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HomeMy WebLinkAbout2023-10-02 Cultural Council MinutesRt(;Elv LU TOWN CLERK NC, MA. 2029 NOV -9 AM 7138 Brian Kimerer, Christine Keller, Liz Rogers, Shedlla Lestrade, Steve Theodoridis Members - Not Present: Others Present: Jackie McCarthy Minutes Respectfully Submitted By: Liz Rogers Topics of Discussion Call to Order: The meeting was called to order at 7:02 PM. Approval of Auaust 28 Minutes: There was a motion to approve the minutes as written. The motion was seconded and subsequent vote was 4 in favor, one abstention (from a member who had not been present at the August 28 meeting). Treasurer's Report: We still do not have a treasurer. Until one is on board, Brian will be carrying out our treasurer duties. The Town of Reading funds have been spent, bringing that balance to zero. That is our goal, as these funds do not carry over into the following year. 2024 Town funds have not yet been allocated. Obtaining town funds last year was challenging due to miscommunication. Our State Grant Account balance Is $17,630.30, which easily covers what we need to pay out the remaining 2023 grants. Fourteen of twenty-six 2023 grants have been processed to date. Brian is to meet with Town to discuss accounts and submit to the state website prior to the close of our session. A motion to approve the treasurer's report was raised and seconded. It was approved unanimously. Page 1 1 of Reading siTown Meeting Minutes Board - Committee - Commission - Council: Cultural Council Date: 2023-10-02 Time: 7:02 PM Building: Location: Zoom Address: Session: Purpose: Version: Attendees: Members - Present: Rt(;Elv LU TOWN CLERK NC, MA. 2029 NOV -9 AM 7138 Brian Kimerer, Christine Keller, Liz Rogers, Shedlla Lestrade, Steve Theodoridis Members - Not Present: Others Present: Jackie McCarthy Minutes Respectfully Submitted By: Liz Rogers Topics of Discussion Call to Order: The meeting was called to order at 7:02 PM. Approval of Auaust 28 Minutes: There was a motion to approve the minutes as written. The motion was seconded and subsequent vote was 4 in favor, one abstention (from a member who had not been present at the August 28 meeting). Treasurer's Report: We still do not have a treasurer. Until one is on board, Brian will be carrying out our treasurer duties. The Town of Reading funds have been spent, bringing that balance to zero. That is our goal, as these funds do not carry over into the following year. 2024 Town funds have not yet been allocated. Obtaining town funds last year was challenging due to miscommunication. Our State Grant Account balance Is $17,630.30, which easily covers what we need to pay out the remaining 2023 grants. Fourteen of twenty-six 2023 grants have been processed to date. Brian is to meet with Town to discuss accounts and submit to the state website prior to the close of our session. A motion to approve the treasurer's report was raised and seconded. It was approved unanimously. Page 1 1 RCC mailing list data document has been updated by Brian. Brian analyzed it for bad email addresses, duplicates, etc. Our current list is about 200-300 recipients. Communitv Partnership Aareement - Hip Hoo Dance for Seniors, Brian raised a question submitted to the Council by email from a program held at Artis by a group from Randolph. The group submitted a community partner agreement they wished to attach to their original application. It's not a required document, so the recommendation was to leave the application alone. Brian will retain the document and keep it on our drive for future reference, if needed. Killam Pio Dual Museum Visits: The Killam PTO emailed RCC asking if it is possible to submit an application for one grant covering two museum visits on same day. Brian's response was that we would deliberate in open meeting—we could not say yes outright without discussion. Brian encouraged the application to be submitted for both and the Council would deliberate accordingly. Brian put signs up on the town common today, south -facing side. Will remain until October 15. Need to decide whether this form of advertising Is necessary and useful. Members responded that it can't hurt to post it. It's free and can remain for two weeks. Planning November O&A meetings: Brian had hoped Megan would be here to discuss this tonight, as she had volunteered to coordinate these meetings. Steve will get in touch with Megan to determine If she is interested and available to help. Succession plannina: Brian reminded the Council that he is in his last year of participation as a board member. He is currently doing a lot behind the scenes in addition to covering the role of Treasurer. Brian outlined some of his responsibilities and encouraged members in attendance to think about this as we progress through the year. Board members can hold two three-year terms for a maximum of six years. Every member's end of term dates were reviewed. Discussion ensued about who will be signing on for another term. Christine and Liz agreed to go over some of Brian's responsibilities to see if he can delegate any tasks he is currently doing (mailing lists, posting agendas for meetings, etc.) Jackie will send us some information about this. Agenda for November 6 meeting: At the August 28 meeting Liz had mentioned helping out with sending out the RCC meeting agendas. The Board suggested the following items to be included in the agenda for November 6: • Approval of minutes from previous meeting • Treasurer update • Q&A session planning Liz asked Brian to send her items throughout the month to be added as they come up. Brian reviewed the deadlines for submitting agendas. Miscellaneous: Brian made an RCC presentation to the Select Board on Sept 26. He said the meeting went well and the information shared was well received. Christine asked Brian if anyone has applied to be on the Council. Pleas for new members have been posted routinely in various places, including the Town Manager monthly newsletter. Page 1 2 Brian put signs up on the town common today, south -facing side. These will remain until October 15. There was a discussion about whether this form of advertising is effective. The general consensus was that It's free advertising that there Is no harm in utilizing. Christine asked if the Council is still being promoted on social media. Steve confirmed Council -related posts have been getting a few likes depending on the platform, but that we don't know how if social media information has resulted in applications being submitted. Brian stated that the RCC has 7 application drafts already. Brian will send out another email blast to remind previous recipients of the deadline. Thank you, Brian, for all your hard work wearing several hats on our Board. Meeting adjourned at 7:39 PM Page 1 3