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Home My WebLink About2012-04-04-LEX300-min.pdf Lexington 300th Anniversary Celebration Committee April 4, 2012 Ellen Stone Room- Cary Memorial Building Minutes MEMBERS: Eric Carlson Attending Larry Link Attending Becky Sue Epstein Attending Tanya Morrisett Attending Mary Gillespie Not Attending Susan Rockwell Attending Donna Hooper Attending Ernest Van Seasholes Attending Jane Hundley Not Attending Jessie Steigerwald Attending Richard Kollen Not Attending Suzanne Barry Ex-Officio Not Attending OTHERS ATTENDING: Bebe Fallick, Tourism Committee Meeting called to order at 12:30 p.m. Susan Rockwell, Chair • Turnovers: Sue Rockwell turned over funds from sales at a recent meeting of the Lions Club, estimated at$180; Larry Link is awaiting checks and will turn over once received • Lexington Council for the Arts- authorizing and will reimburse the L300th $450 to support the Fashion Review show A. Programs, Events, Promotions a. Larry Link & Eric Carlson reviewed panels/banners for discussion, anticipating 3 or 4 themes for various segments of the celebration b. Comments provided on the draft concepts proposed Freedom, Farming, History-whether should incorporate the 300th logo, and possibility for multiple panels i. Agreement was to have multiple panels of different themes ii. Larry Link to take back to Betsy Sarles for updates iii. List of available poles upon which the banners to be posted is needed for the Historic Districts Commission-likely areas Lexington Center and Worthen Rd area c. Flags-Eric Michels has identified an Arlington flag company with US made flags as likely vendor/supplier d. Larry Link reviewed promotional packages for fundraising e. Time Capsule- Stan Abkowitz proposes 2 capsules of titanium i. Approximate size 22' x 10" ii. Capsule for public submittals/contents iii. Capsule for town/committee/government materials iv Content Viewing - Opportunity to view contents as display during incorporation weekend-Vote: Time capsule as May 2013 event. Donna Hooper will be point person. Jessie &Tanya will seek names for the group. v B. Patriot's Day Parade - Jessie Steigerwald reviewed plans for participating/presence at 2012 Patriot's Day Parade- Monday April 16th Additional bookmarks have been ordered for distribution along the parade route (est. $180/5000 copies) C. Ticket Week- May 2012 - 3rd Week in May Resident opportunity to secure tickets at no cost-no empty seats Vote: Resident &Town Employee preference- Unanimous Larry Link- Outdoor storefront-televisions @ restaurants, LexTV as promotional opportunities D. Events-Jessie Steigerwald reviewed: i. Jessie Steigerwald estimated: A. Estimated costs for Dance: DJ $3,000-$3,00, English Country Caller $1,500, Swing Person: $1,500 B. Commitment of up to $8,000 - $10,000 for the Dance Revolution for DJ, music, etc. and requesting planners submit updated budget in that range for review/approval ii. Gala Ball /MUSKET BALL-Joyce Murphy coordinator A.. Discussion on what to plan_as-percentage_of the contribution to be applied towards fundraising vs. to cover actual costs. What is the draw for the contributions? Items such as `swing-bag', etc. as extra? Lexington 300th Anniversary Lexington 300th Anniversary Celebration Committee E. Expenses - a. Subcommittees- Colonial Times Ads- estimated $1,000 $2,000 b. Control- need for checks & balances, budget review c. Budget Review by Jessie Steigerwald, Tanya Morrisett, and Donna Hooper, with copy to Larry Link & Sue Rockwell F Event Proposals/Status; a. Discovery Day- Coordinating Event- must recognize the 300th; Tanya to submit proposal for May meeting b. Republican Party Proposal-Leora Tec- not approved G. Logistics a. Event venue for Gala Ball/Musket Ball still under review-LHS Field House or other? H. Fundraising-what events are to raise funds vs. to cover costs? a. Items for Sale - Must develop a menu of items to sell i. T-shirts ii. Note Cards iii. Flags- small/medium/large iv Coloring Book v History Book vi. Field Guide- LPS Science curriculum vii. Buttons viii. Shirts- baseball long-sleeved, polo ix. Posters x. Coasters Donna Hooper, Scribe Lexington 300th Anniversary 2