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HomeMy WebLinkAbout2000-03-21 Millennium Steering Committee Minutes. } s >r °TJIz xtftbinilm Party ~G Kear,q), m w JII at L, 6.l Prcrmlrrr 3 19R9 ; Minutes Millennium Steering Committee March 21, 2000 Meeting # 32 The meeting was convened at 7:12 PM in the Employees Lounge of Town Hall. ASS. A€, In attendance: Anna Carroll Foulds, Alan Foulds, Mary Hatfield, Dick Stosez, and Mary Williams. Non-committee members: None. Business 1. Minutes The minutes of February 29th, 2000 were approved. 2. Correspondence Anna (Ace) reported that she has received a bill for the post office box for the coming year. She also received a package of filing forms from the Attorney General. Both will be turned over to Brenda Smith. 3. Book Proposal As part of the original proposal for the Millennium Party, Alan Foulds described a project to produce a video tape and companion book depicting the town at the last turn of the century. The tape was indeed produced by Alan Foulds and Phil Rushworth, and was titled The Last Turning. Alan told the committee that the companion book may yet be produced, and he asked that the committee endorse the idea of him approaching the Board of Directors of Reading Celebrations, Inc. to foot production costs. On a motion by Dick Stosez, and seconded by Mary Hatfield, the committee voted unanimously to endorse Alan's idea. 4. Board Votes Anna (Ace) reported that the Board of Directors of Reading Celebrations, Inc. met on March 20, 2000 to act on votes that this committee had made in February. She also reported the following actions taken by the board: Voted a $2,000 donation to the Reading Firefighters Thermal Imaging fund. Voted a $25 gratuity to each of the three Papa Ginos workers who were on duty when the restaurant fed the Project Concern performers. Voted to make a $50 donation to each of the three Girl Scout troops and one Camp Fire group that helped with preparations for the Millennium Party. The board had an issue with turning over profits from the Millennium Party to the Celebration Trust. Alan Foulds presented documents showing the votes of the 350th Anniversary Steering Committee and the Town Meeting acceptance highlighting the stipulations attached to the $10,000 seed money given to the Millennium Party Steering Committee. The board then agreed. The Steering Committee had previously voted that the corporation should retain $500 to cover filing fees and other costs associated with corporation business. The board had concerns about potential tax expenses and voted to retain $5,000. Any unused money will be returned to the Celebration Trust when all books are closed. Anna checked with a CPA who told her that the late filing fee is only $50 per filing. 5. Issues List Alan reported the following outstanding issues: Girl Scout donations, to be paid by Brenda Smith. Camp Fire donation, to be paid by Ace Papa Ginos gratuities, to be paid by Brenda Smith Donation to the Thermal Imaging fund, to be paid by Brenda Smith Money returned to the trust fund, to be paid by Brenda Smith The March minutes will be completed by Alan and delivered to committee members, Town Clerk, Library, and secretary of the corporation (Rita Robertson) T-shirts to be disbursed to the Rotary, Lions, and Chamber of Commerce road races (Ace), Homeless Shelter (Rita Robertson.) All issues are to be resolved by Saturday, March 25d`, 2000. 6. Review & Approve Final Report Ace passed out drafts of the final report. She asked that all comments be received by her by 8 PM on Thursday, March 23rd, 2000. Dick Stosez reported that he was not comfortable with the figures in the report concerning expenses of the souvenir shirts. Dick produced bills that show a much lower amount. Alan's figures which show expenses of $3,814 appear to match closely with what Dick believes. Dick will talk to Brenda Smith to resolve the difference. 7. Open Discussion, Final Thoughts Mary Williams outlined her plans for a "Last Night Celebration" on December 30, 2000. To date she has the following ideas in place: The entire celebration will take place in the High School, beginning at 3 PM. There will be two doors where buttons will be sold. There is a possibility of fireworks. The D.J. is already lined up. Eddie Dee is a possibility. The Bucket Band has been signed up. Strand Sound has been signed up. Alan moved to authorize the Chairman to approve the final set of minutes. Dick seconded the motion and it carried unanimously. 8. Adjourn Alan Foulds moved to adjourn Sine Die. It was seconded by Dick Stosez and approved unanimously.