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HomeMy WebLinkAbout2012-04-09-LEX300-dance revolMintues from Dance Revolution 300 - Meeting April 9, 2012 at 88 Winter St. Lexington 300th Anniversary Celebration Attendees - Kamala Soparkar Kathleen Lenihan Katie Cutler Laura Swanson Diane Biglow Jennifer Camp Darlene Wigton Tanya Morrisett Jessie Steigerwald Tina Graf Committee members not in attendance: Robin Spencer Allyson Huntington Julie Vincent Jeri Zeder Trish Carey Michael Resnick Next meeting - Friday, April 27 - Kamala's house, 88 Winter St. at 10am Quick updates on the to dos from last meeting were given: Kamala to follow -up with Jeff and get back to group. - yes, there are staging platforms we can use, 16 - 4'x8' platforms that can be set at 16" or 24 ". Kamala to work on forms that need to be filed - on hold pending final determination of dance structure Kamala and Kathleen to modify numbers per our meeting and be ready to forward to Larry by April 1. -Done - Initial budget was $15k -$20k. Response that came in after our committee meeting from the 300th committee is to create new budgets with a down scaled event in the $8 -$10k region. Per the ideas that were generated in our DR meeting, Kathleen is creating new budgets for different scenarios and will forward on to Jessie and Tanya for direction from the 300t" committee. Kathleen to confirm with Marcie configuration of time so that we can set the text for 1 publicity purposes - Marcie is not able to run the swing /Waltz portion of the dance after all. We spent a fair amount of time discussing the structure of the dance again and decided that with the desire to pare down the cost, the new structure could be to have Contras /Early English from 6:30 -7:30 - instructor led -live musicians, 7:30- 8:00/8:15 -Swing /Waltz -live musicans - perhaps just the music and no instruction, 8:15- 10:00pm DJ all in the gym. We spent a fair amount of time discussing this - Kathleen has since talked to Andy and she is happy to teach a simple swing step if we want to have this to get folks started. If we find we have the budget, Laura and Darlene said they could teach the swing /waltz portion in Commons II, but we would have to hire musicians and PA equipment. Kamala and Kathleen will follow up with Jessie and Tanya to determine what the 300th committee would like. Diane to call Lex. Arts and Crafts to see if someone would create these wall sillouettes for us - Diane has called, they are working on it. Diane to follow -up. Katie will organize a trip to check out the space for decorations before the next meeting and email the group and those that can make it and want to go, can. Still to be done. Diane will look into the cost of renting a bubble machine - Diane did and they are approximately $25 /machine, the rental guy is thinking about how to ensure that the bubbles go straight up and not to the sides. Laura's husband may be able to help with other ideas of ways to "cap off the night." She will follow -up with him. Kamala, Kathleen and Robin to work on what our proposal would be and hopefully be able to present at their next President's meeting, first week of April. - this was done, we are awaiting the response of the PTA Presidents - we proposed at the meeting for either "profit sharing" or "provide volunteers" - since the meeting with the PTA President's meeting and our DR meeting, we have learned more about new food guidelines coming into effect A ug ust, 2012, we are now proposing just the "volunteer" option. It is likely that any food being sold in school buildings will have to meet the strict guidelines of the USDA and Lexington's Wellness Committee, regardless of whether the event has any school affiliation - this means no products with refined sugars, among other things. Kamala to create formal proposal to PTAs and collect responses. Also, we discussed the possibility of asking LEXFUN to come in and create a "craft table" for little kids who are tired of dancing or who didn't want to dance to begin with but have other family members who wanted to dance. Need to determine if we really have space for this in the 6:30 -8pm time slot. Kathleen will follow up with LEXFUN to see if they are interested, assuming we can accommodate them space wise. We should be able to either get a classroom or use Commons II if that is not being used for dancing after all. 2 We had a fair amount of discussion about budget items and how to fund the event. Jennifer and Tina mentioned that they thought they might know of individuals who might be interested in donating -they will follow -up with Larry Link. From the co- chairs meeting: Jessie and Tanya mentioned that DR should meet separately with Betsy Sarles regarding poster needs. Kamala and Kathleen to follow -up. There may be souvenir items created that will be sold at various events, we could sell them at DR 300. If anyone has ideas about what would work well, bring them to the next meeting. Finally, there was mention of the Volunteer Appreciation Dance that is being planned by Jessie and Tanya for April 29, 6 -8pm - details to come from them. Next Meetings: Friday, 4/27 @ 1pm Monday, 5/7 @ 10am Friday, 5/18 @ 1pm Friday, 6/1 @ 10am Monday, 6/11 @ 10am To Dos before the next meeting: • Kamala to work on forms that need to be filed - on hold. • Kathleen to budget dance scenarios and forward to Larry, Jessie and Tanya for direction from 300th committee. • Diane to call Lex. Arts and Crafts to see if someone would create these wall sillouettes for us - in progress. • Kamala to create written proposal for PTA Presidents to respond to. • Katie will organize a trip to check out the space for decorations. • Laura to work with her husband on other idea options for end of dance. • Jennifer and Tina to identify individuals with an interest in donating and coordinate with Larry. • Kamala and Kathleen to follow -up - Jessie and Tanya mentioned that DR should meet separately with Betsy Sarles regarding poster needs. • Kathleen to contact LexFUN to determine their interest in involvement. 3