CULTURAL PRESENTATION SOCIETY

BOARD MEETING MINUTES

September 9, 2015

Review of meeting sign up sheet by Chair.  Additions/adjustments to Agenda.  Participants signed up to address Board.

Meeting commenced 10:06 a.m.

Antonio called roll:  Ron Lane, Antonio Rodriguez, Susan Schaal, Greg Grutsche, Jase Anderson present.  Mike Sattlemeir absent due to family emergency.

Antonio appointed Linda McCall as recording secretary/board scribe

Greg moved to approve minutes from 8-19-15 meeting, Ron seconded.  All in favor.

Treasurer’s report:

Not the bottom line we were hoping for, but we are above water.  New advertising expense of $375, not anticipated – it was a past bill that went unpaid from previous page.  Dave clarified balance statement - to get a clear picture, add in expenses of $1k for insurance.  That is our cost of insurance premium each month.  On Assets – we’re showing $10k over what is realistic balance, there are large outstanding checks that have not been cashed.  After they are cashed, we will have $56k in funds.  Two set-up fee checks were returned.  Susan took the copies and will collect from the vendor.  Don moved to approve report, Susan seconded.

Pier Manager’s report:

Presented by LeeAnne.  Reviewed report.  Moved to approve by Susan, Greg seconded.  Discussion on allocated time for performances – 30 minutes, with a 15 minute to break time.  We do not have a performer’s committee meeting report now.  Ron questioned how the performers work and why Will was allowed to do a 45 minute show.  Jase stated it should not have happened and reviewed the time limits in SOPs and the general nightly procedure.  Jase also noted that the performer’s committee observes a new performer on the first night for professionalism and general safeness.  Ron asked if insurance is provided at the time a new performer signs up.  Answer is no but fire extinguishers are looked for and required.  Ron asked if there was jurying done for performers.  None, outside of the first performance.

Acceptance of 10 student fiddler to set up request at Sunset reviewed.   The Board approves as part of supporting community art groups but the student teacher has to call Maria at the city for final approval.  LeeAnne will call fiddler group and instruct them to call the City.

Dave mentioned during training of the new pier managers that the grandfathered performers weren’t normally picking numbers.  Grandfathered performer’s state they have their grandfathered spaces.  This has been going on for some time.  Dave just wanted to mention it.  Adding to the agenda under “New Business”

Participation Committee Minutes:

Review of first page of minutes Phil Sykes to Sitorabono (minutes attached).  Discussion on tiramisu application.  They will need a food spot and cart despite they will be ready to serve.  After lengthy discussion, the Board is asking PC to close all new food applications.

After the first page of minutes, the Board listened to a read in letter by Linda McCall and reviewed a typed letter by Lee Anne McCarthy.  Both were speaking as being a general member and as well as being members of PC but not on behalf of PC.  (Letters attached to minutes).  Concerns over the wording and interpretation of “exact replication” of product in the SOPs was discussed at great length, with comments from participants attending the meeting.   Point by Linda was that the Board opened the door to duplications with their acceptance of a new duplicate team logo painter.

After considerable debate, it was decided the term has been both literally defined, and loosely defined by participants, PC and the Board over time and never consistently.   Overall point was, the term “exact replication” is impossible to use because it leaves open so many interpretations, for example cold pour soap recipes may be different but in the end it’s still soap.   General opinion is a perceived duplication.  Further discussion continued.  Board is asking a committee be formed to get input from participants on suggested changes for SOPs.  LeeAnne and Linda will coordinate meetings and compile participant suggestions to bring to the Board.

Further review of the rest of the minutes:  No on the Henna and another team logo coconut painter after much discussion– Greg made motion to reverse PC’s decision, Susan seconded. 

Board reviewed Tania & Wayne Keller information.  Tanya stated she would not have worked Jan. & Feb. 2015.  So the outcome is that she has not set up in a year and can no longer be considered a participant on the pier.  In addition to their not having participant status, and since we now have other salt scrubs and soaps, Susan made motion to disapprove Tania & Wayne, Greg 2 seconded.. 

Extension of first day set up to Jamie Ziegler for medical reasons approved.  Board agreed to not address Geoff Reis matter (complaints on saws and dust) until he is back in town and able to represent himself at a Board meeting.  PC asked Board to reverse their decision to overturn PC last month (not allowing Kelly Nelson and gourmet ice on the pier), based on proof that another snowcone vendor was approved and set up on the pier the week of February 8, 2015.  Board will not reverse decision. Board asked that due to the length of meeting, that the suggested changes of SOPs for Food vendors, be brought back at a later time.

Greg moved to accept the report as noted and discussed.  Susan seconded.

Chair asked for motion for Lee Anne and Linda to form a committee to work on new guidelines to encompass and further clarify SOPs for all participants. 

Greg moved to form committee,  Jase seconded.

LeeAnne asked for motion to move to close jurying to new Food Vendors, Greg made motion, Jase seconded.  This is a temporary measure, we 17 food vendors on rolls now.  All in favor.

No Performer’s Committee Report:

Checks and Balances Statement – Susan prepared (attached) to be posted as kiosk and copies to participants.  Antonio made motion to approve, Greg seconded.  All in favor.

Chair entertaining motion to direct Performer’s Committee to be sure the performers are taking a break and acts are in length in accordance with SOPs.  Greg moved to approve, Susan seconded.   Jase and Don will write up direction to the pier.  Want to be sure we’re ahead of the game before season hits.

Animal Control – issue on the pier with animal acts.  Susan suggested we put guidelines in place in order to follow Federal law, Dept. of Agriculture will have to license animals used in performances or as exhibis.  Dave suggests that animal acts have to be approved by the Board first.  Decision made that all animal acts have to come before Board for approval first prior to setting up.  Dave will research our insurance for animal coverage.

Gelato John spoke on rules and regulations and what we have as exact replication.  Gelato is asking for consistency on the rules.  Gelato also stated that the Board represents all of us – if a Board member flies off the handle to someone and is rude, they’re representing the organization as a whole.  We have to act professionally at all times.  John is also asking the organization to thoroughly investigate all licenses that are required for Food Vendors.  Greg noted in the past that Board had asked a food committee be formed and nothing has happened.   Greg is asking to form a Food Committee and bring forth the regulations needed.   Discussion followed on inspections.

Addition to Agenda, advertising in the Gallery Guide:   Entertaining a motion to not be part of the Gallery Guide at a cost of $400.  Moved by Susan to not continue participation in Gallery Guide, Ron seconded.

Chair Moved to adjourn 11:35, Greg seconded.