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HomeMy WebLinkAbout1999-12-20 Millennium Steering Committee Minutesa ~ Y RL Tlae tvti~le~~xium, Party lt~h: Reddbg Mzssdusefks ; rwerember 31, 1999 Minutes ;i3 P_ Millennium Steering Committee December 20, 1999 Meeting # 27 The meeting was convened at 7:04 PM in the Berger Room at Town Hall. In attendance: Anna Carroll Foulds, Alan Foulds, Mary Williams, Dick Stosez, Mary Hatfield, Karen Sawyer, and Steve Crook. Non-committee members: Greg Hanawalt from Strand Sound, Karin Samatis, Charlie Peacock Business Greg Hanawalt from Strand Sound asked questions regarding the day's activities and starting times. He was told that the map will be turned on at 5 AM and web broadcasts will begin shortly thereafter. He said that he would have an appropriate sound system in place for that time of the morning, and the full system would be in place later on. 1. Minutes The minutes of December 13th, 1999 were approved. 2. Correspondence Alan noted that a write-up of the Reading Millennium Party appeared in the Friday, Dec. 18' edition of the Wall Street Journal. The Dec. 20' Chronicle reprinted it. Karin Samatis signed up three volunteers. Anna (Ace) reported that the $15,000 check from the Celebration Trust has arrived and has been deposited. 3. Tent Issues Mary Hatfield will check with Mary Ellen O'Neill about contacting "Dig Safe". The tent will be set up on Dec. 29`''. Mary Hatfield will call to arrange the time, on the 28'. 4. Button, Torch, and Shirt Update Buttons: About 700 have been sold. 1,000 more have been ordered. The committee will keep the police informed as to how many buttons have been sold. At this point they feel that the standard crew will be enough to handle any problems. At the most, two additional duty police will be needed. Chief Marchand has volunteered his services. Torches: Approximately 248 have been sold. Shirts: Dick reported that he has had good sales this past weekend. He has turned in $986. 5. Midnight Update Steve has emailed Craig with some of the details of midnight. He plans on ordering the aerotechnic materials during the next few days. Steve and Alan climbed the Old South tower with Alan Whitney, and worked on planning the details of lighting the clock and balcony. Steve's idea is to place Icicle or blanket lights around the balcony, which would light up at midnight. He plans to backlight the front clock face as well. The proposed sequence of events is as follows: 1. A recording of Kevin Vendt, telling the story of a century ago, will play. 2. Brendan and Babe Hoyt will sing a Gaelic somber version of "Auld Lang Syne". 3. The fog will begin forming in front of the Old South doors. 4. Sally Hoyt will talk. 5. Sally will lead the town in the countdown to Midnight. 6. The clock starts to chime. 7. Charlie Peacock will fire the cannon. 8. The clock and balcony will light up. 9. Confetti cannons will fire. 10. Music Street will play "Auld Lang Syne in the traditional manner. 6. Venues, Talent Update With the help of Ruth Gosselin, we were able to make contact with several acts that were originally scheduled for the celebration in the Town of Ayer, which has been cancelled. Through those efforts we have hired the Metro Steel Orchestra, which will play for one hour for $1,200; Trio Mara strolling mariachis. They will play at Town Hall for two sets of 45 minutes each for $1,500. The third group is the Hot Tamale brass band who will play New Orleans jazz at the Church of the Good Shepherd for two 45-minute sets. Their fee is $1,800. 7. Program Alan presented a prototype program to the group, consisting of a page 11" by 17" folded in half to make 4 pages. The program would be released immediately, while the Chronicle would still publish the listing in its special edition on the 30"'. Mary Williams suggested that we could get it printed at the school. Alan suggested that it be done in off-white, if possible, and made a motion to spend up to $200 to do so. Dick seconded the motion and it carried 5-2. Mary was directed to have the program printed in color, if possible, but to do it in the most expedient way. 8. Video, Map, Expo Updates Alan reported that all projects were progressing and would be ready on time. 9. Town Issues Ace and Mary Williams met with town officials Peter Hechenbleikner, Ted McIntire, Mike Debrigard, Chief Don Wood, and Chief Ed Marchand to discuss various issues that the town controls. We were informed that DPW has at least 50 sawhorses. Lowell Street, in front of Town Hall will be closed virtually all day. Parking will be restricted beginning about 4 AM. Salem Street, between the Common and the Old South Church will be closed near Midnight, as we request. Craig Gallant will be asked his opinion as to when the street should be blocked. 10. Budget Review See budget. 11. Review of Issues List See Issues List. 12. Other Dick moved that we spend an additional $1,500 for talent at the town Hall. It carried by a vote of 7-0. The order of preference is as follows: 1. Tolino. 2. Amarcord. 3. Whoever is available. Alan moved that we spend up to $100 for an accompanist at the Baptist Church. It carried 7-0. Mary Hatfield moved that we spend $100 for a disco dance instructor. Dick seconded it and it carried 7-0. 13. The meeting was adjourned to December 27`h at 7 PM. It was also suggested that we book and post additional meetings next week.