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Home My WebLink About2011-01-26-LEX300-min Lexington 300th Anniversary Celebration Committee Town Office Building- Room 111 - 12:00 p.m. January 26, 2011 Minutes Members. Eric Carlson Not Attending Susan Rockwell Attending Denise Dube Not Attending Cynthia Savage Not Attending Mary Gillespie Attending Ernest Van Seasholes Not Attending Donna Hooper Attending Benjamin Soule Not Attending Jane Hunclley Attending Jessie Steigerwalcl Attending Richard Bollen Attending Suzanne Barry, Ex-Officio Not Attending AGENDA. 1 Working Group Updates 2. Financial— budget & fundraising 3 March 3, 2011 Community Meeting— 4 Other Items 1 Working Group Udpate a. Donna Hooper updated committee on plans to post a `google' calendar on the web site b Donna reported the FY2011 appropration of$2,000 should be expended by June 30th or transferred to gift account for future use c Events Sub-Committee presented draft overview of Events 2012-2013 Discussion question Should celebration conclude in May/June or September 20139 Points Momentum will be greatest during the fall-spring months Many travel during the summer School is not in session during the summer People might return to September 2013 season& feel less enthusiastic than they felt in the spring. Decision. Group reached consensus that we would prefer to have high momentum throughout the event season. Prefer to conclude in May— don't want to lose steam. Discussion question Will we reach out to other"Lexington" towns If yes, how9 Points Mary Gillespie shared article about Lexington, KY Sue Rockwell shared a preliminary list of"Lexington" towns Brainstorming Jane noted that the 4th grade curriculum offers strong correlation — students learn about national geography Sue observed that we could invite other towns to participate in a variety of ways send greetings, send a float for Patriot's Day parade, visit for special events Anne suggested students might want to learn why other towns were named Lexington. Mary suggested pen pals as one possibility Jane noted this could become part of student sharing during Incorporation weekend. Decision. Dick will do some further research on towns named "Lexington." Jane will consider school projects that support this outreach effort and create meaningful learning opportunities for our students Jessie will draft a sample invitation to send to other towns Lexington 300th Anniversary Celebration Committee Discussion question Are we interested in having a group like Story Corps come to record residents sharing thoughts about what it has mean for them to live in Lexington Points There are similar companies who have a traveling recording booth where you can record citizens answering common questions Story Corps costs approximately $3500 for a day and offers advantage of cataloging recordings with the Library of Congress Sue noted that a group called Mass Humanities (9) might be similar Jessie suggested the expense could potentially be covered by a sponsor who wants to make a larger gift to the 300th Decision. We should research this further We should also start a list of opportunities (with their costs) and have that available in case sponsors start asking how they can help Discussion question Are we interested in trying to have "They Nobly Dared" revived Points The production was very well received, educational and valuable for the community Decision. We would like to see if it can be offered as an October 2012 program. Discussion question What is the Garden Club up to, in terms of connecting to 300th9 Points Ann Webster (anmewebstl l@gmail.com 781 862-1605) attended on behalf of the Garden Club She shared that the Garden Club is having a 135th birthday They are the oldest Garden Club in the country and were originally organized to prepare for a Presidential visit The Club has 300 members and is currently brainstorming best ways to connect to the 300th Some ideas generated included designing landscaping/plantings to complement the (possible) new monument/time capsule idea. Having a special year-long project to intensify the visibility of flowers This would best be accomplished if additional volunteers were recruited to help with the additional maintenance Recent improvements at Hancock Clarke house have revived the colonial herb garden. Sue suggested it would be nice to bring back the walking tours where people could walk at their own pace and locate markers to learn more about town history Jessie suggested a"Walking Through Thyme" walk organized by the Garden Club could highlight plants from different decades Dave Pinsonneault has possibly already initiated CPA request for funds for a monument Garden Club might want to check in with him to discuss possible locations, like Emory Park Decision. Garden Club will consider all of these ideas Discussion question What do we need to do to plan for March 3rd community meeting Points We need to plan the evening. We need to coordinate the outreach. Jane has reserved the Fiske school library Coordinating Outreach Points Sue suggested additional groups to add to the list, including CAAL and the Indian Cultural Group Meriam Hill was suggested by Anne Jessie suggests East Lexington Civics Association. Decisions Jessie will ask Donna Hooper if Community Service credit might be an option for help with some of the mailings, posters, etc Sue will e-mail Jessie the labels for organizations we want to contact. Jessie will simplify the Events document Jane will edit the Events document Sue will revise her outreach letter and send to Jessie for any edits If possible, the Events document will be copied on the back of the letter, giving recipients a glimpse of the 300th Sue will sign an original letter and bring to Donna. Jessie will coordinate with Donna Hooper to get the envelopes stuffed. Lexington 300th Anniversary Celebration Committee March 3 Agenda Points Sue can welcome the attendees Jessie can provide summary of Events calendar Jane will provide update on work in the schools We can give an example of how one group is incorporating—Fife and Drum Corps Time for discussion and questions Discussion question. Should there be a submission date? Points People work well with structure We need to have information so we can plan. Decision. Preliminary proposals due June 1st, 2011 Committee will respond with feedback by July 1st, 2011 Final proposals will be due October 1, 2011 Topic Fundraising Workgroup Decision. We need to recruit members Topic 501(c )(3)? Points Additional responsibilities Prefer to avoid duplication of efforts Uncertain how sales of t-shirts, pencils, etc might work. Questions about sales tax. How does the town handle this when they sell recycling bins Compost bins Decision. Sue will continue to work on this Topic Logo Points Van Seasholes and Mary Gillespie met with Sean Hagan Decision. Image was selected to go back to Sean. Sean will work with student to ask for two updates Including 1713 and 2013 Including image of Lexington farmer Colors Blue and yellow Meeting Adjourned 1 30 p m. Respectfully Submitted, Jessie Steigen>>ald Donna Hooper