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Home My WebLink About1997-11-18-LEX2000-min.pdf `J MOR,4 Q fr° i Lexington Commission 2000 J� Stand your ground; don't fire unless fired upon, but if they mean to have a war, let it begin here." Aroma. Minutes of Lexington Commission 2000 Captain Parker 4.ttn40103' Meeting of November 18, 1997 Room 111, Town Hall, Lexington,MA Present: Skip Hayward, Jim Roberts, Suzie Barry, George Comtois, Rob Neufeld, Pat Flynn,Lou Sideris Excused: Dan Busa Guest: John Graham, Chairman, Town Celebrations Committee Meeting was called to order at 7.00 p.m. by Skip Hayward September and October meeting minutes were accepted as presented. Pat thanked Suzie for doing a thorough job on the minutes. Chairman-Press Conference: -The Press Conference will be held on Monday,December 15, 1997 at 1.30 p.m. at the Museum of Our National Heritage. -The list of invites was gone over 218 people have been invited as of 11/18/97 Responses are starting to come in to the voice mail number There is a RSVP cut off date of 12/8/97 -Pat has arranged for refreshments at the Museum. -Skip is working on getting music(a fife and drum)to play outside as people enter They will be dressed in colonial outfits. -Format for the Press Conference was discussed. We will rehearse at the next meeting. -Due to the amount of work still need to be done it was decided to schedule two additional meetings before the Press Conference They will be Monday,December 1, 1997 &Monday,December 8, 1997 at Town Hall in Lexington. -Name tags will be made for all Commission members and Press Conference attendees -Format for the Press Package was discussed. Maps, photos of the battle sites, organizational chart, phone numbers, e-mail addresses, form for special events, form for parade interest and dates and times for the weekend program will be included in the package. It was decided to get folders and put a Lex 2000 press kit label on the front. The folders will be given out when a person registers and picks up their name tag. Folders will also be available to be mailed after 12/15/97 to those who cannot attend the Press Conference -A draft of the press kit will be available at the 12/1/97 meeting to be gone over -Please bring sample Press Conference questions to the next meeting so we can work on answers. Lex 2000 Nov. Minutes (con't) P.2 -We may get a tape from Cablevision of Patriots Day to play at some time during the Press Conference -Skip is speaking to Ron at Cablevision to see if they will tape the Press Conference -We all need to get a bio to Rob before 12/1/97 for the press kit. Chairman- Miscellaneous -Skip will speak with Dan Busa&Jay Kaufman to see if we can derive any benefit from H.R. 1961 (a bill that passed the House dealing with celebrations in the year 2000) -Skip met with Karen Simmons of Lexington Recreation Department. Karen has given approval for use of Lincoln Field and her support for the Commission. -Discussion over use/payment for porta-potties Skip will speak with George Woodbury to see if DPW can oversee this issue -Skip showed a USGS map he had enlarged to show the Battle route. Pat suggested supplying something like that to the newspapers so people can see the route and figure out vantage points. -Skip&Pat had met with Jeff Young and the School Principals earlier in the day to go over planned events for 2000 The meeting went well and Jeff will get back to Skip after the 1st of the year It was suggested that the Schools have a coordinator who would then work with Pat on school events. Skip passed out the handout from the School meeting. -Skip has a meeting on 12/2/97 with the Lincoln Selectmen to go over the planned 2000 events. -There was discussion surrounding a Lexington 2000 logo and the possibility of licensing it and using it for banners,t-shirts etc More research needs to be done on this issue and discussed at a later meeting. Chairman-Relationship with Town Celebrations Committee: -John Graham, Chairman Town Celebrations Committee came to the meeting at the request of Dan Busa to discuss the relationship between the two committees. -John suggested that the 2000 Commission be the one to decide the theme for the 2000 afternoon parade. -There was discussion over concerns for the potential size of the 2000 Parade and possibility for need of a different staging area(1975 parade route v E Lexington parade route)John indicated that this is still being discussed by TCC and is to be taken up at their meeting on 12/4/97 -Skip indicated that some of the reenactors may want to participate in the 2000 parade (possibly 5 groups—200 people)John did not see an immediate problem with this. -John will make up a application for the 2000 parade and get it to Pat in case anyone at the Press Conference is interested. Units that come to the Parade through the 2000 commission will still have to complete the TCC paper work and adhere to their rules. Lex 2000 Nov. Minutes (con't) P.3 -John indicated that preference for the 2000 parade would be given to Lexington groups as early as before the 1999 parade -It was decided both groups need to keep in touch so there is little confusion between the two Treasurer: -There was significant discussion over non-profit v profit and how to properly set up the books. George will speak to Harry Kluger at Lexington Savings Bank on the issue -There was also significant discussion over fund raising both as contributions to the Commission and as items that we might sell. More research is needed. This issue will continue to be discussed at future meetings. Skip will speak to Dan Busa and Norm Cohen, Town Counsel on this issue -Jim Roberts asked that we be able to sit down at a future meeting and figure out exactly what this will cost so we will have something to point to as we raise funds. Secretary: -Additional letterhead will be ordered with some minor changes (i.e names, phone number,blank second page) -218 invitations to the Press Conference have been mailed out. Events Coordinator: -Skip has passed on to Pat three groups that want to be involved in the celebration. Nancy Gold of Lexington Preschool PTA,Nancy Feld of HADASA and Shirley Lane of Lexington DAR. -There was discussion about a possible poster contest. Pat agreed to look into it. -There was also discussion over some type of commemorative tree planting. This would need to be coordinated with Brian Gilbert of DPW NEXT MEETINGS: Monday,December 1, 1997, 7:00 p.m. Room 105 Town Hall-Lexington Monday,December 8, 1997, 7:00 p.m. Room 111 Town Hall-Lexington Monday,December 15, 1997, 12:00 p.m. Museum of Our National Heritage Monday,December 16, 1997, 7:00 p.m.,Room 111 Town Hall-Lexington Meeting adjourned at 9 15 p m. Res fully SubT, , adWe `Suza E. Barry /(9,-49/ Executive Secretary