HomeMy WebLinkAbout2013-02-28-LCIW-min.pdf LexCelebrate! Incorporation Weekend (LCIW) Committee
Meeting Minutes — 28 Feb 2013, 7:00 p.m. at Parker Room
Attendees Betty Gau, Geetha Padaki, Mollie Garburg, Polly Kienle,Tanya Morrisett,
Cathy Eberly, Sue Rockwell, Cristina Burnwell, Jessie Steigerwald, Diane Daily, Sue
Schiffer, Donna Burns
AGENDA.
• Housekeeping
o Identify someone to take minutes
• Review Action Items from past meetings and emails
• Review Programs in each Branch for Confirmation and Clarification
o Discuss Opening Event - Mike Barrett's Proclamation Proposal
• Finalize Equipment Requirements for Each Program & Location
• Schematics to LHS Head Custodian
• Volunteer Recruiting
• Public Relations Update
• Signage Discussion
• Upcoming Meetings — 5 left before March 16th!
o Thursday March 7, 7 p m - Stone Room
o Friday March 8, 10 30 a.m - Parker Room
o Thursday March 14, 7 p m - Legion Room
o Friday March 15, 10 30 a m - Parker Room
o Thursday March 21, TOO p m — Dinner at Lexx to Celebrate!
MINUTES
• PR Update
o March 14th issue of Minuteman will have a spectacular presentation
of 2-3 pages on LexCelebrate with a Schedule of Events that can
be cut out.
o This week's update will be about the Food, History Panel and
Author's corner
o Geetha asked about adding a line or two about the dance event. It
was suggested that this is handled via a "Letter to the Editor"
o Personal invitation was mailed to everyone in the town
o The team was asked to distribute bookmarks to friends and
neighbors
o Week of March 3rd —the idea is that everyday list serve posting is
submitted on one topic related to the event.
o Each person will be responsible to write his or her own content and
send the communication out.
o The Heading will say 300/March 16/The Topic
o The schedule for this week is as follows
When Who Topic
Mar 4, Monday Polly Bring the Photos
Mar 5, Tuesday Jill, Mollie I Hear the Speakers
Mar 6, Wednesday Geetha, Melanie Dance the Steps
Mar 7, Thursday Betty Meet the Authors
Mar 8, Friday Sue Schiffer Taste the Food
Mar 9, Saturday Cristina Create the Art
Mar 10, Sunday Donna Play the Games
o ACTION Diane Daily will send out a template for everyone to use
DONE
o No formatting, colors or images should be used Take out the
hyperlinks or it will mess up the text.
o Lawn signs will be put up in prominent places
o Image of the week will capture the banner that will but put up
across the street for Lex300
o Website updates should be sent by March 4th at noon
o Letters to the Editor are due on Mondays at 9AM
Action Diane will send out the letter template to send to the volunteers - DONE
• Arts Branch
o Kids cooking green is taken out of the program
o Equipment needs are already submitted along with the form
o Jane Hundley will be the main volunteer/host for Bentley Boyd on
Saturday for his two morning programs Jane may also take him
over to the Mock Town Meeting at 1 00 p m
o Volunteers are asked to show up 30 min ahead of their slot
o For the Student Classwork program in one of the Art wing rooms,
there needs to be a volunteer in the room at all times to help staff
the LCD projector and laptop
o Children will make tricon hats out of news paper
o Children's and community art will be displayed
• Arts/Music/Dance Branch
o High School music groups have not been confirmed
o Instrument petting zoo is confirmed
o ACTION Betty asked that everyone make a list of anything
"unusual" that would be needed for signage
• Food Branch
o Food will be served between 11 30 — 2 30 PM
o The following vendors have been confirmed
• Daikanyama
• Lexx
• Nourish
• Royal India Bistro
• Sweet Thyme Bakery
• Taipei Gourmet
• Wilsons Farm
• Via Lago
• Sarah ran away with the Spoon
o Sue has requested extension cords and power strips
o ACTION Geetha requested that Jessie lend her two Hamilton
Coffee Pots for the dance event
• Author's Panel
o Author list and schedule will be ready by Thursday 3/7
Action Betty needed 3 balloons for this event. Geetha will send this request to
the decorations team
Action Sue will get acrylic frames from LEF for displaying the program
• Dance Around the World
o Facilities availability on Friday needs to be confirmed Currently the
decorations team is planning to decorate the Gym between 1-5 just
before the event.
o Equipment needs — DAW needs 2 projectors for the map
OTHER
Action Everyone needs to send out the schematic to Jill by March 3rd evening
• Jessie asked everyone to take a "before" and "after" picture of the area of
rental (Class rooms, Commons etc.)just to make sure that everything is
put back into place
Action Jessie will invite LexMedia to the dance rehearsalon Sunday March 3rd
ACTION Everyone should try to recruit at least 5 volunteers!
• Mark your calendar! There will be a Volunteer Appreciation event
scheduled in Cary Hall from 5-8PM on June 2dd Please make sure to
inform other volunteers that have significantly contributed to this event.
Send the names of any volunteers you have recruited and that have not
used signup genius to Diane Daily
MINUTES taken by Geetha Padaki
Action Items are in Yellow