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Home My WebLink About2012-12-14-LCIW-min.pdf LexCelebrate! Incorporation Weekend (LCIW) Committee Meeting Minutes - December 14, 2012, 10:30 a.m. Attendees. Betty Gau, Geetha Padaki, Jill Hai, Mollie Garburg, Polly Kienle, Tanya Morrisett, Sue Rockwell, Cristma Burnwell, Van Seasholes, Jessie Steigerwald, Betsey Sarles, Shelby Kashket, Beth Briggs, Donna Burns, Lisah Rhodes AGENDA. • Housekeeping o Identify someone to take minutes o Committee phone list o Welcome new committee members and visitors • Review LCIW graphic design and logo with Betsy Sarles • Report on Facilities Meeting with Laurie Lucibello • Branch Status o Discussion of event locations and overlapping schedules • Public Relations and Website Articles o December Article for 300th website o PR schedule requirements o January postcard to invite all residents • Budget Update — quick review of recent donation and how to proceed with approved budget • Upcoming Meetings o January 3R at 7 30 p m in Parker Room —finalize plan for Jan 9th Community Meeting o 300th Community Meetings on January 9th, 9 00 and 7 00 pm to recruit volunteers — Need to prepare and be present at these meetings to recruit volunteers MINUTES taken by Geetha Padaki Action Items are in Blue Housekeeping — Betty Gau • Attendees list and phone numbers were gathered • Christina Burwell has joined the committee and will be assisting with the Publicity • Members will take turns to document meeting minutes LCIW araphic desian — Betsey Sarles • Betsey brought the logo, the graphic for the button and the poster/flyer for the Incorporation weekend. • ACTION: The team will review this and provide any comments back to Betsy by e-mail. • Mass Memories information will need to be incorporated into the design • Betsey also shared the design for 300th Dance Around the World! • ACTION: Melanie and Geetha (and the team)will review and provide feedback to Betsy by e-mail by Monday, December 17th • 2 Buttons will be made—one for the event and the other for Advertising • Tax insert with the Incorporation weekend logo has been 'Approved' This will be sent out on January 1st with the intent that residents receive on or before Jan 7th. Sue Rockwell suggested that we stick with the current design and not change anything in the tax insert. • Bookmarks will be sent out on Jan 15th(Monday) Facilities Update — Jill Hai • Jill provided updates on the Facilities meeting with Laurie Lucibello • Several options are available—Science lecture halls, black-box theatre • Class rooms are also available which may already have the projectors • Clark Auditorium is available with—400 seating capacity • Cary Hall is available (including lower floor the and rooms) • If other locations are used, Shuttle buses can be made available for people to transit between locations • ACTION: Jessie had a question about what space will be used for the Arts For planning the right location for the events, the following information will need to be considered. • Media requirements for the panels (projector, Mics, whiteboards, etc ) • Estimated# of attendees • Seating capacity of the room • # of tables, additional lighting requirements, etc. • Whether the event needs to be recorded or not • If tables are used, it will take away 10 seats from the capacity (fire code) • ACTION: Jill will email the committee the summary of the facility room options and their capacities. • ACTION: Jill will schedule a meeting with Tanya, Laurie, Don, Naomi and Jeff Leonard to discuss and make decisions • ACTION: Jill will coordinate a separate meeting for Food and Multi-cultural dance with Laurie • Dance around the world will need the Gym for the rehearsal planned in February • ACTION: Geetha to e-mail the dates to Jill so she can find out the availability • The Event leads will need to keep track of start and end times of the facility rental so that the charges can be reconciled Budget Update — Beth Briggs • Beth will send out the `Request for Reimbursement Form' and the guidelines to the team. • Whenever possible, use of Town Credit Card is encouraged. • There is a small amount allocated for traffic control. • The traffic cones can be obtained free of charge • The volunteer team responsible for traffic control during the Opening ceremony may be available to help out. ACTION. Jill to reach out to Ilene to ask if she and Gil with volunteer for this task. • There is no budget for a Reception for chief guests/State/Federal representatives • Jay Kaufman will look into this and see if his delegation has some money to fund this • Sue mentioned that Dan Fen is planning to speak on"Why Lexington became Lexington?" at an event on March 8th She suggested that Betty and Sue meet and see if this can be added to the Incorporation Weekend Agenda • ACTION:: Sue Rockwell and Betty to meet with Dan Fenn and confirm this. • Big buttons to be sold for$1 which will get a Gold ticket for the events Media and Publicity — Polly Kienle • Minuteman Article deadline is Friday • Deadline for Web updates is Monday Noon • Tanya had written some tips and guidelines on for the write-up for articles. • Polly is all set for the two articles she is currently working on Next Meeting • The next LCIW committee meeting is on January 3``1, Thursday • The community meeting is on January 9th (V‘ednesday) at 9 AM and 7 PM