Introduction to NAA Guidelines

The purpose of this document is to provide guidance to members who take on leadership roles within the Newton Art Association. The goal is to make the work of the NAA as easy and streamlined as possible and make sure everyone is prepared for their roles:

• NAA leaders know what is expected of them
• New members know what is required of a position before they accept the responsibility
• Officers can benefit from past experience.

This document will be updated as necessary by the president and NAA board. New versions are distributed to board officers and are available on the NAA website. As a start to understanding the NAA, you might want to read the Constitution and By-Laws of the Newton Art Association, Inc. available in a separate document.

Meetings

1. Board Meetings

Board meetings are held once a month from September through May. Typically they are held on the first Thursday of the month. The president should remind the board a week ahead via email, provide an agenda, and forward a copy of the previous meeting’s minutes. Topics on the agenda:

• Minutes Approval
• Membership
• Finance
• Demo
• Venues and Exhibits
• Programs
• Publicity
• Other Business

Monthly Demo and Meeting

A major part of the NAA contribution to the Newton community is a monthly demonstration by a professional artist. The program chair plans a demo series for the year running from September through May. Usually a complete program is available in September. The monthly NAA demo/meeting is held on the 2nd Thursday of the month. The meetings open at 7:00 p.m., start at 7:30 p.m. and end at 9:00 p.m. The president or another board member makes announcements before the demo starts. The hospitality chair sets up the food table, provides drinks, and arranges for members to donate refreshments.

Annual Meeting

Once a year we are required by our bylaws to have an annual meeting. This meeting is usually held at the annual NAA soiree and banquet at the end of the season. At this meeting we vote to accept the slate of officers.

Membership Committee

The membership chair is responsible for accurately maintaining the list of active members and assuring that members receive newsletters, important emails, and other announcements.

Currently, the NAA has three categories of membership: Artist, Associate, and Student. The Artist, the category to which the majority of members belong, and the Associate differ primarily in the stipulation that only the former may show their work in NAA exhibits. The Student category is for those under 18 years of age who wish to participate in NAA activities.

A. Membership Applications: The form for joining or renewing as an NAA member is available on the organization’s website. It can be conveniently filled out and submitted online. (For those who don’t have regular access to email, or who prefer to print the form and mail it with a check, the option to do so exists as well). Members are responsible for the accuracy of the information they provide: name, type of membership (regular, associate, student), mailing address, phone number, email address, and website (if available). In addition, a member is asked to indicate areas of interest for volunteering to serve the organization. All members need to renew once a year (1 July–30 June). Only members in good standing can enter NAA art shows or be listed in the NAA Directory.

Those who use the online feature will also be able to pay the annual dues directly and electronically using either a credit card or PayPal. When the payment clears, an acknowledgment of receipt will be sent to the member, whose name will be marked as active. All new members will receive a copy of the latest newsletter soon after joining.

1. Newsletters  – Each month (Sept–June), the newsletter is sent via email to all members except those without email. As of 2015 there has been a charge for the snail-mail delivery, to cover the time and effort of making B&W photocopies, addressing (with prepared labels), stamping, and stuffing envelopes.
2. Notification for Membership Renewal – Members are reminded in the early spring about the need to renew membership to remain active. These notifications will appear in newsletters and in an email reminder from the committee chair. Renewal occurs by the process indicated in para. III. A.
3. Membership Database – The chair maintains the official membership list, ensuring that names, addresses, phone numbers, email addresses, and websites are entered and updated as necessary. The database also indicates whether a member has a regular, associate, or student membership. These data are available to the entire membership (but not to the general public.) Although each member can alter their own personal data, certain administrative information can only be altered by an authorized editor (e.g., the membership chair, the web master, or the president).

In addition, each member can submit up to five images of their work to be uploaded to the member’s artist page (q.v.)

Exhibits Committee

All exhibits are coordinated by the exhibition and show chair. This includes all NAA shows open to our membership as well as coordinating venues for smaller member-run shows. The dates for NAA shows should not conflict with Newton Open Studios or with holidays. Appendix A includes prizes and amounts. Appendix C includes documents useful for running exhibits.

NAA Shows

1. Newton Free Library Show Each year the Newton Free Library has graciously let the NAA use both of their galleries for an annual show in September.
2. James King Bonnar Show This show is our largest show of the year (typically 80-100 entries) and is in honor of our founder James King Bonnar. He and a small group of interested artists started the organization in 1949. This exhibit now rotates venues between the New Art Center (2015-2017 etc.) and Newton City Hall (2016-2018 etc.), usually in February/March.
3. New Members Show This optional show is usually held yearly and is open to NAA members in good standing who have joined within the past two years. There is typically no hanging fee for the show.

The NAA holds receptions at member shows coordinated by the hospitality committee and the exhibit committee.

Member Venues

This committee maintains and makes available to our artists a list of locations and venues for displaying art. Examples have included these locations:

1. 1. 1. • Keyes Pharmacy Window
         • Avery Crossing
         • New TV

When coordinated by the NAA, only members can show in these locations.

Awards

Over the years, endowed awards have been set up to honor artists. Currently we have the following special awards. Except for the Bonnar Award, they are all given out at our annual library show.

1. 1. 1. • James King Bonnar Show and Awards (See Appendix A)
         • Molly L. and Henry Schoenberg Award
         • Mrs. Leslie Russell Award
         • Gene Faucher NAA Award

Exhibit/Show Judge

Picking a judge for a show is an important responsibility. The judge picks the winners and writes up a short critique of the art piece. The selection of the judge should be done with board approval. When choosing a judge, pick someone with experience judging shows and credentials that will stand up to scrutiny. Please avoid anyone who teaches NAA artists. Ideally the artist’s name will not appear on the artwork until judging is complete, but this is not always possible.

Treasury

It is important that NAA financial activities be transparent to everyone on the board. The treasurer maintains our financial records and presents quarterly financial reports to the board. Other financial activities include the following:

Awards

Provide checks for all award winners at NAA exhibits and shows. Appendix A includes the amount of all NAA Awards. When artwork is sold during one of our NAA shows, the NAA typically gets 20 percent.

Normal NAA Expenses found in Appendix B:

Payment for the custodial help at the monthly NAA meeting/demo at Newton’s Senior Center. In December, with board permission, we typically provide twice the usual amount.

• Payment for demo artists at our monthly meetings
• Payment for judges
• Payment for scholarship winners
• Yearly payment for post office mailbox
• Yearly payment for webmaster
• Payments for all other expenses incurred by the Association and approved by the board.

Banking

All of our cash is currently deposited with the Village Bank. This includes our checking account and our certificates of deposit. Our brokerage account is with a broker.

Reports

• The treasurer attends the monthly board meeting and provides a verbal treasury report except for the times when a written quarterly financial report is provided. This report provides revenues and expenses and compares the current year to the previous year.
• The treasurer prepares an annual financial report and submits it to the Secretary of State of the Commonwealth, in accordance with the requirements for 501(c)3 non-profit corporation.

Purchases for the NAA

All bills or payment with receipts should be sent directly to the treasurer. Note that a tax exempt letter is available for all NAA purchases.

Communication

1. Website – A volunteer manages our basic website. The membership person keeps the list of members updated (for both the public and private list) and updates the website with current activities.
2. Newsletter Editor – The NAA publishes a newsletter monthly from September through June, which is the official communication tool for the NAA. The newsletter is emailed to our members and to leaders in the Newton community. A limited number of printed copies are send to members without email. The web master posts the newsletter on the NAA website after the removal of personal information from the new members section.

1. Newsletter Content – The goal of the NAA newsletter is to keep membership informed of Newton activities involving arts, such as these activities:
   • NAA monthly demonstrations
   • NAA shows
   • NAA board meetings
   • Salons, critiques, and workshops offered by the NAA
   • Art news about any NAA member including shows, displays, openings, and classes.
   • Art workshops that are being offered in Newton
   • Newton-wide art shows and fairs that involve our members such as Newton Open Studios.
2. Newsletter Format – The NAA news is typically includes these headings: NAA News, Welcome to New Members, Monthly Demonstration, NAA Members News, NAA Calendar, Salons and Critiques, NAA Workshops, Other Newton Workshops, Announcements, Venues and Art Shows, Demonstration Calendar, NAA LeadershipSubmission Deadlines – The newsletter is published by the first of each month Sept-June. All submissions should be made by the 3rd week of the preceding month. Where/How to Send Contributions – Articles, announcements, calendar items, photos, and other written contributions can be sent directly to newsletter editor.

NAA Publicity

• Constant Contact email notices
• Calendar listings for local newspapers (Newton TAB) and Globe West
• Press releases for editors
• Calendar listing for Boston.com
• Announcements for the Newton Cultural Alliance calendar
• Scholarship announcements
• Other publicity such as New TV

Publicity for group and individual exhibits are typically handled by the artist.

Emails

Each month members with email accounts receive our newsletter and any other important announcements. Our goal is to keep email messages to a minimum. Any non-regular emails must be approved by the board and/or the president.

Scholarship Program

Every year a subcommittee of the NAA handles our annual High School Scholarship program. There is a separate document that provides guidance for running this program.

Hospitality Committee

This committee arranges for refreshments for our monthly demos and for other events as needed.

Record Keeping

1. Board Minutes The secretary takes minutes for our official board meetings and distributes them in a timely manner to board members. The president is custodian of these minutes and will see that copies are stored in the Newton Free Library.
2. NAA History The president or designee is custodian of the framed James Bonnar portrait and of the gavel. Other historical information is kept by our historian. The Newton Free Library has some NAA history in files available to all.
3. Liability Documents Rather than have members sign indemnity statements for each art show, the NAA’s membership application includes a statement that must be signed by each artist. For that reason, all members need to fill out an application and sign it each year. The treasurer, who receives these forms, will save them for at least two years. These indemnify the NAA from liability for loss or damage.

Additional Programs

• Monthly Demo and Announcements – Each month from September through May, the NAA holds a professional artist demo that is open to the public.
• Critiques – A critique is a gathering of artists who share their work and ask for constructive feedback. These events are held at a member’s home. Typically each artist brings a single piece of art to be critiqued.
• Salons – A salon gathers a small group to discuss any number of topics about art (host’s choice) for about two hours during the day or evening. These events are also held in a member’s home.
• Annual Banquet or Soiree – At the end of each season, the NAA holds an annual soiree where we enjoy dinner together. Typically we vote in the new slate of officers then.
• Workshops – When possible, the NAA will schedule special workshops and lectures. Usually the students pay a fee for these special events.

Board Positions and Job Descriptions

1. President
2. Program Chair (First Vice President)
3. Exhibition and Show Chair (Second Vice President)
4. Treasurer
5. Assistant Treasurer
6. Recording Secretary
7. Corresponding Secretary and Historian
8. Publicity
9. Membership
10. Salons & Critiques
11. Hospitality
12. Newsletter Editor

Newton Art Association Guidelines

Appendices

Appendix A – Financial Awards

Appendix C

Exhibition Guidelines

1. 1. 1. 1. Major exhibits are established. The Exhibition Committee should be reviewing possible new/additional venues each year.
         2. The registrar organizes volunteers for check in and hanging as they come in with the applications.
         3. Both the hanging person and the check in person inspect the artwork. Work should be rejected if the rules are not followed.
         4. The exhibition lead updates the application for newsletter distribution.
         5. Artists send jpegs to the registrar who will forward to publicity.
         6. The NAA should get the paper goods and, depending on the show, wine. The artists are responsible for food, juice, and sparkling water.

Exhibition Committee Notes

Newton Art Association exhibitions will be organized by the exhibition committee, comprised of board and regular members, under the guidance of the board. One person, an exhibition lead, will be the point of contact for communications and oversight for each show; this person can vary by exhibit. The exhibition committee, which may include the board president, will make recommendations to the board about venues and dates. Organizing roles: exhibition lead, awards, registration, hanging, publicity, and reception.  

Exhibition Lead Responsibilities

1. 1. 1. • Make sure all roles are covered and responsibilities are clear.
         • Communicate regularly with rest of team and the board.
         • Find/confirm venue and logistics; determine dates of show and reception.
         • Set deadlines for all phases of the exhibition process.
         • Prepare artists statement for venue, if needed, or NAA information.
         • For the Newton Library Show, the exhibition lead needs to work with the library events person, currently Ellen Meyers, and send the NAA artist statement for their publicity.
         • Inform president of any issues.
         • Manage or delegate the awards process.
         • Get recommendations of judges seek diversity in style, demographics, background; hire judge, arrange judging time slot. Invite judge to reception (most don’t come).
         • Communicate to judge re: NAA information, share comments from previous judges, provide list of appropriate awards (ex. how many awards at what level; some shows have named awards).
         • Have treasurer send payment check to judge after comments are submitted.
         • Get template for prizes, ribbons (library), and folders; print awards and assemble folders.
         • Winners are not notified in advance.
         • Present awards at reception.
         • Communicate with awardees not at reception. Mail prizes/checks as needed.
         • Print out judge’s comments and attach to each work.
         • Send award info and jpgs to Facebook/website administrator and newsletter editor for publication.

 Registration Responsibilities:  

Update standard application note for show specifics, deadlines, standard labeling for jpegs: name title, 300 DPI. Make sure rules for the exhibition are clearly stated. Send application to newsletter editor for distribution. Receive applications:

1. 1. 1. • Enter info in Excel/similar database.
         • Create group email list.
         • Respond to applicants “you are in show, if membership is current…”
         • Request JPGs for publicity from all applicants to be emailed to both registration and publicity people.
           • Publicity person uses jpgs in NAA outreach and sends a few high-resolution jpegs to the venues for their PR.
           • Ask artists to use standard labeling for JPGs: last name_title.jpg i.e. VanGogh_Sunflowers.jpg.
         • • Send registration reminders to artists by email; phone if necessary.
           • Ask for information updates (title changes etc.) one week ahead of check in.
           • Send entrant list to membership chair who will contact nonmembers for dues.
           • Send checks to treasurer securely.
         • Collect list of volunteers by area: check in, hanging, check out, reception, etc.
         • Send appropriate email reminders of deadlines for check in and pick up.
         • Check in
         • • Determine # of people needed for check in and secure volunteers.
           • Prepare check-in list in alpha order.
           • Prepare labels to speed up the check-in process.
             • You can create temporary labels for check in, then print final labels with necessary changes next day.
             • If price can be on label, neither price list nor numbering is needed.
         • Note for library show: Works can be numbered before being hung; numbers need not be consecutive when hung (checked with Ellen Myers). No price on label.
         • • Phone artists who have not brought in their work half hour before end of check-in time.
           • Remind people to take home packaging; deal with leftover packaging.
         • Prepare artist and/or price list to be available at opening; for library shows, usually only # title, artist, price. Price list goes on back of artist statement.
         • Coordinate with venue representative on check-in timing and logistics.

  Hanging Responsibilities (leader plus team for hanging)

1. 1. 1. • Supervise hanging and take down of exhibit.

Preparations:

1. 1. 1. • Get the check-in list and the artists’ email and phone info from the registrar.
         • Get list of hanging volunteers (and contact info) from registration and email them re: time, roles, etc. Get more volunteers, if needed.
         • Supervise hanging including getting supplies, hooks etc.
           • Coordinate, as needed, with venue representative.
           • Have each helper wear a nametag with name/role.
           • Check each piece for label info and safe hanging method.
           • Make sure the team treats each worker professionally and respectfully.
           • Limit hanging crew to volunteers; encourage other NAA members to depart.
           • Arrange lighting help, if necessary.
         • Check out
           • Supervise take down, repair as needed.
           • Check out artists as pieces are picked up.
           • Call artists who have not yet arrived, half hour before end of pick up time.
           • Deal with pieces not picked up.
           • Designate who takes home toolbox, signs, and other NAA items.
         • Act as sales contact (unless otherwise designated as with library show).
           • Sales: collect 25% of price when sold; the remainder on pickup at the end of show.
           • Send all sales checks to treasurer; venue or NAA takes 20%, remainder goes to artist. Treasurer sends out checks.

 Publicity Responsibilities

1. 1. 1. • Request/receive jpgs and send to outreach venues.
         • Prepare digital post cards; print if required.
         • Send ecards to entrants to circulate to others.
         • Create posters if needed: place in high-traffic venues like library bulletin board, City Hall, and cafes.
         • Coordinate outreach with venue.

Post announcements in the Newton Tab, digital media like Patch, NewTV, and other local media.
Reception Responsibilities

1. 1. •  Get list of reception volunteers from registration.
      • Contact volunteers to get commitments for a variety of foods (ready to serve), drinks, and flowers.
      • Arrange for tables from venue.
      • Arrange for tablecloths, napkins, cups, ice; check on alcohol permits (no for the library).
      • Send reminders a few days before reception.
      • Arrange for set up and clean up of reception areaA