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HomeMy WebLinkAbout2023-06-14-TCC-min Town Celebrations Committee Virtual Meeting MINUTES June 14,2023 Members Present(12): Glen Basset, Linda Dixon,Cerise Jalelian, Sondra Lucente, Lorain Marquis,Sandy Podgorski,Ashley Rooney,Geetha Padaki,Sue Stering. Absent:Steve Cole,Mary Hutton,Gresh Lattimore. Quorum:6 Subcommittee Members Present(15): Yifang Gong,Bonnie Karshbaum,Pam Winters,Hong Xie. Absent: Sudha Balasuryan, Dabby Harter,Julie Miller,Kristen Pulkkinen. Honorary Member: Bob,Tracy. 7 vacancies. Guests: Michelle Ciccolo. 7:00 Meeting called to order by Co-Chair Geetha. Michelle Occolo discussed ideas for Lex25O and PD1. 1. Ceremony&Youth Parade were poorly attended. How can we improve attendance? a. Address Public Schools b. Address Scout Troops,Communicate thoroughly with GS c. Combine state Lexington-resident awards:Commonwealth Heroine Award, Black Excellence Award with Ceremony d. David Grabel stated that Johnny Carrol mentioned he provides use of his golf course to all the sports leagues in town and would like to put pressure on them to participate e. Religious organizations&sports groups in Lexington may be interested by the holiday week around PD is a potential communications problem f. Talking to PTOs/PTAs,flyers in public school kids backpacks,Community Service credit for participation, Middle School marching/performing g, Also give Youth Awards might help improve youth/additional participation h. Youth parade organizers were spread too thin,also being focused on other PD activities they were responsible for, So,Youth Parade needs a special focus(Bonnie Karshbaurn can contribute!) i. Lexington residents not clear on purpose of Youth Parade,Ceremony. a. The change in the community and ability to travel away during PD week vacation, makes the participation lower than it might be. Coaches should not be scheduling practices or games on PD. 2. Managing the sound is important—portable microphones,better sounds system,petting area for kids to pet the horses should all be addressed,especially for Lex250 when thousands more spectators will be present 3. Advertising all the events more is important 4. More bleachers,more consideration of the crowd size and how-to make the participants more able to seethe reenactment,parking for VIPs,larger Press box area, S. Have an App for PD and QR Code to get to the program for PD for the day 6. The PD Stakeholders Meeting is good,but did not do a complete Stakeholder After Action meeting—maybe in the Fall 7. Make the TCC Other Patriots' Day topics were discussed by the TCC Members: 1. Advertising PD events ahead of time—need to pay,social media, 2. Registration for PM Parade—two sets of sheets(Alphabetical and Place in Parade) a. Have someone at the beginning of parade or Registration desk to check off units b. Need a MORE OFFICIAL place to run registration c. NEED A SIGN to show where registration is d. Consider how technology/electronic shared docs can help 3. Time pressing items: a. Keep track of all things people do as part of their duties(and publish them,schedule them) b. Overall we're doing OK if the weather is good. Bad weather complicates things c. During the preparation of the parade, a Communication Map should be used to communicate any changes throughout planning 4. Pacing of units—make sure to designate a person in EACH UNIT to make sure they maintain a set distance. TCC Meeting Minutes of May 24 prepared by Secretary Gresh Lattimore were approved. TCC Members had no comments on TCC meeting format and cadence except: 1. We should continue to facilitate meetings to,table items and keep the meeting on schedule as we did during meetings this year. 2. Cadence seemed to be not enough of Full Committee,too much in the Working Groups. So not good enough communications of items. 3. Send meeting reminders at least Iclay prior 4. Have scribe capture Working Group info and sent to Full TCC. Zoom meetings are to be held through March 2025. 8:30 PM- Meeting Adjourned. Next Meeting:September date to be decided. Respectfully submitted, Gresh Lattimore,Secretary