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HomeMy WebLinkAbout1990-09-18 Celebration Trust Committee MinutesMinutes of the Thirteenth Meeting of Reading's 350th Anniversary Celebration Steering Committee September 18, 1990, Tuesday 8:00 PM % Berger Room Reading Town Hall Committee Members Attending: Alan Foulds, Chairman; Everett Blodgett; Shirley Buzderewicz; Susan Flannery; Susan Horn; Ed Palmer; Paul Sweeney; Susan Theophanis; and Susan Wheltle. Also Attending: William Thomas McKinley, composer (and his son) Those Interested in The. Anniversary Ball: Beth Anderson, 572 Haverhill Street, 944-0970 Bob Bachelder, 89 Timberneck Road Grace Fitzpatrick, 62 Walnut Street Edith Sias, 32 Vale,~Road, 944-0516 I. CALL TO ORDER Alan Foulds called the meeting to order. II. WILLIAM THOMAS McKINLEY, COMPOSER Mr. McKinley prefaced his discussion with the comment that he doesn't usually solicit his own commission. It is usually in the form or a letter or an invitation. Since we have the Reading Symphony Orchestra, Mr. McKinley felt that we would probably want to beef it up and stack it a little bit. If we want a dignitary of some kind, Mr. McKinley could possibly have. Richard Stolzman [clarinet] or Yo Yo Mar (cello) for part symphonic/jazz concert. Stolzman would cost $20,000 unless Mr. McKinley brought him in as a personal favor. These ideas would get the 350th national publicity and attention. Commissions vary depending on whether Mr. McKinley is writing is a solo, a duet, a trio or symphonic work. The costs are measured in terms of what the production costs are. When the Boston Symphony commissioned Mr. McKinley, they gave him $9,000 plus production costs, which can be as much as the cost of the commission. Mr. McKinley tentatively spoke with Siisan [Theophanis] about a year and a half ago about the possibility that if his production costs were covered he would not charge a commission fee. Parts, copyists, etc. are involved in production costs. It 'is extraordinarily . expensive when you are talking about a large body like an orchestra. Page 2 Steering Committee September 18, 1990 t'. The manuscript could be donated to the Town. (A town in Germany who commissioned him recently, offering him $20,000 for a manuscript he wrote for their 800th.) Susan Flannery asked what might be possible somewhere between a solo and a full symphony that would be equally interesting but less expensive. Mr. McKinley explained that in Reading, using the RSO, you get your orchestra for free,, however, if he were to write for, say, a string quartet, he would probably want to bring in a name group for the performance. Costs will go up according to who you have as a guest. A small group would require a special caliber of guest artist. If we could give Mr. McKinley a guarantee to meet the production costs then we could use the RSO for free and bring a guest artist within reason as a favor to him. The Cleveland Quartet would probably cost us $3,000 if he brings them in...usually they would cost $25,000. Susan Flannery asked if there were any place in Reading where a performance could be held. The high school auditorium could be used if it were carpeted for acoustics. It holds 1137 people if every seat is filled. A church might be a consideration. The Congregational Church is probably the biggest. Mr. McKinley broached the subject of whether the Town of Reading makes investments in stocks and bonds. If so, his career and manuscripts will be put out shortly for investment purposes with about a 7% return. This way a commission would actually provide a monetary return. Our Committee would have to suggest this to the financial people in the Town Hall. The feeling was that there are strict guidelines and limitations as to what the Town can do in the way of investments. Ed Palmer summarized the expenses as: 1) The Commission itself. 2) Production costs (copyists, etc.) 3) Performance costs Ed further pointed out that there would be a question as to whether the RSO has the capabilities to play what Mr. McKinley writes. This might place on the RSO the added financial burden of going out to hire ringers to fill parts. The suggestion was made that Mr. McKinley sit down with the conductor of the RSO and discuss what is passible. 4 i r, Page 3 Steering Committee September 18, 1990 Mr. McKinley would like a guarantee of, say, $7,500 for production costs. He would like to-bring in guest artists and they might not be able to work with the RSO. Not that he couldn't write something for the RSO but he has had a few disasters with a less than professional orchestra. McKinley hastened to add that "It's good that we have a symphony- spiritually that is very good". Irregardless of what he writes there is always the risk of how the piece will sound. "When they play Beethoven they don't always sound good either." McKinley added. Ed Palmer explained that we are proud of the RSO but they are a volunteer, non-professional group. Mr. McKinley conceded that if they do have time to rehearse they could be sensational. Ed said they would appreciate achallenge. Everett felt it would be unfortunate to bring in a outsiders and not use our own RSO. .McKinley said we could work out something. This Town does like good music and is willing to pay for it. Concerts sell out in Reading. It would appear that $10,000 would be a reasonable figure to assign to this project:. If we used the high school and charged $10 per ticket we would have $10,000 right there, providing we filled 1000 seats. Susan Theophanis will be liaison to Mr. McKinley and he will sit down with the conductor of the RSO and get back to us. (After Mr. McKinley left, Mr. Bachelder commented that he would be very disappointed to see an outside group flown in to perform a piece written for Reading. It would be more personalized if it could be played by our local group. Perhaps something could be written that would also involve choral groups from the schools and churches. It could be performed outdoor, perhaps twice, not so much for profit and national recognition, but for the enjoyment of the townspeople of Reading both in the audience and taking place in the performance itself.) III. ANNIVERSARY BALL Susan Theophanis will be liaison to the Anniversary Ball Sub- Committee. Steering Committee September 18, 1990 Originally we voted to kick off our celebration with a Ball on New Year's Eve to begin 1994. In the meantime, other discussions have pointed to the fact that we may not want to handcuff the Committee into that date. Some people have yearly commitments for New Years' Eve, others do not want to go out at all on New Year's Eve, and the cost of putting on any function New Year's Eve is going to be considerably more than it would cost on another date. Mr. Bachelder recommended that the Ball be held some other night than New Years' Eve because musicians get at least double the union scale on New Year's Eve. It was voted unanimously to allow the Committee to look at alternative dates other than New Years Eve as had been 'previously voted. Bob Bachelder is the former director of the big bands at the Totem Pole at Norumbega Park (in Newton). Recently, members of the band got together for the fun of it and before long were being asked to do concerts. There are 18 in his group and they feel they will be a viable group for awhile. A group of his size, using today's union scale, would cost about $2500 for 4 hours from 8PM to midnight Ed Palmer asked what time of year would be a good time. Mr. Bachelder recommended spring. Planning should take place at least a year in advance (6-10 months MINIMUM). In looking for places to hold this event, Susan Horn visited the new Radisson in Woburn. They could accommodate about 610 people in the Ballroom and an additional 100 in the area directly outside the Ballroom. That area spills over to the atrium bar area and that also could be used. Other places we might look at are the Sheraton Rolling Green, the Shriner's Auditorium, the Burlington Marriot, the Colonial in Lynnfield, the Hillview Country Club, Camp Curtis Guild (where the 300th Anniversary Ball was held), the Lord Wakefield, the Casa Di Fior in Wilmington and Austin Prep. In this day and age we may want to consider a hotel where people can rent rooms if they so desire. The Steering Committee has written to other celebration towns who have had balls to try to get feed-back about their experiences. Responses to those letters of inquiry should be forth corning and will be given to the Ball Sub-Committee. Page 5 Steering Committee September 18, 1990 Two towns have been able to support TWO Balls. Lynnfield had the "Lynnfi.eld 200 Ball" as well as "Friday Night At the Starlight". Watertown had a Homecoming Ball to launch the celebration followed by the Anniversary Ball one year later (both in November). How much would we charge per person? What type of fare would we offer (light or heavy hor d'oeurves or a meal)? Would a costume ball be possible? We have a core of 10 people in Town who have already expressed an interest in working on the Ball. Susan' Theophanis has a list of their names and will contact them when she convenes the first meeting of the Ball Sub-Committee VI. MINUTES OF PREVIOUS MEETING - June 19, 1990 The Minutes of the June 19, 1990 meeting were approved with the correction of the spelling of Dick Stosez's last name. V. COMMUNICATIONS A. Post Master General We wondered how a stamp is created and Susan Horn found out. You have to come up with an idea and submit to the Postmaster General's Committee. She submitted an idea that they do a series of New England Church Steeples with an emphasis the architecture...using, of course, the Old South. B. Readings Of The World - Scouting Inquiries We have now located 23 Readings/Reddings in the United States. Eleven have responded with contact names for Boy Scouts, Girl Scouts, Camp Fire and 4-H. Reading Camp Fire is beginning to establish pen pal relationships with other Readings now with an eye towards inviting the groups to our Anniversary in 1994. The Minuteman Boy Scout Council is also working on the project. Page 6 VI. COMMITTEE REPORTS Steering Committee September 18, 1990 A. 350th, Inc. (Paul Sweeney, President) We summed up the Carnival and discussed what we will offer in the future. Thanks to all who helped! B. Writers' Committee (Everett Blodgett, liaison) They met twice this summer. Jeff Cryan has developed a letter to clubs and organization regarding their histories. John Bell of Addison Wesley should be pursued as a resource for the Writers Committee, especially if we want to solicit Addison Wesley for a donation at some future date. Everett said that the biggest concern is getting people to write. Most want to edit. The suggestion that a student working on a Phd thesis might be interested in this project with a whole Committee supplying him/her with research. Perhaps Bill Fowler may know of a student. There may be people who would sign on for a small part but not be overwhelmed with the whole. There is an outline of what they might want to cover. C. Parade Feasibility Committee (Ed Palmer, liaison) There are four key people: Shaw, Blanchard, Sweeney and Peacock. Ed has had difficulty getting them together. Ed is hoping to have a report for the October meeting. Alan Foulds requested he be invited to their meeting. John Shaw may not be interested in chairing this, but the support of Lions will probably be important. D. Publicity Opportunity Bruce Morang might be interested in a story about all these glass slide negatives that seem to be popping out of the attics and basements of Reading. The exact locations of these secret places need not be revealed, but it might bring forward new sources. VII. OLD BUSINESS A. Letterhead and Masthead Judith Gabriel has not completed this for us. Susan Horn wrote a letter asking for letterhead for both the Steering Committee and the Corporation. The original logo is in the hands of Susan Horn. Susan Flannery has been waiting for the masthead from Judith Gabriel. We should send a semi-annual update to all donors. We could also list the companies who do matching funds. Page 7 Steering Committee September 12, 1990 B. Contact Wakefield and North Reading Ed Palmer has been in touch through the Historical Commission and both towns are preparing to approach their Selectmen about forming at 350th Committee. The head of the Historical Commissions are Nancy Berstrand in Wakefield and Barbara O'Brien in North Reading. C. John Curtis, Hand Bell Composer It was voted to commission John Curtis to compose a piece for the 350th for hand bells. A letter, signed by Alan, will be sent to Mr. Curtis. No fee is involved. Hopefully, he will be able to combine a joint hand bell choir in 1994. D. Contact With Clubs and Organizations Alan Foulds suggested that, starting in September 1991-June 1992 we begin to contact Clubs and Organizations initially. They would then have a year to plan (Sept. 1992-June 1993) and pull their particular participation together. Alan is preparing a presentation package that will show the clubs what we have in mind. It would be most helpful to talk with the entire organization since officers change regularly and it would be unfortunate to hit an officer who didn't want to participate and have the ball dropped even though the actual officer/s in 1994 would delighted to participate. VII. NEW BUSINESS A. Idea for 1994: Making Reading Square A Museum Susan Horn had a summer brainstorm to turn the whole of Reading Square into a museum using store windows during the week of the celebration. Some could be dioramas, some display mannequins dressed in period costumes and some could be posters depending on what the window lends itself to. Instead of going into detail, Susan distributed a hand-out detailing her idea. B. Installment riving to Earn A House Banner Susan Flannery's summer brainstorm centered an banners for homes. Banners with our logo would be all over town in 1994. If a person donates $35 annually from now until 1994 they would get a banner in 1994. If you wanted to join at any time you just make up for the years you missed. Sewn banners will cost $40 each, but we could have them silk screened for less. Page 8 Steering Committee September 18., 1990 C. Guide & Directory Telephone Book The Guide and Directory telephone book for 1994 would like to carry our logo on the cover that year. The Steering Committee voted unanimously to allow them to do this. We could.recommend that they do it in purple and white, but we can't insist on it. In the meantime they will give us some pre-celebration publicity for free. Susan Horn will get back to them about this. D. Imagination Station Fund Raising Experience After the Imagination Station project is completed we might want to get some of their people involved in our fund raising. They are experienced! Our Committee especially liked the coupon book they created for their; fund raising. as well as the telethon. E. Master List of Volunteers for 350th We have a master list of every body who has expressed an interest in helping us. If any member of the committee runs into anyone who should be added to this list, please contact Susan Horn. F. Permanent Memorial This topic will be covered more fully at a later date, but while Bob Bachelder was at this meeting he had the fallowing observation: As a musician who has played on the present Memorial Park stage, Bob said that the construction of a shell would be a big improvement. Some towns even have a portable shell that can be set up wherever it is needed. G. Future Planning Alan handed out a preliminary plan for Committee members to look over for discussion at the next meeting. H. Ed Palmer's Then And Now Presentations Ed is getting requests from groups 'for his presentation and is directing any fees in our direction. I. Other New Business Due to time constraints several items on the agenda had to be postponed to a future meeting. Page 9 IX. NEXT MEETING Steering Committee September 18, 1990 Susan Wheltle made a request that meetings be moved from Tuesday to another day. After brief discussion it was decided to leave the meeting on the third Tuesday, at least for next month. The next meeting will be: Tuesday, October 16, 1990 8:00 PM Place: TBA X. ADJOURNMENT Alan Foulds adjourned the meeting at EXACTLY 10:00 PM. Respectfully Submitted, Susan A. Horn Secretary [Starting with this meeting we began distributing a two-page hand-out to non-Committee people who attended the meeting outlining the responsibilities of the Committee members, how to contact them and the tentative schedule we are working on for 1994.1 Mr. and Mrs. Paul Sweeney (Donna Compton) of Reading announce the birth of their son, Brett Alexander, on September 6, 1990 at Melrose-Wakefield Hospital. Grandparent honors are extended to Harold and Gladys of Reading and Thomas and Elizabeth Sweeney of Malden. Brett will join his sister, Courtney Ann, 3 1/2. READING'S 350TH, INC. At a meeting of the Board of Directors held on September 18, 1990, it was: VOTED: To accept the Minutes of the Meeting of the Corporation which was held June 19, 1990 with ene correction. VOTED: To accept the Financial Report showing a balance of $10,901.70 and accept the Treasurer's Reports as they appear in the Minutes. The next meeting of Reading's 350th, Inc. will be held October 16, 1990, Tuesday, at 7:00 PM at a place to be announced. Adjourned. A true test. Attest: Susan A. Horn Clerk r/ Page 2 Reading's 350th, Inc. September 18, 1990 The Minutes of the Meeting of READING'S 350TH, INC. September 18, 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 Foxlds Susan Theophanis Ed Palmer Kenneth Latham Others Attending: Susan Flannery Everett Blodgett I. CALL TO ORDER Paul Sweeney called the meeting to order at 7:08 PM. II. MINUTES OF THE PREVIOUS MEETING - June 19, 1990 It was voted~to accept the Minutes of the last meeting of the Corporation with one correction: this meeting (the one in progress) is on September 18 not September 17 as stated in the Minutes. III.,COMMUNICATIONS A. We received a donation from Sandy and Dan Trainor, 35 Scotland Rd. in the amount of $35. B. Stewart Blier, the man who supplied the hats for the Carnival, donated his commission to the 350th in the amount of $78.75 (26 Warren Street, Stoneham, MAI C. PAVA (Ed Palmer's company) made a donation of to pick up some of the overrun costs regarding postcards #11 and #12 D. Elder Services also gave $14.00, a percentage of their profit from the Strawberry Shortcake Festival at the Carnival. E. Donation made in the name of Paul Sweeney's brand new son, Brett, to pick up $12.70 of the Carnival reimbursement that was due Paul. F. Imagination Station sent a thank you expressing appreciation for our holding back on our sale of T-Shirts until their T-Shirt fund raiser was over. Page 3 IV. TREASURER'S REPORT A. Financial Report Cash Position Balance as of 9-14-90 Bank Account BayBank Middlesex Checking and Savings Checking Savings - - One Year Certificate of Deposit Reading Cooperative Bank 8% issued 2/8/90 due 2/8/91 Total Receipts (53 donations) Interest earned Postcard Saleg - 628 packages Carnival (postcards and hats) Total Receipts Disbursements Comm. of Mass. Postage-Susan Horn Duprin Copy Centre (postcards set #1) Rubber Stamp Logo Contest (Judith Gabriel $100.00) (Matt Fleming $35.00) P.O. Box 1994 Internal Revenue Service Duprin Copy Centre (postcards #11 and-#12 sold as Set #2) Carnival Expenses Petty Cash Balloons Clips and string Gas tank Susan Horn-decorations (felt banner) Total Disbursements Grand Total Reading's 350th, Inc. September 18, 1990 $ 00 5,901.70 5,000.00 $ 10,901.70 $ 9,934.20 291.19 2,201.00 251.64 $ 12,678.03 10.00 25.00 781.05 16.75 135.00 110.00 300.00 47.25 50.00 194.37 24.00 60.18 22.73 $ 1,776.33 $ 10,901.70 1 4 I Page 4 Reading's 350th, Inc. September 18, 1990 B. Postcard Proceeds (Package #1 ONLY) Total Cost of Postcard Package #1 (10 cards) $ 781.05 (1000 sets produced) Sold 628 packages at $3.50 per pkg. 1,201.00 PROFIT $ 1,419.95 C. Readinq Community Carnival expenses $ 351.28 Proceeds (hats, postcards, donations) 251.64 NET LOSS 99.64) It was voted as accept the Treasurer's Reports as they appear in the Minutes above. The loss reflected from the Carnival was regarded by the Corporation as well-worth-it exposure. It was our first public appearance. We also have close to 1000 balloons left for a future event. The hats we did not sell were returned to Mr. Blier, but he would be happy to give them back to us for another event. V. OLD BUSINESS A. Reading Community Carnival It was proper that we get in front of the public at this time so they can see who we are and what we are about. It was fun! Feedback indicates that people want our T-Shirts. They like the color [purple] and the logo, but would prefer to have the logo on the front rather'than the back. People loved the gazebo. We have to pick up speed and make an acknowledgement through the Chronicle to Reading Lumber (Bill Strout) who loaned us the gazebo. We should find a photo opportunity with Don Young. Paul would like to get some type of a Certificate of Appreciation that could be presented to Bill Strout thus affording us a photo opportunity which could be covered by Don Young, photographer from the Chronicle. Susan Flannery will work on designing sugh a certificate to be used for this and future occasions from the official title of the Steering Committee. Bill Strout also requested a 511x 7" color photo of our event, showing the gazebo, for his scrapbook that he shows to prospective buyers. We have to get that to him as well. [Susan Horn has a good picture of the gazebo that she will have enlarged. Alan Foulds has a good picture of the Page 5 Reading's 350th, Inc. September 18, 1990 barbershop group "Spice of Life" that could be used for publicity.] There were some problems that developed with the Reading Community Carnival. There will be a follow-up meeting at some point with the Carnival Committee [Don Dauphne of their Committee has been very ill, thus causing the delay in holding this meeting] and Paul will report some of his observations at that time. A few suggestions that our group might consider in future years are: - We might consid':r is trading balloons for recyclable cans (which were being tossed out this year). - No one was selling ice cream. Would Ben & Jerry's be willing to donate they are community minded BUT the lack of ice cream may be because of Board of Health rules. - We might want to enlist the help of a Boy Scout troop to "babysit" the gazebo at night to save our shattered nerves as we all saw that $5,600 gazebo price tag in our nightmares. B. Proper Publicity Procedures On July 11,•1990 in the Chronicle an article appeared referencing the two new "Then and Now" postcards as Set #2. Previously we had spoken about calling them Cards;#11 and #12. Further on in the same article reads "Work is now on the way on a third "Then and Now" Postcard Package. Present plans for Postcards #13 through #25 will contain a series of postcards of Haven Street, from Main Street to the depot." Ed Palmer, who has done the work in getting the postcard sets together, said that releasing two cards separately wasn't going to make much sense unless they were put in a numbered package, so we can keep track of the things. Ed says that he does not know where the reference to postcards #13-#25 came from. Paul Sweeney requested that any article that relates to the 350tH, Inc. be reviewed by him. Virginia Adams wrote two articles for the Chronicle about the "Then and Now" scenes (July 17 and July 28). She did not include the names of stores where the postcards are available, nor did she reference of address of the 350th, Inc. mailing address for donations. Perhaps she could be asked to include that information if she writes future articles. Page 6 Reading's 350th, Inc. 1990 September 18, C. postcard Set #3 Referencing the notes of previous meetings Paul Sweeney indicated that the next set should be called PackageaTwet. because cards #11 and #12 were never supposed However, since cards at1IF'nwe#decideetooreleaseaanother2set would seem logical th it will have to be called Set #3 and will contain 10 cards. Ed explained that what he has in mind for Set #3 would be pictures of Haven Street from Main Street to thegdepot. and We have since uncovered all those glass plate Ed M:..Bearsley has been printing them up at no cost to sus. end a h<'id examples-of what Mr. Bearsley done. has need an and - letter of thanks to Dennis Bearsley. [Ed. I dress- ially special Transportation Sue H.] Future d) might focus on the railroaoa Before Set #3 is produced we must look at what we want for this new set. A All cards should be numbered. t - All cards should have historical data printed Smethurst (legibly) dn.the back of the card itself. . to certain the has offered.her word-processing services historical snippit be legible. Virginia Adams, outstanding authority on homes and houses and buildings, will provide the historical data. Susan Flannery felt that if we are going to do the format of the old and new, then we need a bigger postcard. The super-imposed image as appears on Cards 1-12 could"Then" side by side. Or, the idea might be to show only scene and forget the "Now". Everett Blodgett told us that odd sized postcards (as our first 12 are) do not make for collectible postcards. They will not fit in the standard folder or envelope. LetteriiM should be done so it does not go over the picture but rests within the border. This should be done on a desk-top publishing system so that it doesn't look hand- made. Linen finish is never as clear as a gloss (or chromo) finish. This will cost more, but will make the cards more i valuable clown the road. Jd Page 7 Reading's 350th, Inc. September 18, 1990 - The Corporation agrees that any work be done within Reading by Reading printing establishments rather than be given to outside printers as has been done in the past. Susan Flannery further suggested that in the year 1994 we release some detailed 350th views that,could be collectible and useful to people at the 450th. Ed Palmer was directed to proceed with collecting data, pricing, examining different options as far as production format goes, for a Haven Street series and come back to us at the next meeting when we will have more time to discuss this. VI. NEW BUSINESS A. Ye Olde Redding Faire at the Congregational Church Sharon Ofenstein, who is the General Chairman of the Faire this year, approached Ed Palmer about setting up a table at the Faire for the 350th. Upon further consideration, it was decided that selling postcards for ANYTHING) for profit of the 350th at a church fund raiser is not a good idea. An informational table woul3 be fine. It was decided that the 350th Committee would do well to set up a table at the 1993 Faire to sign people up to help with the Anniversary. Sharon will make note of this. Both Susan Horn and Everett Blodgett are members of the Congregational Church and will keep it in mind when 1993 comes 'round. B. Other New Business Due to time constraints New Business relating to Fall Fund Raising and 1991 Fund Raising will be brought up at a future meeting. VII. NEXT MEETING Tuesday, October 16, 1990 7:00 - 8:00 PM Place: To Be Announced When Agendas Are Distributed VIII. ADJOURNMENT Paul Sweeney adjourned the meeting at 7:56 PM. Respectfully Submitted, Susan A. Horn Clerk