plug into our
marketing calendar when these materials need to be developed and submitted.
Part of our marketing plan will include a recognition component. We will highlight donors,
businesses, individuals and groups. Our e-blasts will include features and behind the scenes
photos of upcoming events.
Just as we have our website link to our business supporters sites, we need to get specific
businesses (motels, restaurants) in town to have links to us.
Our marketing plan relies on our ability to drive people to our website. We will market our
website heavily in all three marketing modes – print, radio, internet. All GAC materials will have
the website listed.
Melissa is the key to this plan. If we are to succeed, we will need to find a way to increase her
hours. Hopefully, the Business Support plan will bring in additional funds and some can be
used to pay Melissa.”
Business Memberships (Karen): The Business Support committee has drafted its letter to
business owners, plus its chart of options. See attachment.
Individual Memberships (Maryo): “The Individual Memberships committee has drafted two
letters. One is to people who have been members, that includes a fairly detailed update on
where GAC stands, whose intent is to continue their confidence in us. A second letter is to
people who have not been members. We are investigating what lists we can use to reach these
people. We have drafted the membership packages, and are especially excited that we are
establishing a reciprocal relationship with the Crested Butte Center for the Arts, so that GAC
members at the $250+ level get deals on tickets to the CB Center and access to a discounted
motel room there, and vice versa. We are investigating something similar with the Sangre de
Cristo Center in Pueblo.
We are pleased that Narcissa Channell has asked to be a member of this committee.
The committee identifying some 50 “good friends” of GAC and members of the Executive
Committee are suggesting that each of us make 5 calls to these people to see how the
community perceives us.
Anne Ash has been reviewing books on membership to ensure that the principles we are using
are sound, and she is taking on the task of writing personal notes to anyone who makes a
substantial donation to GAC.
Finally, we’re working with Gunnison Bank & Trust so that people who wish to have monthly
amounts transferred from their bank (wherever they bank) to GAC can do that on a periodic
basis. We think that if people can give $22/month then they can fairly easily become members
at the $250+ level – and that is the goal – to shift as many members as we can to this giving
level. On April 27 we will finalize our work but drafts are provided for you. See attachment
Economic Impact (Jim V): Jim has been investigating the implications of participating in this
study, and will seek your input at the meeting. On May 4, he, Rich Karas, and Janice will be
meeting with the Arts Alliance in Crested Butte to discuss working jointly on this study, if the
GAC board is interested in proceeding.
Program Councils (Janice on behalf of the Councils): See Directors Report.
Where the Performing, and Visual Arts Program Councils are chaired by volunteers (to start
expanding our capacity) and Special Ops is chaired by staff (since it’s administrative support),
Special Events and the Education Program Councils are co-chaired by board/staff members.
Betsy’s report from Special Events is above, and Jen’s report from Education follows:
“After outlining what Crystal’s duties are, we came up with the following:
Who we are:
1. Working Group
2. Goal is Education
3. Kids and Adults
4. Support for Crystal
Goals:
1. Help advertise
2. Help fundraise
3. Support Crystal
May 11th will be a community invited meeting. The goals of this meeting are to recruit members
to serve on the council. Meeting will be announced in the Dance Recitals program and the
newspaper. We have target people we will be inviting, including Shelia Anderson, the clay
center director.
Summer program registration will be ready May 1st.”
I’m really impressed by what you are doing. Great work!!
Maryo