Effective February 15, 2022, edited April 2025
Purpose: We are a group of arts minded individuals who want to share our love of creativity with our community by organizing art classes and creative activities for Pilot Butte residents and surrounding area.
Financial Structure: We are registered with Information Services Saskatchewan as a non-profit entity, Pilot Butte Arts & Culture Committee Inc. #102046237, effective March 2018. We operate as Pilot Butte Arts. We apply yearly for art grants and subsidize our classes at a rate of 10-20% as well as offer free classes as funding allows. Our fiscal year end is December 31st.
We have a Memorandum of Understanding with the Town of Pilot Butte as a programming partner. It requires us to provide an annual financial statement to the Town and if the organization dissolves that any remaining funds will be relinquished to the Town of Pilot Butte.
Committee Structure: Our committee has seven directors with a two year term. All Executive have cheque signing authority.
Executive directors :
Chair – leading Committee meetings, liaising with the Town, overseeing the various subcommittees, writing funding grants, and providing leadership to the Committee.
Vice-Chair – supporting the Chair and stepping in for the Chair when needed.
Secretary – sending out agendas, taking minutes and submitting them to members, maintaining the organizational records of the Committee, managing the general email account.
Treasurer – keeping the books for the organization, doing the banking, and creating budgets for review.
Planning Sub-Committees:
Advertising and Communication
Crocus Art Show and Sale
Everything for Christmas Sale
Artist Retreat
Library Display
Classes and Workshops
Free Little Art Gallery
In addition one of our committe members attends the Pilot Butte Parks and Recreation Committee meetings as our PB Arts representative and liasion.
Meeting Structure: Regular Meetings are held on the second or third Tuesday of the month from 6:30 p.m. to 8:00 p.m. Our AGM is held in February of each year. We accept nominations from the floor for director positions.
Agenda and Reports: Reports from each sub-committee chair is due to the secretary 1 week prior to meetings. Template for standard reporting is to be used for written reports to allow for consistent information sharing. The secretary will compile a meeting package including standard agenda from template to be circulated a minimum of 5 days prior to meeting.