Cultural Council Agenda and Packet 2012 02 16

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• Reviewed options for event venues (Library, Art Center, Rec Center, Steinbaugh Plaza, Golf Course). Scheduling dates for music performances at the Art Center are a challenge this year. LCC is now competing more so with Center Stage and Coal Creek Community Theatre for event dates. Suggestion: Can the theater groups use the Rec Center for example for rehearsals and not use prime Art Center weekend dates? XI. City Council Update - Frost • New Ward I council member elected and 2012 activities are in full swing. XI I. Fundraising - Susan • Can we get donations or sponsorships from businesses outside of the city? Try to go local when we can but certainly okay to expand out especially if we don't have a service provider in town i.e., florist. • Grant writing -- reviewed what grants we currently apply for and other opportunities that might be out there. For succession planning and cross - training purposes, more members need to learn about grant writing. Justine to put together a workshop and propose workshop dates. XIII. Event Reports - all • Kathy to send out missing report reminder. Information from the event reports is used as input for grant writing and funding requests i.e., attendance, collaboration, meeting the needs to the community, programs for underserved populations, etc. XIV. Event Calendar Review • Julie to send out 2012 calendar. Still struggling to get Art Center dates for Coffeehouse and Chamber concerts (hard to have a series without monthly dates). • Susan needs a Friday /Sunday weekend in November. XV. Volunteer Sign up: Members signed up to assist with upcoming January and February events. Kathy to send out volunteer sign -up list. XVI. How to run an event - Andy • Walked through instructions on how to run an event. Major planning activities include: scheduling, promoting the event, hosting the event and associated financial reporting (admission, in -kind donations, W -9, checks, etc). • Homework for everyone! Please review the information handout and provide Andy with any edits going forward. • Event Lessons Learned and things to keep in mind going forward: ✓ Young Writers — In years past had great attendance in the sessions and even had a waiting list for some of the workshops. Feedback — need larger rooms to accommodate more students. Maybe we should hold event at the Rec Center or somewhere that will accommodate more people. Question — How do we get more boys to participate in the program? ✓ Young Artists Show — In 2012 this program will be combined with LAA Children's Art Program. The show will move from November to spring. This is a great collaboration opportunity and wonderful community event. Motion made by Susan to support event with $300; seconded by Danyelle; all