Board of Directors Minutes
Lawrence Sesquicentennial Commission
August 11, 2004
Lawrence Public Library Boardroom
Present: Clenece Hills, Bill Crowe, David Carttar, Bruce Roberts, Jerry Niebaum, Judy Billings
Guest: Roger Steinbrock, Public Relations, Lawrence Parks and Rec
Clenece Hills called the meeting to order at 4:00 pm.
There were no changes to the agenda for the meeting.
Clenece asked Roger to attend the meeting to provide an update on the status of preparations for the September 18, 2004 party following the parade. Roger reported that the committee is making steady progress for the event. They still need to map out the locations in the park for the participants. Roger and Clenece will meet on Tuesday, August 17 to review Roger’s staff preparations and additional coordination details. There is a separate committee that has requested permission to hold a street dance the evening of September 18. This event is not being sponsored by the Sesquicentennial Commission. Roger has obtained permission to close Massachusetts street by the park following the parade, to facilitate pedestrian traffic between the east and west portions of South Park. Roger has also coordinated this with Bob Foster, the director of the parade being held from 10:00 am to 12:00 pm. Bruce asked for a final coordination meeting with city staff to be held the week of September 13 and Roger said that this can be arranged.
The Minutes of the July 14th Board Meeting were approved with minor spelling changes and to wording for the Amos Lawrence portrait information.
The Treasurer’s Report for August 11, 2004 was reviewed and approved as presented.
Bruce presented his report on souvenir sales and contributions for Sesquicentennial Point. To date, $21,716 has come from gifts for Sesquicentennial Point ($10,232) and the sales for maps, medallions, envelopes and mugs ($11,484).
Clenece reported that we would need to have 5,000 handbills with the Sesquicentennial Week schedule printed for distribution to outlets across Lawrence. Clenece will obtain a quote for this printing.
Clenece has met with Tony Johnson and the web site will remain active until Thanksgiving.
Bruce presented a procedure to the Board for handling reservation and payment for footstones in the walkway at Sesquicentennial Point. Bruce will be the clearing house for tracking donors of footstones and will acknowledge a donor’s request for a specific year in a letter stating that the reservation will be held until September 15, unless another party requests the same year. In this case, the donor will be notified to submit payment for the stone within seven days. Once payment is received for a footstone, a form will be provided to the donor to record the inscription to be engraved on the stone, and a 250 word narrative describing the significance of the year. This information will then be published in a booklet at a later date. The Board agreed that this procedure should work well for handling the footstones.
Clenece reported that she and Bruce Roberts had met with Mr. Dittmer of Parade Speacialties concerning a float that the Commission could have in the parade on September 18. The float would also be made available for the closing ceremony on September 19, at no additional charge. Board members agreed that this would be important for the parade, and unanimously approved a motion (Jerry Niebaum moved, Judy Billings, seconded) to approve an expenditure of up to $1,000 for rental of the float.
The Board discussed a procedure for selling the street banners at the end of the celebration. Bruce suggested a price of $150, with the proceeds going for the support of Sesquicentennial Point. The Board agreed to discuss a procedure for this at the next Board meeting.
Clenece asked Board members to review carefully the calendar for Sesquicentennial Week to make sure that members represented the Commission at the various events and celebrations.
Clenece reported that Ernie Angino has arranged for the Lawrence Stamp Collector’s Club to sell envelopes at Watkins museum on September 18 for the Sesquicentennial stamp cancellation process approved by the US Postal Service. Collectors wishing to mail such envelopes must do so on September 18.
Clenece requested board approval to cater refreshments for the last Commission meeting on September 22. At this meeting, certificates will be handed out.
Clenece also suggested that we make a donation to the Friends of Library to express the Commission’s appreciation for use of their facilities for meetings and presentations related to the Sesquicentennial over the last four years. Subject to appropriate use of public funds, the Board agreed that this would be an appropriate gesture.
Clenece also asked that we set aside 150 Sesquicentennial Medallions and certificates of appreciation to be given to members of the Douglas County Historical Society for their support and involvement with the Sesquicentennial preparations and events. These would be given at the annual meeting of the Society on November 9, 2004.
Clenece reminded Board members of a meeting for Monday, August 16, to discuss fund raising for Sesquicentennial Point.
The meeting adjourned at 5:15 pm.
The next Board meeting will be at 4:00 pm on August 25, 2004.
Minutes taken by Bruce Roberts, Secretary.