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HomeMy WebLinkAbout2023-12-13-LEX250-minFunding RequestsSemiquincentennial Commission (Lexington 250) - Agenda Parker Room (Lower Level) in Town Office Building, 1625 Massachusetts Avenue, Lexington and on Zoom Pursuant to the notice duly filed with the Town Clerk, the Semiquincentennial Commission (Lex250) was convened in a hybrid meeting on Wednesday, December 13, 2023 4:30-6:00 pm by Ms. Barry as allowed by legislation (S.2475) extending the suspension of certain provisions of the Massachusetts Open Meeting Law. Present in Person Suzie Barry, Select Board Member, Chair Mona Roy, Community Representative, Vice Chair Barry Cunha, Business Representative Tom Colatosti, Community Representative Bebe Fallick, Tourism Committee Representative Jane Hundley, Lexington Public Schools Representative Doug Lucente, Select Board Member Noah Michelson, Community Representative Ashley Rooney, Community Representative John Guilfoil-John Guilfoil Public Relations, LLC Present Remotely Cleve Coats, Community Representative Steve Conners, Reenactment Community Representative Cerise Jalelian, Town Celebrations Committee Representative Paul O’Shaughnessy, Historical Organization Representative John Rossi, Commission on Disability Liaison Jillian Tung, Music & Arts Representative, Clerk The meeting was called to order at 4:31 p.m. by Ms. Barry ○ Meeting norms were reviewed Updates & Discussion- 4:35 pm ● Public Relations and Crisis Communication Presentation- Mr.Guilfoil ○ LEX250 Celebration Communications Services- Proposal submitted for the Commission's consideration ○ JGPR proposes a full public relations and crisis communications campaign for the Town of Lexington’s Lex250 celebration activities ■ Content Creation & Media Relations ■ Crisis Communications ■ Team of Experienced and Professionally Trained PIOs ■ Planning of all anticipated and unanticipated operations ■ 90 days to get a website up and running upon signing a contract ■ Will work with us on a communication strategy that fits our goals ■ Existenting relationships with local news outlet ■ Sets up press conferences and all of the logistics Funding RequestsSemiquincentennial Commission (Lexington 250) - Agenda Parker Room (Lower Level) in Town Office Building, 1625 Massachusetts Avenue, Lexington and on Zoom ● Commission members’ questions of Mr. Guilfoil ○ Ms. Barry-How do we prevent overlap/confusion with the messaging of other towns and departments?- Mr.Guilfoil- Integration with local fire chiefs and police, ran COVID clinics and has trained with FEMA ○ Mr. Lucente: How does the “incident command center” work over multiple events over a multi-month period? Mr.Guilfoil: We are part event planner, fixer, crisis management, and strategy provider. There will be a steady stream of communications with all events ○ Mr. Lucente: Who would be the point person? Mr.Guilfoil: The Lex250 commission chairperson ○ Ms. Hundley: Will all four communities who are part of the IMA join in the contract? Mr.Guilfoil: Only if those communities sign a contract with the company individually ○ Dr. Tung:Expressed need for support with calendars, selling tickets, etc ○ Mr. Lucente: How does social media work? Mr.Guilfoil: They will become administrators on all platforms so that they may post items ○ Mr. Connors: It would be great to have all of the IMA communities sign contracts with the same public relations firm ○ Ms. Rooney: How are you going to work with everyone here? Mr.Guilfoil: Will work with folks to produce content and others to approve it. Will work with the folks on the town side too. It might be good to explore a media partner ○ Dr. Tung: Emphasized the need for a Lexington central website Mr.Guilfoil: Agreed and stressed his relationships with other towns and connections. He also stressed the importance of updating all media ○ Debrief of JGR presentation-Committee members expressed opinions and discussion ○ The Commission voted unanimously for procurement of PR, Incident Command, and Communication proposals Ms. Barry: Reminded Commission members about Friday, December 15, 2023- America250 Event in Boston January 2024 Community Meeting ○ Date-January 31, 2024 ○ Time- 7pm ○ Location-TBD ○ Invitation-Send out ASAP December 250th Collaborative Meeting Debrief ○ IMA Update ○ Town of Acton-Has formed a committee Funding RequestsSemiquincentennial Commission (Lexington 250) - Agenda Parker Room (Lower Level) in Town Office Building, 1625 Massachusetts Avenue, Lexington and on Zoom Funding Update ○ Annual Town Meeting 2024 Warrant Article- Mr. Lucente and Ms. Barry are working on this for the Commission to consider ○ Merchandise Funding Request-Mr. Michelson-restocking of merchandise- $2,133.84 (see his memo) Vote: Unanimous YES Future Meeting Date ● December 20, 2023 Adjourn 6:00 pm Respectfully Submitted, Jane Hundley Funding RequestsSemiquincentennial Commission (Lexington 250) - Agenda Parker Room (Lower Level) in Town Office Building, 1625 Massachusetts Avenue, Lexington and on Zoom