KEN CARYL ART GUILD
Business Meeting Minutes
Thursday, July 23, 2020
Remote video conferencing (Zoom Video Communications)
to Order: 7:00 PM
• Board Members in Attendance
(via Zoom video conference): Michelle Sires-DeLorean (Zoom host), Cindy Marshall, Steve
McCall, Bruce Nall, Steve Begej
KCAG Members Present:
Meeting Date: First week of August, 2020, via Zoom
Video Conference, details TBA
Coffee Art Show
- Scheduled for August 1 - 30, with
hanging on Saturday, August 1.
- Two of the artists who have agreed
to participate have not yet paid KCAG dues, so Cindy will contact them
with a reminder.
Virtual Art Show
- Last year's show was in the Dakota
Lodge, but COVID19 restrictions are expected to stay in place for the
next few months, so physical shows will not be feasible this year. A virtual show will be held instead.
- With the help of KCAG members, it
is expected that application forms and artwork submissions would be
handled online following much the same format and process as previous
virtual shows. However, it was
suggested that other organizations' websites and virtual shows be perused
for suggestions as to how the KCAG event could be changed or improved,
e.g., the recent Kaleidoscope Virtual Show at ATC.
- Other details of the show were
date? October 10, 2020
- Media? All media allowed, as no physical handling or
display issues arise in a virtual show, and all entrants are displayed
in an online image gallery.
- Juried? Yes, as it adds stature to the show, and serves to
limit the number of entries to manageable levels.
residence restrictions? None. It was decided to open up participation
to both Residents and "local" non-residents alike, as the
virtual show was not really constrained by the need to find a physical
venue large enough to display a potentially large number of
entrants. Advertising through The
Life At Ken Caryl newspaper would be available to notify residents, and
the online bulletin board Next Door could be used to notify artists in
surrounding neighborhoods. A
further advantage of broadening the participation base would be the
potential attraction of new members to KCAG from neighborhoods that do not
have local art guilds to support their artists.
The advantages of a fee is that it makes the show have greater
stature in the eyes of the artists, while to organizers it helps pay
expenses such as juror considerations, venue expenses, refreshments,
food, and prizes. However, the
latter expenses do not arise for a virtual show, and many venues in the
middle of the COVID19 period that have gone to virtual shows are not
charging entry fees anyway. For
KCAG the biggest problem with entry fees (e.g., $5 for residents, and
$10 for non-residents) is the administrative overhead involved in
collection, as physical checks must be mailed and handled outside the
online registration system. Other
payment options were considered such as PayPal and Square (both could
take payment by credit card), but setting up and maintaining such
accounts for KCAG involved various unknowns and did not seem
straightforward. For these
reasons, it was decided that no entry fee would be required for the next
KCAG Virtual Art Show.
- Awards? Yes … but perhaps just overall 1st, 2nd, 3rd place in
the show, rather than similar rankings across the different media entries. If feasible, a Peoples' Choice Award
could also be made if the virtual gallery supports some manner of
- Prizes? "Yes".
In past shows, KCAG has awarded physical prizes such as cash
(checks), gift cards or art store certificates to Award winners. This approach could be expanded to purely
online gift delivery of Amazon cards as alternatives, which would offer
the advantage of greater flexibility in redeeming their prizes by award
winners. However, financial
prizes have the disadvantage that with $0 entry fees, KCAG would need to
pay for these prizes out of its general budget. It was suggested that instead of
physical prizes that the award winners be featured on the KCAG website
along with a feature notice the Life at Ken Caryl newspaper, which for
most artists such exposure might be more valuable than monetary
remuneration. It was agreed that
prizes of some sort are needed, though the exact form they would take in
the next show is to be determined.
- Advertising? Yes. The KCAG
member mailing list, local Facebook groups (?), and notices in the Life
at Ken Caryl newspaper would be the primary methods of reaching Ken
Caryl residents. The online
bulletin board Next Door would be used to supplement this effort, but
also be the primary means of expanding advertising to nearby
issues regarding KCAG shows in general.
- Cindy reiterated the need for
members to volunteer for various show tasks, as there is far too much
work for just a few people to do on their own.
- Michelle has been working to
reduce the work required to intake show applications by the introduction
of an online entry submission form, which was used successfully during
the last show. However, a major problem
was identified concerning the submitted images, most of which did not
conform to requested file and image size requirements, and caused
significant problems trying to work around the limited data space
allocated to the KCAG website by the provider. It was suggested by S. Begej that this
constraint could be overcome by utilizing a separate free email and associated
data storage space offered by Google which would permit the submission of
image files up to 25MB and provide a total storage capacity of 15GB. Submissions could be processed by a
"Submissions Manager" by reformatting images to a standard size
(e.g., 1920 pixels max), reducing their file size by compression, and
storing the collection on Google Drive.
This alleviate the need to consume KCAG website data space, and
have the added advantages of making the images readily available to
jurors, webmaster, and virtual gallery producer via a simple share
link. Steve will examine the
feasibility of this approach and report the results back to the Board.
on the KCAG website:
- The general question was raised as
to whether contact information on the KCAG website was up to date, and if
it should include the board members' personal emails and cell phone
- Historically, information such as personal
cell phones have not been published, though at one time each director's
personal email was available on the Contact Us page. The present Contact Us page, however,
only lists Cindy's personal phone number and nothing else, while her
email contact appears on the Home Page under the "Email our
President" link. The only
other email on the site (other than artist contact links in the Gallery) is
that for the Webmaster (Judy) located on the Members page regarding
additions to the KCAG website gallery.
- The question was asked as to
whether a different, non-personal contact method could be used such as
the common approach of using a email tied only to the organization (e.g.,
"firstname.lastname@example.org", or "infoKCAG@gmail.com), or
alternatively going back to just listing the personal contact emails of
the board members on the Contact Us page.
- Cindy indicated she was fine with
her contact info being listed where it was, and was adequate for now.
- Steve McCall reported
that Ronnie Seagren has returned the KCAG Epson projector, and left it in
- The next meeting
date was tentatively set for August, 2020, via Zoom video conferencing,
unless conditions improve enough to enable in-person gatherings.
- The video meeting
was terminated some time after 8pm.
- Recorded and
submitted by S. Begej.