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HomeMy WebLinkAbout1977-03-25-TCC-min.pdf TOWN CELEBR/\TIONS COMMITTEE March 25, 1977 PRESENT* Vice-chairmen Gaughan (Presiding) , Mrs Mitchell, Mrs Litchfield, Mr Flynn, Mr Brenchick, Mr Turner, Mr Fitzgerald Mr Grossimon, Chief Marshal Bean, Paul Jenkins Morning parade staff Chief Marshal Andy Liu, Ellen Boyle, Pat Ray Council on Aging Ellen O'Leary, Bill Sen, Joan Melcher MINUTES of the Meeting of March 17 were approved as distributed CORRESPONDENCE Mrs Litchfield reported on various calls regarding possible parade participation Mr Brenchick read to the TCC a letter regarding float planning by the Lexington Emblem club Mrs Litchfield noted that, despite many calls and the letter which she had sent, no list of officers from Hanscom Field had been received It was also noted that we were well within the 45 day approval period for military unit par- ticipation and had received no oesponse to the applications which were sent early in the year UNIT SPONSORSHIPS, Mr Fitzgerald reported that there was an excellent chance that three Lexington businesses would choose to sponsor marching units, however, before their final commitment is made, it would be necessary for the TCC to make the following decisions (1) type of identification (banner, sign, etc ) to accompany the sponsored unit, (2) responsibility for provision of the identification (3) responsibility for carrying of identification It was agreed that a banner, capable of withstanding adverse weather conditions, would be most suitable, the size considered would be roughly 8 feet long and 30 inches high(this is a "ball-park" estimate which will be used in obtaining curther information from potential suppliers of signs, banners, etc The TCC agreed that provision of the banners would be a TCC responsibility, our order and payment for same will insure that all banners are comparable in size, lettering style, color, etc It was agreed that sponsors, once obtained, should be asked if they would wish to provide "carriers", if, however, they do not, the TCC would take this responsibility There are questions of billing/payment procedure which will have to be completely clarified through the Town Nevertheless, the TCC agreed that a contribution of $200 would be the sum used as sufficient, in TCC eyes, to entitle an organization to recog- nition as a unit sponsor There was also discussion of the assignment/choice of units for sponsorship and Mr Fitzgerald noted that, of the responses now received by the TCC, one potential sponsor hoped to bring a unit which -would have been accepted by the committee had funds been available. He was uncertain as to whether others might wish to choose units already invited, potential invitees, or whether they would prefer to leave a choice up to the TCC itself. These matters will be followed up during the next few days FUNDING LETTER Mr Gaughan summarized a draft letter to the Selectmen which will be polished and presented to the Board on or before Monday, March 28 The TCC will be asking for guidelines/decisions as to possible use of the LeRoy Brown Fund, an assignment of financial responsibility for police lunches (as well as how many lunches are involved, since the arrangements for this have not been made by the TCC in the past few years, but the bills have been paid out of TCC funds) A statement of the status of unit sponsorship funding will also be contained in the letter MINUTEMEN Mr Flynn noted that he had only 8 group responses thusfar (plus the ' Lexington Minutemen) Mr Grossimon said that the British would again be represented at the Reenactment by the 10th Regiment of Foot, that there would be about 40 men in the group Town Celebrations Committee - Minutes, firch 25, 1977 Page 2 MORNING PARADE & CEREMONIES The TCC was joined by Andy Liu, Senior Class President, and two of his assistants, the Misses Boyle and Ray Scheduling, responsibilities, and arrangements were reviewed using the 1976 roster as background material In addition, it was noted that the TCC would very much like to encourage youth participation in the afternoon parade and in the planning and work of the TCC, not only by these young people but by as large a group as possible There will be additional communication between the groups during the pre-parade period COUNCIL ON AGING/SONG PRESENTATION/FLAGPOLE DEDICATION The TCC was joined by Mmes O'Leary and Melcher and Mr Sen for a presentation of compoger O'Leary's newly written song, Lexington Flag A request has been made that this be included as a part of the Flagpole Dedication, Mr Fitzgerald was given enthusiastic approval that the TCC would be delighted to have suitable arrangements made if such will fit in with the Subcommittee planning for the overall ceremony It was suggested that the song might also be most appropriately used on Patriots Day itself Further arrangements are pending CHECKLIST, Responsibilities were reviewed and individual members will proceed Mr Fitzgerald presented the luncheon menu choices and it was agreed that the main course would be Roast Tom Turkey at a base price of $4 75 per plate, plus tax and gratuity to be included in the final bill to the TCC A final guest count is not yet needed MARCHING UNITS Acceptances for those units selected to date have been sent by the TCC. Mr Flynn will obtain sufficient purchase orders to be filled in and sent for proper signatures, not only by various groups but also by vendors for other services if the sum involved is $100 or more The TCC and Chief Marshal will prepare a working roster at the meeting of March 31, arrangements for preparation and mailing of parade orders, rosters, route maps, etc. were discussed and will proceed Mr Bean noted that there seemed to be sufficient musical units available to plan for a 4 division parade, Mr Brenchick has had additional float entries, the Lexington K-9 Korner has asked to participate in the morning parade and it was agreed that not only could they do so then but that they would be welcome in the afternoon parade as was the case several years ago Follow-ups on the military invitees will be made Respectfully submitted, Ruth M Mitchell, Recording Secretary