Madrid Cultural Projects Meeting

May 4, 2015
The Madrid Cultural Projects (MCP) is a 501 (c) (3) organization, with a mission to preserve
and protect Madrids historical structures and foster cultural projects. We support and promote
community, provide for the arts, recreation and education, encourage youth projects and
enhance the sustainability and economic viability of our historic town.
The meeting, held at Mike Wrights and Joyce Roetters house, was called to order at 6:13 P.M.
by president Amanda Bramble.
Officers, board of directors and members attending: Mike Wright, Joyce Roetter, Stella Linder
Byrne, Clinton Anderson, Amanda Bramble, Rebecca Nafey, Harvey Shugarman, Eliane Alegre,
Brian Lee McMahon, Alyson Gilman
Minutes: Clint read the minutes of the April meeting. Stella moved that the minutes of the April
meeting be accepted as published. Alyson seconded. The motion carried with three abstentions.
Announcements
Mike Wright clarified that on May 25, there will be a grand re-opening ceremony for the
grandstand at the ballpark, which will start at 10:00 A.M., , involving the MLA, the MCP, and
Santa Fe County, followed by the 33rd annual Memorial Day softball game starting at noon.
Bee Snactuary: Joyce Roetter reported that a good first meeting of the Madrid Bee Sanctuary
group occurred, with 25 people attending. The Madrid Oasis Project and the Bee Corps are
interested in becoming involved. The second meeting/work party will occur in late May; the first
hive is to be installed by then.
Alyson reported that more grant-seeking for local food production is envisioned. David Griscom,
the Santa Fe County Manager of Economic Development, is willing to work with us on the
softball tournament, town clean-up, and commercial recycling containers, temporary or
permanent. Madrid is one of the top 3 candidates for the designation of Arts and Culture
District sponsored by the state department of economic development.
The Madrid Superstars will begin practicing on Tuesdays in June: younger players 5:30, older
players later.
The Madrid Challenge softball tournament will occur June 13-14.
The website is
madridchallenge.weebly.com and sponsorships are available as $50, $250 or $500 or in-kind
donations.
Gypsy Fest: Katie will be the vendor coordinator, Jasmine will be the performance coordinator. A
website is to be set up.

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The MCP website is being moved to a new location to allow for easier management by many
people.
Amanda reported that the April garden party went well, the plants are coming up. The next
planting party will be May 17 at noon.
Rebecca reported that we need a shade structure for a 16x20 stage 2 feet off the ground in time
for the New Mexico Jazz Workshop concert on June 21.
Mike Wright reported that the new ballpark fence is under construction: all poles are up. We are
hoping that it will be complete by Memorial Day.
Mike Wright exhibited a new design for the softball teams uniforms. The team is seeking funds
to get the uniforms made up.
Lens chuck wagon has been moved to Steve and Tracys for rehabilitation. Hopefully it can be
moved to the ballpark by Memorial Day.
Mike Wright is starting a Len Self museum.
June 16 is the on-air date for the radio station. On May 20, there will be a meeting by the train
behind the Mine Shaft for proposed show hosts. Pre-recording shows for later broadcast IS an
option (those who cannot commit to a regular on-air schedule, take note).
Treasurers Report:
Gwendolyn has resigned as bookkeeper; Nancy @Java Junction is a candidate for a new
bookkeeper. Alyson distributed copies of the report, Clint moved to approve the report. Stella
seconded. The motion carried with one abstention. Alyson will send any corrections to Clint.
Proposals For Voting or Action
Administrative Fees for Projects
Stella read the proposal as given in the agenda:
In the interest of an income for the MCP to pay its regular expenses, we propose adopting a
standard procedure used by umbrella nonprofit organizations, of collecting a fee on some or all
monies that are run through the MCP treasury. The fee collected will be 5% (perhaps later to be
raised to the more common 10%) of moneys deposited in the MCP bank account. For example,
if a project submits $1000 to be held by the MCP, only $950 will be available for that project to
withdrawal. This will help pay for our bookkeeping fees which are up to $200 per month. It will
also help us work towards financial sustainability with our other regular monthly expenses which
include Ballpark Bathroom cleaning and Food Depot management. The question of whether this
applies to some or all committees and projects, and which ones, will be discussed and voted on.
The fee will be in effect immediately.
Amanda said that this fee would be highly advisable to cover regular expenses.

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Stella views the fee as fair and reasonable.

Rebecca asked whether there were a plan to change the banking arrangement. (Gwendolyn and
Alyson have discussed moving to the Los Alamos National Bank, which doesnt require all
people involved to be present at the same time for changes to signatories and allows funds to be
kept more separate.) Rebecca would prefer to do her own accounting and bookkeeping and sees
it as simple, one deposit and three withdrawals per year. She is, however, willing to pay some
administrative fee.
Clint is in favor of the fee insofar as it is a common, standard practice.
Brian is in favor of the fee; he recommends that we have our finances reviewed by a CPA and
that we get some review of our governance issues. He pointed out that the general membership
has voted on expenditures; it would be better to have the board of directors do so.
Mike Wright said it is wise to be charged 5%.
Alyson already has had a CPA review the status of the MCPs accounts as of when she became
treasurer.
Joyce is in favor of anything to help sustain the organization and is surprised that this hadnt
been proposed before.
Eliane is in favor of the fee.
Alyson supports the fee for projects having their own fund or accounts; the fee is necessary and
an appropriate return for MCP support.
Harvey said that the fee is necessary and completely standard; he is surprised at the failure of the
spokes to do their own accounting.
Amanda likes the idea of compelling each project to deep its own records to be reconciled with
those of the MCP bookkeeper.
Alyson is willing to work with a CPA again to update the books.
Stella moved that the proposal for an administrative fee be adopted with the following
amendments:
(1) Projects that are primarily fund-raising (such as Resources) pay no fee; other projects
will be assessed a MINIMUM fee of 5%; the fee may be raised for more active or
complex projects/accounts;
(2) Funds put into MCP for a specific committee are subject to the administrative fee;
(3) Each committee is expected to keep its own books and reconcile with the bookkeeper as
needed;

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(4) The administrative fee will apply only to new money coming in from now on, not to
funds already on hand;
(5) The fees will be transferred into the general fund.
Joyce Roetter seconded. The motion carried unanimously.
Summary statement provided by Amanda:
The MCP will adopt a standard umbrella nonprofit procedure of collecting an administrative fee.
Any funds deposited into the MCP treasury that are designated for a specific project will have
this fee (5% minimum) deducted and transferred into the MCP general funds. Each committee is
expected to keep track of their accounts and reconcile with the bookkeeper as needed.
Madrid/Cerrillos Studio Tour:
Mike Wright moved that the MCP support t he annual Madrid/Cerrillos Studio Tour, specifically by
providing bookkeeping services and its 501(c)(3) status allowing for tax-deductible donations to support
the studio tour. Joyce Roetter seconded.
DISCUSSION: Mike Wright is serving as vice-president of the Studio Tour Committee, Sabine

Conway as president, and Mike Lancaster as publicity director. Rebecca inquired whether Mike
is seeking a separate sub-account. Brian asked whether the MCP should, or even can, support the
studio tour, Stella is comfortable with supporting the studio tour. Alyson said that the studio
tour fits in with the MCPs mission insofar as it contributes to economic development and
provide[s] for art. Joyce said that the original point of the MCP was to be an umbrella
organization and that studio tours are standard practices (such as those held in Galisteo and La
Cienega). Amanda asked whether we could vote on this motion pending legal and accounting
advice. Rebecca agreed that this would be a good idea. Alyson suggested that we support the
studio tour and then review the organizational and bookkeeping issues for all projects. Rebecca
suggested that we limit approval of the studio tour to this year only. Mike Wright suggested
approval pending documentation that support of tour is doable without legal liability. Rebecca
proposed that Mike Wrights motion be amended to limit approval to this year only. Joyce
seconded. The motion, as amended, carried unanimously.
Review of Action Items:
Mike Wright will forward information pertaining to legal issues to Amanda.
A special meeting concerning legal/bookkeeping issues needs to be scheduled. Alyson will assist
with bringing in professional consultants and scheduling the meeting this month; May 18 at 5:00
P.M. was suggested as a tentative date and time.
Next Meeting: June 1 at ballpark if weather permits, toerwise at Joyce Roetters and Mike
Wrights house
(Subsequent locations: July, Glen & Elianes)
Meeting adjourned at 8:06 P.M.