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HomeMy WebLinkAbout2025-12-03-LEX250-min Semiquincentennial Commission (Lex250) December 3, 2025 Meeting Minutes 4:30-6:00pm Pursuant to notice duly filed with the Town Clerk, the Semiquincentennial Commission (Lex250) convened in a fully remote format via Zoom video conference on Wednesday, December 3, 2025 at 4:30 PM by Mona Roy as allowed by legislation (S.2475) extending the suspension of certain provisions of the Massachusetts Open Meeting Law. Members Present: Mona Roy (Chair), Bridger McGaw (Vice Chair), Ashley Rooney, Jillian Tung, Steve Connors, Melanie Lin, Cleve Coats, Cerise, Bebe Fallick, Paul O’Shaughnessy, Doug Lucente, Barry Cunha Guests: Steve Bartha (Lexington Town Manager), Taylor Galusha (Director of Communication, Town of Lexington) Format: Zoom only. Meeting recorded in lieu of note-taker (Noah absent) 1. Call To Order: The Chair called the meeting to order. Quorum confirmed. This was a special overflow meeting; approval of prior minutes was not on the agenda. 2. Signature Events Workgroup Report: Barry Cunha presented the draft events calendar. The workgroup met twice to compile a month-by-month schedule, with one event per month designated as the signature event. Highlights include:  December: First Salute event (linked to Hanukkah) and menorah lighting. Date of menorah lighting to be confirmed with Jerry Michelson / Lex Retailers. Bebe Fallick to coordinate with Taylor on First Salute promotion.  January: MLK Week of Service tie-in; Lexington History Museums Ken Burns Revolution Monthly Series (format details pending, Barry to follow up with Sarah at the Museums).  February: Black Patriots of Lexington presentation to be repeated; Sean Osborne confirmed willing. Venue TBD.  March: Community music and performance event, co-organized by Cheshire Rajamani and Reggie O’Hare-Gibson. Lexi Herr Women’s Event also planned for International Women’s Month.  April: Patriots Day celebrations (Tower Park battle confirmed for Saturday, April 18th; full Fri-Tue schedule under development). Artists’ reception for Riding Through History tentatively April 30th (Jillian Tung to confirm). Lexington Symphony spring concerts to be added to calendar.  May: William Diamond Jr. Fife and Drum Corps 25th anniversary, first weekend in May. AAPI events including a 5K (Melanie Lin to provide dates). Farmer’s Market opening May 26th combined with Revolutionary Revelry / history of farming event.  June: Lexington’s History Through Food (signature event). Knights of Columbus gala possible (Barry to follow up).  July: America 250 programming under discussion; details dependent on budget and leadership. Drone/fireworks show possible but will not be publicized until confirmed.  Other possibilities: Henry Louis Gates talk; wartime music festival; bike ride through history; authors panel; Voices on the Green event; Hancock Church concerts; Lex Lux Illumination; Festival of Colors. Members with events were asked to send Barry dates by January 1st. Ashley Rooney will write an article for the Lexington Times targeting January. Calendar will be shared with Economic Development for coordination with Mass250 and the town’s community calendar. A single unified events calendar is the goal. 3. Budget Discussion: Steve Bartha presented context on the budget document prepared by the Finance Department, which shows FY26 incremental costs for Patriots Day at approximately 75% of 2025 crowd levels. The Commission’s available balance is estimated at $26,000-$34,000, well short of projected needs. Key points noted: • A citizens’ article at Town Meeting is not a viable path for additional funding: Town Meeting begins March 30th (two weeks before Patriots Day), the Town faces a roughly $4 million budget shortfall, and procurement timelines would be unworkable. • Current figures are estimates based on unwritten scopes of work. Bridger McGaw noted that rescoping event management, AV, transportation, PR, VIP credentialing, and reviewing stands is the critical path item before real numbers can be determined. • Cerise confirmed that the Celebrations Committee is prepared to resume credentialing, as it did in prior years before 2025. • Steve Connors noted that transportation costs should be substantially lower than 2025, as events will not require multi-town shuttling. • Melanie Lin suggested developing a collaboration model with community organizations to co-host and potentially co-fund events. The Chair agreed to explore this offline with Melanie. Melanie also recommended better donor acknowledgment and engagement practices going forward. Outcome: The Commission will not pursue a Town Meeting citizens’ article. Next steps are to define scopes of work, proceed through town procurement, and explore community partnership and fundraising models. No vote taken. The Chair asked that the budget constraints to be clearly documented for the record. 4. Horse Disposition Update: Jillian Tung and Doug Lucente reported on a meeting with Carolyn Koznoff, Melissa Battit, and Christine Dean. Disposition of the horses is legally complex because they are town-owned property subject to municipal rules. Carolyn Koznoff is researching available pathways and has not yet reported back. No motion was made. Item to return when her findings are available. 5. Communications Plan: Taylor Galusha presented a draft day-by-day editorial calendar covering December through July, featuring event promotion, VO250 volunteer updates, Tourism Tuesday content, historical posts, and resident stories. Bridger McGaw described it as an internal planning tool to align messaging across channels and document Commission communications requirements. An outstanding issue was identified: JGPR currently holds login credentials for Lex250 social media accounts that are town property. Steve Bartha offered to contact JGPR to retrieve credentials. The Chair asked him to stand by while she and Taylor meet Friday to review the JGPR contract and manage the transition. The Chair and Taylor will meet Friday to establish credential access and plan the handoff. 6. Adjournment: Doug Lucente moved to adjourn. Roll call: all members present voted yes. Meeting adjourned unanimously. Minutes prepared from recording transcript.