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MINUTES OF THE THIRD MEETING OF THE PUBLIC RELATIONS COMMITTEE

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Page 1: arn61e00
TF;r. TO?',P:C'_CG INSTITUTE, Iy.^... * ye ~k * * ': :4 MINUTES OF Ti+:y '_"HIPD IVlt.'r =ING OF T.-~"-~ PUBLIC RE'LATIO: S CO'+SST `+T;;,;,, The third meeting of the Public Relations Committee of The Tobacco Institute, Inc., was he ld at 2:20 P.M., • November 10, 1960, at the Mayflower Hotel, Washington, D. C. The following members were present : Messrs. James C. Bowling, Chairman Gene L. Cooper ~ Joseph G. Crume ' _ r ^ •000"e L=-- v1. brooxs cseorge ~ Howard Gercken ~ Robert K. Heimann .t:- ® John Jones C ~ Ralph P. Moore Jack Pacey N C ~ Dan E. Provost, III N ~ Joseph M. Ripley Charles B. Wade, Jr. Dillon Twoody W Also present were Messrs. Edward F. Ragland, Vice President and Secretary of The Tobacco Institute, Inc.; Ned Johnston, J,. V. Morrow, and Mrs. Dorothy O'Toole of the Institute;. Messrs. Carl Thompson, Avery McBee and Cliff Guest of Hill and Knowlton, Inc.; and Burke Marshall of counsel for the Institute. Mr. Bowling presided at the meeting and Mrs. O'Toole acted as secretary and recorded the minutes. Mr. Bowling opened the meeting and requested that Mrs. O'Teole read the minutes of the second meeting of the Public Relations Ccmmittee. Upon motion duly made and seconded, the minutes were approved as read. The Chairman then asked Mr. Heirrmann to present the report of the Subcor.v-~aittee on Co=,i*iunications.
Page 2: arn61e00
2 Mr. Heimann reported th3t the first meeting of this subcc:nr,.ittee was held on June 1, 1960~. At this meeting the complete list of materials available for distribution from the Institute was reviewed. Minor corrections to the plibli- cation, TOBACCO AND HEALTH, were discussed as well as the desirability of completing a paper in the field of smoking and health. This subcomrr~itte-e also assigned itself the task of evaluating the entire effort of the Institute with regard to communications. A second~meeting was held on August 31, 1960, the minutes from which have been distri, buted. As Chairman of the Subcommittee on the 350th Anni- versary Celebration, Mr. TN:ade reported that this Subcom- mittee had met in Williamsburg and Jamestown and that the . . plans recommended at the second meeting of the Public tions Committee have progressed. He recommended that practice run of the Institute's participation be held Rela- a in ~ May, 1961, which would cost approximately $600. Film clips as well as still pictures would be made at that time for .:.a_ 1962 use. Mr. Wade then recommended that the 1962 plans include a Tobacco Institute luncheon at the site, a perm- anent exhibit, two small dioramas, the re-staging,of colonial shipping of tobacco and the exchange articles from the ships, and a historically significant artifact ~ which the Institute would present to Jamestown for the permanent exhibit. Mr. Wade stated that the estimated ~ cost would be $20,000, which would include $600 for ships, $200 for tents, $10,000 for two dioramas, $4,000 ~ for a gift to Jamestown, and $5,200 for miscellaneous j„a„e expenses, including filming. This sum would not include any costs of press exploitation or publicity. The motion ~ was made and seconded that this Committee recommend to "z the Board of Directors that the sum of $20,000 be set aside for this portion of the 1962 celebration of the tobacco industry's 350th anniversary at Jamestown. Mr. Thompson was then asked to review promotional activity and filming possibilities for this celebration. After discussion, Mr. Thompson agreed to submit a pro- posal complete with cost budget to the Public Relations Committee for consideration. The group then thoroughly discussed the news handling of the appointment of Mr. George V. Allen as President of the Institute.
Page 3: arn61e00
3 Mr. Thompson then reported on the various activities of Hill and Knowlton, on behalf of the Tobacco Tnstitute. He discussed the various types of publications prepared and their distribution. He further reported that the first film strip had been rejected but that a second strip would be available for distribution to the Conrnittee in the near future. Mr. Thompson reviewed at length the agencies activities and discussion was held regarding planned activ- ities. Tobacco Institute communications with members were evaluated and suggestions given to Mr. Thompson. A motion was made, seconded and passed which asked that Hill and Knowlton continue reporting activities to the member com- panies. On behalf of the Community Relations Committee, Mr. Johnston reported that state committees had been organized in 13 states and that 18 additional states had been selected for immediate organizational activity. The Chairman asked Mr. Ragland to comment on the legislative outlook. Mr. Ragland commented that 1961 would undoubtedly bring forth developments of interest to the Institute at both the state and Federal level. Mr. Johnston then asked the advice of the group concerning speaking engagements for the Institute staff. After discussion, it was agreed that the Institute would be advised of possible forums for this purpose. The Chairman then announced that the date and time of the next meeting would be selected later. There being no further business, the meeting was thereupon adjourned. 0::z /s/ Dorothy A. O'Toole Acting Secretary r:=

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