HomeMy WebLinkAbout1989-05-18 Celebration Trust Committee MinutesMinutes of the Second Meeting of
Reading's 350th Anniversary Celebration Steering Committee
may 18, 1989, Thursday
Library Board Room, Reading Public Library
Committee Members in Attendance:
Edward Palmer, Everett Blodgett, Shirley-Buzderewicz, Susan
Flannery, Susan Horn, Paul Sweeney, Susan Theophanis, Susan
Wheltle(arrived late); Alan Foulds had told us previously
that he would be late and more likely unable to make this
meeting(he was unable to come).
Also in Attendance:
Arnold Berger, Ray Couture
The second meeting of Reading's 350th Anniversary Celebration
Steering Committee was called to order May 18, 1989, Thursday
evening, at 7:35 PM in the Board Room of the Reading Public
Library by Ed Palmer, Chairman.
All members of the Committee have now been sworn in and are
therefore voting members.. Alan Foulds was not present thus
giving us eight (8) voting members at this meeting.
Prior to this meeting Ed distributed copies of last month's
Committee Meeting minutes, a suggested list of "Assignments"
for for each Committee member, the agenda for this meeting, a
list of persons who havc c,-.-pxessed interest in Reading's
350th, and information on Lynnfield's 200th held in 1982 from
Alan Foulds.
On the day of this meeting, May 18, 1989, in the "Chronicled"
section of the DAILY CHRONICLE, the following appeared:
-In 1994, Reading will celebrate its 350th birthday,
and plans for the party are well underway. The 350th
Anniversary Committee will meet tonight in the board
room of the Reading Public Library at 7:30, and discuss
fund-raising for the event, according to spokesman,
Edward Palmer. the meeting is open to the public.
Palmer also announced that the anniversary committee has
and official address: P.O. Box 1994.
I. REPORTS
A. Minutes of April Meeting: It was moved by Susan Flannery
that the minutes of the April 25, 1989 meeting be accepted.
Susan Theophanis seconded the motion and it was passed
unanimously.
- 2 - 5/18/89
B. Reading's 350th Inc. Report: Shirley Buzderewicz reported
that we now have a bank account. Shirley and Paul. Sweeney
are the two signatures on the account. Susan Flannery
reported that we now have a post office box: P.O. Box 1994,
Reading, MA 01867. Paul Swcuney and Susan Horn have keys for
the post office box (which is actually drawer #730 to the
uninformed who see it only from the post office lobby side of
things).
C. Reading YMCA's Carnival: Alan Foulds represented the
350th Committee at a planning meeting for the Reading
Community Carnival to be held July 6-9, 1989. Ed read Alan's
letter reporting his thoughts and observations at the
meeting. The carnival will be a four day celebration as it
has been in past years and will include a battle of the
bands, square dance, kids' games, a road race and booths
operated by various Town organizations. The booths will sell
such things as popcorn, hot dogs and fruit juices. A
fireworks display is scheduled for Saturday night. The 350th
Committee was invited to participate by either running a
booth or organizing or operating an event. Alan felt that
because we are so newly organized participation in the
carnival this year would be impossible, but he asked that we
be included in future meetings. The next meeting will be May
21st at the YMCA. Everett Blodgett explained that he had
also attended an early planning meeting as a representative
of the Antiquarian Society. The carnival is designed as a way
for an organization to gain some publicity and profit. As
far as the Antiquarian Society was concerned, they had felt
that making profits by selling hot dogs (or whatever) did not
fit the bill. Everett said that they felt that what they
represented (historical, antiquarian) was not really a
adapted to a carnival type atmosphere. Furthermore, down the
road, the YMCA is hoping that a hefty percentage of the
profits made by the Town organizations will be rolled over to
them to fund some project of the YMCA.
(At this point Susan Wheltle arrived.)
Everett wonders how our committee would really mesh with
this. We need some objective defined if we do become
involved in the future.
Ed Palmer thought it might be nice, in the future, to have a
booth with offerings from the other Readings of The World,
such as chocolate bunnies from Pennsylvania and preserves
from Reading, England. Ev suggested we have a raffle for a
round trip ticket to other Readings.
- 3 -
5/18/89
D. Observance of September 9, 1939: Alan Fould's letter
continued. He wanted to point out that Saturday, September 9
marks the 350th Anniversary of the establishment of Lynn
Village, the forerunner to Reading. He felt, this should be
commemorated with something as simple as a tree planting
ceremony or a fund raising kick off. Ev Blodgett said that
he did not know the date on the original grant. The
Antiquarian Society has not planned anything as they always
operate around May 29 as the date of the Charter. It was
felt that something should be done but concern was also
voiced that there i:.; rl(.) Lime to plan anything since we will
only have the June meeting between now and then. The idea of
involving Wakefield and North Reading was also posed.
E. Wakefield and North Reading Involvement in 350th: The
question was raised as to whether we have heard anything as
to whether Wakefield and North Reading plan anything to
commemorate the 350th. The commemorative volume which
records the 250th in 1894 included Reading, Wakefield and
North Reading.
II. OFFICIAL START OF READING'S 350th FUND DRIVE
A: Formation of the Corporation: Ray Couture stressed that we
need to keep the The Corporation for fund raising and the
Steering Committee, which is an official arm of the Town,
distinctly separate. The Board of Directors of the
Corporation does not have to be very large at the outset but
it can eventually include other people from Town who want to
be involved. Ed repeated that we presently have four
Corporation Directors:
Paul Sweeney, President
Susan Theophanis, Vice President
Shirley BUt -_d(_zc:wicz, Treasurer
Susan Horn, Secretary
According to the By-Laws we will be using we can add to the
Board of Directors at any time. It is set up to be flexible.
The four Corporation Directors are not the same as the
Committee. Ed suggested that we have at least one other
Director to begin with to make an uneven number for voting
purposes. Ed suggested we add Ray Couture, Arnold Berger and
Ken Latham. Ray suggested that we add Arnold at this time
and later add Ray and Ken after we have checked with Ken as
to his willingness to be a Directez.
- 4 - 5/18/89
Ed further suggested that a minister from one of the churches
be added in the future. Susan Horn suggested that, in order
to avoid any conflicts, we approach the Town Ecumenical Board
to suggest a representative rather than invite a particular
member of the clergy. Ray further commented that the
Ecumenical Board could decided whether, in fact, they wanted
to be involved. They might want to rotate their member
which, Ray said, can be done, but that you do want to Drovide
continuity if possible.
Ray Couture will file the paperwork for the Corporation.
Bylaws and Corporate Powers will be set up. After that, once
the Corporation has been established, by the Commonwealth of
Massachusetts and it has been authorized to function as a
Chapter 180 Corporation (Non Profit: Cultural, Educational,
Non-Charitable), then we can begin the process of trying to
get a Non Profit Status from the IRS which is a massive
undertaking and it costs about $300 for a users fee (a one-
time filing fee).
We will diso want to file for a Sales Tax Exempt using the
street address 16 Lowell St.
Shirley will send Ray the Corporate Resolution for the bank
account.
B. "The Challenge": Susan Flannery read the following press
release:
READING-Arnold Berger issued a challenge to the
350th Anniversary Steering Committee: "Raise $3,500
from local organizations, businesses, and individuals,
and I'll match it!" Not wasting a minute, the
committee agreed to each donate $35 thereby raising
the first $350.
At their most recent meeting, Mr. Berger presented the
group with its first installment. Hoping to maintain
their momentum, the committee has challenged the
Selectmen, the Rotary Club, among others, to follow
suit.
The committee suggests that donations be made in
denominations of 35. Individuals and families could
contribute $35, businesses, clubs, and organizations
$350, and sponsors $3,500. these donation:_; ,+ili iju used
to fund the commemoration of the town's 350th
anniversary in 1994.
Two additional lines were added:
Checks should be made payable to READING'S 350TH,
P.O. Box 1994, Reading, MA 01867. Donor's names will
be listed in the anniversary book.
[NOTE: This appeared in the SUBURBAN NEWS, May, 27, 1989.1
- 5 -
5/18/89
Ed Palmer has talked with Russ Graham about the "Challenge"
and has :Augg.ested that the five Selectmen; Town Manager and
Town Moderator and whomever else affiliated with them raise
the second $350. Russ said "I'll see that it's done!"
The Rotary Club Board of Directors decided to donate $3.50
for every member of the Club.
Susan Flannery reported that we will then release this
information to clubs and organizations in town and hope that
they will follow suit. We will be challenging every club and
organization. Susan Flannery has a good mailing list to work
from. She will get a disk for Susan Horn's computer. Susan
Flannery pointed out that a donation of money at this point
gives them a stake in the success of the 350th and they'll be
likely to step forward when asked to run an event in 1994.
C. Fund Raising Ideas:
1. Picnic/Firemen's Muster: Paul Sweeney suggested a
Town Picnic in conjunction with a Firemen's Muster could be
lined up for Reading.
2_ Historical Scavenger Hunt: Paul further suggested
that the students get involved... something like a scavenger
hunt. This could be an activity or a fund raiser. Everett
expounded on the idea of a scavenger hunt as it is held at
the high school. They have run a Halloween Fund Raiser and
charged $1 per ticket. The kids operate in teams of 5 and
get points for various items (Ev was, himself, one of those
items one year.) It hasn't been done for awhile. Ed Palmer
suggested it be used in historical contrxt_ Lv said the
Antiquarian Society tried something like that (i.e. list the
seven Memorials in Town ...Reading Memorial High School, etc.)
without a great deal of response.
3. Q.uannapowitt Players Production: Paul Sweeney
recalled that in 1944 the Tercentenary observance included a
production by the Quannapowitt Players entitled "Reading
Yesterdays" by Neil C. Robinson. He wondered whether the
script was available and could be re-produced. It involved a
,-uuL of about 70 players. Everett will look into finding the
manuscript.
4. Car Road Rally: Susan Flannery suggested a car road
rally (like orienteering on the road) using his sights
and points of historical significance in Reading.-We could
charge $15 a car, make it a family affair and have a huge
picnic after. Each car would be rated on mileage and time
staying within legal speed limits as well as who answers the
most questions. Ev commented that in 1976 they did Heritage
Tours, but Susan said this would be a contest.
6 _ 5/18/89
5. Newspaper Contest: Susan Flannery told us that the
"Somerville Journal" runs small architectural details for its
readers to identify. There is a prize for the person who
identifies where the building is located. We could do that
long term to build up interest.
At 8:15 we broke when Don Young, photographer from the
"Reading Daily Chronicle" arrived. Ed collected $35 checks
from each Committee Member (including a check sent by Alan
Foulds) as well as $35 checks from Ken Latham and Ray
Couture. Arnold Berger presented a check for $350.
Two photographs were taken: one of Arnold Berger presenting
his check to Ed Palmer with Shirley and Paul Sweeney in the
picture as President and Treasurer of the Non Profit
Corporation. The second picture was of the four directors of
the Non Profit Corporation (Paul Sweeney, Susan Theophanis,
Susan Horn and Shirley Buzderewicz).
NOTE: The first picture appeared oil Lhu frond page of the
"Chronicle" on Monday, May 22, 1989 with the following
caption: Reading's 350th Birthday will be a gala affair in
1994 thanks to a town committee already at work planning and
raising funds for the party. Here, Chairman Ed Palmer (left)
accepts a check from Arnold Berger, asfund raising chairman
Paul Sweeney and Shirley Buzderewicz smile their approval.
Contributions to the gala may be made to the 350th
Anniversary Committee, P.O. Box 1994, Reading, 01864.
(The zip code run in the "Chronicle" was an error.]
6. Official Memorabilia: Ray suggested that tight
control be kept over an official 350th souvenir item (a cup,
a mug). We will, in effect, license a particular supplier to
produce whatever we decide upon. We will set, in advance, the
price it will be sold for and the royalties we will get. We
don't get into the business we just control the money. Town
Seal use i-~; r.ontrolled by the Selectmen. We, as a steering
committee, can use it. But the Non Profit Corporation may run
into problems using even part of the seal. The Historical
Commission got the Town to agree to colors for the seal if we
wanted to use colors.
_ 5/18/89
7. Historical Homes Open House' : Susan Theophanis
suggested this be done. A subcommittee will eventually
handle this. This type of thing is usually done by smaller
organizations. There are security problems both on the day
of Laic open house and later as people may come through casing
the homes to return later in ski masks. Miriam Barclay's
comment was: "It isn't safe." Susan Wheltle suggested
clearing out the houses and let interior decorators come in
and decorate. fo"r the day.
8. A Children's Day To Re-Live Reading's Past: Susan
Theophanis told about an event they staged at her home for
Judy Angus'class when they studied Reading history. The class
came to the Theophanis's for the day. Susan's hushand has a
collection of antique tools which he displayed and the
children has an opportunity to learn about. Elise Morrill
came to show the children how to spin. Mary Fuller baked
bread, and the children helped churn butter. Everyone
dressed in colonial costumes. Susan would be willing to do
that again. It could be a small fund raiser by asking each
child for a donation of 50 cents or $1.
9. Garden Club Tours.
10. Reading High School Class Reunions: Susan Horn
suggested that we contact all classes graduating in years
ending with 4 and 9 who will be reuning in 1994. Persuade
them to plan their get togethers on the same weekend and make
it a big homecoming... and include a donation to the Town from
the classes. Concern was expressed that the School Department
may be expecting gifts. Ev said that class gifts to the Town
or School Department is a relatively new thing, but that we
should check with the School Department to keep things
comfortable. There is no alumni fund in Reading and no
record of where people go. Each class is an entity unto
itself. Dot Hoyt is organizing the 50th class reunion for
the Class of 1939. The Class of 1944 will be celebrating
their 50th in 1994 and the president of that class is Don
Walker (who played a part in the 300th celebration and is now
in Maine.)
- 8 -
D. Other Fund Raising Commentary:
5/18/89
Arnold Berger asked how much money we are going to need.
Ed explained that Alan Foulds will be given the challenge to
contact every other city or town that have had similar
celebrations. The information he gets back will include what
things cost (like the parade, the Ball, etc.) and whether
they were worth doing. At our October meeting we will invite
all the clubs and organizations in town to send a representa-
tive. By then we will have some backup information as to what
each and every possible event will cost. By December we are
hoping to have a budget estimate. Ed and Alan will be
soliciting suggestions as to how to cut costs as well.
Arnold Berger remarked that. Austin Prep makes $70,000-$8-0,000
a year with their Beano games. [Much gasping from the
Committee!]
A list of the names of donors will be published in the 350th
anniversary book. If Shirley supplies Susan Flannery with a
list of donors she could set up a file for mailing thank you
letters, special invitations, mailing labels, etc. Paul
remarked that listing donors in the local paper would also be
a good idea. Ed reiterated his plan for designating a $35
donor as a Pioneer, a $350 donor as a Sponsor, and a-$3,500
donor as a Founder. School children could be Future Pioneers
for $3.50 and receive some special card.that entitles them
to, perhaps, a piece of birthday cake.
III. STEERING COMMITTEE ASSIGNMENTS
No one can be an expert in everything. The idea is to
idcaLity areas of responsibility. Each person can then go
into the community to find committee chairpersons. We, as
Steering Committee members, will act as liaisons or
overseers. It would also be desirable to give each committee
member a secondary assignment to act as, if you will, an
understudy to another committee member with a different area
of major responsibility. These secondary assignments will be
determined later.
A. Major Assignments
Everett Blodgett: Historical - Anything to do with history
and what we will want to do as far as a 350th publication
(update of 300th, a brand new history, any other options); he
will identify possible writers.
Shirley Buzderewicz: Business - Contact for businesses, also
Rotary Club
9 - 5/18/89
Susan Theophanis: Clubs and Organizations - Because she is in
the business community Ed felt it would be more expedient to
use her in this capacity.
Susan Flannery: Publicity/PR - she has a strong background
Alan Foulds: Celebrations - obtain as much information on
other towns and cities events (budgets, events, successes
and failures)
Susan Horn:.Correspondence - individualized correspondence,
and records because she has a computer
Paul Sweeney: Fund Raising/Sales Promotions - because he's in
that field
Susan Wheltle: The Other Readings - she has been to Reading,
England
B. Other Readings
Susan Wheltle will be the main contact person, but each of us
should be responsible for contact with another Reading. This
is meant to bQ a tUa Lhing. If any of us are travelling and
can visit any other Reading that would be helpful. We would
like basic history, population, what the town 'is all about
and, hopefully, pictures of the town eventually.- Ed
suggested that a big spread in the newspaper when the new
fire station is completed could include pictures of all the
other Reading Fire Stations everywhere.
We divided the list up as follows:
Susan Flannery: New Jersey
Paul Sweeney: Jamaica (his wife works for Delta and he gets
all kinds of easy flights to many locatioriL; )
Ed Palmer: Ohio, Pennsylvania (chocolate bunnies)
Susan Horn: Connecticut
Ev Blodgett: Vermont (south of Woodstock)
Susan Theophanis: New York (near Watkins Glen)
Susan Wheltle: England (block of granite in West Side Fire
Station is from Reading, England)
California (where dried camping foods are made)
Shirley Buzderewicz: Minnesota
Alan Foulds: Michigan, Kansas
Have not heard from Iowa at all
- 10 -
IV. PLANS FOR FUTURE MEETINGS
5/18/89
1. June - Miriam Barclay was to be invited to fill us in on
Reading history. Everett felt that we needed to be very sure
about just what we wanted from her before we asked her to
come. It was felt that, at this point, with no specific
events or schedule to work with that it would be better not
to waste her time and our own. Ev has plans in the near
future to call together all persons who have an interest in
history or historical book writing. The June meeting will
therefore be a planning meeting so.we will all know what to
accomplish over the summer as far as contacting other
celebration towns/cities and other Readings
2. July and August - NO MEETING
3. September - Discuss events, review survey and compare
events staged by other towns and cities. Groupings of
possible events. Identify the major events and weed out those
we do not feel are important.
4. October - Present all possible events to Clubs and
Organizations in Town and hope someone will pick up
responsibility for one or more. Tell the clubs and
organizations what we intend to present and ask that they
send someone knowledgeable and official enough to make a
commitment for their group. Ray Couture suggested that rather
than asking for volunteers to do certain events that we pin-
point certain ones, ask them to do an event and let them say
no. All clubs and organizations are run on a.shoestring, but
they can generate money by fund raising under the aegis of
the 350th.
5. November - 1994 Calendar - suggestions and estimated
outline. What will 1994 tie'? Susan Horn will keep a calendar
that will be two-fold: (1) Master schedule of all committee
and subcommittees meetings, deadlines, etc. (2) Master
schedule of events in 1994.
G. December'- (if we meet in December) Budget Estimate and
subjects for 1990 meetings. Paul Sweeney, using input from
the previous meetings will work up an estimated budget.
Susan Horn can help by generating spread sheets on Lotus 123.
What direction are we going in?
11 - 5/18/89
V. NEW BUSINESS
1. 350th Logo Contest and Letterhead: It would appear that a
competition to create a logo will be in order. Alan Foulds
has already come up with an idea and L;umc.,nc tium the Reading
Art Association has asked to submit another idea. Susan
Wheltle felt a mid-fall deadline for the contest would be
realistic. Until then Susan.Wheltle can create a temporary,
very simple, letterhead with no logo. Ed feels certificates
for donors should be.made up and filled in in calligraphy.
Susan Flannery can do calligraphy but Susan Wheltle pointed
out that some computer fonts are just as elegant and more
convenient to run off. A sub-committee to orqanize the logo
contest and develop an interim letterhead will consist of
Susan Flannery and Susan Wheltle.
2. Mail Box: We should have a central clearing house for
anything that we receive. Everything any of us gets related
to everything we get and send. Everything should be send c/o
the 350th should be directed to P.0 Box 1994. Everything
should be copied daily. Susan Horn will check the box daily.
3. Mailings: We might look into a tax exempt stamp that will
allow us to mail for less money. Bulk mailings for Non
Profit organizations requires a minimum of 200 pieces.
4. 350th Committee Budget for Town Meeting: For future years
we should submit a budget of our own to Town Meeting to cover
expenses such as printing, postage,, supplies, duplicating and
photo copying.
5. Commemorative Quilt: Beth Anderson wants to create a
commemorative quilt. The suggestion was made to raffle it
off. Everett Blodgett said no, it should be displayed. We
need to ask Beth what she has in mind. We assume that she
will solicit quilt squares depicting events or places in town
from a variety of Reading quilters. Perhaps two quilts could
be created--one to keep and display and one to raffle off.
b. Miriam Barclay: Ed Palmer and Everett Blodgett explained
that Miriam would like to be involved on a consulting basis.
he would be vital to subcommittee on writinq. On her Survey
Form her comments on Sports Events: "What does this have to
do with history?" Comment on Tours of Old Houses: "Nut Safe
To Do." Eleanor Bishop should also be consulted on writing.
7. Charter Tea: It was strongly suggested that we all make
it a point to attend the annual Charter Tea at Parker Tavern,
Monday, May 29, 1989 from 2:00 to 5:00.. Miriam Barclay will
not be there.
12 - 5/18/89
Susan Horn moved that the meeting be adjourned aL PM.
Susan Wheltle seconded the motion and it was carried
unanimously. The next meeting will be:
Thursday, June 15, 1989
Board Room, Reading Public Library
(350th Corporation will meet at 7:00)
Respectfully submitted,
Susan A. Horn
Secretary
Reading's 350th Anniversary Celebration Steering Committee