Board of Directors Minutes

Lawrence Sesquicentennial Commission

June 2, 2004

Lawrence Public Library Boardroom

Present:            Clenece Hills, David Carttar, James W. Paddock, Jerry Niebaum, Judy Billings, Bruce Roberts

Excused:           William Crowe

Clenece Hills called the meeting to order at 4:05 pm.

Judge Paddock welcomed Bruce Roberts to the meeting as the newly elected Secretary of the Board.

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 and Bruce Roberts noted a correction for his reimbursement from $62.03 to $62.00. Clenece asked that Bruce follow up with Bill Crowe to confirm that a thank you letter has been sent to Lynne Green for the mural.

Judy Billings seconded David Carttar’s motion to approve the minutes with these changes noted. The minutes were approved with these changes.

Clenece Hills said the Ron Hurst has requested an audit be conducted in conjunction with his resignation as treasurer and the election of Bill Crowe as new treasurer. The board discussed his request, and noted that a compilation would satisfy the transition of Treasurers.  Jerry Niebaum seconded Judge Paddock’s motion to authorize a compilation to be conducted by Bogner and Long, for fees not to exceed $300. The motion passed.

Clenece Hills noted that the insert for Sesquicentennial Point is being distributed by the City Water Department with June bills. This distribution goes to 29,000 households and will help raised funds for Sesquicentennial Point. Bruce Roberts will coordinate with Bill Crowe a thank you letter to the City for distributing the insert. (Cindy Naff will know whom to thank)

Clenece also noted that the brochures for Sesquicentennial Point (5,000) have been printed. Fred DeVictor is coordinating placement of brochures at several city locations and at the entrance to Sesquicentennial Point. Fred is also erecting two signs at the site to help visitors orient to the point. The Corps of Engineers has also agreed to place a directional sign adjacent to the road sign for the Off Leash Dog Park.

Fred DeVictor recommended to Clenece that meetings be arranged with potential donors of in-kind services (e.g. excavation, concrete, etc.). The board discussed approaches for this and developed consensus that it would be efficient to invite a group to a general meeting with refreshments or food. Potential dates for this meeting would be June 23^rd at 4:00 (the already scheduled board meeting) or possibly June 22 at 4:00 pm. Clenece said that she would contact Fred to see if this would be feasible.

Clenece reported a meeting that she had with Ian McCafferty concerning his interest in helping raise money for Sesquicentennial Point. Ian wants to combine this activity with his pursuit of Eagle Scout. No specific activities have been arranged thus far.

Clenece reported two requests for use of the sesquicentennial logo:

1. Unitarian church for development of a T-shirt

2. Varsity Gold for use of the logo on a fund raising coupon booklet for non-profit organizations

Following a general discussion of these two uses, the consensus of board members is to allow both uses. Clenece also reported that the Lied center is planning on ordering 500 balloons with the logo for the August 20 celebration, and wants the board to know that if it has interest, that combining orders could help save some money.

Clenece reported on the Opening Ceremony for the Sesquicentennial at Hobbs Park. Overall, she felt that it was very successful, with about 125 attending. The program was excellent. She asked Bruce to prepare a thank you letter to Katie Armitage for planning and coordinating the ceremony.

Clenece and Bruce have coordinated procedures and notified volunteers for the sale of souvenirs at events this summer (band concerts, Chautauqua, sidewalk sale, etc.). Each volunteer will complete a report of sales, Bruce will deposit receipts, and complete reports for sales tax.

Clenece reported a request from Al Bonner at the Lawrence Daily Journal World to sell the commemorative book on Lawrence at the band concerts. The board expressed no objection, so long as Journal World staff conducted the sales.

The meeting adjourned at 5:05 pm.

Minutes taken by Bruce Roberts, Secretary.