Barrington Area Arts Council

207 Park Avenue • P.O. Box 1266 • Barrington, Illinois 60011 • (708) 382-5626

ADMINISTRATIVE PROCEDURES

for

BAAC BOARD MEMBERS

Office

Our office hours are 10:00 - 4:00 pm M-F and 10:00 -2:00 pm on Saturdays. Summer hours are 10:00 - 1:00 pm on Saturday. The Executive Director is usually in between 9:00 - 3:00 pm Monday - Friday.

All meetings should be held at BAAC. Please call the office to schedule your meeting. The person who schedules the meeting is responsible for setting up and taking down chairs and tables as well as putting away the coffee pot and supplies. If a meeting is held before 10:00 am or after 4:00 pm arrangements must be made for the key if the Executive Director is not attending the meeting.

Check your mail boxes weekly.

If you ask people to call the BAAC office for any reason please notify the Executive Director and Secretary of all information so they will be able to answer calls intelligently.

A copy of all correspondence needs to be on file in the office. Please bring old files to the office.

Please route all requests for help from the Secretary through the Executive Director. Please allow sufficient lead time, as there are a number of activities going on at all times.

Minutes or notes should be taken at all meetings. A copy should be on file in the office.

All mail that comes to BAAC is opened by the Executive Director unless it is marked personal. If you do not want it opened, please make sure the sender writes "personal" on the envelope. Any general information regarding programs will first go to the Vice President - Programs and then to the appropriate coordinator.

BOARD OF DIRECTORS Sarah B. Ware

President

Betsy Smentek Vice President

Teddi Martin Vice President

Cathie Rocklin Secretary

Dwight E. Reed Treasurer

Maureen Brady Controller

Georgie Bass Annette Burns

Lis Dietrich Suzanne Fuller Donna Hannay

Shereda James Richard C. Johnson

Lora Krug Carol McGregor

Courtney Murtaugh Vicki Nelson Lynn Phillips Diane Rotter

Carolyn Short Dede Wamburg

ADVISORY BOARD Carol M. Beese

Willard A. Brown. Jr. J. Mitchell Erland

James G. Fitzgerald Thomas Z. Hayward. Jr.

Rich Jernstedt Donald Klein

Nancie K. Kozel Harold Lipofsky

Stephanie L. Nadolski Robert Nelander David F. Nelson

Clair Smith Richard P. Spicuzza

Kathy Umlaut Curtis C. Verschoor

PRESIDENT EMERITUS

Flo Bash

EXECUTIVE DIRECTOR

Micnele Reed

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If you wish to appear on the agenda for the monthly Board meeting, please let the President or the Executive Director know two weeks in advance as the agenda is mailed out one week before all board meetings.

All program pamphlets and brochures should be stored at the BAAC office on the Program Resource shelves in the back room.

Bulk Mailings

To send out material at the bulk mailing rate, you must have at least 200 pieces of mail. All pieces must be identical with no personal notes on any of it. If you are involved with a bulk mailing (such as membership or Annual Meeting invitations) please arrange to do this at the office. All materials should be stamped, mailing labels in place, stored by zip codes and counted. The Executive Director prepares the form for the post office. Arrangements to receive a check from the Treasurer need to be made in advance.

Financial Requests

Checks for entertainment may be obtained by submitting a voucher two weeks prior to the event. These vouchers must be signed by the chairman of the program or Board member.

You may be reimbursed for personal expenses by submitting vouchers. Receipts must be attached. These vouchers must also be signed by the chairman of the event or Board member. No sales tax will be reimbursed as we have a sales tax exempt letter that is available upon request. One exception is BJ's Warehouse. (They will not accept a tax exempt letter).

We have charge accounts at Phoenix Press, Office World, Barrington Rental, Target Rental, and Lion Photo. All charges must be signed with the name of the fund account that is to be charged. A copy of the receipt must be brought to BAAC immediately. (It is not necessary to do this with rental companies).

UTZ Barrington Area Arts Council

P.O. Box 1266 • Barrington, Illinois 60011 • (708) 382-5626

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Copy Machine

The copy machine is available for all BAAC copying.

Library

BAAC has a few resource books which are located on the shelves in the back room. All BAAC volunteers are welcome to use them.

Contracts

A BAAC contract must be signed by one of our signing officers (President, Secretary or Treasurer) and all program entertainers. Three contracts should be prepared and signed with one copy being retained, two are to be mailed to the entertainer with one copy being returned after it has been signed by the entertainer. These forms are available at the office.

Printing

All printing (except the Curator) is to be done through Woodland Graphics. The person to contact is Gerry Cherney at 381-1833.

Michele Reed June, 1991

BARRINGTON AREA ARTS COUNCIL, INC.

POSTING REFERENCES

RECEIPTS

11 Contributions: Includes Art Fair Award of Excellence 12 Other: Includes Art Fair Purchase Award, Lettershop

rebate, personal copying 13 Interest 14 Government Grants 15 Subscriptions & Admissions: Includes all programs 16 General & Ads & underwriting 17 Auction 18 Beverage 19 Prize drawing 110 Merchandise sale: Includes note cards, tote bags,

Chapbook, Whetstone 111 Sales Tax: Includes note cards and tote bags 112 Postage

DISBURSEMENTS

21 Supplies: Office materials, 35% M&G--65% PO 22 Postage/faxing/shipping/permit imprint 23 Printing: includes copying 24 Telephone, 35% M&G--65% PO 25 Equipment: Rental & Maintenance (alarm), copier

maintenance, 35% M&G--65% PO 26 Equipment: Purchase 27 Food and Beverages 28 Other (WW purchase books, flowers for planter) 29 Awards and Prizes: Includes Feuerstein Award 210 Donations & gifts (flowers) 211 Membership and Subscriptions 212 Salaries, 50% M&G--50% PO 213 Fees: Artistic 214 Fees: Outside Service: Includes auditorium rental

& audit 215 Granting: ARTS BOOST & Art Weeks 216 Conferences/Conventions/Workshops: does not include

food, travel & lodging 217 Payroll Taxes: Employers share only (see financial

notebook for coding 218 Occupancy: rent 35% M&G--65% PO 219 Occupancy: heat, electricity, trash, snow removal,

cleaning & washing windows 35% M&G--655 PO 220 Travel-inc. lodging 221 Insurance 222 Sales Tax payments 223 Advertising/promotions

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BARRINGTON AREA ARTS COUNCIL, INC. 1992 - 93 Program Service

Reference Codes

A. ART DEPARTMENT Al BAAC Gallery A2 Young Artist Exhibit A3 Gallery Walk A4 Art Fair A5 Craft Workshops A6 Note Cards A7 Corporate Galleries A8 Gallery in the Library A9 Public Sculpture A10 Photo Exhibit

B. DANCE DEPARTMENT Bi Ballet B2 Ballet Master Class B3 Jazz/Tap Master Class B4 Modern Master Class

M&G Management & General PO Program Overhead MB Membership AB ArtsBoost FR Fundraising EN Endowment CU Curator EQ Equipment

C. MUSIC DEPARTMENT Cl Music in the Home C2 Marsalis/Roberts Concert C3 Jazz Concert at the Gallery C4 Music Scholarship

D. THEATER DEPARTMENT D1 Peppermint Bear D2 Drama Class D3 Alice in Wonderland D4 Children's Theater at the Gallery D5 Summer Drama Workshop D6 BLT - Barrington Local Theater D7 Under Milkwood

E. WRITING DEPARTMENT El Young Writers Contest E2 Whetstone E3 Writers Workshop E4 Young Writers Workshop

F. SPECIAL EVENTS DEPARTMENT Fl Fesitval of the Ornaments F2 July 4th Parade F3 Sidewalk Sale Days F4 Arts Week F5 Volunteer Recognition F6 Annual Meeting F7 Christmas Walk - Open House