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HomeMy WebLinkAbout2017-01-11-TCC-min Town Celebrations Committee Minutes of Meeting January 11, 2017 Parker Room, Cary Hall Members Present Lorain Marquis, Chair; June Baer, Suzanne Caton, Dick Crogan, Linda Dixon, Carol Flynn, Karen Gaughan, Mary Hutton, Cerise Jalelian, Paul Jenkins, Sondra Lucente, Bill Mix, Henry Murphy, Geetha Padaki, Sandy Podgorski. Members not present Glen Bassett, Kim Coburn, Julie Miller, Wayne Miller, Linda Levitt, Rich McDonough, Dave Taylor, Bob Tracey, Sam Zales Business The Chair reported that a quorum was present. The minutes of the meetings of November 16, 2016 and November 30, 2016 were approved. The next meeting will be January 25, 2017. Martin Luther King Day, Monday, January 16, 2017 A full day of activities begins at 9:00 a.m. at Grace Chapel. The event received excellent coverage in the January 5 edition of the Minuteman. Lorain encouraged committee members to attend some of the day’s events. Patriots Day, Monday, April 17, 2017 All applications have been sent out and 14 have been returned so far. On March 1 we will follow up with any units who have not responded. We are collecting good information about the physical size of the units, number of vehicles, etc. This should be a great help in planning the space layout for the parade lineup. Lorain asked for suggestions for new marching units to invite this year. Bill Mix offered to review parade lists of other towns where the Minutemen have marched for possible good candidates. VIP invitations to state government officials will go out by February 1. Lorain reviewed the detailed checklist of tasks to be performed for the parade. A Stakeholders meeting is scheduled for Thursday, February 23, 10:00 a.m. in the Parker Room. We don’t know whether the Old Guard plans to attend this year. Need to contact Suzie Barry or Kim. Mary Hutton has an informal contact with the Guard. We will explore the possibility of allowing young children to sit on Town-supplied tarps just inside the perimeter fence for the Reenactment. This will be an item on the Stakeholder meeting agenda. The Reenactment rehearsal will be on Sunday afternoon, April 2 at 2:00 p.m. The rain date is on Saturday afternoon, April 8 at 2:00. Karen Gaughan will serve as Clergy Liaison and will help out with Parade Ambassadors. The Parade Grand Marshal is Coach Bill Tighe, scheduled to be Grand Marshal of the 2015 Memorial Day Parade that was rained out. We’ll consider adding an introduction of the Parade Grand Marshal in the ceremony on the Green. Peter Kelley’s convertible is used for the recipient of the White Tricorne Hat. Peter may have a second convertible suitable for transporting the Grand Marshal.John Carroll may possibly have a car as well. Paul Jenkins will follow up. Paul will also ask John Carroll for a van to transport banners from Paul’s barn to the East Lexington Fire Station. James Flett, a supplier of vintage construction vehicles, may drop out of the parade for good this year. The vehicle manager, David Frizzell, has died, and according to Paul Jenkins, the firm has sold off most of his vehicles. Paul will follow up and report. The Schedule of Events will have a new look this year. Sandy passed around a mock-up of a tri- fold brochure that will replace the 11 x17 folded sheet of past years. She is well underway with collecting the necessary content from numerous sources. Lorain asked for 25 copies of the latest draft version of the Schedule of Events to be ready to hand out at the February 23 Stakeholders Meeting. Producing a parking map is turning out to be complicated and problematic. We will consider producing a handout that lists all available parking areas along with useful information for each lot. By next meeting, we will prepare an initial list of potential parking areas. Geetha has had discussions with the Flick theatre in Lexington Center and with AMC Theatre complex in Burlington about showing, as a public service, a short video or slide we would provide them advertising Patriots Weekend. They are open to the concept and want to see our product. Geetha has video expertise and will contact LexMedia, a past working partner, for assistance. Cerise will handle all aspects of ticketing. Suzanne will prepare the scripts for the Ceremony on the Green. Mary and Scott Hutton will coordinate and oversee the school bus shuttle on Parade Day Morning. Suzanne will prepare and send out the Sponsorship letters by March 10. Dick Michelson will assign the sponsors to the individual marching units, assisted by Linda D. Linda will handle communications and public relations. Acceptance and/or rejection letters will go out by March 20. Linda, Geetha, and Karen will recruit and manage the Parade Ambassadors. We need to tighten up the process of 1) collecting a media form from each parade entrant; 2) delivering the forms to the PA announcer before the start of the parade; and 3) delivering an updated check-in roster showing which units are actually marching, and in what order. Cerise noted that last year, after the police officer checked vehicles authorized to be in the parade, no one affixed an official TCC vehicle tag. This caused a potential security breach. This year, she recommends that a committee member accompany the police officer and affix the TCC vehicle tag immediately after the vehicle passes inspection. Carol will assure that the Library parking lot will be reserved for TCC Committee members. Sondra will work with judges and judging of floats. Lorain has reserved Cary Hall as the indoor backup location for the ceremony on the Green. Bob and Wayne will pick up water. Karen and Dick will run the Check-in Desk. Paul will procure radios. We won’t park military vehicles in the Waldorf School parking lot to avoid potential damage. The meeting was adjourned at 8:35 p.m. Respectfully submitted, Linda Dixon, Co-Secretary Future Meetings January 25; February 8; February 22; March 8; March 15; March 22; March 29 April 5; April 12; April 26; May 3; May 10; May 17; May 24; June 7.