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HomeMy WebLinkAbout2013-01-xx-LCIW-min.pdf Minutes: Community Meetinas Wednesday January 9 9.00 a m and 7.00 p m —at Depot Sauare • Folks should prepared to be hosts and welcome prospective volunteers • Please plan to arrive 30 minutes before the meeting(arrival times indicated here) 8 30 am - Shelby, Jill, Donna, Polly, Melanie/Geetha 7 00 pm - Lisah, Van, Shelby, Mollie, Donna, Polly, Melanie/Geetha, Betty • The goal of meeting is to recruit volunteers to help with LCIW and reinforce that this is an open group with all invited to participate • Beginning will be Tanya& Jessie providing an overview of LCIW, followed by more specific overview (2-3m.) of events by committee members, followed by a break-out • Dunng break-outs, volunteers will move to an area of event they are interested in. • Our Committee members will introduce themselves (again) and obtain volunteer names and contact details ACTION: Committee members will supply Betty with a write-up for what their volunteer needs are by this Sunday night, 1/6. Provide a one line description of the volunteer position. This will be used for a one-page reference sheet at the Community Meetings. ACTION: Betty and Jill will write a general overview of the LexCelebrate! Incorp Weekend event to provide to committee members for their reference at the Community Meetings • By Tuesday 1/8 all on committee will have emailed a one-pager overview with general volunteer openings such that we are all singing from the same sheet of music for 1/9! Some volunteer needs are • Community groups Liason- liaison with community groups not yet involved (1-2 people to tie up loose ends and be contact persons with various community groups) • Transportation and parking coordinator(Ilene to help consult perhaps?) • Co-chair for volunteer coordinator(with Diane Daily?) • ticket and button coordinators • organize printing for day-of-materials (maps, program book/brochure, signage around LHS) • money takers for Arts & Crafts materials fees • Crafts coordinator—person to help Crafts persons organize/plan and day of event • Music Branch coordinator Review of Action Items from December 14th meeting 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 Arts. Music & Dance Branch Review Cultural branch review (formerly known as arts and music) ,) - (New Branch name suggested by Cristina and seconded by Betty) • space constraints - classrooms are OK, and 2 crafts per room is OK • theme to be arts and crafts demos,with a variety of craftspeople • no "babysitting" — Signs to be placed that remind parents to drop in, not drop off(to be put on walls as well as craft tables) Polly has verbiage WRT accompanying minors • There are no CORI checks for presenters so this is considered a public event • craftspeople can charge a nominal fee for crafts that they need to supply materials for • Jane Hundley, LPS Social Studies Coordinator, will display student work from 5-K based on classroom learning these past 2 years. It was decided that classrooms can be used for this gallery of student work and it will be open from 10-5 pm. Some of the work may be displays via slideshows. • There was a question about the LHS Social Studies media display and it will be explored. • ACTION: Jane will contact Rob regarding the LHS Social Studies project as a potential presentation/running gallery • LEF grantees may be fodder for additional displays, or perhaps the odd workshop/lecture at a given time during the day • ACTION: Jill will contact Clarke art teacher who received an LEF Grant to studs in China and developed an art curriculum based on her studies, to see if she would be interested in presenting during the weekend. • community ed. folks may also be source of art/crafters • ACTION: Betty will connect Lisah to Shubhra Chandra who may have a lead for a Worli artist. • Musical additions could include instrument petting zoo, a capella groups - perhaps contacting Fred Johnston and Jeff Leonard • lots of musical groups interested - bell ringers, pops chorus, etc perhaps they could be given 20m shifts • also brought up was demos such as karate, using the black box theatre Sports & Recreation Branch Review • Donna can specify times of shorter duration than the entire day • Sports & games are for adults and kids • Kids must be accompanied by a parent. There will be signs posted at entrance to gym and field house. Same guidelines—no drop off • Can use the gym from 10-12 for rugby, ping-pong, etc • Field House from 1.00—3.00 for all other sports/games • Some events include 3 legged race, yoga demo, boot camp, ultimate Frisbee ACTION. Jessie to give Donna POC for ping pong club ACTION. Mollie to find student leader names (as some club advisors had not returned Donna's queries) • focus will be 12-3 in field house& additionally 10-12 in gym if additional clubs (e g., ping pong) respond need to be out of gym by 12 • Requests for funds (e g., sound system/DJ)to go to Betty -> Beth ->Jessie and 300th committee Mulitcultural Dance Review • Melanie reported that February 24th and March 3rd would be dance rehearsals • she has 2 DJs • Plans on classic and folk dance to be followed by pop at 9pm led by HS students Public Relations and Website Articles • All moves forward (though. slight snag that current MM editor will be leaving) • Continual articles being put forth to MM, colonial times and Lexington patch • January post card designed • All committee members will need to either provide information for an article or provide Polly/Christina with a 200-300 article about their event. Polly will be providing a sign-up for this (though. folks can give her anything any time) • The importance of a reminder to townsfolk just before LCIW was brought up (though. budget does not allow of any big ads) • LexMedia was also identified for additional PR • It was requested that all committee heads have a copy of current 300th+LCIW logos for using with their events (typically Donna Hooper or Sue approves use of said logos) • New LCIW logo should be available by Tuesday Upcoming Meetings. o Wednesday January 9, 9.00 am. and 7 30 p m. —Community Meetings at Depot Square o Thursday January 17, 7 p m. in Parker Room o Friday, January 25, 1030 a.m in Parker Room o Thursday January 31, 7 p m in Parker Room