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HomeMy WebLinkAbout2011-04-28-TCC-min Minutes Town Celebrations Committee April 28, 2011 Town Office Building, Room 111 Members present Suzie Barry, Dick Crogan, Linda Dixon, Jo-Anne Granger, Julie Miller, Wayne Miller, Henry Murphy, Sandy Podgorski, Charlie Price, Jim Shaw, Dave Taylor and Bob Tracey Members not present Mary Gillespie, Paul Jenkins, Sondra Lucente, Bill Mix and John Rossi Business  Suzie Barry called the meeting to order at 7:35 pm.  The April 14, 2011 minutes were accepted with one correction. Memorial Day, May 30, 2011 Updates  Parade permits have been obtained.  Suzie Barry will order the buses tomorrow.  Sandy Podgorski will gather names of VA Hospital volunteers who are Lexington residents and prepare an invitation asking them to participate in the parade.  Ten wreaths will be ordered; scouts will be contacted to help with distribution.  Linda Dixon has contacted the guest speaker, Cheryl Poppe, to confirm her participation. Cheryl was invited to join in all parts of the morning program (Fire Department and Westview Cemetery visits, walk the wreath-laying route etc).  Suzie will talk with Jeff Leonard about inviting an LHS student to sing at the ceremony.  Rev. Paul Shupe will contact Linda when he has found a clergyperson for the ceremony.  Sam Doran of the Lt. Col. John W. Hudson Club of Lexington, MA has been invited to the May 12, 2011 Town Celebrations Committee meeting.  A motion was made and accepted, with one no vote, to remove the reading of the Governor’s Proclamation from the ceremony; however, the proclamation reading will be reinstated if there are sufficient requests for it. Patriots’ Day, Recap Reenactment  Jim Shaw commented that the reenactment went well. Wheel chair placement issue that morning was covered nicely; he heard compliments to the fact. Jim would suggest that as folks enter the gate area and receive their wrist bands, we move them along to the bleachers or reviewing stand and not let them stand around creating congestion as others are coming through.  Dave Taylor reminded us to bring flashlights next year.  Dick Crogan felt that everything went well. There was some confusion surrounding the DPW crew. They were being stopped at the gate when they should have been given access.  Wayne Miller, too, felt that the event went well.  Henry Murphy noted that we had a good crowd.  Linda Dixon felt things went well and reminded the committee that it is important that we be nice to our guests.  Sandy Podgorski mentioned that there was a problem when someone without a ticket requested a wrist band for her son. The committee will discuss the ticket matter at another time.  According to the Fire Department, tickets issued for the bleachers and reviewing stand are supposed to adhere to seating or standing room capacity; it is considered a safety hazard when exceeded. Seating and reviewing stand numbers exceeded the safety limit this year. Charlie Price commented that the safety issue (one ticket per person and only to capacity) should be strictly enforced. The committee discussed the need to direct people to where they should be (either bleachers or reviewing stand), not to where they want to be.  Bob Tracey had to redirect the news media, who were trying to enter the wrong gate. The Minutemen will be asked to give them better instructions next year. Bob thought we had too many people working at the gate.  Suzie Barry mentioned that three medical emergencies occurred this year, which could have delayed the start of the event. Town Celebrations, Fire, Police and DPW will meet soon to discuss logistics for handling emergencies that may occur in the future. The handicap area was very full this year; the Minutemen will be asked to designate a new place. We need to be alert to folks who try to crawl under the ropes between the VIP and bleacher areas. AM Parade  Suzie Barry mentioned that the Minutemen arrived at Muzzey field on time.  Suzie noted that the spectator crowd was smaller this year. AM Ceremony  The parade arrived at the green very early. Suzie will ask if the middle schools band can play a piece at the green in order to get them to stay through the ceremony. The podium will need to be moved a little to enhance the flow of people around it. Youth Commission masters of ceremony were great.  Dick Crogan said that having someone in charge of lifting and lowering the microphone according to the speaker’s height helped the program move more efficiently.  Jim Shaw heard comments from folks who thought that the program went smoothly. The Minutemen thought the children were too close to the volleys.  Charlie Price asked why we are still flying the POW/MIA flag. Is the flag war specific?  The following people received awards –  Elissa Bowling, Harris-Potter Award, given by the Lexington Minutemen to The Most Improved Musician in the Lexington High School Marching Band  John Carroll, White Tricon Hat Award  Dan Fenn, Minuteman Cane Award th  Donna Hooper/300 Anniversary Committee, Fenn Award  Jackie O’Connor, Youth Commission Award PM Parade Banner bearer issue  Jo-Anne Granger reported that some of the children (22 in all) who signed on to be banner bearers did not show up, resulting in five adults having to carry the banners. Jim Shaw stated that it is inappropriate for adults to have to carry the banners. Golf cart distribution along the parade route was a problem. If the carts had been available, then the bearer problem could have been relayed to Suzie. It was mentioned that the phones should have been utilized as well to alert Suzie.  Julie Miller recalls that, in the past, banners were left outside the fire station, but this is no longer done. Not having the key readily available to access the banner storage area held up the preparation process. Jim feels that having the banners available for Mary Gillespie when she needs them is important.  Seven people were assigned to banner bearing. How this is handled needs to be overhauled as soon as possible. It was suggested that reminders are needed prior to the parade. Patriots’ Day fell around holiday time this year, which may been why children dropped out at the last minute.  Jim mentioned that we need to talk with the parents to find out their concerns about having their children participate as banner carriers. He also commented that it was nice to see multigenerational participation in the parade on behalf of Julie Miller’s family.  An unidentified woman told Jo-Anne that children were asked to get out of the parade because the banner they carried was in the wrong place. Float Judging This year’s winners in the Civic category are  Operation Home Ties, First Place ($75 gift certificate)  Lexington Field & Garden Club, Second Place ($50 gift certificate)  USS V1 (Marblehead-based) Submarine Veterans, Third Place ($25 gift certificate) Youth category  Chain Link Club of Clarke Middle School, First Place ($75 gift certificate)  Lexington Youth Commission, Second Place ($50 gift certificate) Business category  Wagon Wheel Nursery & Farm Stand, First Place ($75 gift certificate)  Mahoney’s Garden Center, Second Place ($50 gift certificate) Other discussion  It should be noted that, in the future, the Hallamore Clydesdales and Wells Fargo wagon not be grouped together.  Jo-Anne thought that the Tony Barrie Band was very good but was placed near the end of the parade. Could we have a better distribution of bands next year?  Jim Shaw reported that Ed Markey wanted to include his car in the parade at the last minute. He was not given permission to do so and, as a result, was upset. The car was included in the parade anyway. Jim expressed his feeling that courtesy between committee members is very important.  There was confusion among the parade participants about where the parade ended. Dave Taylor noticed the problem and went to the corner of Massachusetts Avenue and Worthen Road to direct the groups to the town pool parking lot.  LexFun group was ahead of the Bren tank throwing things into the crowd, which caused problems. Throwing anything into the crowd is not allowed.  The new banner bearer return system introduced this year worked very well. Having the tent was a great visible indicator. Linda thinks a sign for next year indicating Return Banners Here would make the system even better. Linda and Sandy think it would be a good idea to add another volunteer to this effort to help hold the children at the tent area until they are picked up.  Suzie had a count taken of the participants in each of the parade units.  Folks did not know that water was available. Water will be put on ice and signs made next year.  Charlie Price said that he had a Minuteman at the front of the parade needing a ride but could not find a golf cart to transport him. Golf cart drivers will be assigned sections next year to better handle problems that come up.  Julie noticed that someone was walking a dog in the parade. She said that the Youth Commission float created a gap by stopping and blowing the vehicle’s horn annoyingly.  Some members of the Ancient and Honorable Artillery Company of MA were unable to march, and Bob Tracey said they had to be driven.  Suzie received many nice compliments about the parade. Folks in the vicinity of St. Brigid’s were pleased that the All Bands Play Here sign was near them. All bills have been submitted for payment.  Dave Taylor is already planning his media strategy for next year. He presented a copy of the Concord Chamber of Commerce brochure of Concord & Lexington April Events. The publication is very comprehensive – it includes information for the two communities.  Linda Dixon suggested that we have another meeting before we break for summer to brainstorm about banners, golf carts, etc. Veterans Day 2011 Suzie asked that we think of names for chief marshal and of the essay contest. Meeting adjourned at 9:30 pm. Respectfully submitted, Sandy Podgorski