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HomeMy WebLinkAbout1989-04-25 Celebration Trust Committee MinutesMinutes of the First Meeting of Reading's 350th Anniversary Celebration Steering Committee April 25,1989, Thursday 7:30 PM Library Director's Office, Reading Public'Library in attendance: Edward Palmer, Pro Tem Chairman, representing the Historical Commission Everett Blodgett, representing the Antiquarian Society Susan Flannery, appointed by the Board of Selectmen Alan Foulds, appointed by the Board of Selectmen Susan Horn, appointed by the Town Moderator Paul Sweeney, appointed by the Town Moderator Susan Theophanis, appointed by the Board of Selectmen Susan Wheltle, representing the School Department The first meeting of Reading's 350th Anniversary Celebration Committee was called to order April 25, 1989, Tuesday evening, at 7:30 PM in the Director's Office of the Reading Public Library by Ed Palmer, Pro Tem Chairman. All members of the Committee, with the exception of Susan Wheltle, have been sworn in by the Town Clerk, thus giving us seven (7) voting members at our first meeting. 1. Appoint 9th member of Steering Committee The first order of business was to appoint a ninth member of the Steering Committee to fill any gap the Committee felt exists in any area of expertise we may need. The Town . Moderator held one of his three appointments open for just this purpose. Prior to our first meeting Ed Palmer surveyed each member of the Committee as to background', interest and skills and distributed the information to each committee member. We further introduced ourselves. With this background Ed further presented the names of people who had filled out cards indicating their interest in serving on the Steering Committee. They were: - 2 - 4/25/89 Shirley Buzderewicz - Bay Bank Middlesex Roberta G. Botticelli - real estate Nancy B. D'Amico - library background, research, publicity Rheta C. McKinley - PR interest Helen C. Shabarekh - River's secretary and long time Town Building Inspector's Secretary Rita F. Shaw - PR work, 6 years American Mutual, theatre (Lambs and Colonial Chorus) Shirley B. Thompson - floral designer,. 15 years hotel work, 15 years floral design. The Committee then discussed the need for legal guidance and were assured that Latham & Latham stand ready to help and noted that Ken Latham had actually been Chairman of the Board of Selectman at the time of the 300th Anniversary in 1944. The Committee then discussed a need for connections to the press and discovered, through input of various members, that several people have indicated a willingness to assist us, namely Penny (Morang) Richards, Carol Beckwith, Cherrie Dubois, and Maria Silvaggi. The third area of expertise we felt we were weak in was financial, specifically banking. Ray Couture had recommended Shirley Buzderewicz to fill this need. Questions were raised about Non-Profit Corporation tax form filing and other issues that may not be within her area of knowledge. Perhaps a CPA or tax person would be more appropriate. We decided to call Shirley and ask her to come to the meeting to address those concerns. (She had already indicated her willingness to be on call.) When she arrived she indicated that she had people within Bay Bank Middlesex who would most certainly know what/when/how to handle the nitty gritty details. We would like to indicate that Ray Couture's recommendation was made because of, obviously, Shirley's qualifications, her life- long Reading affiliation and the fact that Bay Bank Middlesex has taken a very active and high-profile interest in the Reading community. It was moved and seconded that Shirley Buzderewicz be appointed to the Steering Committee. The vote was 7 in favor--a unanimous approval. 2. Steering Committee officers' We then turned to the task of appointing other officers of both the Steering Committee and the Non-Profit Corporation that will be set up. Susan Horn volunteered to be secretary of both. [Note: all notes of this meeting prior to this point are from memory--this is where I picked up my pen and - 3 - began to record officially.) 4/25/89 Ed Palmer stressed the importance of good notes, not only for anyone in the future who wanted to see how we proceeded during the planning of the 350th Anniversary Celebration, but also because the possibility that any one of us might have to "pass the hat" during the next 5 years is there. Good notes will allow continuity if such a situation arises. Ed Palmer suggested that the Chairman be a rotating office for a term of one year from May to April of the following year. Discussion was made as to whether the same slate of officers be listed for the Non-Profit Organization and the Steering Committee or whether that would prove confusing as far as paperwork and signature cards for a bank account were concerned if the officers rotated each year. It was also presented that the three members representing other organizations, namely the Antiquarian Society (Everett Blodgett), the Historical Commission (Ed Palmer) and the School Committee (Susan Wheltle) not be considered as Chairman. We decided that the slate of officers did not have to be the same and that Ed Palmer, despite his: Historical Commission appointment, was the logical choice to serve as chairman during the first year. At the same time, it seemed appropriate to indicate that the Vice Chairman would automatically succeed the Chairman in the following year. It was moved and seconded that Ed Palmer be the first Chairman of the Reading 350th Anniversary Celebration steering committee for the period of one year (until April, 1990). The vote was 6 in favor, one abstention. It was moved and seconded that Alan Foulds be the first Vice Chairman who would automatically succeed Ed Palmer and become the second Chairman. The vote was 6 in favor, one abstention. 3. Non-Profit Corporation for Fund Raising for 350th We then discussed details of forming a Non-Profit Corporation. We need a name for the purpose of setting up the Non-Profit Corporation and a bank account. The steering committee has already been officially named by the ad hoc committee: "Reading's 350th Anniversary Celebration Committee", but for purposes 'of a Non-Profit Corporation Ray Couture advised us to keep it simple. We discussed "Reading's 350th, Inc.", "Reading/35011, and "Reading 1644- 1994". Ed Palmer moved that we adopt "Reading's 350th, Inc." Paul Sweeney seconded the motion. The vote was ? in favor, unanimous. 4/25/89 4 - We then discussed officers for the Non-Profit Corporation. The plan is that the Corporation meetings will be held 1/2 hour before regular Steering Committee meetings. Titles may be altered as needed when the legal set-up of the Non-Profit Corporation is done. Everett Blodgett moved that the slate of officers for the Non-Profit Corporation to be called "Reading's 350th, Inc." be as follows: President: Paul J. Sweeney Vice President: Susan C. Theophanis Treasurer: Shirley A. Buzderewicz Secretary: Susan A. Horn Susan Horn seconded the motion. The vote was 7 in favor, unanimous. Shirley Buzderewicz and Paul Sweeney will be the official signatures on the bank account. 4. Post Office Box We then turned to the need for an address a special 350th post office box. Susan Flannery will contact the Post Master and find out whether we could have one of the following numbers: 1644, 1994, 350 or 35. 5. Meeting Schedule We decided that monthly meetings will be held the 3rd week, fifth day (i.e. third Thursday) of every month with the exception of July and August. Meetings for the balance of 1989 will be: May 18, 1989, Thursday - Public Library Board Room June 15, 1989, Thursday September 21, 1989, Thursday October 19, 1989, Thursday November 16, 1989, Thursday December 21, 1989, Thursday (tentative) The next meeting will be held May 18, 1989, Thursday, in the. Board Room of the Reading Public Library at 7:30 PM. Corporation officers will meet at 7:00. Alan Foulds will be late. 6. Review Reading History & Past Celebrations Our "homework" assignment is to review Reading history. Those who did not own a copy of Proceedings of the 250th Anniversary of the Ancient Town of Redding (published 1896) were given a copy to borrow. 4/25/89 - 5 - 7. Committee Member Binders Ed Palmer provided each member of the Steering Committee with a 3-ring binders divided into five sections. Section 1: Steering Committee Minutes Personnel News Clippings Agendas Section 2: Anniversaries & Celebrations Reading Other Towns Section 3: Events Survey Form Survey Results Section 4: The Other Readings Section 5: Fund Raising Non-Profit Corporation Minutes Ideas and Suggestions Ed recommended that we read everything he has provided us with and pay special attention to the account of the celebration in Sturbridge. Ed further noted that every club and organization in the. Town of Reading will be having an anniversary ending in a 0 or a 5 between now and 1994. He would like each organization's history published in the newspaper at the time of their anniversary and brought together as a collection later. 8. By-Laws Susan Flannery expressed a desire for the "security" of having a set of By-Laws. Guidelines for establishing By-Laws are available from Ray Couture, Ken Latham and George Theophanis. 9. Fund Raising Beginnings Ed Palmer suggested that donations be solicited in increments of 350. $3,500 from corporations, $350 from Sponsors or small businesses, $35 from individuals and $3.50 from children. In order to be credible fund raisers each of the Committee members is requested. to bring a $35 check to the May Steering Committee Meeting. Arnold Berger has offered to match every $350 donation up to $3,500 (ten donations). Our 9 checks + a $35 donation from Ken Latham will be the first $350. Arnold Berger will be at the next meeting to present his matching check. We anticipate that a photographer from the press will also be there. Shirley Buzderewicz will open - 6 - 4/25/89 an escrow account immediately until the Non-Profit Corporation is able to obtain its non-profit tax-deductible status from the IRS. Ed Palmer anticipates that it is possible that we may have as much as $10,000 in the bank gaining interest by the end of 1989. Everett Blodgett pointed out that we should hold off on soliciting from the children until it is closer to 1994 since they need to see things happening with their money. 10. Miscellaneous Earlier in the meeting Everett Blodgett requested that he become the liaison to Miriam Barclay. She should be consulted on anything we have the slightest question on regarding historical accuracy. Her knowledge is one of Reading's historical treasures. Susan Flannery's husband is a producer of industrial video presentations. The idea of enlisting his help to produce a 350th video was discussed. We understand movies were made of the 300th celebration. We discussed the need to convert old movies and slide presentations into video format. Ed Palmer showed us a Time Line he has developed to visually express Reading's History. Susan Wheltle remarked that the Time Line idea might be printed as posters. Interest was expressed in having children learn to trace their family trees back 350 years through the school system. The third grade is supposed to have Reading History as part of their curriculum. Ed Palmer had asked the Board of Selectmen to define the official colors of the Town Seal. Miriam Barclay says there is no official ruling on this as it has always been black and white. The Selectmen have made a ruling based on a visor cap sold at Eugene's. This seal is acceptable as long as it has a bit more black detail on the mill and the three black ravens are added in the sky. A copy of these minutes should also go to Ray Couture and Ken Latham. 11. Before the May 18, 1989 Meeting Ed Palmer will distribute suggested agendas and copies of these minutes. We hope to target division of responsibilities among the Committee members at that time (i.e. a Reading History expert, Readings of the World liaison, PR person, etc.) 4/25/89 - 7 - Each Committee Member should read as much as possible on Reading history. Susan Flannery will look into a Post office box. Shirley Buzderewicz will set up an escrow account at the Bay Bank Middlesex. Susan Wheltle and Shirley Buzderewicz will go to the Town Clerk's office to be sworn in. Each Steering Committee member is requested to bring a check for $35 made out to "Reading's 350th, Inc." 12. Meeting Adjourned Everett Blodgett moved that the meeting be adjourned. The motion was seconded by Alan Foulds. The vote was 7 in favor, unanimous. Respectfully submitted, Susan A. Horn Secretary Reading's 350th Anniversary Celebration Steering Committee Reading's 350th Anniversary Celebration Steering Committee As of April 25, 19W*':) C v.. ...v+.^•i.f.F :::.i':i Edward ~ Palmer L1J l," April, 1990) VICE . + rz Alan I" F.^i t, Y dr SECRETARQ Susan Horn TREASURER,,,, Shirley Buzderewicz (..l"°f,_I,":.R i°(?:`t't.e;C::.('t'.S OF »;.{..tl:::. Everett STEERING COMMITTEN Susan Susan Flannery Paul Sweeney TheophanDiii Susan Wheltle