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Home My WebLink About2021-08-04-ARTS-min Ell-exington Council for the Arts Approved Meeting Minutes Wednesday, August 4, 2021 7:00 PM — 8:30 PM Location: Via Zoom: See below for remote participation instructions Facilitator: Steve Poltorzycki Pre-Meeting Tasks The minutes will be reviewed at next meeting .- No quorum Attendance: Present: Shalini Kakar ,, Suzie Barry, Doug Urban, Jessie Chen, Steve Poltorzycki, Marie Hewes Absent: Jillian Tung, Lisa Hebert, Ashley Rooney, David Hoose, Melissa Talal, Hema Gandhi, Anwell Tsai Meeting start time: I. Call to order 7.15 PM II. Secretary's report Postponed to next meeting. III. Treasurer's report Postponed to next meeting IV. Update on next steps. - The State money has been received and it is time to come up with a budget. We have 6.000,00 dollars to spend. - We are back on track after a delayed fiscal cycle last year, and we need to publicize grants availability this year. - Online applications are open in September. These applications are open for 6 weeks. - Once received, grant applications go through the State from mid October to mid January. - Grants are reviewed during these 3 months - The fiscal report is due mid October - There will be a meeting with the town to review our account. V. Direct Reimbursement discussion - Some explanation about Direct reimbursement: Right now grantees finish their project then send the paperwork and ask for payments, but an alternative would be to pay them upfront which is an advantage for the grantees. From the paperwork's perspective, it is the same. If the artists don't finish the project then we need to ask for the money back, which is tricky. For information, there are about 330 councils in the state and about 59 use direct reimbursement. This point will be discussed at the next meeting. Please have a look at the info on this link to be ready to vote during our next meeting. VI. Discovery Day plans - The date is October 9th. - We would like to have a table and show the doors.A small musical performance would help attract the crowd. Please let Jillian or Steve know if you can help staff the table. Vli. Doors project and auction update - The chosen platform for the auction is Bidding Owl - The town will work with the council to help with the revenue part of the platform. The issue with Bidding Owl is the need for an account and it cannot be a personal account. - The bidding will open on October 1 st. Viewing will take place on Discovery Day and the auction will end 2-3weeks after. - For the promotion of the doors we will use our mailing list, we will also use Munroe and Gallery Twist ( 4 of their artists have painted doors). We will ask the economic development committee to publish the information on their newsletter. We are also planning on having an article published in the Colonial Times (Ashley)- Jessie is reviewing the publishing dates and the lead time to receive the article. - We are also expecting that the artists themselves will promote the doors through their patrons and friends. - Jessie has offered to publish the information on the Chinese Community Newsletter. - Shalini will cover the project on Twitter and add videos of artists on Youtube. VII. Discussion of fall project ideas - Our Fall project is the painting of utility boxes :There are huge utility boxes located on the track/pool area and in the center. These boxes are not temporary and Suzie will get information about the ownership process and conditions to beautify these boxes. Steve suggests painting 5 boxes. and choose the town center because of the visibility of the boxes. The financial cost of having a box painted is about 500 dollars, but we could have sponsors and complete more. We could also benefit from the Fund for Lexington since the goal of the project is the beautification of Lexington. The next meeting of the Fund for LgLi= is in September so we need to act quickly.We have a project manager who would take care of choosing the artists and selecting the material to use. The council would only be involved with choosing the artists. VIII. New business - Our mailing list needs to be reviewed so we should write a first edition of a Newsletter to update that list. We could also have people sign during Discovery Day. Ideally, we should plan on creating a Newsletter for the end of the month. Meeting Adjourned at: Motioned by: Steve 7.52 PM Seconded by: