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HomeMy WebLinkAbout1990-11-28 Celebration Trust Committee MinutesREADING'S 350TH, INC. z ?r At a meeting of the Board of Directors held on November 28, 1990, it was: VOTED: To accept the Minutes of the Meeting of the Corporation which was held October 16, 1990. VOTED: To accept the Financial Report showing a balance of $10,444.62. VOTED: To accept as official policy of the 350th,* Inc. a Fund Raising Policy outlined as follows: "It is our intention to ask the businesses of Reading to donate floor or counter space for the purpose of selling our memorabilia rather than soliciting cash donations. Monetary donations would always be welcomed, but we are approaching the business community with hopes of generating foot traffic into your place of business. Any business assisting us in our efforts will be mentioned periodically in our local newspapers as well as our own newsletter." VOTED: To allow Ed Palmer to go to Print Shack-and associated parties to go ahead with printing 1000 postcards each of 12 cards in Package 3 for a total price not to accede $800 without Board approval. VOTED: To charge $9.00 for both adult and youth tee shirts. VOTED: To roll over including interest our One Year $5,000 Certificate of Deposit at the Reading Cooperative Bank 8% issued 2/8/90 due 2/8/91. The next meeting of Reading's 350th, Inc. will be held January 16, 1991, Wednesday, at 7:00 PM, in the Berger Room, Reading Town Hall. Adjourned.' A true test. Attest: Susan A. Horn Clerk i Page 2 (Revision) Reading's 350th, Inc. November 28, 1990 (REVISION - 12/10/90) - Revisions having been made on Pages 2, 5 and 7 The Minutes of the Meeting of READING'S 350TH, INC. November 28, 1990 7:00 PM Berger Room Reading Town Hall Directors in Attendance: Paul Sweeney, President Shirley Buzderewicz, Treasurer Susan Horn, Clerk Other Directors: Directors Not Present: Alan Foulds Kenneth Latham Ed Palmer Susan Theophanis Others Attending: Everett Blodgett, Steering Committee I. CALL TO ORDER Paul Sweeney called the meeting to order. II. MINUTES OF THE PREVIOUS MEETING - October 16, 1996 It was voted to accept the Minutes of the last meeting of the Corporation. _ III. COMMUNICATIONS There are no communications to report. IV. FINANCIAL REPORT (Shirley Buzderewicz, Treasurer) CASH POSITION Balance as of 11-28-90 BANK ACCOUNT BAYBANK MIDDLESEX CHECKING AND SAVINGS Checking $ 51.42 Savings 5,393.20 One Year Certificate of Deposit 5,000.00 Reading Cooperative Bank 8% issued 2/8/90 due 2/8/91 Total $ 10,444.62 RECEIPTS (54 donations) $ 9,969.20 Interest earned 352.89 Postcard Sales - 666 packages 2,441.00 Reading Community Carnival (balloons & hats) 251.64 Total Receipts $ 13,014.73 V Page 3 Reading's 350th, Inc. November 28, 1990 DISBURSEMENTS Comm. of Mass. 10.00 Postage-Susan Horn 50.00 Duprin Copy Centre (postcards set #1) 781.05 Rubber Stamp 16.75 Logo Contest 135.00 (Judith Gabriel $100.00) (Matt Fleming $35.00) P.O. Box 1994 146.00 Internal Revenue Service 300.00 Duprin Copy Centre (Postcard Set #2) 47.25 Reading Community Carnival 1990 Expenses 351.28 Petty Cash $ 50.00 Balloons (1000) 194.37 Clips and string 24.00 Gas tank 60.18 Susan Horn-decorations (felt banner) 22.73 Susan Horn - supplies 22.38 Tee Shirts (156) 710.40 Total Disbursements $ 2,570.11 GRAND TOTAL $ 10,444.62 It was voted to accept the Financial Repor t. Newcomers Club has given a donation of $20 (not re flected) because Alan was invited to give a present ation to their organization about Reading's 350th. V. OLD BUSINESS A. Implied Connection To There is a placard in the depicting the progress of motto had been, since the Station". At the bottom Readings 350th". Imagination Station Fund Raising window of M.F.Charles window building Imagination Station. Their beginning, "Next Stop: Imagination of the placard it reads: "Next Stop: Paul was concerned that we are drawing too close a parallel to the Friends of the Playground motto. Paul has had someone ask whether there is a correlation between the two of them. Ed (who created-.the placard) felt that whenever there is a possibility of making a pitch for the 350th he tries to do it. There are supposed to be 4 posters in 4 different windows. Ed felt that this is very similar to what we are going to be doing. We are going to be looking for help from people and in this group (Friends of the Playground) three or four years from now we could use them and they have expressed a willingness to be volunteers. Ed stated that he didn't ask permission•to put the 350th reference on there because he thought it was a good idea to reach some more people. Paul Page 4 Reading's 350th, Inc. November 28, 1990 reminded the Corporation that Ray we have to be very careful where Readings 350th appear. VI. NEW BUSINESS Couture had mentioned that the wording and logo of A. Fund Raising Format Paul distributed the following rough draft of a letter which includes an outline of a fund raising policy which he would present for the approval of the Corporation. R 0 U G H D R A F T On March 14, 1989 the Reading Board of Selectmen appointed residents of the community to serve on Reading's 350th Anniversary Steering Committee. Our responsibilities are to research, plan and oversee the activities and projects appropriate for our Town's 350th Anniversary celebration which will take place in 1994. One of our first actions was to form "Reading's 350th, Inc." fa non-profit, tax-exempt organization) for the sole purpose of raising funds for the Steering Committee. Many different ideas for f+1nd raising are being explored. One such idea will be introduced to the citizens of Reading on or about December 1, 1990. At that time we will unveil Reading's~50th Tee Shirts. These are top quality shirts of 350th purple with.our logo silk screened on the front in white. The members of Reading's 350th, Inc. ask for your assistance in selling these tee shirts to your customers. All tee shirts would be sold on consignment. We would ask that you display one or more of our shirts. The remaining inventory could be kept in storage. It is our intention to ask the businesses of Reading to donate floor or counter space for the purpose of selling our memorabilia rather than soliciting cash donations. Monetary donations would always be welcomed, but we are approaching the business community with hopes of generating foot traffic into our lace of business. Any business assisting us in our efforts will be mentioned periodically in our local newspapers as well as our own newsletter. Our members will replenish your inventory as necessary. Thank you for your consideration. I look forward to discussing this with you in greater detail in weeks to come. Very truly yours, Paul J. Sweeney, President, Reading's 350th, Inc. Page 5 (Revision) Reading's 350th, Inc. November 28, 1990 Everett Blodgett asked whether, when you ask for floor space, you are actually competing with the merchants' own products. If the businesses feel they are currently being clobbered financially, then they may regard their floor space as financial, too. Paul explained that the other side of that is that we, in turn, are generating foot traffic into their businesses and while customers looking for tee shirts or postcards are in there they may buy something else. Everett pointed out that we don't want to step on toes, especially if the businesses have their feathers up a little bit already. Paul explained that the format was developed because the businesses are in tough times. They have given to different organizations this year, and we have heard that they are strapped. But, since the businesses are still willing to help, then this is an alternative... to donate counter or floor space and move our memorabilia in that manner. Hopefully, the economy will pick up and, eventually, we may want to go into Phase II: asking for monetary donations,. Ed commented that he feels that trying to get space in a store for more than one item is asking too much. • The school stores cannot move the tee shirts for us, because they are raising funds for the PTOs. They also limit the amount of money a student is allowed to -spend. There are a couple of elementary school fairs coming up and we could put in our own table (which we would man ourselves). Birch Meadow's December lst Holiday Gift Fair is THIS Saturday. Killam's Gift Fair is December 8. Ed asked to put off a vote on the Fund Raising Policy until the postcard discussion. He also requested that the agenda be changed to discuss the Postcard Project next, prior to discussion of the Tee Shirt Project. ' I B. Then And Now Postcard Set #3 Ed explained that he is looking at Christmastime and the printer has got to move in order to get these things done. Page 6 Reading's 350th, Inc. November 28, 1990 41 1. Cost Print Shack has given the best price using Lustrecoat (shiny postcard stock). 1000 of each of 12 cards (3 runs of 4 cards per sheet) $594.00 for the cards $325.00 for half-tone preparation' and type Nancy Smethurst will do the type for us for nothing so Ed expects the half-tone preparation will probably be little or nothing. $281.00 for packaging and collating We did our own collating before (Paul actually did it. but a group could be organized to assemble the packages. We have also used regular sandwich bags which are as cheap-as can be. Ed also stated that he wouldn't be averse to going to Atlantic and having them donate the bags. So making these adjustments and guess-timating, Ed figures it will cost $600 plus as opposed to the $700 plus we paid"at Duprin. 2. Subject Mattet: Haven Street Print Shack has taken the artwork and 8 cards ready to go. Four more are just about set. 3. Typesetting Good readable copy is being done by Nancy Smethurst, including the names of the current businesses and when they were started. 4. Numbering of Cards With the idea that a walking tour might be created around the Postcard Set #3, the cards should be numbered from east to west ending with the train station which should be number 24. 5. Post Card Size Everett had made a comment about standard postcard size being 311x 511. After some discussion it was deemed that the proposed 4 1/4" x 5 1/2" size of this postcard set will not affect the volume' of sales we anticipate. 6. Enclosure: Suggestion Slip Ed suggested we put a little slip of paper in the postcard packages for people to write to us with some suggestions for future postcard sets. Maybe, transportation (trains, trolleys, buses), Woburn Street, Schools, Public Buildings, etc. A check list would create interest in what the public would like to see. r Page 7 ,d- (Revision) Reading's 350th, inc. November 28, 1990 7. Enclosure: List of Credits Who gave us the negatives, who made prints, Nancy for doing the typesetting, Virginia Adams for research and some of the others. 8. Enclosure Slip: Order Form Another enclosure slip could be an order form for past post card sets (#1 and #2) by sending $4.50 to P.OrBox 1994 ($3.50 for Set #1 + $.50 for Set #2 + $.50 postage). We will also have to purchase envelops to mail these out. 9. To Defray Cost of Post Card Production Ed had an idea which he hadn't talked with the Corporation about, which was to enclose another slip reading: "The following 350th Boosters have donated money for the printing of these postcards." Meaning that if we could get the cost. of the postcards paid for then every penny we make on the postcards is profit for us. Today (Nov. 28, 1990) Ed tried the idea out, again without the Corporation's permission. He contacted businesses explaining that we would like to defray the cost of producing the post card set #3 and it would help to add some more Boosters. Ed says "Check books came out so fast you couldn't stop them from giving $35 to be a Booster." There was one refusal out of the businesses Ed contacted. Alan said that he would rather not approach businesses in this fashion and he would rather go with the plan that Paul outlined. First of all, because it is a bad time for businesses and they may not be able to afford to be, basically, coerced. Ed asked why Alan was saying that it was a poor time. And, Ed continued, after all, we are offering them something. Alan disagreed saying that they aren't going to get much publicity out of this. Alan asked what Ed planned to do with the business that refused to participate?. Take they off the list? Ed stated emphatically "Of course, you take them off." Alan felt that this would cause bad feelings and that a business has a right to say no. Ed continued to explain that on the back of the insert slip of paper we would list the people who contributed to pay for the cost of the postcard production. We would, of course, list the businesses in the pictures today on the back of each postcard, whether or not they contributed. Everett's position was that people have the option of saying yes or no. Alan felt that some businesses may feel that they are going to be black-listed and he does not want to ask businesses for money. Shirley said that her position at the bank is that she handles a donation request by saying "Sorry, come back next year and perhaps we can help you then." Susan Horn explained that she feels we should put some credence in what Arnold Berger said that at this point we should not be asking Page 8 Reading's 350th, Inc. November 28, 1990 I the businesses for money. She feels that Arnold has a pretty good pulse on what is happening in the business community. Ed said that by not using these particular merchants as Boosters to defray the cost of the postcard set production the Corporation is throwing away $65.0 which they could have. Everett pointed out that the $650 might be worth more later. If the economy doesn't improve, $650 is useless anyway. If it does improve we can get a lot more if we hold off for now. Ed felt that these merchants are people we can go back to repeatedly. Susan Horn pointed out that there are a lot more businesses on Haven Street that do not appear on this list. Ed replied that none of-those additional businesses appear in the pictures. Ed further recommended that we print 1000 cards, assemble 900 packages to sell and give them 100 cards to business who have defrayed the cost. ' Susan Horn pointed out that we are dealing with trying to get the postcard sets out as fast as possible in time for Christmas and, in order to approach everyone who might like to become involved, we interject one more time-consuming step. Susan felt it was not a good idea. Discussion came around again to the Fund Raising Format that Paul summarized as: "It is our intention to ask the businesses of Reading to donate floor or counter space for the purpose of selling our memorabilia rather than soliciting cash donations. Monetary donations would always be welcomed, but we are approaching the business community with hopes of generating foot traffic into your place of business. Any business assisting us in our efforts will be mentioned periodically in our local newspapers as well as our own newsletter." Ed stated that he felt the Rough Draft Policy Letter was very negative and should not ever become a policy of the Committee. Paul responded that he felt the Policy was very respectful to the businesses. At this point Alan Foulds moved for adoption of the Rough Draft Fund Raising Format letter as the official policy of the 350th, Inc. The motion was seconded and carried. Ed stated that it is therefore his interpretation of the Corporation's feeling that we would not run anything on the back regarding the Boosters defraying costs of printing. Page 9 10. "It Happened On Haven Eleanor Bishop directed Ed to Barclay entitled "It Happened wrote as part of "Reading Ref articles written by different the Chronicle). Reading's 350th, Inc. November 28, 1990 Street" Reprint an article written by Miriam On Haven Street" which she lections" (a series of about 12 people which were printed in If we put an enclosure slip in the postcard package asking whether the purchaser is interested in a reprint in booklet form of "It Happened On Haven Street", we might get some sales of the booklet. Ed put together a sample booklet and got a quote on producing 500 copies which would be about $332.50, bound. Ed feels it is a saleable item. It ties right in with Postcard Set #3 enlarging on the history of every picture in the set. Everett thinks we would need a release from the Chronicle and from Ben Nichols, the executor of Miriam Barclay's estate. Ed said he would have to go to the Chronicle and to Ben Nichols to get permission to print the article. Everett suggested looking into the possibility of selling the whole series rather than one article. Alan asked whether there were others that tie into the postcard collections. Everett said all the articles are not as long as this one. Ed said we could try out this one and see whether it goes over. Everett was concerned that we might be creating an expectation of producing postcards sets with accompanying booklets that we won't be able to follow through on in the future. Everett pointed out that the small publications that have come out regarding Reading history over the years have, historically, NOT moved, including "Vignettes" (1944) which took 50 years to finally sell out. Ev doubts we will have 500 takers. Paul suggested that if we do the book will we run into ramifications of having it slow down or hold up the process of producing Postcard Set #3. Susan Horn said that we are getting into a time crunch and getting into all this extra detail is overwhelming and we should back up and do it the way gore did it before, forget the Boosters to help defray expenses and forget making the "It Happened On Haven Street" article available and just get that Set #3 out as soon as possible... unless we intend to table this until after the first of the year, take our time, go through the plan again, and release the Post Card Set #3 later than the Christmastime deadline we are currently aiming at. Page 10 Reading's 350th, Inc. November 28, 1990 Ed had had another idea that Atlantic might like to subsidize the production of the booklet and was running the idea past Don Cripps at M.F.Charles when Don offered to become a Donor for $350 to specifically underwrite this booklet. Ed already has Don's check in hand. If the 350th is not interested in doing this, Ed intends to offer it to the Historical Commission at their meeting next week, or, if this is something that Don Cripps wants to'do, it could be made available at M.F.Charles alone. The upshot of the entire discussion was that the Corporation understands the correlation of having the article "It Happened On Haven Street" made available (or at least making people aware that it is or will become available) through the postcard packages. Paul suggested that on the enclosure slip we add to the check off list a box asking "Would you be interested in one of these?" If the feedback is positive then we could go with it. Paul could see no problem with putting it in on the checklist to see what people's opinion is. Everett said the wording should be something like: "Would you be interested in a reprint of a part of the "Reading Reflections Series" called "It Happened on Haven Street" written by Miriam A.-Barclay 12. Motion To Fund Post Card Set #3 Ed felt that, using the quotation Print Shack has given us, and adding about-$35 for printing the enclosure cards, as well as the cost of sandwich bags, he would request $750-$800 be allocated. We will probably come in less than the first group and have a higher quality product this time. 4 Paul Sweeney moved that we allow Ed to go to Print Shack and associated parties to go ahead with printing 1000 postcards each of 12 cards in Package 3 for a total price not to accede $800 without Board approval. The motion was seconded and carried. 13. What To Do About Businesses Ed Has Already Solicited Ed asked what Corporation wanted him to do with the checks he has already solicited. Susan Horn suggested that if the businesses want to contribute to the general 350th fund as a Booster and not necessarily as a contributor to defray the cost of the postcard production, then, we need not return the checks, but the businesses have to understand this. Paul said that Ed should make contact with these individual businesses and explain the Board's position, and, if they are willing to donate that check to the general 350th fund, fine. Everett suggested Ed go back taking a copy of the policy letter with him. These businesses being: Winslow's, The Hitching Post, M.F. Charles, Johnson's Hardware and Hair Plus Page 11 Reading's 350th, Inc. November 28, 1990 Stylists. Paul pointed out that the action should have come before this Board before it was done. Ed has acted without approval and this situation should be nipped in the bud. Ed agreed that he will go back and with copies of the policy letter to the merchants who became Boosters to defray the cost of postcard production. When it comes to Don Cripps and the subsidizing of "It Happened On Haven Street", Ed will also go back to explain the situation to him that we are simple putting out feelers in the Postcard Package to see if people are interested in the article. C. Tee Shirts 1. Pricing our net cost per shirt for the adult is $4.65 and youth $4.40. The Corporation decided to charge $9.00 for either adult or youth tee shirts. We should make about $680 profit. It was moved and voted to sell the shirts for $9.00. 2. Locations Eugene's has offered tt0 sell the tee shirts and Don Wellford at Reading Trophy has donated the graphic prep charge and space to sell the tee shirts. Other possibilities might be Marshalls (would have to submit a letter of intent), Winslow's,'Harrows'(Arsenault family; Arnold Berger is close to them), Atlantic, P&S (talk with Gary), Dragon Corner Store, JoAnn's, or REI (too many out-of-town customers). If we want to set up a table outside Atlantic, we can let Atlantic know and pick a Saturday. We can't have a Saturday until after December however. D. Baseball Hats Baseball hats will become available eventually. E. Certificate of Deposit Our One Year Certificate of Deposit for $5,000 at Reading Cooperative Bank 8% issued 2/8/90 will be coming due February 8, 1991. Interest rates are down. The Corporation voted to roll it over including interest. It was moved and seconded and the motion carried to do this. F. Certificate Susan Flannery for Bill Strout the carnival in with Don Young Bill Strout. of Appreciation sent in the first Certificate of Appreciation at Reading Lumber for use of the gazebo at July. Paul will set up a photo opportunity at the Chronicle to present the certificate to Page 12 Reading's 350th, Inc. November 28, 1990 G. Letterhead Susan Flannery has drawn up letterhead for the Steering Committee and the 350th, Inc. Susan Flannery suggested we have it printed on two different stocks, gray (Steering Committee) and off-white (350th Inc.). Use of the logo has already been approved by the Steering,Committee. Don Doe at the Graphics Shop will run this. We also want blank business cards printed. The Writing Committee will need 75-100 pieces of letterhead immediately. It was agreed to print up 1000 sheets of each, plus envelopes and some blank second sheets. H. Name for 'Ou'r Newsletter , A letter from Cherie DuBois submitted a list of suggestions for the consideration of the Committee. The Corporation's favorites were Anniversary Annals, Celebration Chronicle, A Past Presence and Countdown. The feeling of the Corporation was to keep the word "Chronicle" out to prevent confusion with the newspaper. No decision was made at this time. I. Inventory Sheets Inventory Sheets (tee shirts and postcards) have been made up. These will give us a better handle on what products are moving and*Paul asks that these be used in the future. VII. NEXT MEETING Reminder: Progressive Dinner - Wednesday, December 5, 1990 Next Meeting: Wednesday, January 16, 1991 7:00 PM Berger Room Reading Town Hall VIII. ADJOURNMENT Paul Sweeney.adjourned the meeting. Respectfully Submitted, Susan A. Horn Clerk