Notes of meeting August 13, 2007

In attendance: Mary Chapin Durling, Center Stage @ Fitchburg State, consultant

                        Maud Ayson, Fruitlands Museum

                        Ann Wilson, Groton Public Library

                        Dolores Guercio, Bull Run Concert Series

                        Michelle Kurmas, Nashoba Valley Chorale

                        Marnie Oakes, Reuben Hoar Library, Littleton

                        Carolyn Mueller, Littleton Historical Society

                        Steve Glines, Littleton Lyceum

                        Ruth Rhonemus, Ayer Historical Commission

                        Susan Randazzo, Indian Hill Music

                        Joni Parker-Roach, NOA Gallery, Groton

1. Meeting began with 5-sentence introductions. Everyone is gearing up for fall. Various people distributed literature about their programs. One noteworthy news is that as a result of our last meeting the Nashoba Valley Chorale & Harvard Pro Musica are joining forces to perform Orff’s Carmina Burana next spring.

2. The Wiki. Marnie Oakes gave a brief explanation about the Wiki she has created for us. The goal is to have all organization’s events on the calendar by October 15. This will make it possible for members to have an overview of what is going on in the Nashoba Valley, what conflicts exist, etc. The goal is to make the Wiki public in a year’s time. While Marnie said updating the Wiki is really easy, for those who wish to have instruction on the process she is offering Wiki Workshops on Thursday October 4 at the Reuben Hoar Library in Littleton at 10:00 am and 5:30 PM. The library will be closed, so go to the back of the building and enter through the rear entrance. She has a laptop, projector, screen, and wireless internet so this will be a real time demonstration/hands on session. Bring your laptop!

3. Meeting Schedule. We discussed the frequency and content of meetings and arrived at the following schedule (all Monday evenings at 5:30 PM):

September 24 @ Freedom’s Way, Devens, Topic: Marketing & Promotion.

We share the challenge of marketing to a large, spread out community with many avenues for promotion. How do we create a buzz about our events? Maud Ayson making arrangements

November 26 @ Fruitlands, Harvard. Topic: Volunteers. How do you/can we recruit and steward our volunteers? What possibilities do we have for partnering to thank our volunteers? (tickets to other group’s events, etc…)

January 28 @ Reuben Hoar Library, Littleton. Topic: Grant writing 101. Resources for Nonprofits.  Researching and securing foundation support. What are the important elements of grant applications? What homework needs to be done before you apply? The Development staff from Indian Hill Music will share their knowledge of this area. Also, what resources are “out there” for nonprofits in our area to get training for ourselves and our boards?

March 31 @ Groton Public Library. Topic: Boards. A healthy nonprofit begins with a strong, healthy board. What is the role of a board? How to recruit and keep board members. We may look for an outside speaker to speak on this topic.

May 19 @ Indian Hill Music, Littleton. Topic: We hope to get Dan Hunter of MAASH (Massachusetts Advocates for the Arts, Sciences & Humanities) and Anita Walker, Executive Director of the MCC (Massachusetts Cultural Council) as guest speakers. This would be an opportunity for people in your organization, especially boards, to get the view from 10,000 feet about cultural organizations, funding and advocacy in the state. Both are very powerful presenters.

We agreed that at each meeting there should be standing conversations about upcoming events, collaborative possibilities and cross promotion.

4. Local Cultural Council applications (LCC). Maud presented a model that worked for Fruitlands Museums for outreach. They got funds to support admission coupons for citizens of each of 10 towns. Brochures were printed and mailed to libraries and schools for distribution….Maud stressed the importance of talking with a representative of the council before applying to float ideas. Partner first, then apply. Others noted that the benefit to the towns’ citizens must be clear. Many cultural councils only support events in their town, due to limited funds.

Meeting was adjourned at 7:00 PM.

Susan Randazzo

Indian Hill Music