NCPC EXECUTIVE BOARD MEETING MINUTES
Meeting Date: January 26, 2015
Location: The Clayton Center, Clayton, NC
Time: 10 a.m.
Attendance: Jeffrey Clark, Bob Nocek, Jim Hoyle, Susan Heiserman, Sherry
Archibald, Sharon Moore, David Briggs, William Lewis, Laura Kratt, Shane Fernando,
Jane Lonon
Call to Order: Sherry Archibald, President
Approval of Minutes: Executive Meeting-November
 Dave motioned to approve; William seconded; Board voted and
approved.
Financial Report: Jeff Clark, Treasurer
 Reviewed Balance Sheet
 Reviewed Profit & Loss Budget vs. Actual: membership is down (typical
for non-Arts Market year)
Operating Supplies & Equipment is over budget as expected with
transition in leadership. All other expenses are on target.
 Reviewed Profit & Loss comparing year to year: Registration fees are
up. Non-presenters’ membership dues are down as expected. There is
a discrepancy btwn. pg 1 and 3Jeff or Susan will go back to Glenda
to figure out the cause of the discrepancy; it may be postcards?
 Executive Director can authorize to pay for budgeted expenses when
needed.
 Susan, let the board know if you need more office supplies &
equipment. Don’t feel bad if it is over budget. We want you to have
what you need.
 William motioned to approve the budget; Jim seconded; Board voted
and approved.
Administrators Report: Susan Heiserman, Executive Director
 Membership Status Update: NCPC gained a few members since
November: EC Civic Center (Lexington) & Beaufort County.
Susan plans to do another membership drive when it is time to renew
for next year.
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Laura suggested an NCPC sticker to wear (on conference badge) when
we go to conferences.
Davis suggested that we need to recruit other university presenters
(as part of our strategic plan?). Should we put testimonials on the
website?
Arts Market: Susan met with hotels: Marriot (will hold a block of
rooms), 21C (will host a reception & some rooms) and Aloft (will hold
a block of rooms).
Susan signed an agreement with Southern Exhibitioners for pipe and
drape.
Agents felt that independent showcases were not necessary when
Susan met with them at Bull Chat; independent showcases compete
with conference showcases.
Keynote speaker suggestions: Comedian? Canadian? Mike Cross w/
Blade Agency, Charlie Steadman? Branford Marsallis?
Susan went over the increase in fees she is proposing for 2015 for
Arts Market. (Increase showcase application to $35, production to $85
and presenter late fees to $250.)
Susan then walked through the budget. (She will update the budget
with the proposed showcase application fee.) This increase in fees will
yield $6-7K more in income if we meet budget.
The Arts Market budget goal is to break even this year. Susan feels
confident we will meet our income goal; we only need a few more
presenters to attend to make this happen. (Bob is happy to help with
recruiting more Southeast presenters to attend Arts Market.)
Shane suggested increasing contracted services line. William said the
increase should be at least $9000. NCPC really needs staff support.
o The most pressing staff need is a registration person. (32
weeks, Apr-Nov)
 They’ll set up the showcase application system.
 They would be the point of contact for the Arts Market
jury—keeping it organized and ready for the panel
meeting.
 They would manage pre and onsite registration for the
conference.
 $5-7.5K
o Secondly, volunteer coordination ($4k? or split between two
people, like Susan and Steve—Susan will check with the rift
raft) and exhibit hall manager ($3.5k?). Need to reassess these
positions. (Bunny may be a possible volunteer coordinator.)
o Finally we need someone to work on ads and sponsorships
(This could be commission based and perhaps a potential
partnership with Durham Magazine—Bob will check on this).
o If we know of anyone to fill the three remaining positions, let
Susan know asap.
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o Holly Brown is also on board to help.
Susan will plug new numbers in and resend the Arts Market budget
spreadsheet.
Susan is interested in a different online registration service.
Star Chapter: Integrated Solution—Event Registration, Website, Email
communication & Membership Management.
o The Standard Packageis $699 set up; $85 monthly.
o Membership could be based on when you sign up as opposed
to July 1-Jun 30.
o We can customize info we collect from our members. Forum on
website.
o One snag in this solution is that we will need to figure out how
agents communicate with presenters—Google?
o Dave suggested getting references from companies who have
used Star Chapter before.
o Payment to Serena and 123 would go away. (What does 123
contract say?)
o The goal is to transition to Star Chapter so we can use it for the
June meeting registration.
o Bob motioned to authorize Susan to explore the option to
switch services and make the decision. Jeff seconded; Board
voted and approved.
Old Business: Mike Sapp benefit event: Russell Wicker
 Sunday, October 11, 2015 at 3pm
 Length: 2.5hrs, target
 Ticket price?
 Coordinated by Stephen Barefoot, Vicki Vitiello, Russell Wicker
 The college has donated the space.
 Personnel?; Russell is working on this component
 There will be talking during the artists’ transitions.
 The performers will be artists that Mike has a relationship and
people that his community know (NC artists). (Stephen is working on
the artists)
o Emile Pandolfi (confirmed)
o Other potentials: John Brown?, David Holt?
 NCPC’s role:
o Volunteer
o Donation: Can the donations go through NCPC on behalf
of Mike Sapp to make it easier for organizations to
donate?
o Come see the show
 Stephen has named the event Sapp Rising. This is not an NCPC or
NCAC event…but a Friends of Mike event.
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Shane will put a full-page ad in his Opening Gala book and will talk
with UNCW about doing something similar. He just needs the art for
the event.
Russell will be the contact for NCPC for this event.
New Business
 Sponsorship: Sherry discussed the idea of an annual sponsorship
drive with four levels of giving instead of three.
 We discussed a 2 year sponsorship instead of 1 year. Dave brought up
again the idea of doing a 2 year membership with agents/artists.
 The benefit of a single year is that it is a reminder to invest in
institution and we have the potential to earn more long term.
 Jim suggested increasing the Patrons Club to $500
 Someone suggesting having the back page option only during nonArts Market years.
 Take a look at the tax deductible line...the language needs to be
altered.
 There was a general agreement to have two different packages for two
different years…keeping four levels. (Have two sheets that describe
the benefits for the two different years.)
 Professional Development Session Ideas:
o Insurance
o Marketing: split the group by budget
o Accessibility: Arts Access
o Google drive session: William knows someone in Vale Cruz (to
talk about Google and Social Media)—he is a practitioner;
o We should discuss what is happening with our strategic
meetings
o Discussion between presenters and agents: how are presenters
using agent/artist’s social media
Adjournment
Note upcoming events:
March 10: Executive Board, High Point
June 15-17: Annual Meeting, Wilmington