2013-06-18-TOUR2-Antony-min - Laserfiche WebLink

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Approved 11/19/2013 Minutes for Antony Working Group meeting on June 18, 2013 Meeting began at 7:00 PM —adjourned at 9:15 PM. Present at meeting: Dawn McKenna, Sandy Gasbarro, Kerry Brandin, Peter Meek, Maureen Poole. Documents available for review: thth 1.Antony Delegation Visit schedule, May 24 — May 28 2.Antony Fundraising Goals 2012-2013 3.“Antony: Lexington’s Sister City in France” —2 page print-out from the town website Recap Visit from Antony Officials As we looked over the schedule in place during the visit, therewas a lot of discussion about what went well, and what could be improved for any similar future visit. It seemed to us that the French had a great time and all (weather permitting) went well with the events as organized, for them. There was discussion of what the French meant, before they came, by wanting more “free time.” This may not mean unscheduled time; a structure may be desired. But it may mean schedules for both formal and informal events — knowing the time expectations, and within that framework, having time to move about freely, “wander,” at a given venue. We think the guests had a very good experience. There were Lexingtonians who wanted to have more contact, more often, with the French perhaps using an internet source. We all desire, as a general rule, to be inclusive not exclusive. It is important to work as a team. Communication is KEY — so all involved in preparation for a visit are embraced and accommodated at all possible times. At times things happen spontaneously, in small groups. If communication is not ongoing and “up to the task” then all interested parties who might wish to join the small or larger group are not informed of the opportunity. We need to be aware of these situations and make plans to ensure that all who might be available and desiring to participate in an event with hosts and their guests get to do so! It was noted that we may be generous of heart and still suffer from a lack of communication. We need to raise awareness in our Antony Group of the need for continual exchange of information. We should find a way for folks who do LOTS to get a note of recognition. A list was generated for sending handwritten notes of thanks to those who hosted Dners Amicaux and helped with the visit. î More explicit delegation, people willing to take the lead on different aspects so that Dawn is not overwhelmed and so that fewer things are left to the last minute. The type of spreadsheet we use for A French A Faire , with a list of tasks and deadlines would be helpful. Also, organizationally, we needed more people involved, and subgroups for them to work on. People in charge of particular areas, to help isolate whatever needed attention, and to give out jobs to others. The work needs to be spread out among more than are able to attend the meetings. A small “steering group” cannot handle all the details as a project comes to culmination. Schedules may not allow for