THE TIVOLI ARTISTS CO-OP
Mission Statement and Guidelines

The Tivoli Artists Co-op is an organization of visual artists and performers who have come together to present their work to the public. During the year, we will be scheduling prose and poetry readings, offering art classes, presenting local musical talent, mounting exhibitions, and giving workshops. The goal of the Co-op is to maintain a space where all professional artists will be encouraged to take risks and produce original new work. 

CO-OP POLICY GUIDELINES The following guidelines were created in the general spirit of the Co-op, which is one of personal responsibility, good sense, and care and cooperation among the members. These guidelines are for use within that spirit.

MEMBERSHIP

1. Membership is limited to 40 visual arts members. An additional number of performing arts members are allowed.

2. As of 2002, no Associate membership category will be offered. 

3. Double memberships will not be allowed.

4. Each member is guaranteed participation in 3 general member shows a year, including the Holiday show. Solo and small group shows may be proposed at the annual calendar meeting.

5. Each member is responsible for paying annual dues, sitting during shows in the gallery, taking a turn running the monthly meeting, and sitting on a committee on a rotating basis. 

6. Members are encouraged/expected by each other to take part in the running of the Co-op and the maintenance of a clean, maintained physical gallery space.

7. Dues of $250.00 are to be paid by January 31 for the current year. Two weeks after due date, members with unpaid dues will be notified. If dues are not received by February 15, member will be called again and notified that membership is being cancelled. Members with temporary financial circumstances should notify the treasurer. Dues are rated to cover minimum operating costs. Dues are nonrefundable. New members are encouraged to join during the first quarter of the year. 

8. Each member is required to secure a NY State Tax ID # for authorization to collect sales tax and to pay directly to NY State. The Co-op does not pay sales tax. A copy of each artists tax number must be posted on the wall in the office (or in the black filing cabinet).  Contact NYS Department of Tax and Finance at 800-972-1233 for information.

*9. Members who fail to meet the basic commitment of the Co-op may be asked to leave, with no refund. Examples  of membership termination are, but not limited to: 
         - Unable to fulfill sitting obligation explained in the Gallery Sitting Handbook.
         - Not paying dues.
         - Lack of cooperation/disrespect and harassment toward curators or other 
           members. 
The Steering Committee will make the final decision as to termination of any member in regard to the above offenses.

USE OF SPACE 

1. The Co-op is used for: exhibitions, readings, performances, workshops, classes, parties.

2. Cross events, e.g., exhibitions, classes, performances, etc., should communicate and cooperate in use of the space. In general, the Co-op should be cleared of class, workshop, or performance equipment and materials for gallery hours. 

3. Any conflicts that cannot be resolved should be referred to the Steering Committee, which will also decide on appropriate use of the Co-op. 

4. TWO-PART SHOWS. The gallery space can be split into two parts to accommodate two concurrent shows--two group shows, a group show and a solo show, two solo shows, or any other configuration as needed. In general, the following guidelines apply, unless all parties agree to an alternative arrangement in advance: 

• 60/40 split: If the gallery is divided into front room and back room spaces, the people in the front should pay 60 percent of costs, the people in the back 40 percent. (The front space is larger and has better exposure.)
• PR: All PR for both shows needs to be coordinated and sent out together, including all press releases and calendar listings.
• Postcard: Unless other arrangements are made, assume one mailing with costs split for printing and postageither one card with two images and complete show info or two cards with different images but same/complete show info. If two cards are used, they can be sent together in one envelope or the mailing list can be divided into two parts.
• Opening: Assume that the opening reception will be a shared event unless other arrangements are made. Be sure to coordinate and agree on food and drink, decor, and music or other entertainment.
• Installation: Each group is responsible for hanging and taking down works in their part of the gallery.

All other tasks, including cleaning the gallery, setting up for and clearing up after the reception, and verifying sitters, should be shared/divided evenly.

EXHIBITIONS AND PERFORMANCES

1. Exhibitions should be scheduled to run for no longer than four (4) weekends, unless other shows are no expected to follow. Ideally the Co-op will run continuous exhibitions. When planning a show, members should be conscious of working in sequence with other shows.

2. Co-op walls must be patched and painted and the gallery cleaned by the Monday night after closing of a show.

3. Mailings, publicity, and openings are the responsibility and at the expense of the artists involved. A computer mailing list and labels are available. 

4. Exhibitions are scheduled at the calendar meeting and will be entered on the calendar by the secretary. The same applies for performances, readings, and workshops.

PERCENTAGE CONTRIBUTIONS 

1. Co-op members will pay a 15% commission on any and all income from sales, performances, workshops, and classes. 

2. As of 2004: Non-member participation has been suspended to encourage more member participation. The only show with non-member participation at this time is the Erotica Art fundraiser. Non-members will pay 40% commission and the standard fee for show participation. Non-members will be required to read and sign a visiting artist guideline form. 

3. All Admissions to performances and readings by outside artists and organizations must be by "Suggested Donation." No admission fee will be required to attend an event. 10% of collected donations will go to the Co-op. A Co-op member must be present for the duration of the event.

4. Money put in the donation box ("Hat Money") during normal gallery hours will go to the Co-op. 

5. Any contributions made by passing a hat or the like at a "free" event goes to the Co-op or to a visiting performer or musician who is performing for free, if this has been agreeded upon by the show curator as a "thank you" gesture to the performer. 

THE PHYSICAL CO-OP

1. Members are responsible for the care and cleanliness of the Co-op, especially for their own impact in an area of the space. This means patching and painting of walls, vacuuming/cleaning after a show or event, and taking away any trash, which includes cans, bottles, etc., by Monday evening after the show closes. To further this, there will not be a garbage can at the Co-op. A member expecting to generate a large amount of trash must bring sufficient containers and remove them at the end of the event. Members are required to remove their own recyclables as well as everything else. No garbage should ever be left at the Co-op-if you bring it in, you must bring it out when you leave.

2. Items purchased for the Co-op must not exceed $25.00 unless approved by the Treasurer. Items belonging to the Co-op must not be removed.

KEYS

1. Each member is given a Key.

2. Keys should not be given to non-members or artists/performance/workshop people. A Co-op member must open and close for any non-member event they are sponsoring. 

3. Keys must be returned to the Co-op upon the member's resignation.

INSURANCE 

1. The Co-op carries personal liability insurance. Artwork is not insured; therefore all exhibitors assume the risk in having work at the Co-op, including theft. 

COMMITTEES AND POSITIONS

1. Naturally, serving in a  particular role or on a committee is voluntary, but service is inherent in the spirit of the Co-op. Any position can ad, in most cases, should be short term. People should interpret their roles as they envision them, and feel free to widen the boundaries of their service. 

Committees are:   

Steering (5) 

Individual positions are:
Secretary

Liaison

Co-Treasurer (Incoming Money/Accounts Receivable)

Co-Treasurer (Outgoing Money/Accounts Payable)

New Member Coordinator

Orientation Coordinator

Membership Dues Coordinator (Renewals/Resignations)

Members List Coordinator

Mailing List Coordinator (Postcards/Publicity)

Sitting Calendar Coordinator

Gallery Sitting Coordinator

Publicity/Advertising Coordinator

Postcard/Flyer Coordinator

Website/Webmaster

Photographer

Historian

Mail Person

Supplies/Maintenance Person

Recycling/Garbage Person
                                     
LOUD MUSIC / DANCE / ETC. 

1. Because of upstairs residents, we have agreed to place certain limits on events that create louder than normal noise levels: 
               - Two nights a year of all-out rocking until 1 AM. 
               - Six nights a year of folk/jazz/dance performance, until 11 PM (drums   
                 probably not allowed). 
               - Unlimited folk/jazz/etc. until 9 PM.
               - Two weeks' notice must be given to landlord directly and to tenants by
                 posting signs on upstairs doors. 
               - Normal playing of tapes or acoustic music is not subject to the above,

AMENDMENTS TO THE CO-OP MISSION AND GUIDELINES 9/2008:

1. There is a $40 fee charged to members who fail to show up for their sitting slot.. This fee will either go to the Co-op or the curator to cover the cost of sitting as a substitute. How the Co-op handles multiple failures to sit by members, will depend on the particular situation and what the curator and absent sitter along with any advice elicited from steering might concur. 8/2008

2. As a way to encourage new members to join the Co-op, non members may be invited to participate in a show as a guest on a one time bases. They would pay the show fee and be charged a 40% commission to the gallery. Any further involvement would have to be as a member (except in the Erotica show which is open to the public every year).

As a member of the co-op, you are expected to take part in the day-to-day operations and workings of the organization. In addition to sitting, we hope that you'll volunteer to take on one of the following jobs. For members who do not live nearby, please consider one of the positions that can be done remotely. If you are unable to commit to an ongoing position, please be sure to volunteer to curate or help a curator with at least one exhibition per year.

Current committee members: Dea Archbold (Secretary), Jennifer Harris (Liaison), Janet Jappen, Mary Untalan   Duties include:

• Meet monthly to discuss co-op issues, problems, and concerns. Follow up on items brought up in general membership meeting, and discuss future meeting agendas.
• Make sure that co-op is operating smoothly, and explore ways of making improvements. Track income and expenses, and pursue advertising and event opportunities.
• Address conflicts and concerns of general membership. Address any problems with dues, sitting, and other member responsibilities.

Duties include:

• Compile notes from monthly membership meetings and distribute to membership.
• Compile and maintain annual exhibition calendar and distribute to membership.
• Maintain and update as necessary all current co-op documents, including co-op mission statement and guidelines, new member information and documents, membership applications, sitting handbook, and jobs list. Copy and distribute documents as needed.
• Notify membership of upcoming meetings and events.
• Act as general information resource, including corresponding with members by phone or e-mail about procedures, policies, etc.

Duties include:

• Communicate with landlord about gallery repairs, problems, etc.
• Communicate with village/village clerk about signs, events, etc.
• Coordinate with Tivoli Business Association - attend meetings, gather information about events, publicity, and other local business issues.

Duties include:

• Set up for each show - provide sales slips, treasurer reports, petty cash, etc. Replace/order forms as needed.
• Sales - verify/complete sales slips, sort through receivables, fill out/complete treasurer reports.
• Dues - collect dues from membership dues coordinator and prepare deposit.
• Deposits - prepare deposits and credit card reports and pass to co-treasurer/outgoing.
• Artists commissions - complete sales commission reports, calculate money owed, photocopy, attach sales slips, and forward to co-treasurer/outgoing for artist payment.
• Monthly reports - compile monthy report of sales and other money received and distribute report to membership.
• Provide list of names and addresses of buyers for each show to mailing list coordinator.

Position currently held by: Kurt Holsapple  Duties include:

• Balance checkbook/reconcile bank and credit card statements.
• Monthly bills - pay and maintain records.
• Bank deposits - collect from co-treasurer/incoming and take to bank.
• Artists commissions - write and mail artists' checks and sales commission reports (received from co-treasurer/incoming).
• Problems/miscellaneous - handle all sales errors/correspondence, member queries (e-mail, phone, letters), and correspondence with insurance providers, bank and credit card companies, utilities, etc.

Duties include:

• Gather information about and maintain list of potential new members (from e-mail, phone messages, gallery guest book and mailing list forms, sitters book, referrals from other members, etc.).
• Send potential new members (by e-mail or snail mail) a new members information packet, along with a brief personal note. This packet should include an application for membership and the general member information sheet.
• Follow up as quickly as possible with any potential member who requests additional information. Follow up initial contact with potential member by phone call or e-mail if you have not heard back within a couple of weeks.
• For contacts who do want to join, collect their completed application form and check for $250 (payable to Tivoli Artists Co-op). Pass the application form to the steering committee (envelope in gallery office), and forward the check to the membership dues coordinator (either in envelope in gallery office or by mail).
• Send e-mail to entire membership introducing new member and providing full contact info (name, phone, mailing address, e-mail).
• Instruct new member to contact orientation coordinator as soon as possible.
• Invite new members to next members meeting and introduce them to fellow co-op members.

Duties include:

• Contact new members and arrange an orientation session. Ideally this will occur after the monthly members meeting, but some members may need special arrangements.
• At orientation session, provide each new member with a new member packet, including: gallery key, membership list, exhibition calendar, sitting handbook, mission statement, and procedures for new members document (list of people to contact to get started).
• Review all sitting procedures, including opening and closing procedures, all sales procedures, and use of credit card machine. Answer any questions regarding day-to-day operations.

Membership Dues Coordinator (Renewals/Resignations)

Position currently held by: currently John Winkler, but will be made into separate job

Duties include:

• Collect dues from renewing co-op members and from new members, and pass along to co-treasurer/incoming. (If new members join in third quarter or later, can be referred to steering committee for possible prorating of dues.)
• Send out renewal reminder notices at start of year and periodically thereafter.
• Compile and maintain list of member payment status, including any special payment arrangements.
• Contact nonpaying members, and notify steering committee of any members who have not paid or who have not made special arrangements.
• For members who resign during the year or who fail to renew, send notice to all co-op members of the resignation, and ask that person to return co-op key (by mail is fine; returned key then goes in envelope in gallery office).

Members List Coordinator

Position currently held by: Marie Cole  Duties include:

• Compile and update list of current members and their contact information.
• Copy and distribute list to membership. Send electronic file to secretary.

Mailing List Coordinator (Postcards/Publicity)

Position currently held by: Marie Cole

Duties include:

• Maintain postcard mailing labels list, using information from sign-up sheets, guest book, sitters book, and returned postcards.
• Maintain separate buyers mailing labels list, using sales information from co-treasurer/incoming.
• Maintain publicity mailing labels list, using information from publicity/advertising coordinator.
• Print and distribute sets of labels for each show. (Collect $15 materials cost directly from show curators.)

Sitting Calendar Coordinator

Position currently held by: Greg Martin  Duties include:

• Create and distribute sitting calendar schedules throughout the year.
• Update and make corrections as needed, including adding new members and removing members who leave the co-op.
• Coordinate with new members and existing members about time slots available and changes that need to be made.

Gallery Sitting Coordinator

Position currently held by: Mary Untalan  Duties include:

• Send out e-mail notices each week to scheduled sitters reminding them that they are scheduled to sit and asking them to confirm. Copy current show curators on each e-mail.
• Follow up with any sitters who do not respond, and notify curators of potential problems.
• Forward sitter responses to curators if necessary (although sitters should be copying curator when they reply).

Publicity/Advertising Coordinator

Position currently held by:

Duties include:

• Maintain and update media list (contacts, addresses, types of information needed). Pass any updates along to mailing list coordinator.
• Provide show information for all quarterly calendar listings. (Materials to be provided by co-op secretary and individual show curators.)
• Act as contact person for advertising/events - provide information as needed or gather information about advertising offers and pass to steering committee.

Postcard/Flyer CoordinatorPosition currently held by:

Duties include:

• Provide technical support and information about production and design of postcards for gallery exhibitions, including file formatting, postal regulations, and information about printers.
• For curators with limited computer/graphic design skills, provide references for professional postcard designers (former member Anna Cinquemani, for example), or provide support with the design process, if possible.

Website/Webmaster

Position currently held by: Barbara Walter  Duties include:

• Develop and maintain co-op website and online presence, including all correpondence with website host.
• Update and maintain gallery calendar, listing of upcoming events, and information about current exhibitions, including images. (Materials to be provided by show curators, co-op secretary, and photographer.)
• Update and maintain individual artists' pages, including text and images. (Materials to be provided by co-op members.)

PhotographerPosition currently held by:

Duties include:

• Take photographs of the opening reception and of individual works for each show.
• Distribute/e-mail copies of images to the webmaster, show curators, and individual members, as needed.

Historian

Position currently held by:

Duties include:

• Create and maintain notebook recording each show at the gallery. Materials for each show should include postcard, press release, advertising, any press coverage, and photographs of the reception and works in the show.
• Contact photographer, curator, and show participants for materials.

Mail Person

Position currently held by: Jennifer Harris  Duties include:

• Collect mail at Tivoli Post Office several times per week and sort and distribute.
• Post show announcements/postcards in gallery bathroom.
• Notify members of any important mail received at gallery, or forward as appropriate.

Supplies/Maintenance Person

Position currently held by:

Duties include:

• Keep track of office supplies, paper goods, and other supplies in gallery office and bathroom and replace as necessary.
• Contact co-treasurer/outgoing for reimbursement of expenses. For expenses over $25, contact steering committee for preapproval.

Recycling/Garbage Person

Position currently held by:

Duties include:

• Weekly or biweekly, sort through paper materials in magazine rack, sitter's desk, office, and on bathroom wall, and package all out-of-date materials for recycling pickup. Village recycling pickup is Tuesday morning-paper materials can be left in paper bags or tied with string to the left of the front door on Monday night; empty, rinsed bottles from openings can be left in a cardboard box.
• Remove any nonrecyclable garbage from the co-op. If you remove a lot of garbage and have to pay to dispose of it, the co-op will reimburse you-contact the steering committee. (This should not be the case, as members are responsible for removing their own garbage.)