HomeMy WebLinkAbout2021-07-07-ARTS-min "Affill
Lexington Council for the Arts
Approved Meeting Minutes
Wednesday, July 7, 2021
7:00 PM — 8:30 PM
Location: Via Zoom: See below for remote participation instructions
Facilitator: Jillian Tung
Pre-Meeting Tasks
Review of minutes from the June 7, 2021 meeting.
Attendance:
Present: Jillian Tung, David Hoose, Steve Poltorzycki, Anwell Tsai, Jessie
Chen, Marie Hewes
Absent: Lisa Herbert, Shalini Kakar,Ashley Rooney, Melissa Talal, Doug
Urban, Hema Gandhi
Meeting start time: 7PM
I. Call to order
1I. Secretary's report Minutes were approved unanimously
11I. Treasurer's Report :
• June 30th was the end of the fiscal year. We are entering a new
fiscal year. We should have a zero balance as money was used
until the end to pay the artists.
• The State money is used for grants. 1,050 dollars are left over and
there is no deadline to use that money. We should get 6,000
dollars from the town, and that will give us around 7,000 dollars
for projects.
• Jillian commented that a brass quintet project that was scheduled
has been postponed to next year.
IV. Go Out Doors project discussion
A.Auction
• The doors are still up and in great shape. The event has been well
advertised through the press, social media and the flyers. The
objective of the auction is to raise money towards future projects.
The date of the auction will be around mid-September.
• Some members met to discuss the auction-community event a
couple of weeks ago and were directed to a few online auction
platforms. The most appealing site is Bidding-Owl
o Bidding Owl has a cost: 5% of the proceeds.
o One issue is that even if someone bids and does not pay,
we still owe Bidding owl the 5%.
o There are two payment options: Paypal if people agree to
go online for payment, or cash and checks (but we need to
provide a paypal account. In that case , we need to get the
Town's approval.) Steve and Jillian will gather financial
advice on that matter.
o Another possible challenge is the tax aspect of these
transactions if we go through the paypal account of one
committee member.
• A really essential piece of launching the auction is the publicity
aspect:
o Creating videos on site with the artists could be a powerful
tool (we already have last year's artists'video). If any
members could volunteer please inform Jillian.
o The artists should be offered a choice in how they
participate (preparing a statement at home or being
interviewed on site)
o It is important to provide artists with a microphone to
maximize the quality of the sound.
B. Community event
• The goal of the community event is to draw attention to the door
project and engage the community in person.
o Conducting tours with the artists: Ashley has presented
the pros and cons of having an event with the doors. One
of the problems is that there are 3 sites for the doors,
which complicates the organization of tours.
o New ideas:Ashley, who is a member of the Garden Club.
would like to include The Council for the Arts in the Fairy
House project which is planned for the spring. This would
be a great opportunity to explore the different structures of
houses and reinforce the collaboration between the Garden
Club and the Council for the Arts.( link to Ashley's book
on F`ai_ House).
o Another idea is to have a scarecrow building
contest.
o Anwell suggests that we send a questionnaire to the
Lexington community to gather people's ideas.Another
way to gather input would be to organize a coffee at the
Community Center open to all.
V. Website discussion
• The Website is done. (Thank you,Anwell) but decisions are still
necessary for completion.
o During the meeting we discussed the important questions around
the website: its purpose, which target is the focus, the content,
how to update the content,how to make people come to the
website, and the importance of having someone responsible for
proofreading the content.
o Please check the website link for info: right now, the website
offers two options (apply for a grant and explore events), serving
both populations. One tab is dedicated to the Go Out Doors
project.
o We did not come to a conclusion on these many questions as it is
complex to serve two different populations and at the same time
make the website simple enough to maximize its efficiency. Some
of us feel that both populations are interconnected, but somehow,
focusing on the promotion of the events brings us further from our
Mission that should be very obvious on the front page.
o Anwell made the suggestion that we should enter some matrix on
the website.
VI. New business
•
Checkout Arlington Heights Hail,,u project stores on July 14th: 30 poems
will be written on the windows of 30 stores, including one poem from
Steve! The opening ceremony will take place at 6.30 PM. (Rain date July
15th) at the Roasted Granola.
Meeting adjourned at: 8.32pm
Motioned by: Jillian
Seconded by: Steve