Community Cultural Celebration
Board of Directors meeting minutes
May 7, 2008

There was a lengthy discussion, off the record, before the meeting was called to order.
Meeting opened at 1:55 pm by George Bradt (President) at Norway Savings Bank in Bridgton conference room.
Attendance: George Bradt, Dona Forke, Karen Hawkins, Joanne Morse, Lily Turner
Absent members: Alan Crabtree, Henry Hamilton, Mike McClellan, DanaBeth Wells-Goodwin
Attending Gathering members: Mody Botros, Nancylou Stiles (Coordinator)

*Nancylou presented the Board with an outline of the CCC’s Coordinator responsibilities
All attendees discussed the details, asked questions for clarification, offered up comments and suggestions

Karen moved the outline be accepted as corrections, Lily seconded the motion, all Board members present (a majority) approved the outline

*George informed the attendees the Friends of the Arts approved the CCC coming under their 501c3 for the present time and until the CCC completes and is approved for their own 501c3, Georeg also mentioned that the CCC Treasurer and the Treasurer for the Friends of the Arts would collaborate at the end of the year concerning financial information

*a Post Office box for the CCC has been secured, our address is P.O. Box 671, Bridgton, Maine 04009

*George will follow up on ByLaw information

*Karen will contact lawyers for info pertaining to a donation of their time to help with the 501c3 process

*The Board reviewed a time table and the tentative agenda items set for the upcoming Gathering.

Meeting closed at 2:20 pm

Respectfully Submitted by,
Karen Hawkins, BOD secretary

To The Board of Directors
Outline of the CCC’s Coordinator Responsibilities

*Act as a liaison between the Gathering and the Board of Directors

*Insure that the decisions made by the BOD are carried out

*Represent the CCC to the Gathering, the cultures and the community in a professional and positive way

*Make decisions pertaining to the Gathering and the Celebration and refer to the BOD on major decisions to be made

*Keep the BOD updated, informed and aware of the process and progress that is going on in the Gathering

*The Coordinator, under the direction and guidance of the BOD as a whole, is entirely responsible for overseeing the Celebration, the planning and production of it and the Gathering that is putting it together

*The primary focus is on the Mission Statement and community involvement. The Coordinator’s action part is to arrange, organize, structure, develop and oversee all phases of the Community Cultural Celebration

*These points involve but are not limited to:
            Organizing a Gathering of people from the community, and in the spirit of “Team Work” plan, participate in and then implement the putting together of the Celebration.

These things will include coordinating:

*Setting a time schedule and following through on the timeline
*The contacting of the Presenters
*Publicity, banners, brochures and ads
*Place of the event, program format, time slots and vendors’ participation
*Adequate layout, space and accommodations for the Presenters
Also:
*Being aware of and following through on concerns, and/or issues pertaining to the Gathering and event, as they arise
*Reviewing the event when the Celebration is over and making recommendations for future activities