Annual Member Meeting Minutes
All Members meeting EVFAC August 14,2021 1pm-235pm Minutes
Participants: Live at EVFAC:
-Leigh Alexander, Dain Daller, Carol Nieukirk, Mark Bond, (board members), Maria Jonsson
-Trish Spillman, Kathy Konecki, Winkey Cherry, Nancy Woodruff, Jan Heffner, Glenna Dean, Lynne Hoyt, Liane Brown, Steven Lennert, Vanessa Harris, Mary Grow, Lyndsay Remeroski (membership), Jennifer Wieemir (guest) Total 13
Participants: via Zoom:
Lyssandra Wilson (education committee), Diana Kirkpatrick, Linda Bentley, Barbara Roybal, Laurie Waters, Shari Hurst, Natasha Nargis. Total 7
Grand Total of 20 participants for meeting. Carol Nieukirk monitored the zoom participants.
1st Agenda item: Welcome greetings from Leigh, Carol etc. voting in a new board member.
-Circulated ballots to get a vote in on potential new board member Maria Jonsson, Dain handed out ballots, zoom participants voted as well on line.
2nd Agenda item: Financial report, Leigh Alexander, Secretary
-Financial shape of EVFAC is pretty good, use quickbooks for accounting. EVFAC has somewhere around $32,000 in the bank at present, handed out Financial Statement of Activity for July 2020-July 2021. Most of money from on line retail was generated by FFF for 2020. We did away with Agile Iron and have transitioned to Shopify, a much more user friendly system. There is not enough money to hire a director at present. We want to provide more online retail (finished goods, yarns), but we need someone to do it. Lyndsay Remeroski asked if we could pay someone to do it? There is a severe lack of staff, and the one staff member we have and the 4 board members have a lot to do. EVFAC received some grant money from NM Arts, and we got a grant from the Sheep Association for Churro week. We applied for another grant, $25,000 provided by the Cares Act and the National Humanities, we will hear more about it in September. Leigh is also writing another grant.
3rd Agenda item: Trish Spillman, Leigh,
-there is a historical film being filmed in the neighborhood and along the street outside EVFAC in September. They will film for 4 days. Leigh talked to Darnell. They may even replace out front window that has a bullet hole in it. The center may get at least $2000 or more a day from the film people. Some closure of the center involved?
4th Agenda item: Lyndsay Remeroski
-In July of 2021 there are 194 active members. We had 318 members last year, 2020. We need to work on recruiting new members now in 2021.
5th Agenda item: Carol Nieukirk
-Dye room improvements. When the hot water heater stopped working we spent $2500 to get a gas hook up for dye room. We need to put in a large range (better than hot plates what we have now) for big dye pots. Some additional money needs to be spent to finish up dye room. Want to install a hood. We need an additional $4000 to finish up the dye kitchen. Will have better ventilation with more improvements.
6th Agenda item: Lyssandra Wilson-education committee via Zoom
-Education Committee Report. Have interfaced with local schools in Santa Fe, Carlos Vigil middle school. Lyssandra is working on modernizing database of the centers instructors, and updating the information for teachers. Finding out when teachers want to start teaching, and how, via zoom or live in class. There is a need for more EVFAC members to be on the education committee. Winkey Cherry will contact Lyssandra to help her out.
*We need to put a member outreach on the Agenda for the next meeting.
7th Agenda item: Dain Daller
-ongoing teaching at EVFAC. There was a very successful La Madera 4H weaving class with 5-16 year old girls at the center for 4 or was it 5 days. It was a huge success. All the weaving was displayed at the Rio Arriba county fair and many of the girls won ribbons. Amanda Speer taught the class. Trish Spillman mentioned that we need to get in touch with the moms for fund raising opportunities. Amanda can email the moms. Vanessa Harris is teaching adults with disabilities in the back room with a grant from LANL, she currently has 5 students and the grant goes until the end of the year. If you know of anyone who qualifies let Vanessa know.
8th Agenda item: Leigh A.
-Fleece sale at EVFAC was a profitable event, the center paid for the shearing of Los Luceros sheep. We are trying to try to process more local sheep and provide more rug yarn to the community. There is a shortage of rug yarn, Clasgens rug yarn not available at present. There is a coop called Rainbow that is a Navaho group, we would like to get them involved during Churro week.
9th Agenda item: Dain D.
- Shopify, new POS system that replaced Agile Iron. Center is saving 1000’s of dollars a year with this new system. Fall Fiber Fiesta will be live (if possible) and online. Dain has been working on a new jot form where members can take and submit their own pictures for the on line shop at EVFAC (not the FFF on line shop). Live FFF will be at Scottish Rite Temple. No jurying this year, everyone (1st come first served) will be accepted with EVFAC membership. There may be some booths where 2 people can share a space. EVFAC members if they are not in the Live FFF event may have their work posted on line for sale. Application will be ready for FFF by September 1st, deadline is the 30th of September. 50 people total booths, some booths may be shared. Photographs for the FFF on line store will be taken at EVFAC, 10 items per member same as last year. Need more volunteers for FFF. We will use square space for the FFF online shop. We did not mention that we need to hire someone to coordinate the FFF event. We will have enough $ from the vendors.
10th Agenda item: Debbie Harris
-report on retail sales at EVFAC, more tourists now in August, better sales than in earlier part of the summer. Selling looms, yarns, donated items, some consigned goods. On line sales have dropped a bit. The slowest sellers are ready made fiber goods. Debbie stressed the serious lack of rug yarn from Clasgens, looking for an alternative source of rug yarn.
11th Agenda item: Leigh A.
-Taos Wool Fest October 2-3, EVFAC booth will sell only yarn and weaving supplies, no consigned goods. We desperately need people to man the booth for both days. Churro week October, fiber classes- ½ of the classes are already sold, 8 of the dinners are sold at Los Luceros, Moroccan lamb dinner, on the 6th of October, SW tours, chauffeured bus, 42 non-members, and 35 members participating so far. Mary Grow’s husband involved in dinner at Los Luceros. A max of 30 tickets can be sold for dinner and lecture, and participants must have proof of vaccine or negative test, and will wear masks. Steve Lennert mentioned restrictions for Covid may cause the cancellation of the Taos Wool Fest.
12th Agenda item: Leigh A.
-Plume from the Dry Cleaners next door. They are working on a mediation plan now, possible water and air contamination. They are monitoring the wells now. Phase I: Develop a plan, Phase II: A remediation plan. If it is just soil contamination that is an easier fix. Trish Spillman mentioned another sewer smell outside in front that was only at night.
Kathy Konecki asked about the property next door, if there were any changes?
13th Agenda item: Carol N.
-Name discussion of Espanola Fiber Art Center (EVFAC) and the New Mexico Fiber Art Center. We are a center with 2 names. Future discussion needs to happen with members and board members. If there is change, it will be a big paperwork project. Kathy Konecki said members need to decide if we are EVFAC or something else. We tabled these discussions for a future date, Liane seconded. Steve Lennert, member of a quilt/needlework guild mentioned that changing names to be more inclusive of all the fiber arts.
*Ballot election results for an additional board member Maria Jonsson, it was unanimous with the members live and via Zoom. Maria is our 5th board member and will be issued her own key to the center.
If anyone has an item for the newsletter, please send to Beth Orrell. Caroline Dechert would like as many members as possible to submit images of their work for the member pages on EVFAC website.
EVFAC is trying to hire an additional employee, 8 hours a week to help Debbie out with her tasks.
Moving to adjourn the meeting at 2:35pm, Carol N., Vanessa seconded. Meeting adjourned.
How to Get Your Listing in the Member-Artist Gallery
Would you like to be included in our online gallery of Member-Artists?
Would you like to be included in our online gallery of Member-Artists?
Your listing could boost visibility and promote sales of your work – or it could just be a place for you to share your story and show what fiber arts mean to you. It’s your listing; use it as you like.
This may look more complicated than it really is. If you need help with any of it, please send your questions to Caroline at support@evfac.org.
If you’d like to be included, please make sure you are a current member of the Center. Then send the following to support@evfac.org:
1. Your name (required)
2. Your business name, if it’s different
3. Contact information that you want the public to see. Please be aware that posting your email or phone here may leave them open to collection by others, and you may get more spam.
4. Artist statement, short biography, or whatever story you want to tell about your fiber arts experience. This information may be edited, and you will be notified of any edits. Please send this in plain text in the body of the email, not as an attachment. (required)
5. Up to 5 images of your work, with short captions.
• Please indicate which is the featured image.
• Please send jpg format images.
• If you can work witth with image sizes, please edit your images to be 300 dpi and 5x7 at largest. If you can’t do this, don’t worry. We’ll do it for you, but it will delay your listing being posted.
• We cannot guarantee that your content will not be downloaded or copied. You may wish to watermark images.
• Please be aware that we may need to reduce the number of images shown per artist in the future because of space considerations.
6. Your location
Only your name and a statement or artist biography are required.
When your page is ready you’ll get an email with a link to the page. Please be patient with us! The Member-Artist listings are maintained by one volunteer, so there may be a delay getting your page loaded.
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2020 Summary Report and Financials
2020 Summary and Financial Reports are available for review
While we don’t have the necessary staff right now to create the beautiful, detailed reports members have seen in the past, we are committed to getting basic information out to our membership. Here you’ll find a brief summary of 2020 challenges and achievements , 2020 Financial Summary, and July-December 2020 Financial Summary. The July-December report more accurately reflects the work of the new Board (seated in May) and the way the Center is working through COVID-19. As always, if you have concerns, questions, or comments, please reach out to the Board at board@nmfiberartscenter.org.
October 22, 2020 Board Meeting Agenda
Please click here to read the October 22, 2020 board meeting agenda.
Members: to receive your Zoom invite and participate in this meeting please email board@nmfiberartscenter.org
September 3, 2020 Board Meeting Agenda
Please click here to view the September 3rd Board Meeting agenda
Members: To receive a Zoom invite to the September 3rd Board Meeting please email: board@nmfiberartscenter.org
BOARD OF TRUSTEES REGULAR MEETING MINUTES - June 19, 2020
ESPANOLA VALLEY FIBER ARTS CENTER
NEW MEXICO FIBER ARTS CENTER
BOARD OF TRUSTEES REGULAR MEETING MINUTES
June 19, 2020
Meeting came to order at 1PM over online video platform Zoom due to Covid-19 restrictions
BOARD ATTENDEES: Sandy Liggett, Leigh Alexander, Dain Daller, Mark Bond, Carol Nieukirk
STAFF: Denielle Rose ED, Debbie Retail Manager
MEMBERS PRESENT: Diane Wilhoite, Leah Siegel, Linda, Natasha Vargas, Olimpia Newman, Dotty Williams, Louis Borges, Sheila Burke, Rebecca Abrahms, Beth Orrell, Vita Henderson, June C
ABSENT: None
CALL MEETING TO ORDER: Sandy calls meeting to order
1. Approval of the Agenda
Leigh motions to approve
Mark seconds and all unanimously agree
2. Approval of the minutes
a. June 5, 2020 meeting
Mark motions to approve
Dain seconds and all unanimously agree
3. Selection of new board Officers
a. Vice President- Mark Bond
b. Secretary-Carol Nieukirk
4. Appointment of Nominating Committee - Sandy asked that we recruit new board members due to losing three already. We need at least six but would like nine. Sandy asked Olimpia Newman to volunteer for nominating committee and she agreed.
5. Update on closing the Santa Fe retail location - Sandy convened an emergency meeting to review SF retail space and review financials. Attending were Mark Bond, Joesph Gyovai, Sandy, Leigh Alexander and Sheila Burke. In reviewing financials and member survey results the store is hemmoraging money. We reluctantly recommend we close the store and consignment items be picked up. All items need to be removed to vacate. Written notice will be given to landlord and “force major” clause will be invoked to break the lease.
6. Consideration of Blueprint for next six months
a. Open online store/new POS/Inventory: survey revealed members not going out due to Covid-19 therefore, need online, social media presence. Target date July 15.
b. Store open July 15 2X per week staff plus volunteers and Covid prep(Leigh consult)
c. Rentals available and retail from SF
d. Need dye kitchen operational July 15
e. Operations Coordinater position for approx 6 months to help Denielle transition out and work on the following: Strategic plan, operational stability, member communications, networking with regional friends, help prepare budget/expenses, flag items for the Board, remote/digitized classes. (Not yet built), member outreach, emails, survey results, plan virtual member meeting, mail survey to non-digital folks, continue to ask members to join meetings.
f. Name change: looks like we will go back to EVFAC now SF is closed, not seeing statewide involvement yet.
Leigh- we cant get online or debit card till the name is clarified and doesn’t need more to do toward this; Problem with vendors, bills, bank, EIN, DBA; Sandy suggests we do biz as EVFAC
7. Report from the treasurer Leigh Alexander: We have PPP loan
Sandy motions we use PPP funds for operating costs (revised use requirements 40% available)
Carol seconds and all unanimously agree
8. Update from Denielle Rose
a. POS System: Still working on it; starting over from old system; it’s a step by step process and website will be last; POS supports web sales and platforms
b. Form and Concept: going online at end of July; EVFAC needs to support this; BIPOC artists invited to show in the gallery, visitors by appointment; others can show online. Livewire theme. EVFAC needs to support this with our social media platforms.
b. Inventory: needs to be frozen for moth infestation. Possible freezer space at Northern NM College. Dain working on securing freezers or way to freeze compromised inventory and future donations before selling. Los Luceros suggested as another possible resource (Olimpia stated they are a partner.)
9. Reports from working groups
a. Fundraising: Carol Nieukirk - No report: since we lost two board members who were working on the Strategic Plan that we need before proceeding with fundraising, need to re-strategize.
b. Retail: Dain Daller: see above
c. Strategic Plan
10. Future Agenda Items
Mark motioned to adjorn; Carol seconds and all unanimously agreed
Executive session: all non-board members were asked to sign off of the Zoom platform so our Executive Session could convene.
May 22, 2020 EXECUTIVE SESSION BOARD MEETING MINUTES
Date: May 22, 2020
Meeting came to order at 1:08 p.m.
ATTENDEES: Sandra Ligget, Caroline Dechert, Leigh Alexander, Joseph Gyovai, Carol Nieukirk, Dain Daller, Vanessa Harris, Mark Bond
STAFF: Denielle Rose, Executive Director (ED)
ABSENT: None
1: CALL MEETING TO ORDER: Sandy calls meeting to order
a. Approval of agenda; Sandy introduces the agenda, Dain seconds the motion and all unanimously agree.
b. Approval of minutes; Vanessa motions to approve, Mark seconds the motion and all unanimously agree.
c. Conflict of interest form; must be signed annually and dollar amounts of consignment sales from board members must be annually reported as well as other board’s that members serve on. All agree to print, fill out and sign and Denielle agrees to receive and file.
d. Mission Statement; Sandy reviews and all agree to adhere to in decisions.
2: REPORTS FROM E.D.: Denielle raises the notion that Leigh asked for the NMA grant to be added to the agenda.
a. COVID report/ when to open; Denielle expresses the need for finances to be able to reopen, and the need for education strategies around COVID.
The board discusses potentials for reopening in the short term such as: hanging art in windows, opening for 1-2 days per week, developing a short term planning, bringing employees back slowly, and opening in stages.
i: Employees are ready to go back to work.
ii: Moth damage; Denielle informs the board of a moth problem at the center, whether insurance covers damages and size of deductible, (needs to be reviewed), the board agrees to get a freezer for fiber storage asap.
iii: Teachers are inquiring about when classes will be resuming.
iiii: Volunteering; The board discusses the challenge of asking employees to volunteer time before coming back onto payroll and potential conflicts. Sandy will follow up with a lawyer who is a friend to determine legality.
b. PPP loan; Loan is in the bank, the board agrees that it will be best to return it unused, but concern is raised over the general lack of funds, Mark makes a motion to return, Vanessa seconds, The board then agrees that Denielle and Leigh will follow up with the bank/terms and review finances and report back to the board asap. Caroline voices her belief that the money should be returned based on the current Treasury and SBA rules, Joseph agrees, then the board then agrees to allow Leigh, Denielle and Sandy to review and report back by the end of the week.
i: Denielle informs the board on current grant applications out; (National Endowment for the Arts, up to $50,000) (National Endowment for the Humanities, $30,000) (NMA $10,000; was written for paying contractors) Grantors should all respond by June 15, grant period begins July 1.
ii: Facebook fundraiser is still out and expected, $2800-$3000
c. Point of sale project; Is ready to go, inventory needs to be scanned in, Debbie is critical to this process and is willing to volunteer to help with inventory process. POS will provide continuity of systems and allow the comprehensive tracking of sales from anywhere. Leigh and Vanessa agree to be involved in inventory and setting up of the system.
d. Form and Concept event; Artists have been selected and are asking what is planned. Denielle raises the questions of whether we should reschedule for later in the year, postpone until next year, or try to move ahead during COVID. Artists have paid fees for the show which need to be returned if cancellation is planned. The board agrees to move ahead if possible.
3: TREASURERS REPORT: Leigh provides her report; Annual budget of approximately $200.000; Grants, 30-40,000. Retail is the largest source of revenue. Membership dues total around 18,000. Average monthly operating cost of 7,900.
a. $500 a day in sales needed to sustain, $24,000 in debt, $1700 in the bank.
b. The board sets a fundraising goal of $50,000, Leigh makes the motion, Dain seconds the motion, and the board unanimously agrees.
c. The board discusses ways to diversify membership donations such as creating different levels with incentives and monthly donation options.
4: COMMITTEES; FORMATION OF WORKING GROUPS: Assignments,
a. Retail/Events working group; Dain, Vanessa, Carol and Leigh
i: online store
ii: COVID protocols
iii: Types of retail inventory (DRAFT)
b. Fundraising working group; Carol, Joseph and Dain
c. Educational program working group; All/ add to retail/events group
d. Strategic planning; Caroline, Leigh, Joseph and Mark
e. Member communications; Mark, Caroline and Joseph
f. New director hiring; Carol
5. COMMUNICATION; BOARD TO MEMBERS: The board agrees that minutes should be made available to members immediately after approval. The board discusses;
a. Immediate letter, the board agrees to draft and complete a letter to all contacts by the coming Monday and send out immediately.
b. Regular updates on website, Facebook and Instagram
c. Creation of board section on the website
6. FUTURE AGENDA ITEMS:
a. Addressing member concerns
i. Name change
ii. Santa fe retail space
b. Member meetings; The board discusses the need to have annual member meetings and possibilities for facilitating virtual meetings for members.
i. Nadina wishes to conduct a mask making program in the sewing room and the board agrees that this would be accepted.
7. Closure: Leigh motions to close the meeting, Dain seconds the motion and all agree,
THE MEETING WAS ADJOURNED AT 3:36 p.m.
May 8, 2020 EXECUTIVE SESSION BOARD MEETING MINUTES
The New Mexico Fiber Arts Center's new board meets and selects board positions. COVID-19 business impact discussed.
Date: May 8, 2020
Meeting came to order at 1:00 p.m.
ATTENDEES: Sandra Ligget, Caroline Dechert, Leigh Alexander, Joseph Gyovai, Carol Nieukirk, Dain Daller, Vanessa Harris, Mark Bond
STAFF: Denielle Rose, Executive Director (ED)
ABSENT: None
This meeting was an introductory meeting of the new board at NMFAC, held for the purpose of introductions, assignment of officer and committee positions, and discussing to conduct the board’s operation.
AGENDA: Caroline Dechert introduced agenda and it was unanimously approved.
1: INTRODUCTIONS: Members made self introductions and described their reasons joining the board.
2: FINANCIAL REPORTS FROM E.D.: Denielle updated the board on the financial of the organization. Most of all financial documents had already been sent to board members.
a. All staff have been laid off due to closure of both sites and the board was briefed on the normal payroll costs.
b. The unpaid bills are approximately $27000.
c. The Santa Fe lease has been reduced to $600 per month.
d. The POS system is being updated.
e. The Espanola utility and pest management costs.
3: STATUS REPORT: Denielle has no clear date for leaving and will remain as volunteer executive director until further notice or decision by the board is made.
Denielle informs the board that:
a. Class scheduling (classes were fully scheduled through the calender year and are now on hold due to COVID closures).
b. Fiber crawl must be rescheduled.
c. Decide the location of fall fiber fiesta.
4: SELECTION OF OFFICERS: Carol nominates Sandra for president, Dain seconds the motion and all unanimously agree. Leigh nominates Caroline for vice president, Mark seconds the motion and all unanimously agree. Caroline nominates Leigh for treasurer, Vanessa seconds the motion and all unanimously agree. Dain nominates Joseph for secretary, Carol seconds the motion and all unanimously agree. Sandra asks that as president, all communications to E.D. should be cc’d to her, and that all staff communications are to be directed through the E.D..
5: PAYCHECK PROTECTION PROGRAM LOAN: Denielle advised the board that PPP loan has been signed for and is available, and that she has an email from the bank stating that the loan can be returned unused if the decision is made not to use it. The board discusses potential ways the loan could be used and no decision is made.
6: PRIORITIZING WORK: After a long discussion weighing the benefits vs the dangers of reopening stores during the time of pandemic, and the need to broaden the scope of revenue sources, the board began the work of restructuring;
a. Develop COVID operating protocols before reopening stores or bringing employees back onto payroll.
b. Prioritize the creation of a strategic plan as a must for restructuring and the acquisition of grant funding, (Grant summary is due in June).
c. Draft a survey of members and to invite members to future board meetings.
d. All members of the board agreed to volunteer some time to the creation of strategic plan, COVID protocols, member survey, and/or to assist Denielle in ongoing work as she needs.
7: COMMITTEE ASSIGNMENTS: After a discussion around the need for and the effectiveness of committees vs moving towards a more goal oriented system of committees, the board agrees that Sandra shall delegate the rolls of service on committees for all board members.
8: SELECTION OF DATE AND TIME FOR NEXT MEETING: The board resolves to conduct the next session in two weeks time, on May 22, at 1:00 p.m..
The meeting was adjourned at 3:25 p.m..