Board of Directors Draft Minutes

Lawrence Sesquicentennial Commission

June 23, 2004

 

Lawrence Public Library Boardroom

 

Present:            Clenece Hills, Bill Crowe, David Carttar, James W. Paddock, Bruce Roberts

 

Excused:           Jerry Niebaum, Judy Billings

 

Guest:               Kendall Simmons, Chairperson for Birthday Party

 

Clenece Hills called the meeting to order at 4:00 pm.

 

There were no changes to the agenda for the meeting.

 

Clenece reqested that Kendall attend the meeting to provide an update on the status of preparations for the September 18, 2004 party following the parade. She had provided Kendall a list of questions and information needs by email in advance of the meeting (Attachment 1).

 

The Board discussed with Kendall the plans for the birthday celebration. Board members stressed the importance of keeping the Board informed of plans, progress, and the makeup of the celebration. This is especially important since the event is now only 12 weeks away. Kendall noted that she was frustrated that she had received indirectly information about plans that she was unaware of, and asked that Board members keep her informed also. Kendall referred information and announcements about the beard growing contest, as an example.

 

The Board asked Kendall to provide a coordination copy of emails and letters that establish details for the event, so that the Board can properly oversee the event so that it is well coordinated and successful. Clenece asked that Kendall provide copies of meeting minutes and a list of participants and what they are planning. This information is needed on a regular basis so that when Clenece is making public presentations, she can provide current and complete knowledge about the celebration when asked.

 

Bill Crowe encouraged a weekly update call between Kendall and Clenece to assure the needed coordination. Clenece must submit a report on July 15 to the City Commision on the Sesquicentennial, and needs celebration information and meeting minutes for Kendall’s subcommittee to include with the report.

 

Judge Paddock expressed concern that without complete and timely information, we will not be able to give the City’s legal staff adequate lead time to review needs for insurance and to assess appropriateness of activities. The Board told Kendall that all information needs to be submitted to the City by August 1.

 

Clenece will be meeting with Roger Steinbrock next week to coordinate the poster and notification process for final entries for the celebration on September 18. The Board reiterated for Kendall that the August 1 cutoff for entries was very important for assuring a well planned and implemented celebration. Bruce stressed that the weekly updates during July would help the board become increasingly informed of celebration details.

 

Bruce asked if there are guidelines for the celebration similar to those for the parade. Clenece indicated that the salmon colored handout for the party includes the basic guidelines for entries. The board would like to have copies of the response letters that Kendall has sent to participants, and we also need to have the mailing list for participants, so that they can be properly recognized.

 

Bruce asked Kendall if she has a plan for the event, and Kendall said that there was not a written plan. Bruce asked her if she could develop a spreadsheet or similar format that shows detail plans and progress for them, so that the Board can oversee the development of a successful celebration. As an example, on the sheet that Kendall provided the Board at the meeting, there is only one food vendor listed. If this turned out to be true on September 18, then there would likely be dissatisfaction among attendees. Kendall said that there were other vendors, but that she had not received final confirmation from them. Kendall agreed that she could develop such a plan and would do so, and provide it to the Board. Bruce asked that she make this part of her weekly updates to Clenece and the Board.

 

Clenece again stressed the importance of Roger Steinbrock being involved in these final weeks. She thanked Kendall for her work and expressed appreciation for the many ideas she and her committee have promoted.

 

The Board moved to the regular meeting agenda at 4:45 p.m.

 

The minutes from the June 24, 2004 Board meeting were reviewed. Judge Paddock asked that one amendment (in italics) be made to the second paragraph as follows:

 

The Board reviewed the meeting minutes for the April 28, 2004 Board of Directors meeting. Judge Paddock noted that he had clarified the funding grants as to Alice Fowler’s Black American Oral History Project and Bruce Roberts noted a correction for his reimbursement from $62.03 to $62.00.

 

The Board approved the minutes for the June 24, 2004 meeting as amended.

 

Bill Crowe provided his Treasurer’s report for the period June 11, 2004 – June 23, 2004. The Board accepted and approved his report. Bill also noted that he had obtained printed deposit slips for the account and would provide them to Bruce for deposits. Bruce told the Board that he had discussed the procedures that Ruthi Rapp would be using for accounting and collecting money for the medallions. Because banks are selling the medallions and remitting all receipts to Ruthi, Bruce indicated that he would collect the deposits and accounting information from her and make deposits similar to accounting for other direct sales of souvenirs. This approach will facilitate the preparation and submission of quarterly sales tax returns to the State.

 

Clenece also asked Bill to send a letter to Ed Mullins, City Finance Director, to request the second distribution of city funds for the Sesquicentennial on July 1.

 

Bruce noted that the changeover process of Treasurer, from Ron Hurst to Bill Crowe, had gone smoothly on June 11, 2004. He showed Judge Paddock a signed Memorandum of Understanding completed on that date.

 

The Chautauqua opens Thursday, June 24, 2004 and appears to be well organized. It has been popular in other cities across the state. Volunteers will be selling souvenirs each evening from 5-7:00 p.m. at Chautauqua, and we are storing these materials in a room on the south side of the Community Building. Clenece has also confirmed with Judy that the Sesquicentennial Commission’s financial support for the Chautauqua is acknowledged on Page 4 of their program.

 

Judge Paddock provided a report of the status of funding grantees (Attachment 3). In general, the twelve grantees are making progress toward their objectives. The project to erect a sign at the Grover Barn site has been delayed for additional fund raising, and information on the Indian Hills project was not available for this meeting. For one of the grantee projects, Clenece provided a copy of pamphlet distributed by the Douglas County Extension Master Gardners on trees in the city.

 

Clenece provided an update on the parade. Bob Foster is doing a good job and the parade is coming together well. Clenece asked Bill also to get with Alicia Janesko at the Chamber of Commerce to specify procedures for accounting for parade entry fees.

 

Bruce provided a report (Attachment 4) on Souvenir Sales and Gifts for Sesquicentennial Point. To date we have collected $3,956.00 from the sale of souvenirs and $2,936.00 from 8 gifts for Sesquicentennial Point. In addition there are invoices for maps outstanding for $2,320.00, making total sales of $8,596.00. Bruce noted that he will mail acknowledgement letters for gifts for Sesquicentennial Point this week.

 

Bill Crowe introduced a concept to consider a Herald of Freedom award. This award would be given annually to a citizen that has made significant contributions to the well being of the Lawrence community. Acknowledging that this program could be very beneficial, the Board agreed to discuss the proposal further at its meeting on July 14.

 

The Certificates of Appreciation will be printed soon, and Bruce will imprint them with names for distribution.

 

Clenece updated the Board on communication with descendants of Amos Lawrence. Interest has been increasing. We are open to hosting descendants that may come for the celebration weekend, providing public acknowledgement for them, involving them in the parade, and expressing the community’s gratitude.

 

A digital image of the Amos Lawrence portrait is being finalized for presentation the City Commission on July 27th, in honor of Amos Lawrence’s birthday on July 31.

 

Bruce noted that thank you letters are being sent this week to Katie Armitage for the Opening Ceremony, to Lynne Green for the Jams! mural project, and to Ed Mullins for inserting the Sesquicentennial Point pamphlet into utility bills.

 

The meeting adjourned at 6:10 pm.

 

The next Board meeting will be at 4:00 pm on July 14, 2004.

 

Minutes taken by Bruce Roberts, Secretary.