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HomeMy WebLinkAbout2013-01-31-LCIW-min.pdf LexCelebrate! Incorporation Weekend (LCIW) Committee Meeting Minutes - January 31St 2013, 7:00 p.m., Parker Room Attendees Donna Burns, Betty Gau, Sue Schiffer, Cathy Eberly, Diane Daily, Van Seasholes, Tanya Morrisett, Polly Kienle, Jessie Steigerwald Agenda. • Review Action Items from past meetings and emails. • Review Program Spreadsheet • Discussion about Signage • Public Relations Update • Golden Ticket Sales Review Facility Plan. • Jessie brought measurements for front lobby • Brief review of the crowded AP meeting where Fire Dept. removed people when exceeded capacity • Short review of space available and best way to keep halls free from issues that might irritate Fire Department. • Tables in hallways can only be on one side, away from doors, water fountains, defribillator, etc. There are many small things like this in front lobby However there is about 46' run and 18' run on the side opposite the auditorium which should work for Hospitality, Sales, Volunteer Check-In, Guide book area, etc On the other side, we might be able to cover the 6' and 12' glass cases & feature the sponsor posters so they are "flat"to the wall. Probably need flame retardant material to cover these. • Shelby noted, there is about 12' in the mini-lobby closer to field house Shelby suggested this area for a mini-reception. • General agreement that it would be nice to create visual display featuring ALL branches so people (especially kids) can quickly see that all areas are worth a trip • Jessie suggested creating a mini-stamper Scavenger Hunt-type of card so kids can get a stamp at each Branch. • ACTION Jessie will try to come up with a tree concept so each stamper connects to either the specific branch(MMRS could have a camera stamp, History could have a Minute Man, etc.) or to the tree/branch theme (could be a nest, a bird, a swing, a sun, a treehouse, birdfeeder, etc.). • ACTION Jessie will reach out to Lauren Kennedy to see if there are stampers left from the Opening Day Scavenger Hunt. • ACTION Jessie will talk to Cristina and Betsy for their general creative & fun ideas for such a Scavenger hunt. Review of Open Action Items from prior meetings. • Volunteer Recruitment Actions o Recruit - There is a need for 2 Volunteer Coordinators, one for the LCIW and also the Dance Committee o Diane Daily, Beth Briggs and Polly Kienle are meeting Monday 2/4/13 to review volunteer needs. o Cathy Eberly volunteered to work with Diane Daily and will join Monday's meeting. Question are additional people needed to help? • ACTION Need to recruit a"Day Of' volunteer to take care of signage • Contact National Honor Society for volunteers on the day of - DONE Donna Burns reached out to Joann Tringale at LHS Polly Kienle showed the poster advertising LCIW volunteer needs for students. Posters will be on bright paper and hung around the high school. • Recruit Transportation coordinator for the day-of shuttle bus and parking • Volunteer Task List: Diane needs everyone's list by Saturday morning 2/2. She will contact Branch leads to get their lists. Polly suggested using the spreadsheet and the floor plan as a basis for identifying shared volunteer jobs between all branches (guides, people to hang signs, etc.) • ACTION Jessie will check with her daughter Julia about the sound system in the Black Box room. —DONE. Jessie checked with daughter and learned that microphones are not usually used in black box productions. There are shows taking place this weekend and if anyone goes, they should listen to the audibility There was a discussion about whether Science Lecture Hall needed support, and consensus was that amplification would be helpful. • ACTION Jessie will check with (the person Jessie named) to see if we can use the special microphone devices. The contact is LHS Dean Nancy DeFeudis. • ACTION Since Jill is the facilities lead she should contact Ms. DeFeudis regarding the microphone devices. • ACTION Branch Leads need to get schematics of rooms to Don Johnson for setup. • ACTION Our committee needs to provide Don with a full AV equipment list for each location. Tanya will start such a list for input from all Branch leads. • ACTION Jessie took the action to contact a minuteman for the Meet a Minuteman for the LHS lobby entrance on Sat morning. DONE—Jessie has made the contact with Bill Poole and is scheduling this for Saturday March 16th • ACTION Jessie• follow-up with Paul O'Shaunessy for Meet a Redcoat • ACTION Betty took the action to contact Jane Hundley to find out an approximate number of tables/student classwork she is expecting to display on Saturday Jane needs to get back to Betty with her assessment for student work show Jane will need many tables and white boards for the displays and has already arranged to have a laptop running a presentation. • ACTION Karen Kristin will contact Lon from Kids Cooking Green to see if she will donate a program for free on Sunday Karen will infolin the group of Lori's response. Tanya contacted Liz Weiss who is not available the weekend of March 16-17th. The last option would be for Jill to contact Trish Kennelly to do a kids cooking program. • ACTION We need to define the number of white boards will need for the weekend. Polly has sent Betty the whiteboard needs for MMRS • ACTION Geetha and Melaine need to schedule the facility walkthrough with Don Johnson and let Betty, Donna and Polly know when it will take place. Someone should accompany them, Jill? Polly? Betty? Donna? • ACTION Branch leads need to gather a list of signs you think YOUR BRANCH needs! Example Sports might need a sign that says "Please keep all equipment in the field house!" or"Return all equipment to a 300`h volunteer" or something like that • ACTION Tanya/Jessie will draft a signage list for shared areas. • ACTION Tanya/Jessie Draft a shared volunteer list for Central Lobby & 300`h shared jobs. • ACTION All Branch leads need to develop an A/V Equipment list. What does your branch need? Projectors? Microphones? Speakers? Other? • ACTION Jill needs to follow up with the following facilities questions to Laurie Lucibello o Reach out to Laurie Lucibello to learn about microphones that might be used (Auditorium, Auditorium's listening devices—Jeff Leonard?, classroom systems) o To show student work, are folding display boards available? o Would we be allowed to use 25 music stands to hold signs in halls? We don't think we can get enough easels. Stands could be adapted. lightweight, easy to carry Review Program Spreadsheet The group went through each item on the spreadsheet. It was reviewed, updated and locations were assigned. a. Instrument Petting Zoo—Jeff Leonard—Band room b Mary Pappas—TV class displays, her classroom c. Dance Inn Sunday 3.00— 5.00 p.m. Legacy Dancers d. Artisans in Art Wing classrooms. 9:30 — 11.30 12.30 —2.30 2.30 —4.30 e. Student work. two classrooms near Art Wing / Black Box f. Bentley Boyd workshop(s) Black Box g. Food begins at 11.30 h. Sports in field house—times vary Ping Pong 1.00—3.00 YoYo 1.00 —2:00 i. Military Panel 10.00— 12.00 Science Lecture Hall Additional discussion about Military Panel • Military History Panel Questions & comments about Reception. o By invitation only? o Who is invited? o If 300 people use Golden Ticket for this event, do they all get to go to the reception? o Who is paying for this reception? o What is location for the reception? o There aren't any receptions for other events. How will it feel if the audience is divided and only some people get to go to the reception. Jessie said she thinks that the idea was to invite elected state/federal people—and maybe some kind of virtual invitation to Town Meeting Members. o Concern from group that this could be seen as exclusive when spent was free and open to the public for the entire weekend. o Suggestion was someone contact to Jay to figure out what is in his thinking. If it is intended as small reception funded by Jay, then it should possibly be held off-site for small group at separate expense so all people who attend the event arrive at same time & feel congenial/ equal. There was confusion about who was paying for this event and some people heard Jay was paying. o ACTION Need to clarify with Jill and Mollie before talking to Jay! • Lincoln Lab questions Shelby read an email from Jill Hai. Shelby will reach out to his Lincoln Lab contact to confirm date for his panel. There are two ways Lincoln Lab might be participating—with Shelby has been on the books for a long time. New idea is interactive display for the Saturday morning panel. It sounds like there is something confusing Lincoln Labs. Shelby's speaker shouldn't be connected to interactive display, as far as Shelby knows. Shelby will sort it out. • Auditorium will be used as coat room dunng hours of the dance • LexMedia. what should be videotaped? Branch leads to identify what programs could be taped and the LCIW committee needs to provide Florence DeSanto with one consolidated list. • Jessie/Tanya will help organize lobby Suggest having a display (small) for each branch so people know their options. It would be nice to have visual items. o Betty/authors Betty will get 3 -5 book jacket images for J & T o Branch Leads need to think about what would be visually attractive to represent your branch • ACTION Will Sue Rockwell reach out to see if Hancock Bell-ringers would participate? • Would like 30+ "Ask Me!" buttons for hallway volunteers. (Could we ask Judy Crocker? Or Irene Dondley?) Golden Ticket Discussion • Golden Tickets will go on sale Monday February 11th!! • For the next meeting on February 8th at 10 30—Polly will ask Betsy to create a template Will print color-coded sheets. • Anyone who can arrive at 9 30 a.m. to cut the tickets in preparation for Monday 2/11 will be very welcome and helpful. We will work as assembly line to get the work done cheerfully & quickly Tickets then to Town Hall. • ACTION Each LCIW committee member should come to next meeting knowing which event s/he wants for their Golden Ticket. Some equitable number should be picked per Committee Member These tickets need to be pulled before they go to Town Clerk, so it would help to decide now Public Relations Update Facebook—see separate handout. Each branch will get spotlight once a week starting next week. Because there is so much happening, this will be the quickest way to get the information out to many people. Web updates— send to POLLY (not Cheryl) Send to Polly by Sunday evenings so she can pull it together by Monday at Noon. It is published weekly on Website each Wednesday E-mail please use this at start of every email message so it is easy to identify 300 / Subject Heading example. 300 / Signage—please submit your signage requests by Friday example. 300 / Committee Celebration—where is our afterparty?! Town Clerk, Donna Hooper, requests a copy of all formal email. If you want to write something completely silly, you might want to leave out the "300/"—or, leave it in so a future historian can get a good laugh at the way we need to pull together to hold such a giant event! If you use the "300/" it will be easy to grab all of your formal email messages, save to flashdnve, and give to Town Archive Discussion of Signage Tanya and Jessie will start a list based on the lessons learned from the other events, especially the Country Fair Agreement that there should be some uniformity for basic services (restrooms, for example)—and color coding for branch-specific things. Aim is a simple system that doesn't make us crazy! Try to share signs where possible (Restrooms and Sports to the left) or (Food and MMRS with appropnate arrow ) T & J will start list to circulate at next meeting.