Date: Wednesday, January 7, 2009 Time: 7:00 p.m.
Location: Asa Waters Mansion, The Great Room, 123 Elm Street, Millbury
Committee Members Present
Cynthia Burr
Carole Chiras
Roger Derosiers
Jeffrey Dore
Frank Gagliardi
William Kane, Sr.
Denise Marlborough
Ronald Marlborough
E. Joseph McKeon
Mary Lou Mulhane
Joyce Ostrowski
Paul Raffa
Rebecca Rehm
Jamie Rembiszewski
Lynn Winston
Guests Present
David Lavallee
Paul Metzger
Armand White
Committee Members Absent
Marc Auclair
Sandra Cristo
Paul DiCicco
Catherine Elliott
Karen Gagliardi
Tish Hayes
Karen O’Donnell
Chris Sinacola
Carol Vulter
Opening
At 7:05 p.m. Roger Desrosiers opened the meeting
Motion: Bill Kane moved to suspend regular business to accommodate our guests from Sutton, seconded by Cindy Burr.
Vote: All in favor, none opposed, no discussion. Motion approved 15-0.
Agenda Item V – New Business: Sutton Tricentennial Committee
Paul Metzger, Co-Chair of the Sutton Tricentennial Committee, and David Lavallee, a member of the Committee, attended the meeting at our request. They gave an overview of preparing for and putting on Sutton’s Tricentennial Celebration and answered questions from the Millbury Bicentennial Committee (MBC) members.
- They did about 45 events during course of the year
- There were finance and executive sub-committees for each event
- They did most of the events under Sutton’s town insurance
- Revolutionary War & Civil War reenactments – had encampments, hired reenactors & music, provided space (farm), wood for campfires; $0 cost
- Worcester Historical Museum – showed Sutton items, national attention (success)
- Tricentennial park – clock tower w/ sponsor bricks ($100), canoe slide, bike path; town gave land, state & federal gave $ and slowed things down (incomplete)
- Ball at Pleasant Valley – February (sold out, success)
- Costume Ball at Asa Waters Mansion – period costumes
- Golf tournament at Pleasant Valley – Spring – course donated (made $)
- Farms/Field Day at Whittier Farms – lack of advertising & participation
- Thanksgiving/Community Day at Waters Farm (not a success)
- Ski night – very cold (not a success)
- Fly fishing on Lake Singletary – with demonstration
Video showings at Elm Street Draft House Cinema
- Had two events with music – Tom Rush, folk singer – lack of advertising
Ultimate class reunion – all classes came back; fashion show, car show, concert, parade fireworks, chicken barbecue by Lions Club
- Parade – four college bands, booked 4 years in advance, 400 kids in one band – students in school in Sept.; Contact: Jay Bishop, Owner, In Any Event, 142 Meadow Road, Portsmouth, NH 03801, 603-502-5894, 603-431-1335, eventcentral@msn.com
- Fireworks – do them in Sept for best show b/c no one does them then
- Passport for events – stamps in passport for each event, chronological
- T-shirt for each event – same on front, different on back (not a success)
- T-shirt for parade, given to kids to wear; given to volunteers as thank you
Polly’s Antiques gave space to sell collateral, volunteers during events, 4 yrs
- Sold 300 decal ($3); 4 books/booklets (compilation of profiles of characters of Sutton; images of America; Whittier farms agricultural animals; Sutton sports); t-shirts, sweatshirts, hats; bricks; Linda Sinacola picture of Sutton (not a success); apple trees – extras given as gifts; jewelry; weathervane
- Advertising – radio, posters, printed celebration guide in newspaper
- They never put all the photos together and wish they had
- Funding was the most important thing and the biggest problem
Budget was about $250,000; $90,000 for parade itself
Got $25,000 as seed money from town, and then gave it back to town at end
- Had folder to give to potential sponsors – letter, history, list of events, why, $
Sponsor levels - $750-$25,000, $5,000 for position on parade banner
Most events were free (no admission)
Salaried consultant employee to keep records, etc.
- Sponsors wrote checks to Sutton Committee, went to credit union account
- Brought in $175,000 from corporate sponsorship
- Brought in $75,000-$80,000 from sales of materials
- Brought in $25,000-$30,000 from golf tournament (didn’t pay for course)
- Sub-committees did a lot of the individual fundraising
- Steering committee was an official town board of 12; spun off less formal sub-committees outside of open meeting laws, etc. – met in people’s homes, etc.
- Have sub-committee chairs not be part of steering committee
Best to have co-chairs for sub-committees, rather than chairs
- Get ideas and volunteers from town e.g. videography
Get someone from police department on the committee – needed police, fire, EMTs at every event – big cost
- Set up vendors for events – port-a-potties, shuttles, catering, tents – group prices
- Get copy of Sutton sponsorship folder; list of events, promotional materials, etc.
- Find out on what events/items they made money
- Roger thanked Sutton guests, hoped they will come back again. They suggested we bring Gary Vaillancourt to speak as well. They departed at 8:20 p.m.
Introductions
Roger Desrosiers asked everyone to introduce themselves and say what they do.
Agenda Item II – Approval of minutes for November 19, 2008
Roger Desrosiers reminded everyone that they should have received and reviewed the minutes from the November 19, 2008 meeting.
Motion: Ron Marlborough moved to accept the minutes, seconded by Paul Raffa.
Vote: All in favor, none opposed, no discussion. Motion approved 15-0.
Agenda Item III – Updates for committee
- Rebecca Rehm passed out Open Meeting Law Guidelines from Town Clerk.
- Bill Kane and Roger Desrosiers talked to Bob Spain and the Worcester District Attorney’s office and clarified that we can only discuss ideas at MBC meetings. We cannot discuss ideas outside of those meetings in person, by phone, by email or on an online message board, etc.
- Roger said he will continue to talk to Bob Spain and DA’s office to help answer these questions; bring questions/concerns to Roger’s and Bob’s attentions.
- Town of Millbury policy on Sexual Harrassment… signing
- Joyce Ostrowski handed out forms that need to be signed – return to Joyce or Tish Hayes.
- Setting up revolving account / treasurer position
- Roger Desrosiers talked to Bob Spain, Denise Marlborogh, Joyce Ostrowski and Bill Kane, and they figured out a way to keep all money and spending transparent. Joyce has agreed to be treasurer. All monies that come in for the MBC will go through Joyce at the Town Manager’s office, she will complete a 9-10 form, turn money over to Denise where it will be recorded and then go to Brian Turbitt, Town Finance Director, and into our MBC Account.
- We will set up an MBC executive committee, and members will need to go to Joyce and Denise to sign off on expenditures and have bills paid.
Motion: Bill Kane moved to appoint Joyce Ostrowski as Treasurer, seconded by Mary Lou Mulhane.
Discussion: Roger Desrosiers confirmed that this will not be a salaried position.
Vote: All in favor, none opposed. Motion approved 15-0.
Agenda Item IV – Old Business: Presentation of possible logos by Paul Raffa
Paul Raffa passed out handouts with seven possible logo designs in color. He said the number of colors affects the printing price. There was a discussion about the use of town seal, muskets and the Lady Carrington boat in logo, and Joyce said that we should draft a letter to the Town Clerk to get permission to use the town seal. We will continue our discussion at the next meeting.
Agenda Item VI – Discussion on agenda for next meeting
Roger Desrosiers and Bill Kane will make suggestions for sub-committees to be discussed at the next meeting. Everyone should come to the meeting with ideas for events. We will also discuss regular meeting days, times and locations; a press release that Paul Raffa will work on; the timeframe of celebrations and fundraising. We will delay discussing celebrations of towns other than Sutton. The next MBC meeting will be Wednesday, January 21st at Asa Waters Mansion at 7:00 p.m.
Agenda Item VII – Adjournment
Motion: Frank Gagliardi moved to adjourn the meeting at approximately 9:00 p.m., seconded by Ron Marlborough.
Vote: All in favor, none opposed. Motion approved 14-0.
Appendix (see attached)
Submitted by
Rebecca Rehm
Clerk, Millbury Bicentennial Committee
January 14, 2009
Attest
These minutes were approved by the Millbury Bicentennial Committee on January 21, 2009 at its public meeting in Millbury, MA.
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Marc Auclair (absent for 1/7 meeting)
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Cynthia Burr
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Carole Chiras
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Sandra Cristo (absent for 1/7 meeting)
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Roger Derosiers
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Paul DiCicco (absent for 1/7 meeting)
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Jeffrey Dore
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Catherine Elliott (absent for 1/7 meeting)
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Frank Gagliardi
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Karen Gagliardi (absent for 1/7 meeting)
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Tish Hayes (absent for 1/7 meeting)
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William Kane, Sr.
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Denise Marlborough
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Ronald Marlborough
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E. Joseph McKeon
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Mary Lou Mulhane
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Karen O’Donnell (absent for 1/7 meeting)
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Joyce Ostrowski
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Paul Raffa
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Rebecca Rehm
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Jamie Rembiszewski
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Chris Sinacola (absent for 1/7 meeting)
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Carol Vulter (absent for 1/7 meeting)
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Lynn Winston
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