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Board - Committee - Commission - Council:
2025
Cultural Council
Date: 2025-10-06 Time: 7:OO PM
Building: Virtual Location: Zoom
Address: Session:
Purpose: Monthly Meeting Version:
Attendees: Members - Present:
Steve Theo, Jayna Stafford, Ashley Gross, Liz Rogers
Members - Not Present:
Ace Foulds
Others Present:
Minutes Respectfully Submitted By: Liz Rogers
Topics of Discussion:
Call to order
Meeting called to order at 7:05 PM
Approval of minutes
Motion to approve raised and seconded. Unanimously approved.
Treasurer report
Steve gave report; still transitioning to Ashley as new treasurer. Steve indicated that In our
documentation is the option for grantees to mail in their reimbursement requests. We
maintain a mailbox at Town Hall and are usually notified when something arrives for us.
One grantee mentioned mailing in reimbursement back in March; this was never received
but Steve has been in touch with the grantee and the issue has been resolved by
submission over email.
Steve is meeting with Sharon at Town Hall to obtain our report for submission to MCC. This
report is due Thursday; Steve's meeting with Shannon is Wednesday. Tight turnaround time
for submission. Steve will review with Ashley prior to submission.
Our encumbered number required for the MCC report is $13,525 has been paid out;
$15,040 has been promised but not paid out. Reminders will be sent soon to submit receipts
for reimbursement.
Applicant update: 13 drafts and 11 submitted. There are still 10 days remaining for
submission. Our sign is up on the town common reminding applicants of the submission
deadline.
Our numbers for the 2025 grant cycle will be similar to last year's based on current
Information. Anticipating mid- $20,OOOs.
Planning for applicant interviews
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Meetings are 10/29 and 11/3.
Liz will set up a SignupGenius for those meetings, starting with 6:30-8:30 and adding slots
If needed. This should be done by 10/20. Everyone gets 10 min time blocks.
Steve will make a spreadsheet with the signups prior to the 10/29 meeting.
We already have Zoom links for these meetings. Steve will set up a waiting room through
Zoom.
Review dates for next meetings
• October 29 —Applicant interviews — Zoom (Board meeting begins at 6:00 pm; interviews from
6:30-8:30 with the option of going 6-9 if we need to)
• November 3 —Applicant interviews — Zoom (6:30-8:30 with option of going 6-9 if needed)
• December t — Monthly meeting —Zoom — discuss applicants and decide who is being funded and
who is not (denial letters sent by mid -December to allow for appeals)
• January 5 — Monthly meeting — Zoom — determine grant amounts
Set agenda for next meeting(s)
Call to order
Approval of October 6 minutes
Treasurer Report
Applicant Interviews
Review upcoming meeting dates
Meeting adjourned:
Motion to adjourn raised and seconded. Meeting adjourned at 7:25PM
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