HomeMy WebLinkAbout2024-01-08 Cultural Council Minutes0� Orq�O'
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Board - Committee - commission - council: 224 MftR 25 PM 12:40
Cultural Council
Date: 2024-01-08 Time:
Building: Virtual Location: Zoom
Address: Session: Open Session
Purpose: Version:
Attendees: Members - Present:
Brian Kimerer, Christine Keller, Liz Rogers, Steve Theodoridis
Members - Not Present:
Sherilla Lestrade
Others Present:
Minutes Respectfully Submitted By: Liz Rogers
Topics of Discussion:
Call to order
Meeting called to order at 7:02.
Approval of December minutes
Motion to approve minutes raised and seconded. Approved unanimously
Treasurer report
Town: $6,745.30 available; State: $19,392.30. FY'23 activity: Brian still getting requests for
reimbursement. As of Dec. 26th there were 8 unclaimed; we now have 5 unclaimed.
Deadline: Jan. 14th for reimbursement. Brian sent a reminder in December; he will follow up
again with the remaining 5. Two did not submit for full amount --Reading Art Walk and
Porch Fest. Unspent funds go back into the till, will roll over to FY'24.
Brian looked at town and state contracts to ensure they have been signed. There is a new
contracting process at the state level; it's taking more time this year per an email sent from
MCC. We don't usually have to deal with this; it's between the State and Town. Brian will
check on contract status. We should see the new contract when we have issued the
acceptance letters.
Finalization of applicant funding
The discussion from last meeting was recorded in spreadsheet form by Steve, including all
adjusted dollar amounts. The spreadsheet was reviewed and all agreed to keep numbers as
they are and allocate funds accordingly. The next step will be to go Into the MCC site and
update the amounts awarded, triggering the MCC letter. Christine has agreed to do this.
Review approval letters and determine mail date
Christine had emailed letters to the board last week for review. It was discussed that
wording regarding tagging RCC or sharing information about the applicant events should be
added to the letter or the email text. Steve will add to body of the email.
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Issuing approval letters - send by January 17
Issuing approval letters with only two members (Brian and Steve) having access to our
gmail account is challenging. This letter is the personalized one through RCC, not the one at
the state level.
Christine reiterated that she is willing to go into MCC site to issue letters from the state.
Once form letters from our local CC are created, they will be shared with Steve to email out
to recipients.
Dates agreed upon: Christine to update MCC on 1/10.
Liz to populate RCC letters and share with Steve by 1/11.
Steve to send out with logo, reimbursement form, and W9 by 1/17.
Miscellaneous:
Brian mentioned there is a minimum number of board members per state regulations, which
is five members. When Brian leaves in lune there will only be four of us, so we need to talk
about that going forward. Brian has not heard from Karen, the attendee at our last meeting.
Brian mentioned asking the Select Board for assistance with this.
Brian reminded us that we had planned to have an in-person meeting in March. Brian will
talk to the Senior Center about reserving a room both for our March meeting and May
reception.
March 4 - in-person
April 8 - Zoom
May 13 - reception at Senior Center
June 3 - Zoom
Set agenda for March meeting (no February meeting). IN-PERSON MEETING
Call to order
Approval of minutes - January meeting
Treasurer report
Filling open RCC positions
Plan May reception
Set April agenda
Motion to adiourn:
A motion to adjourn was made and seconded, approved unanimously.
Meeting adjourned at 7:58.
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