HomeMy WebLinkAbout2013-06-18-TOUR2-Antony-min
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:
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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.
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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
Approved 11/19/2013
consistent attendance at meetings, but we still need to rely on all the individuals in the group to step
up and take on a task, and report back on its status, whether or not the meeting can be attended.
Antony Park
Project Update: The initial project bid was significantly higher than the project warrants. Working with
the State Procurement Office, they are allowing us to break the project into three separate contracts
that do not exceed $10,000, and therefore do not have to go through the bidding process. DPW will be
negotiating and supervising the work. Jim McLaughlin, a Lexington contractor, has agreed to complete
the first phase of the work including: trenching for utilities; side work; leveling. He is supposed to
begin the work in the next few weeks. The Town will complete the planting to save money on the
project.
Continuing Connections
Ultimately, our Sister City program is about building relationships. Discussion of how to get others
involved, not in the sense of asking for donations, but thinking of events that might be enjoyable, low-
key, no expense . . . to introduce a wider audience to the Antony Group. It was suggested that we use
the Constant Contact for a individual events. Opportunities to come together at no cost such as
showing a French movie at the Library should be explored.
What ways can we better connect with the student exchange program? How about the parents of
students visiting Antony in the Fall? Could we provide a venue to support and enhance either or both
of the trips? Before they go, when they return . . . provide time and place for them to gather and
discuss/learn from their experience?
Relationship with teachers— let them know the Town is interested in the exchange program. Get the
school exchange/Sister City information out into the community. Could we have a social meeting at
some point for the teachers involved (parents?). Explain that we have interests in common. Ask how
we could help the teachers as students arrive and leave.
Next time want to discuss ways to improve the information on the Town website, andperhaps create
an area for Antonians to connect with us. Mention was made of a Facebook page.
Loose Ends
Dawn is awaiting the bill from Trishia to be able to compile charges for those who attended various
dinners and lunches. The money raised will pay for the Antonians, but we still need to pay for our
attendance at particular venues.
Minutes—on motion duly made and seconded, the Minutes from the meeting of May 21, 2013, were
approved.
Next Regular Meetings
We will have to send an e-mail in September, as a new schedule was not created.
Respectfully submitted, Maureen Poole