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HomeMy WebLinkAboutRM061412 75th MinutesMINUTES OF THE 75TH ANNIVERSARY COMMITTEE June 14, 2012 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Linda Harvell, chair Don Barber Shannon Overby Jerry Cooper Allison Meserole City Staff: Sherry Mashburn, City Secretary Jacob Morris, Historic Records Coordinator Mike Neu, Multi-Media Coordinator David Schmidtz, Director of Parks and Recreation 1. Call to Order and Announce a Quorum is Present With a quorum present, the 75th Anniversary Committee was called to order by Chair Linda Harvell at 8:32 a.m. on Thursday, June 14, 2012 in the College Station Conference Center, 1300 George Bush Drive, College Station, Texas 77842. 2. Hear Visitors There were no visitors. 3. Consider Approval of May Minutes MOTION: Upon a motion made by Jerry Cooper and a second by Don Barber, the Committee voted to approve the minutes with edits. The motion carried unanimously. 4. Chair Report Chair Linda Harvell reported that the Texas A&M athletic schedule still has not been announced. It was estimated that the schedule may be announced by approximately the end of July. David Schmidtz stated that the Parks department will need approximately 6 months notice in order to coordinate parks activities and reserve facilities. 5. Committee Reports a. Public Relations and Marketing Mike Neu described different means to market the 75th Anniversary. These include the City’s website, social media pages, utility bill inserts, and local media will also be contacted for support. Informal networks will also be utilized such as social networks, class reunions, etc. Linda Harvell offered to work on developing a Facebook page that would not dilute City media efforts, and would cross-promote. Mike Neu agreed that the summer intern could be added as an administrator on the Facebook page. b. Exhibits- Bush Library Mike Neu reported that planning of the Bush Library exhibit is ongoing. Ideas for exhibit content are still being generated and stories and objects for content are being sought. Mike Neu suggested that campus housing is a good topic and an exhibit could depict the story of houses moved from campus. Church histories, the Corp of Cadets, Carnegie, and African-American Museums were all presented as potential sources for stories. Several individuals have been contacted or have shared a story for content, for example: B. B. Holland, a local school teacher contacted by Linda Harvell. Anne Boykin shared a story with Mike Neu. Jerry Cooper reported that he has been compiling information from the American Mile that may be useful for creating content. He stated that he plans to review oral history information as well for content. Jacob Morris stated that the online transcriptions are being made searchable, and all of the existing transcriptions should be searchable within two weeks. Jerry Cooper stated that he has been attempting to get good images of state historical markers but many of them are in disrepair or are missing. Mike Neu distributed the data collection sheet for review. Jerry Cooper suggested a portion that suggests story ideas, categories, etc. Neu stated that he can add a second sheet that clarifies the type of story desired. He stated that he can add areas that Susanne Cox had outlined as well as a graphic depicting someone writing a story as a prompt. Linda Harvell stated that she will hand out the sheet at the upcoming TAMU Consolidated reunion. Mike Neu stated that he has a summer intern who can schedule interviews and contact potential interviewees. He cautioned against providing information of people unless they will not mind having their information taken and being contacted. c. Need Sub-Committee Chairs for Various Activities Chair Linda Harvell announced that it is time to get subcommittees in place and create a framework for accomplishing each aspect of 75th events. She suggested that the City may put something on the website to get volunteers. Mike Neu stated that when a list of specific responsibilities are developed. Allison Meserole recommended that a list of committees be developed, in order to better develop each subcommittee. Don Barber suggested using themes from the Brazos County History book done in the mid-1980s to form committees. Neu suggested the liaison for each group can collect materials from each theme. Then the greater committee could build specific content and aspects of events. Mike Neu listed several potential topics discussed previously: Education Architecture Agriculture Texas A&M University Public and Private Schools Public officials Transportation Firefighters and police Businesses d. Activities- Day of Event- Brainstorm ideas Linda Harvell requested stated that activities for the event day were still as presented previously, and that entertainment scheduling especially was hampered due to lack of specific dates for the event. 6. Speaker’s Bureau- Mayor Ben White N/A 7. Fundraising- Don Barber/Linda Harvell- Sponsorship Packet Chair Linda Harvell opened the discussion concerning fundraising. Don Barber stated that he has begun speaking informally with potential sponsors. He stated that a specific budget target would be helpful. The question of additional funds being collected was raised. Sherry Mashburn stated that additional funds would be problematic, because it is often difficult for the City to return said funds properly. Jerry Cooper suggested that underwriters be sought who would only pay for specific items as needed. 8. Budget Don Barber stated fundraising efforts may be more effective with a specific budget number to attain. Linda Harvell stated that the 75.000 number stated previously would be the high end of a budget. Mike Neu stated that since content development will be developed in house, the proposed budget will be substantially much less. 9. New and Other Business N/A THE NEXT MEETING OF THE 75th ANNIVERSARY PLANNING COMMITTEE WILL BE HELD ON THURSDAY, JULY 12, 2012. 10. Adjournment MOTION: There being no further business, the Regular Meeting of the 75th Anniversary Committee was adjourned at 9:45 a.m. on Thursday, June 14, 2012. ________________________ Chair ATTEST: _______________________ Secretary