Standard Operating Procedures
March, 2011
Palette and Chisel
Academy of Fine Arts
STANDARD
OPERATING
PROCEDURES
S.O.P. #1
Communications
The President, Board of Directors and Executive Director are encouraged to communicate with the membership on a timely and as needed basis. These communications may take place through several means including but not restricted to:
1) E-Mails from the office.
2) Status “update” letters or memos from the President or Executive Director
3) Questionnaires or other forms of communication to ascertain membership feedback on a given issue.
4) General publications such as the “Quick Sketch”
5) Ads, catalogues and other outreach communications
6) Meetings
S.O.P. #2
Nominations and Elections:
Elections for officers and directors are held at the Palette & Chisel per its
bylaws. Elected officers serve 2 year terms while directors serve 3 year terms. Notification of upcoming elections is governed by the following rule:
To assist the Recruiting Advisory Group, the Executive Director shall send a letter to all Voting Members six (6) weeks before any election meeting, requesting that they notify him if they wish to stand for election to any director or officer position to be filled at said meeting. A week later he or she shall send an
e-mail follow-up along the same lines to all Voting Members on the Artist Member e-mail list. All responses to such communications will be relayed by the Executive Director to the Recruiting Advisory Group.
Elections are conducted by secret ballot and administered by the Executive Director. The Executive Director accepts votes through mail, fax or in-person balloting. The Executive Director assembles, in secret, all ballots cast prior to election night. He or she then conducts additional in-person voting on election night.
The Executive Director must review all ballots prior to tabulation to determine if they are legal ballots cast only by current artist members. As provided by bylaw, there is no “proxy” voting in elections. Each artist member must individually vote for the candidates of their choice in one of the manners indicated above. On election night, ballots are tabulated by at least 2 artist members who are not candidates in the current election. The tabulations may be observed by a representative of a candidate as long as the identities of voting members remain secret. All ballots are secret ballots in that any member’s vote is made and tabulated in strictest confidence. The ballots shall be kept for one week and then destroyed by the Executive Director.
S.O.P. #3
Advisory Committees and Executive Director Responsibilities
In the past, the Palette and Chisel was strictly a volunteer organization. Out of necessity, day-to-day operations and general policy were determined by various committees under the overall oversight and approval of the Board. This is no longer necessary. The employment of a full-time Executive Director and staff has shifted the responsibilities of day-to-day operations and other activities from volunteers and committees to the Executive Director. This does not preclude the use of committees but changes their function. The Executive Director interacts with the Board to determine policy and overall management functions. The Board may also use committees to guide it in making decisions.
The P&C bylaws outline a structure to form committees. “Standing” committees include Education, Special Programs, Exhibitions, Building and Grounds, Membership, Fundraising and Studio. When specific duties of the standing committees are unspecified by the Board of Directors, they will remain inactive. The Board can also form a committee not specifically mentioned in the bylaws. Committees may form, assemble and convene only in response to a call to do so from the Board of Directors. The Board will establish the business to be pursued by any committee. All committee determinations are to be reported to the Board on a timely basis.
S.O.P. #4
Board Meeting Attendance by Persons Other Than Directors and Officers
To assure open and frank discussion among the Board of Directors:
1. Directors meetings are not open to non-board members for participation or “observation” as a general rule.
2. Should a P&C member wish to speak to the Board in regard to a specific issue or give a specific report, he or she should contact the office to be added to the agenda. The presenter will be available to the Board during the relevant time, and then be excused from the remainder of the meeting.
3. Conversely, the Board may request that a member appear in front of the Directors as in #2 above.
4. Should a member request to “observe” a meeting or a part thereof and that request be granted by the Board, the observer may not participate verbally or in writing unless a direct request is made to the observing member. Unless permission is granted no one may use a recording device during meetings.
S.O.P. #5
“Electronic” Board Meetings
As established in the bylaws, from time to time the Board of Directors may, out of necessity, conduct a meeting or part thereof via phone or e-mail.
An absent Board member may be contacted during a board meeting to participate in the meeting, discuss issues or vote on a motion.
Also, from time to time, it may be necessary to convene the Board via e-mail to ratify a seconded motion or comment on a given issue without actual physical presence. In that case, minutes will be recorded of the e-mail meeting and it will constitute a Board meeting.
S.O.P. #6
Records Availability
All pertinent records of the Palette and Chisel are available to the membership and general public pursuant to Illinois State statutes governing non-profit 501(c)(3) corporations. Access to records available under the law may be obtained by contacting the Executive Director.
S.O.P. #7
Bylaw Revisions
As stated in the bylaws, a two-thirds majority vote of artist members is required to amend, revise, delete or add to any bylaw of the Palette and Chisel. The 2/3 vote language in our bylaws has been reviewed on a voluntary basis by members of the legal profession, both non-P&C and P&C members. They have confirmed that the bylaws call for a 2/3 vote of the ENTIRE voting membership (artist members), not a simple 2/3 majority of those in attendance or voting “absentee” at any given quarterly membership meeting.
S.O.P. #8
Fees and Similar Matters
The Palette and Chisel bylaws provide for the establishment of admission fees, membership fees and dues. All other fees, rents, assessments, etc., are established by the Board of Directors with the advice of the Executive Director and the P&C Certified Public Accountant.
S.O.P. #9
Studio Rental Conflict
Studio Renters who have issues with their rental rate or other policies regarding studio usage should contact the Executive Director with those concerns. The Executive Director and renter will work to resolve the difficulties. Should the renter wish to take up the matter with the Board, he or she may do so by submitting a request to the Executive Director to be included on a board meeting agenda. The renter and the Board will work to resolve the issue through correspondence or appearance at a board meeting.
S.O.P. #10
Exhibition Guidelines
The Palette and Chisel walls have been renovated at considerable cost to the membership. Guidelines for installation and removal of work have been established to eliminate possible damage to the new surfaces, particularly the fabric covering. It is the responsibility of all exhibitors to adhere to the guidelines and to maintain the appearance of the galleries for future exhibiting members.
INSTALLATION:
• Only smooth nails will be permitted. No screws or textured (ring shanked) nails will be allowed. Picture hooks or other hanging devices are not permitted. The Palette and Chisel office must approve, prior to installation, the type and size of the nails to be used, and reserves the right to reject any nail considered damaging to the walls.
• No positioning marks can be made on the walls. The position of artwork can be done with pushpins, t-pins, map pins or other small smooth pins that will not mar the fabric. No pencil, pen, chalk, pastel pencil, or tape of any sort are permitted.
• Adhesive labels of any type cannot be attached to the walls. Labels may be attached with pushpins or other smooth pins, only. Removable adhesive putty such as UHU HOLD or UHU TAC are not permitted. Adhesive numbers are not permitted. No lighting changes may be made in the galleries except with permission from the Executive Director.
REMOVAL OF WORK:
• It is the responsibility of each exhibitor to remove all nails and labels from the gallery walls at the end of their exhibition. It is also the exhibitor's responsibility to remove any debris from the floor or other gallery surfaces.
• The Palette and Chisel office will monitor all installations and removal of artwork. Exhibitors who are in violation of these guidelines are subject to monetary fines, loss of exhibition privileges, loss of P&C membership.
Rental Rate: The fee for the North gallery and the South gallery, together, is $250.00 for a period not to exceed twelve days. Payment is required at contract signing to ensure exhibition dates.
Commission Rate: 20% (twenty percent) of any sales is the commission due the P&C. The P&C does not charge commission until after $1,250 of work is sold. All checks must be made out to The Palette & Chisel.
Gallery Hours: The exhibitor is required to keep the gallery open Saturday & Sunday from 11 am to 3 pm. The exhibitor may set different gallery hours on the day of the opening reception.
Hanging/Removing Exhibition: The exhibitor is given one day immediately prior to the exhibition period to hang the show. The exhibitor has one day immediately after the rental period to remove all work from the galleries.
Additional Rules:
A. The hallway on the main floor is not included in the gallery space rented.
B. The Dining Room and Library are not to be used for display of art without expressed written permission from the Palette & Chisel. If request is approved, an additional fee will be assessed.
C. The exhibitor has total responsibility for gallery sitting.
D. The exhibitor will provide the office with the name or names of gallery sitters along with the hours listed on the invitations. Visitation hours must be cleared with the Palette & Chisel before invitations are sent.
E. All art from the exhibit must be removed before the end of the second day after the show. A $25.00 storing charge is assessed per day thereafter.
F. Any sales made that do not include the commission of 20% to the Palette & Chisel will constitute serious fraud and result in dismissal from the organization.
G. Should paintings be shipped to the P&C for an exhibition, a handling fee will be charged.
H. Disclaimer – Reasonable precaution will be taken to safeguard exhibitor’s work; however, the P&C will not be responsible for loss or damage to artwork from any cause.
S.O.P. #11
Classes & Special Workshops
A) All instructors are freelance teachers. As such, the Palette & Chisel is relieved of all responsibilities regarding salary and benefits.
B) Any instructor interested in teaching a class must submit a resume and a detailed description of the class, in writing, for the administration’s approval, at least 30 days in advance of proposed starting date.
C) Only members of the P&C will be eligible to apply to teach ongoing classes.
D) Responsibilities of the instructor:
1. Set fee for the class. A registration surcharge of $35.00 per class will be charged to students. All tuitions are established by agreement between the instructors and the Executive Director.
2. Instructor agrees to pay $20.00 per hour for use of the 2nd floor, basement and Coach House classrooms. The rate for the 3rd floor studio is $25 per hour. If the class size is small, the instructor may pay 40% of fees collected after the registration fees are subtracted. The instructor’s rate is either the hourly rate or the 40%, whichever is less.
3. Special workshops will be negotiated on ad hoc basis.
4. Pay for additional equipment needed to operate class.
5. Hire and pay all models.
6. Instructor will also provide dates, times, course and fee schedules to the office prior to each semester at a time designated by the executive director.
7. Set own policy regarding cancelled classes and make-ups. Schedule of make-up classes must be cleared with the Executive Director.
8. Instructor and class are responsible for cleaning and straightening the classroom after each class. Non-members may not stay in the classroom(s) after class or clean up, or anytime an instructor is not present.
9. Instructors are expected to promote their classes.
E) Palette & Chisel will provide storage space. No lockers will be provided to non-members.
F) A written class evaluation may be supplied by the office to be filled out by participating students at the completion of the session and reviewed by the office for evaluation before another class is scheduled. This is also for the benefit of the instructor.
S.O.P. #12
Private Non-Residential Art Studios
It is the policy of the Board of Directors to select the best possible lessee for each studio based upon these criteria:
1. That a lessee is an Artist Member or an Associate Member in good standing who becomes an Artist Member within one year after commencement of the lease. Artist Members receive priority on all available studios.
2. That the lessee will actively use the studio space to create works of art.
3. That the lessee agrees to abide by the provisions of the lease and any rider thereto.
4. That the lessee agrees to abide by the general rules and policies of the Palette & Chisel as they apply to private studio space, including the rules prohibiting smoking and the use of materials that are offensive to others who may be working nearby.
Leases for the private studios are for one year, expiring December 31 of each year. Renewal of the lease is not automatic. Renewal is based upon review of the lessee’s adherence to the lease terms and the above criteria. The Board of Directors makes a final decision on the selection of lessees AND the renewal of leases. Leases can be broken, with a 60 day notice, by either party.
Each studio has one lessee who is responsible for paying the rent ON TIME. That lessee will sign the lease and pay security deposit of one month’s rent. Lessee may share the studio with another Palette & Chisel member. If a lessee is interested in sharing studio space, priority consideration will be given to artist members already on the waiting list. The sharer will pay rent to the lessee – who is ultimately responsible for the studio. Lessee shall inform the Palette & Chisel office and the Board of their intent to share studio space and “sharer” must be approved by the Board of Directors.
Private studios may not be used to conduct organized, formal classes.
Private studios may not be used to generate personal revenue by any means other than the sale of artwork produced by the lessee or sharer of said studio.
In order to be placed on the waiting list, the interested party should contact the Palette& Chisel office.
As studios are leased, the lessee’s name is taken off the waiting list.
If a lessee wishes a different studio, the lessee must be placed on the bottom of the waiting list as of the date of the new request.
An applicant may choose to remain at the top of the list, refusing a studio when offered, until “the right one comes along.” In that case, the studio will be offered to the next in line, until someone accepts the offer.
Placement on the waiting list is determined by date of application.
S.O.P. #13
Studio Monitor Responsibilities
1. Hire and pay models
2. Set pose/lighting, etc.
3. Regulate members’, models’, and visitors’ conduct when necessary, in accordance with workshop rules. (See S.O.P. regarding open studio rules)
4. Answer doorbell if the office is unavailable.
5. Answer 3rd Floor Studio phone.
6. Closes workshops:
a. Clean up.
b. Put away equipment.
c. Unplug extension cords and appliances, shut off lights throughout the building.
d. Ensure all visitors have exited.
e. Lock gate in PM.
7. Arrive approximately 15 minutes early to let in the model and visitors and set up for the workshop.
8. Collect visitor fees and workshop tickets.
9. Fill out model voucher envelopes to be deposited in monitor’s locker. Monitor must fill out the attendance on the voucher envelope for each session they supervise.
10. Act as a host to new guests. Promote the P&C and membership.
S.O.P. #14
Executive Director Review
A performance appraisal of the Executive Director and issues regarding his/her salary and benefits will be addressed by the Board of Directors at least once a year. If the subject has not been dealt with by the Board during the previous calendar year in question, a special Board meeting will be convened for the purpose during the next month (January). The Executive Director will have an opportunity to present an “Annual Report” to the Board.
S.O.P. #15
Open Studio Rules
1. The monitor is totally in charge of the session. This includes but is not restricted to:
a. Setting the pose… the monitor has total say in the pose including stand placement, backdrops, lighting (or not), etc.
b. Calling breaks
c. Selecting music
d. Misc.
3. The monitor is in charge of setting up the room (easels, benches, etc.) and controlling spacing.
a. Should a monitor request that a participant move an easel or take up less room for the benefit of the group, he/she must do so.
b. Should a monitor wish a sitting painter to take up less room, move their bench or give up an extra bench for the betterment of the group, he/she must do so.
4. The monitor is in charge of maintaining discipline during the session. This includes restricting excessive talking and maintaining overall decorum.
5. Participants are encouraged to refrain from engaging the model in excessive banter. Figure modeling is a vulnerable profession… an innocent comment or compliment can be misconstrued.
6. Personal fraternization with models on P&C grounds is prohibited.
7. Photography of the model is prohibited unless the monitor interacts with the model to obtain permission. (The model may charge a fee). Participants’ direct requests to a model for photos are prohibited. Nude photos of models are prohibited.
8. Continued open studio poses may be set up over several sessions. Participants may mark their spot for a pose to be continued (tape indicating easel placement with painters name and dates of session noted). For multiple sessions, participants should be in place 30 minutes PRIOR to the session. Otherwise, their spot is no longer saved. Saving spots for a fellow participant is not allowed. The monitor, however, under certain circumstances may save a spot for a late arrival or guest.
9. Early setups. While the P&C has always operated under a “first come” basis for setting up prior to a session, some reason must be used. The monitor can ask a participant to move (#2 & #3 above)
10. Cell phone calls are not permitted.
11. Anyone is responsible for bringing food and drink into a session is responsible for cleaning it up afterwards.
12. The monitor is empowered to remove a participant from a session if the participant blatantly ignores the monitor’s enforcement of the above rules.
13. Unresolved conflicts between a monitor and participant should be taken to the Executive Director and ultimately to the Board if still unresolved.
Palette and Chisel
Academy of Fine Arts
STANDARD
OPERATING
PROCEDURES
S.O.P. #1
Communications
The President, Board of Directors and Executive Director are encouraged to communicate with the membership on a timely and as needed basis. These communications may take place through several means including but not restricted to:
1) E-Mails from the office.
2) Status “update” letters or memos from the President or Executive Director
3) Questionnaires or other forms of communication to ascertain membership feedback on a given issue.
4) General publications such as the “Quick Sketch”
5) Ads, catalogues and other outreach communications
6) Meetings
S.O.P. #2
Nominations and Elections:
Elections for officers and directors are held at the Palette & Chisel per its
bylaws. Elected officers serve 2 year terms while directors serve 3 year terms. Notification of upcoming elections is governed by the following rule:
To assist the Recruiting Advisory Group, the Executive Director shall send a letter to all Voting Members six (6) weeks before any election meeting, requesting that they notify him if they wish to stand for election to any director or officer position to be filled at said meeting. A week later he or she shall send an
e-mail follow-up along the same lines to all Voting Members on the Artist Member e-mail list. All responses to such communications will be relayed by the Executive Director to the Recruiting Advisory Group.
Elections are conducted by secret ballot and administered by the Executive Director. The Executive Director accepts votes through mail, fax or in-person balloting. The Executive Director assembles, in secret, all ballots cast prior to election night. He or she then conducts additional in-person voting on election night.
The Executive Director must review all ballots prior to tabulation to determine if they are legal ballots cast only by current artist members. As provided by bylaw, there is no “proxy” voting in elections. Each artist member must individually vote for the candidates of their choice in one of the manners indicated above. On election night, ballots are tabulated by at least 2 artist members who are not candidates in the current election. The tabulations may be observed by a representative of a candidate as long as the identities of voting members remain secret. All ballots are secret ballots in that any member’s vote is made and tabulated in strictest confidence. The ballots shall be kept for one week and then destroyed by the Executive Director.
S.O.P. #3
Advisory Committees and Executive Director Responsibilities
In the past, the Palette and Chisel was strictly a volunteer organization. Out of necessity, day-to-day operations and general policy were determined by various committees under the overall oversight and approval of the Board. This is no longer necessary. The employment of a full-time Executive Director and staff has shifted the responsibilities of day-to-day operations and other activities from volunteers and committees to the Executive Director. This does not preclude the use of committees but changes their function. The Executive Director interacts with the Board to determine policy and overall management functions. The Board may also use committees to guide it in making decisions.
The P&C bylaws outline a structure to form committees. “Standing” committees include Education, Special Programs, Exhibitions, Building and Grounds, Membership, Fundraising and Studio. When specific duties of the standing committees are unspecified by the Board of Directors, they will remain inactive. The Board can also form a committee not specifically mentioned in the bylaws. Committees may form, assemble and convene only in response to a call to do so from the Board of Directors. The Board will establish the business to be pursued by any committee. All committee determinations are to be reported to the Board on a timely basis.
S.O.P. #4
Board Meeting Attendance by Persons Other Than Directors and Officers
To assure open and frank discussion among the Board of Directors:
1. Directors meetings are not open to non-board members for participation or “observation” as a general rule.
2. Should a P&C member wish to speak to the Board in regard to a specific issue or give a specific report, he or she should contact the office to be added to the agenda. The presenter will be available to the Board during the relevant time, and then be excused from the remainder of the meeting.
3. Conversely, the Board may request that a member appear in front of the Directors as in #2 above.
4. Should a member request to “observe” a meeting or a part thereof and that request be granted by the Board, the observer may not participate verbally or in writing unless a direct request is made to the observing member. Unless permission is granted no one may use a recording device during meetings.
S.O.P. #5
“Electronic” Board Meetings
As established in the bylaws, from time to time the Board of Directors may, out of necessity, conduct a meeting or part thereof via phone or e-mail.
An absent Board member may be contacted during a board meeting to participate in the meeting, discuss issues or vote on a motion.
Also, from time to time, it may be necessary to convene the Board via e-mail to ratify a seconded motion or comment on a given issue without actual physical presence. In that case, minutes will be recorded of the e-mail meeting and it will constitute a Board meeting.
S.O.P. #6
Records Availability
All pertinent records of the Palette and Chisel are available to the membership and general public pursuant to Illinois State statutes governing non-profit 501(c)(3) corporations. Access to records available under the law may be obtained by contacting the Executive Director.
S.O.P. #7
Bylaw Revisions
As stated in the bylaws, a two-thirds majority vote of artist members is required to amend, revise, delete or add to any bylaw of the Palette and Chisel. The 2/3 vote language in our bylaws has been reviewed on a voluntary basis by members of the legal profession, both non-P&C and P&C members. They have confirmed that the bylaws call for a 2/3 vote of the ENTIRE voting membership (artist members), not a simple 2/3 majority of those in attendance or voting “absentee” at any given quarterly membership meeting.
S.O.P. #8
Fees and Similar Matters
The Palette and Chisel bylaws provide for the establishment of admission fees, membership fees and dues. All other fees, rents, assessments, etc., are established by the Board of Directors with the advice of the Executive Director and the P&C Certified Public Accountant.
S.O.P. #9
Studio Rental Conflict
Studio Renters who have issues with their rental rate or other policies regarding studio usage should contact the Executive Director with those concerns. The Executive Director and renter will work to resolve the difficulties. Should the renter wish to take up the matter with the Board, he or she may do so by submitting a request to the Executive Director to be included on a board meeting agenda. The renter and the Board will work to resolve the issue through correspondence or appearance at a board meeting.
S.O.P. #10
Exhibition Guidelines
The Palette and Chisel walls have been renovated at considerable cost to the membership. Guidelines for installation and removal of work have been established to eliminate possible damage to the new surfaces, particularly the fabric covering. It is the responsibility of all exhibitors to adhere to the guidelines and to maintain the appearance of the galleries for future exhibiting members.
INSTALLATION:
• Only smooth nails will be permitted. No screws or textured (ring shanked) nails will be allowed. Picture hooks or other hanging devices are not permitted. The Palette and Chisel office must approve, prior to installation, the type and size of the nails to be used, and reserves the right to reject any nail considered damaging to the walls.
• No positioning marks can be made on the walls. The position of artwork can be done with pushpins, t-pins, map pins or other small smooth pins that will not mar the fabric. No pencil, pen, chalk, pastel pencil, or tape of any sort are permitted.
• Adhesive labels of any type cannot be attached to the walls. Labels may be attached with pushpins or other smooth pins, only. Removable adhesive putty such as UHU HOLD or UHU TAC are not permitted. Adhesive numbers are not permitted. No lighting changes may be made in the galleries except with permission from the Executive Director.
REMOVAL OF WORK:
• It is the responsibility of each exhibitor to remove all nails and labels from the gallery walls at the end of their exhibition. It is also the exhibitor's responsibility to remove any debris from the floor or other gallery surfaces.
• The Palette and Chisel office will monitor all installations and removal of artwork. Exhibitors who are in violation of these guidelines are subject to monetary fines, loss of exhibition privileges, loss of P&C membership.
Rental Rate: The fee for the North gallery and the South gallery, together, is $250.00 for a period not to exceed twelve days. Payment is required at contract signing to ensure exhibition dates.
Commission Rate: 20% (twenty percent) of any sales is the commission due the P&C. The P&C does not charge commission until after $1,250 of work is sold. All checks must be made out to The Palette & Chisel.
Gallery Hours: The exhibitor is required to keep the gallery open Saturday & Sunday from 11 am to 3 pm. The exhibitor may set different gallery hours on the day of the opening reception.
Hanging/Removing Exhibition: The exhibitor is given one day immediately prior to the exhibition period to hang the show. The exhibitor has one day immediately after the rental period to remove all work from the galleries.
Additional Rules:
A. The hallway on the main floor is not included in the gallery space rented.
B. The Dining Room and Library are not to be used for display of art without expressed written permission from the Palette & Chisel. If request is approved, an additional fee will be assessed.
C. The exhibitor has total responsibility for gallery sitting.
D. The exhibitor will provide the office with the name or names of gallery sitters along with the hours listed on the invitations. Visitation hours must be cleared with the Palette & Chisel before invitations are sent.
E. All art from the exhibit must be removed before the end of the second day after the show. A $25.00 storing charge is assessed per day thereafter.
F. Any sales made that do not include the commission of 20% to the Palette & Chisel will constitute serious fraud and result in dismissal from the organization.
G. Should paintings be shipped to the P&C for an exhibition, a handling fee will be charged.
H. Disclaimer – Reasonable precaution will be taken to safeguard exhibitor’s work; however, the P&C will not be responsible for loss or damage to artwork from any cause.
S.O.P. #11
Classes & Special Workshops
A) All instructors are freelance teachers. As such, the Palette & Chisel is relieved of all responsibilities regarding salary and benefits.
B) Any instructor interested in teaching a class must submit a resume and a detailed description of the class, in writing, for the administration’s approval, at least 30 days in advance of proposed starting date.
C) Only members of the P&C will be eligible to apply to teach ongoing classes.
D) Responsibilities of the instructor:
1. Set fee for the class. A registration surcharge of $35.00 per class will be charged to students. All tuitions are established by agreement between the instructors and the Executive Director.
2. Instructor agrees to pay $20.00 per hour for use of the 2nd floor, basement and Coach House classrooms. The rate for the 3rd floor studio is $25 per hour. If the class size is small, the instructor may pay 40% of fees collected after the registration fees are subtracted. The instructor’s rate is either the hourly rate or the 40%, whichever is less.
3. Special workshops will be negotiated on ad hoc basis.
4. Pay for additional equipment needed to operate class.
5. Hire and pay all models.
6. Instructor will also provide dates, times, course and fee schedules to the office prior to each semester at a time designated by the executive director.
7. Set own policy regarding cancelled classes and make-ups. Schedule of make-up classes must be cleared with the Executive Director.
8. Instructor and class are responsible for cleaning and straightening the classroom after each class. Non-members may not stay in the classroom(s) after class or clean up, or anytime an instructor is not present.
9. Instructors are expected to promote their classes.
E) Palette & Chisel will provide storage space. No lockers will be provided to non-members.
F) A written class evaluation may be supplied by the office to be filled out by participating students at the completion of the session and reviewed by the office for evaluation before another class is scheduled. This is also for the benefit of the instructor.
S.O.P. #12
Private Non-Residential Art Studios
It is the policy of the Board of Directors to select the best possible lessee for each studio based upon these criteria:
1. That a lessee is an Artist Member or an Associate Member in good standing who becomes an Artist Member within one year after commencement of the lease. Artist Members receive priority on all available studios.
2. That the lessee will actively use the studio space to create works of art.
3. That the lessee agrees to abide by the provisions of the lease and any rider thereto.
4. That the lessee agrees to abide by the general rules and policies of the Palette & Chisel as they apply to private studio space, including the rules prohibiting smoking and the use of materials that are offensive to others who may be working nearby.
Leases for the private studios are for one year, expiring December 31 of each year. Renewal of the lease is not automatic. Renewal is based upon review of the lessee’s adherence to the lease terms and the above criteria. The Board of Directors makes a final decision on the selection of lessees AND the renewal of leases. Leases can be broken, with a 60 day notice, by either party.
Each studio has one lessee who is responsible for paying the rent ON TIME. That lessee will sign the lease and pay security deposit of one month’s rent. Lessee may share the studio with another Palette & Chisel member. If a lessee is interested in sharing studio space, priority consideration will be given to artist members already on the waiting list. The sharer will pay rent to the lessee – who is ultimately responsible for the studio. Lessee shall inform the Palette & Chisel office and the Board of their intent to share studio space and “sharer” must be approved by the Board of Directors.
Private studios may not be used to conduct organized, formal classes.
Private studios may not be used to generate personal revenue by any means other than the sale of artwork produced by the lessee or sharer of said studio.
In order to be placed on the waiting list, the interested party should contact the Palette& Chisel office.
As studios are leased, the lessee’s name is taken off the waiting list.
If a lessee wishes a different studio, the lessee must be placed on the bottom of the waiting list as of the date of the new request.
An applicant may choose to remain at the top of the list, refusing a studio when offered, until “the right one comes along.” In that case, the studio will be offered to the next in line, until someone accepts the offer.
Placement on the waiting list is determined by date of application.
S.O.P. #13
Studio Monitor Responsibilities
1. Hire and pay models
2. Set pose/lighting, etc.
3. Regulate members’, models’, and visitors’ conduct when necessary, in accordance with workshop rules. (See S.O.P. regarding open studio rules)
4. Answer doorbell if the office is unavailable.
5. Answer 3rd Floor Studio phone.
6. Closes workshops:
a. Clean up.
b. Put away equipment.
c. Unplug extension cords and appliances, shut off lights throughout the building.
d. Ensure all visitors have exited.
e. Lock gate in PM.
7. Arrive approximately 15 minutes early to let in the model and visitors and set up for the workshop.
8. Collect visitor fees and workshop tickets.
9. Fill out model voucher envelopes to be deposited in monitor’s locker. Monitor must fill out the attendance on the voucher envelope for each session they supervise.
10. Act as a host to new guests. Promote the P&C and membership.
S.O.P. #14
Executive Director Review
A performance appraisal of the Executive Director and issues regarding his/her salary and benefits will be addressed by the Board of Directors at least once a year. If the subject has not been dealt with by the Board during the previous calendar year in question, a special Board meeting will be convened for the purpose during the next month (January). The Executive Director will have an opportunity to present an “Annual Report” to the Board.
S.O.P. #15
Open Studio Rules
1. The monitor is totally in charge of the session. This includes but is not restricted to:
a. Setting the pose… the monitor has total say in the pose including stand placement, backdrops, lighting (or not), etc.
b. Calling breaks
c. Selecting music
d. Misc.
3. The monitor is in charge of setting up the room (easels, benches, etc.) and controlling spacing.
a. Should a monitor request that a participant move an easel or take up less room for the benefit of the group, he/she must do so.
b. Should a monitor wish a sitting painter to take up less room, move their bench or give up an extra bench for the betterment of the group, he/she must do so.
4. The monitor is in charge of maintaining discipline during the session. This includes restricting excessive talking and maintaining overall decorum.
5. Participants are encouraged to refrain from engaging the model in excessive banter. Figure modeling is a vulnerable profession… an innocent comment or compliment can be misconstrued.
6. Personal fraternization with models on P&C grounds is prohibited.
7. Photography of the model is prohibited unless the monitor interacts with the model to obtain permission. (The model may charge a fee). Participants’ direct requests to a model for photos are prohibited. Nude photos of models are prohibited.
8. Continued open studio poses may be set up over several sessions. Participants may mark their spot for a pose to be continued (tape indicating easel placement with painters name and dates of session noted). For multiple sessions, participants should be in place 30 minutes PRIOR to the session. Otherwise, their spot is no longer saved. Saving spots for a fellow participant is not allowed. The monitor, however, under certain circumstances may save a spot for a late arrival or guest.
9. Early setups. While the P&C has always operated under a “first come” basis for setting up prior to a session, some reason must be used. The monitor can ask a participant to move (#2 & #3 above)
10. Cell phone calls are not permitted.
11. Anyone is responsible for bringing food and drink into a session is responsible for cleaning it up afterwards.
12. The monitor is empowered to remove a participant from a session if the participant blatantly ignores the monitor’s enforcement of the above rules.
13. Unresolved conflicts between a monitor and participant should be taken to the Executive Director and ultimately to the Board if still unresolved.
posted by chris miller at 5:38 PM
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