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Home My WebLink About2013-03-01-LCIW-min.pdf LEXCELEBRATE! INCORPORTION WEEKEND (LCIW) Meeting Minutes — March 1, 2013 in Parker Room Attendees Betty Gau, Polly Kienle, Donna Burns, Lisah Rhodes, Sue Rockwell, Van Seasholes, Molly Garberg, Cristina Burwell, Shelby Kashket, Tanya Morrisett, Jill Hai, Beth Briggs AGENDA • Housekeeping o Identify someone to take minutes • Public Relations Update • 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 o Equipment Requirements for Each Program & Location o Signage Requirements • Schematics to LHS Head Custodian • Volunteer Recruiting • Parking and Reserved Spaces • Budget Review • 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, 7 00 p m — Dinner at Lexx to Celebrate! MINUTES ARTS BRANCH Briefly went over what was reviewed the night before (see Minutes of February 28th) Lisah spoke about the instrument petting zoo If they cannot get Jeff Leonard and his instruments, then Lisah will have her children and friends bring their instruments and run/conduct this Time to be 10 00-11 00 in Band Room Discussion about Lisah and Cristina getting into the rooms they will be using on Friday after school. Jane Hundley will also be needing to move all the student art work on Friday to high school FACILITIES Action Item Imperative that by Sunday evening all schematics for rooms/areas be sent to Jill Hai. Jill has a meeting on Monday with Lori Lucibello Send this info as a PDF to Jill. Action Item Betty to send consolidated spread sheet information to Don Johnson. It was requested that all branch heads take pictures before hand of the room/space they are using to make sure that everything is put back into place after event and also to document if anything is broken prior to using the space Important that we leave the space as we found it. Action Item. Tanya will email everyone regarding their equipment needs before she emails Jill Hai. Jill brought up the concern that there is a high school dance on Friday evening in Commons I which will not enable the MMRS to do their set up Discussion if MMRS could just bring in the equipment and store it until the next morning. Action Item Polly is going to speak to MMRS concerning the set up of their equipment with regard to the space being used on Friday evening for a high school dance PUBLIC RELATIONS Polly brought us up to date on the PR for the Week of March 3 The idea is that everyday a list serve posting is to be submitted on one branch topic to the event. Each person is responsible for writing his/her own content and sending the communication out via list serves and to send a copy of this to Tanya, Polly and Cristina The schedule for the week is as follows ACTION ITEM: When Who Topic Mar 4, Monday Polly Bring the Photos Mar 5, Tuesday Jill, Mollie 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 Discussion of format of list serve posts Make sure the Heading is 300/March 16/The topic (see wording above) Also note at bottom of posting http //www Lexington300 org Action Item. Diane Dailey will also send out a link for everyone to use to include volunteer information link to sign up genius. DONE Discussion of Polly to go first in this so that all URL's we need to use are included Discussion of "blooming" of lawn signs. They need to be 10 feet back from the road and make sure they are securely into the ground and neat Banner is going up next week in the Center of Town after Monday's election Email to be sent out regarding people gathering at Cary Hall steps on Sunday March 3rd to take a picture Image will be used in the Lexington Minuteman pullout the week of March 14th Watch email for time Action Item. Polly will be responsible for getting banner after picture to Donna Hooper, who will then give to DPW. Also, 100 posters also need to be hung up around town Asking all to take bookmarks and pass them around at all our book group meetings/churches, etc. Mollie brought up photos she sent to Polly and how they will be used Polly advised that they will be used on Facebook. Discussion that so far we only have 30 volunteers signed up We need to make a push to our friends to volunteer Everyone should get at least 5 friends to sign up Also, we need to sign up to volunteer for the Dance Around the World Need more diversity on volunteer sign up ACTION ITEM: Tanya to send email that we can use to send to friends to volunteer Discussion of volunteer attire white shirt/dark pants Sue Rockwell discussed Mike Barrett, State Senator, presenting State House Resolution (3 presentations) congratulating Lexington on their 300th He would like to do it at LCIW with Ken Donnelly (Jay Kaufman out of town) The first presentation will be held in the Auditorium at Kickoff (9 30 am) of LCIW weekend After presentation we could announce on PA what events will now take place ACTION ITEM: Tanya to contact Sheila Butts, secretary at high school regarding use of the PA system in Main office. ACTION ITEM: Sue Rockwell to contact Mike Barrett with regard to presenting this proclamation in Auditorium before the 10.00 History and Politics panel ACTION ITEM: Who will introduce Mike and Ken This person will then lead people in "open direction" ACTION ITEM. Jill Hai to email Geetha about time for exhibit display in gym with regard to decorations for evening Dance. HISTORY AND POLITICS Jill said they would like 9 long table cloths for exhibit tables (8 00-1.00) Discussion of Jill sending bios of panelists to Polly Panel talk will be 1000-12:00 (11.30) with Questions and Answers Exhibits can be viewed 10.00-12 00 Hanscom is willing to stay as long as people are interested in viewing Betty went over spreadsheet times for History and Politics panels and Hidden Treasures time was updated ACTION ITEM: Jill and Mollie will get together their signage requirements to Polly Discussion of brochure/guide for day of Saana McDaniels will be creating this document. First meeting of this was held the night before (Thursday evening, February 28th at 8 30 pm) Discussion of everyone's particular signage needs to Polly Areas to include "kid language Unescorted children to be escorted to Hospitality Table Children under the age of 14 need to be with adult/parent. Parking Person in charge Ilene Benghiat. Discussion of food vendors needing to stay all day Everyone else needs to unload then find parking. Need to tell Artisans not sure front parking will be available when they arrive Will have runners available to help them unload/watch their items while they then go and park. If we do have "saved parking spaces" should we have "parking permits" available for dashboard? Discussion of branch heads writing to their panelists/authors, etc. and telling them that parking is available on surrounding streets (other than in front of high school of Worthen Road) Action Items Will request Ilene to come to next meeting regarding these questions. BETTY REQUESTED ILENE TO ATTEND 3/8 meeting. Action Item Contacting Lexington Police about parking on Parker Street Discussion of police, fire needs and budget costs Action Item. Beth Briggs wants to be included in any meeting with Health, DPW, DPF with regard to budget costs. Donna Burns brought up the "cleanliness" on the exterior of High School on her last visit Action Item: Facilities walk through with Don Johnson regard to cleanliness Minutes respectfully submitted by Donna Burns