Tercentennial Steering Committee
Minutes of the Meeting of Tuesday, January 25, 2011
Present: Coburn, Coutts, Eaton, Fain, Fox, Kief, Marsh, Wintle
Absent: Gowdy
Also attending: Jack McDonald, Weston High School senior who is working with the Weston Historical Society on their archives for an independent study project.
Selectman Steve Charlip called the meeting to order at 6:45 p.m. He advised the Committee of the following:
- The Members of the Committee are bound by state ethics laws, the "open meeting" laws, and the "conflict of interest" laws.
- The Selectmen have not selected a theme for the celebration of the 300th Anniversary. They have not created a budget for the celebration.
- The Committee was to select their own Chair and Secretary.
Selectman Charlip excused himself at 7:00 to attend another meeting.
The Committee then began to discuss a number of organizational issues. It was suggested that each member of the Committee might head a subcommittee.
By consensus, it was agreed that meetings would try to be limited to one hour.
Dates for the next meetings will be Tuesday, February 15 at 6:15 and Tuesday, March 8 at 4:00. Coburn will contact Lis Zeytoonjian about scheduling the use of a meeting room in Town Hall. It was noted that the meetings will need to be posted 48 hours in advance in accordance with the "open meeting" laws.
There was discussion of the overall goal of the celebration. It was agreed that the celebration should attempt to include as many Town residents as possible and to use as many resources as possible from the Town and its residents.
Fox will send the Committee copies of the programs of previous celebrations.
The celebration will consist of events (parade, lectures, concerts, dances, etc.) exhibits, and commemorative items.
The Committee will attempt to contact all Town organizations to learn what role each would like to play in the celebration. Alice Benson has the most recent list of town organizations which was created for the Weston Community Health Coalition. Eaton will contact Benson for copies of the list for the Committee.
Publicity for Anniversary events will be very important. Coburn offered to secure a domain name for the Committee. Coburn and Kief volunteered to set up a web site. It was also agreed that the Town Crier and other methods will be used for publicity.
A logo for the Anniversary will be needed early on. It was agreed that there should be a logo contest open to all Town residents. It was suggested that Catherine Ciccolo, graphics design teacher at the high school, would be asked to run the contest.
Questions to be answered by Town officials by February 15, if possible:
- If each member of the Committee heads a subcommittee, how will each of the subcommittee members be chosen? Will their subcommittee meetings be subject to the "open meeting" law?
- How will donations for the celebration be handled? Is a 501c3 necessary?
- Will the Committee budget be run through the Town accounts?
- Will the Secretary's notes be posted to the public?
Ed Coburn was elected Chairman.
Lee Marsh volunteered to be Secretary.
Meeting adjourned at 8:02.
