The URL can be used to link to this page

Home My WebLink About2023-10-04-ARTS-minLexington Council for the Arts Meeting Notes October 4,2023 7:00 PM–8:30 PM Location:Via Zoom Join Zoom Meeting https://us06web.zoom.us/j/84704374547 Meeting ID:847 0437 4547 Pre-Meeting Tasks Review of draft minutes from August 17,2023 meeting. Attendance: Present:Shalini Kakar,Steve Poltorzycki ,Ashley Rooney,Claudia Lach, David Hoose,Marie Hewes,Elsie Xu Absent:Lisa Herbert,Jessie Chen Select Board Liaison:Doug Lucente Recording Secretary:Marie Hewes Meeting start time:7:12 PM ❖Call to order The meeting was called to order by the Chair at 7:12 PM. ❖Secretary’s report :The meeting notes of August 17,2023 were approved unanimously. ➢Motion to approve the meeting notes of August 17,2023 Moved by Steve Seconded by Ashley Approved unanimously. ❖Treasurer ’s report MCC Account :$11,500.00 available to grant for fiscal year 24 Local Account :$5,782.00:For any purpose.Rolls over from year to year Town Budget Account :$5,400.00.Must be used by June 30th 2024 MCC Projects/Festivals Grant 2024 :$2,500.00 Earmarked for Lex Laughs MCC recovery Grant :$6,000.00 Can be used for any purpose.Supposedly rolls over Cultural District Grant :$15,000.00 Must be applied for to Cultural District –we need to identify a suitable project(s)and then ask for funding. ❖We talked about what the LCA would plan for the 250thAnniversary April 2025 and July 2026 (Independence day)have been reserved by the town for the celebration.The Arts will be a big piece of this celebration.The role of the 250th Committee is to find funds and not to execute ideas. Activities already planned but organized by others include: -A centennial Concert on July 13th -The Army Band on July 12th (Chamber of Commerce) -Christine Burnwell from Munroe received a grant to organize some Art activities for Saturday,July 13th We discussed some potential projects. -Porchfest -An annual arts festival (project suggested by Shalini last year) -Some art activities for children These projects will be further discussed during our next meeting and we need to keep track of any financial opportunities and complete these applications. ❖Porchfest debrief (lessons learned,etc.) Steve has organized a debrief meeting on October,5th with Eric and Ashley Lieberman. Here are some first comments from Porchfest from those present at the meeting: -Having 80 bands perform at the first Porchfest was amazing. -Overall it was very well planned and executed. -Baskin street was a little tight with cars parked on both sides and people walking on the street.The police chief arranged for DPW to supply traffic cones to block one side of the street.That neighborhood felt like a party. -Lisa and Eric did a fantastic job matching the bands and the houses. -We received a noise complaint (toddler wanted to nap). -We also received 2 notes from neighbors worried about having people park on their street and blocking emergency vehicles. -Making the decision to cancel because of a chance of rain was difficult: Often,when Porchfest is pushed to the following day,it is hard to maintain the number of bands,but making the decision is difficult. ❖Grants :Deadline for grants is on October 16/17th -We will send a reminder to artists regarding the application deadline through Ashley's newsletter. -We have a committee of 4:Steve.Ashley,Lisa,Marie.There’s room for one more without hitting quorum (6). -Here is a summary of the grant application process: -We don’t have access to the applications until the deadline is reached and then MCC will share with us all the applications in a huge PDF file.At that point,we will meet for our next committee and decide how much we want to make available for Grants.In late November we will make a recommendation about who we fund and who we don’t fund.It will be voted on in December by the whole committee and we will send a letter to the grantees we do not fund and wait for the appeals to come.By early January we will finalize our grant awards. ❖Survey ➢We have been using Survey Monkey:We need to decide how we can communicate this (add it to the newsletter of the town)/send tomorrow (mail it in October) ❖Council roles ➢Claudia would take care of constant Contact and Newsletter ➢Ashley is writing the Newsletter ➢Elsie :volunteered to learn to do the website. ➢The Secretary role would be each member ’s responsibility for one month if Marie takes the Treasurer ’s role. ➢We will be calling out for an open position in the town.If you know people,get in touch with them ❖Upcoming projects ➢Lexington Laughs : ●It will take place in January.Lisa will start working on that and she will try to form a small committee. ●2 options:Either One comedian that we pay for or several comedians as well as High School students. ➢Grantee reception in January.We would include in that reception the grantees who received funding as well as the artists who painted the Utility Boxes and the volunteers who helped with Porchfest.This item will be discussed at our next meeting.We could use a free room at the Arts & Crafts Society,the Depot,or the Community Center. ❖New business ➢Store Front :identify some shop owners who have life stories to tell :that would help the community to have a close connection with store owners. ○A mural would be executed on a wall near their shop.It would not be permanent (2/4 months).It could also be a theater production but an art form visual would last longer. ○The Middle school has each year created a mural and Shalini is volunteering to get in touch with the school.We also need to plan for a Manager to coordinate that type of project. ❖Utility boxes :We still have a list (some belong to Eversource)it takes time to get permission. Meeting Adjourned at:8:25 PM Motioned by:Steve Seconded by:Ashley