PHG Board Meeting 02-27-20

Agenda
PHG Board Meeting
7 PM, February 27, 2020
Room 4, Multnomah Arts Center

1. Call to Order
   1. Roll Call: Amy, Janis, Lynne, Robin, Sylvia, Barbara, Laura, Linda, Maggie, Pat, Dan
   2. Determination of Quorum
   3. Any changes to the agenda
2. Minutes from previous board meeting – approved
3. Correspondence – none
4. Old Business
   1. 501c3 application: We can’t change the existing organization as a c4 to the same organization as a c3. We would have to start over, change the name and then “DBA (Doing Business As) Portland Handweavers Guild. We would need to amend the bylaws, workshop and program policies to support the public access and educational aspect to support it.
      Ability to give tax deduction form to donors.
      Space renting, such as at McMenamins, is lower at some places for a c3.
      If we were going to apply for grants or scholarships, some institutions look more favorably on c3 than c4.
      Maggie and Cooki will be co-directors of outreach to have a more formalized program of education.
      Janice–would prefer if we had a more robust program, a list of people ready to volunteer for demos and more things aimed at the public. WeGO and AnWeg—are both 501c3, and we do things through them. The Legacy Project has had four events so far and now has almost all the equipment they need—ready for events whenever they get a space. It might be a good idea to have a lawyer review it, to be sure it is in order (because of assets etc.). We could maybe get this pro bono.
      Possibly also publishing more on the Textile Exchange (spin off from Textile month)—meetings, demos, events. Also it would be a good idea to participate in Portland Textile Month—it would be a great way to reach to a younger demographic.
      Dan—proceed, but also regarding Janice’s points, do more outreach and let people know what is available. Actively look for venues where we can participate.
      Maggie and Dan will get together. See how things go over the summer, and file at the end of the fiscal year. More discussion, board will have to review application, bylaws will have to be reviewed and approved. Hope to vote for new bylaws and transition at the June meeting.
5. New Business
   1. Website changes: Amy and Dan had a meeting with a website designer to address issues. With her advice, Amy is going to create a staging site with WordPress on our domain so we can see what it will look like. Send any problems you have to Amy. Membership info has been a difficult area.
   2. Fall Sale: It has been done traditionally in November. What about moving it to October to coincide with Portland Textile Month?  Good advertising. Judy Steward suggested doing a joint sale with the beading or basketry people, to increase traffic. We need to decide soon in order because we need to reserve the auditorium. Janice will mail sale participants to see what their thoughts are. There has been a weaving studio tour in the Multnomah Arts Center as part of the Portland Textile Month; we could do coinciding demos.
   3. Workshop income: Workshops are netting over $7,000 this year. Proposal to return some to the Guild, and keep some to supporting future workshops. Pricing is based on workshop cost divided by 8. Suggest set break-even at 9 for the next year to see if it works. Instructors are also raising their prices.
      Dan—there isn’t a separate budget for workshops, but there is some that would be available to support workshops.
      Additional books for library, possibly more rental equipment. Contribute to fund for projects/grants/scholarships. Janice said last time AnWeg was in Oregon, we gave scholarships for several attendees, based on applications. Grants—projects for members. Dan–A general scholarship for someone in a local textile program could be a nice addition. Portland State, PNCA. Robin—we could possibly sponsor through the MAC/need-based scholarships.
   4. April Film Screening—Linda: April 30—screening of Interlacements at Clinton Street Theatre. $150/hr probably 10% discount, three hours. Marilyn’s charge $200 for small crowd, a bit more ($300) for larger (which is possible if we post on Textile Exchange and share with local guilds). 250 seats. Travel .50/ mile from Seattle, staying with Linda. Consider charging admission or a donation, or no charge (outreach). Tentative time 6pm. 
      How do we want to proceed—ticketing, donations, free? Is there a way PHG members could have first access? Preference for free to public with a donation box. Do an Eventbrite ahead of time for PHG? Sign up no charge on the website to get an idea of how many members are going, provide that number to the theater group. Open to members in March, to others in April, and provide numbers to theater. Linda will investigate.
   5. Grants and Scholarships:
      Maggie—We are ready to put out announcements.
      Dan—what is the status on last year’s recipients? There was no formal requirement for last year’s grants.
      Janis—WeGo only requests receiving a paragraph on what the recipients did with their grant. 
      $250 for ours next year.
6. Director Reports (Time permitting)
   Janis—GOTG sale is proceeding well. Postcard pricing will be proportionally allocated this year, so we should come out better financially.
   Workshops—Lynne—Daryl Lancaster—any final signups need to be soon so she can have enough handouts. Sylvia will need to borrow the projector for the sakiori workshop.
   New member tea March 8 at Dan and Billy’s 1-3. Barbara has sent out invitations and has started receiving responses.
   Sylvia—will send newsletter tomorrow.
   Name badges—maybe we could get a volunteer to make some. Ask at new member tea if someone will  offer. Otherwise, take to retreat.
   Programs—Linda has four openings left for next year. Something like a business panel? Janice—some people from the Creative Metal Arts Guild are doing a business event for creative people; they might be interested in participating. Sylvia—CPA from business life. Etsy, setting up a website. Heidi Leugers—felter as a full-time job in Guild who participates in the sale, , who has given workshops at the Oregon Flock and Fiber Festival.
7. Set March meeting: Currently scheduled for the Thursday that is the start of the retreat. There won’t be anything back from the grants yet. There will be a screening update. Meet Wednesday night instead? March 25. If it’s only the screening, we could meet via e-mail. Meeting tentatively cancelled.
8. Adjourn