HomeMy WebLinkAbout2023-06-14-ARTS-minLexington Council for the Arts
Meeting Notes
June 14,2023
7:00 PM–8:30 PM
Location:Via Zoom.
Lexington Council for the Arts Zoom Meeting
Time:June 14,2023 07:00 PM Eastern Time (US and Canada)
Join Zoom Meeting
https://us06web.zoom.us/j/88544559191
Meeting ID:885 4455 9191
Pre-Meeting Tasks
Review of draft minutes from May 3,2023 meeting.
Attendance:
Present:Lisa Herbert,Steve Poltorzycki ,Ashley Rooney,Claudia Lach,
David Hoose,Shalini Kakar,Marie Hewes
Absent:Jessie Chen,Anwell Tsai,Elsie Xu
Guests:Elizabeth Rozan
Recording Secretary:Marie Hewes
Meeting start time:
•Call to order :7:00 PM
•Secretary ’s report (Marie)Approved Unanimously
•Treasurer ’s report (Steve)
Available Funds :
Town Budget (FY 2023)~$2,000
"Local"Account ~$5,088
Council Program $1,820.00
MCC ARPA Grant $6,000.00
MCC Festivals/Projects Grant $2,500.00
MCC Cultural District Grant $1,000.00
Upcoming potential funding
Town Budget (FY 2024)$6,000.00 -available 7/1/23
MCC Festival/Grant Project (applied):$2,500.00
Fund for Lexington :TBD (need to apply before September)
Project Budgets and Funding Sources:
Utility Boxes :$1,000.00-coming from Town Budget
Bikeways/sculptures :$4,500.00 -Coming from MCC Festival/Grant Projects ($2,500.00)+MCC Cultural District Gr ant ($1,000.00)+Town
($1,000)
Porchfest :$3,000.00-$5,000.00)-Coming from Council program ($1,820)+Fund for Lexington (?)+MCC Festival/Grant 2024 (?)
Lexington Laughs (?)-Coming from Town budget 2024
Fall Outdoor Performance (?)-Coming from the Town Budget.
❖Planning meeting on a doodle poll :Most likely 11th of July.This meeting
will be in person if possible and we will be planning for next year.
•Discovery Day:lessons learned /planning for next year
❖Discussion is postponed.
•Council roles (to be filled)
Right now,the Council has 9 members.We have 2 open positions.
The process to fill these positions is the following:
The town posts the open slots and we publicize through our Newsletter the
opportunities.The application goes through the Town.
−Treasurer
❖You don’t need to have a background,just comfortable with
numbers:tracking payments from grantees is the most important
task.
−Webmaster
❖Anwell would be happy to train someone before leaving in
September.
➢The newsletter is written by Ashley (content)and Steve
supplements it and then Steve adds some information and
he loads up to Constant Contact.
➢We will need 2 people to replace Anwell and Doug.
■Grant coordinator :Once the application comes in Mid
October,Anwell was leading a subcommittee to go through
the grants.
■Another task that Anwell was doing was to look for
monthly activities taking place.
❖We are also supposed to do a Community Survey once in a while to see
what kind of project we should focus on.
■Sub committee :Claudia,David and Marie.
■No rush with the survey.
➢We can ask the town to include the survey,or we can use other
means with the newsletter.(We have a mailing list (350 people)
−Constant Contact (mailing list,newsletter production)
➢Claudia has volunteered to work with Constant Contact and to
support the Newsletter ’s publication.She will learn from Steve.
−Vice Chair
❖Steve’s term is up in September 2024.Steve is willing to train this year
and then that person would have to continue after
•Porchfest planning (Steve)
❖We are short on bands :we have a good number of porches.
➢Porches are spread out and we will need to decide what to do
about that.(Many bands wanted to play on their own porches).
➢Lisa’s neighborhood is well staffed.
➢Steve has been updating the google doc.
➢25 bands (would populate one neighborhood)
➢Registration will end at the end of August.
➢We will have a meeting for the Porchest subcommittee to rally
bands.(July,11th 7PM)
➢Bands from other Porchfest :check this website
➢Note :If we meet for porchfest with more than 6,we need to
make it a public meeting and advertise one week before.
•Other FY 2023 projects discussion:
−Bikeway Sculptures (Steve)
❖For July's newsletter,we will have pictures of the artists’work.
❖We picked 6 artists.
❖Structures will be on the bikeway.
❖Installed in the last week of June.
❖We will have signs to identify the artists and we will add some
information about the Council.
❖Shalini was on the jury.
❖The display will be outdoors for a few months so the material used varies
between wood,windows…
−Utility boxes (Steve)
❖We are running out of utility boxes.We got permission from Eversource
for one box by the pool area,which was really difficult.Utility boxes
located in the Historical Districts will also need to get approval (from
HDC).
❖One proposed idea would be to theme the boxes around the 250
anniversary.
−Other projects
❖Lexington laughs :We applied for a grant and if we don’t receive the grant
we would finance it ourselves.(Championed by Lisa Herbert)
❖Dance project (Elsie Xu)
❖We wanted to have a Fall Music project but Anwell was supposed to do it
and won’t be able to do it.
❖Down the road we might think about commissioning a music
composition.
❖We are looking for ideas about a project that will last for some years.
•Fiscal Year 2024 project planning
❖Make an official meeting.
•Fiscal Year 2024 grant cycle (including discussion of local guidelines)•
❖Come August,we will need to talk about the grant cycle and
review some guidelines.
➢Discussion re:ensuring grantees give credit to LCA
•New business
Meeting Adjourned
at:8:35 Motioned by:
Steve
Seconded by:David