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Bicentennial Committee Minutes 06/24/2009
Date:   Wednesday, June 24, 2009                Time:   7:00 p.m.

Location:       Millbury Savings Bank, Board Room, 109 Elm Street, Millbury


Committee Members Present
Carole Chiras
Roger Derosiers
Paul DiCicco
Jeffrey Dore
Frank Gagliardi
William Kane, Sr.
Denise Marlborough
E. Joseph McKeon
Robert Morton
Joyce Ostrowski
Paul Raffa
Rebecca Rehm
Christopher Sinacola
Armand White

Guests Present
Edd Cote

Committee Members Absent
Marc Auclair
Cynthia Burr
David Cofske
Catherine Elliott
Karen Gagliardi
Tish Hayes
Ronald Marlborough
Mary Lou Mulhane
Harold Proodian
Jamie Rembiszewski
Carol Vulter
Lynn Winston


Agenda Item I – Welcome: New Members, Guests
7:00 p.m. Bill Kane opened the meeting with 14 members present (need 14 for a quorum).

Agenda Item II – Approval of Minutes from May 27th Meeting
Motion: Armand White moved to accept the minutes, seconded by Jeff Dore.
Vote: All in favor, none opposed, no discussion.  Motion approved 14-0.  

Agenda Item III – Treasurer’s Report
Joyce Ostrowski said there is a box at the Town Hall in the Town Manager’s office where MBC mail will go.  Joyce will open the mail on a regular basis.  

Agenda Item IV – Updates:
•       Committee Volunteer Lists
Bill Kane asked Rebecca Rehm to cc Bill and Roger Desrosiers when communicating with new volunteers by email.  

•       Donation Cans
Paul DiCicco said he would be more than happy to start with the distribution of the collection cans.  Paul DiCicco will create a master list of businesses where he drops the cans.  Roger Desrosiers asked Paul to give an update as to amount collected at each MBC meeting.  Bill asked Paul to check the cans once per month.  

Agenda Item V – Committee Reports:
•       Executive Committee Report from June 17th meeting
The meeting was not posted early enough, so it did not meet the public meeting guidelines and no voting could take place.  

•       Finance/Fundraising Committee Report
Rob Morton reported that plans are moving ahead with the wine tasting event on October 24th at the Asa Waters Mansion.   The next meeting of the Finance/Fundraising Committee is July 1st.  Ray’s True Value has offered to be the official location for the MBC store where people can order and pick up items.  The next effort will be the capital fund campaign.  Paul DiCicco reported about the golf tournament – June 13, 2011 is not available.  June 27, 2011 is available at Pleasant Valley Golf.  He was quoted $95 for golf and $40 for food per golfer.  $10 per golfer comes back to us in the form of prizes at pro shop.  They could donate four rounds of golf with a cart for a raffle (about $500 value).  Paul is speaking with other golf courses as well.  

•       Events Committee Report
Armand White spoke with Ron Marlborough.  They would like to schedule a meeting for Wednesday, July 15th at 7:00 p.m. at the Asa Waters Mansion.  Armand asked Paul Raffa to post this meeting.  

Roger Desrosiers suggested using the Millbury cable channel to post meetings.  He also suggested using the sign in the middle of Millbury, which is regulated by the Parks Commission.  All Committee meeting information should be sent to Paul Raffa, who will forward it to Joyce Ostrowski and others as necessary, including Kevin Krassopoulos at Millbury Public Access (  Joyce Ostrowski will post on the Town website, cable channels, and the sign in the center of Town.  

•       History Committee Report
Carole Chiras reported that the first meeting for the History Committee will be Tuesday, September 15, 5:30 p.m. at Asa Waters rear room.  The first issue to deal with is compiling an archive of photos.  She has approached Paul Raffa for a quote on a hard drive.  There are scanners available at the Town Hall.  Karen Gagliardi is pursuing a reprint of the History of the Town of Millbury book for $49 each.  Carole would like to put five books out in town with order forms.  She had Paul Raffa create a book plate to put inside the books.  They would like to charge $75 per book.  

Rob Morton, Bill Kane, Joe McKeon, Paul DiCicco, Armand White (for Asa Waters gift shop), Jeff Dore, Joyce Ostrowski (for Town Hall) and Frank Gagliardi (Historical Society) all volunteered to purchase a book at cost (approximately $45 each) and lend it to the History Committee to display around Town with order forms.  

•       Media Committee Report
Paul Raffa passed around the advertisement paid for by the Millbury Savings Bank as well as a printout of the website, which has a link to the MBC Facebook page, which has 150 members.  Paul put together a standard usage form for the MBC logo.  Paul will post this on the MBC website where it can be downloaded.  It was suggested that we copyright the logo or protect it as necessary.  

Agenda Item VI – Old Business:
•       Discuss Lions Club Parade, June 28
Bill Kane reserved a spot for the MBC in the parade with a car.  Paul Raffa spoke with Sign-A-Rama about a banner.  They are in production for a sign that can be used for this purpose and others (has grommets for hanging).  We need two volunteers to carry the banner.  Chris Sinacola can walk, but he needs a shirt.  We need one more person to volunteer.  Bill will provide the pole for the banner.  Paul Raffa will call Bill Kane when the banner is ready.  Paul DiCicco will drive a car in the parade.  

•       Discuss Process for Gathering and Dispensing Moneys
Bill Kane and Roger Desrosiers had a meeting with Bob Spain, Town Manager, and Brian Turbitt, Finance Director for the Town, about the financials of the MBC.  For money to be expended, it must be approved by the full MBC.  Then it will need a majority of signatures from the Executive Committee (four people).  The full MBC can set the amount that requires the full MBC approval.  Lesser amounts can then be exempt from full MBC voting and be approved by the Executive Committee.  

Motion: Frank Gagliardi moved that any expenses up to $5,000 can be approved with four signatures from the Executive Committee without bringing it in front of the full MBC, seconded by Rebecca Rehm.
Vote: All in favor, none opposed, no discussion.  Motion approved 14-0.  

Bill Kane and Roger Desrosiers shared the information they learned from Brian Turbitt about MBC expenses, which is summarized below.  
Up to $5,000 – Must solicit three quotes; Executive Committee may sign off on expenditures without MBC approval
$5,000 - $10,000 – Must solicit three quotes; requires a contract (see Town Manager)
$10,000 - $25,000 – Must solicit and receive three quotes; requires a contract (see Town Manager)
$25,000+ - Must put out to bid and go with low bid; requires a contract (see Town Manager)

MBC members should see the Bob Spain before signing a contract.  Bill Kane suggested that members contact the Bob Spain or Kevin Turbitt for further clarification.  Bill suggested that Brian Turbitt come to one of the Finance/Fundraising Committee meetings or that Rob Morton speak with him specifically.  Rob will modify the budget form to include who was solicited for quotes.  

Joyce Ostrowski said that we received our first donation.  She will figure out how to send a thank you note (printing notes, postage, etc.), and we need to figure out if and how we’re going to acknowledge the donation publicly.  Roger Desrosiers asked Rob Morton to discuss this issue at the Finance/Fundraising Committee and to present something to the Executive Committee.

Roger Desrosiers reminded everyone to think ahead about expenditures, because this process is going to take months.  No one Committee member on their own can expend money without first having authorization from the Committee.  Every event must have a budget, and this budget must be approved before any event takes place.  

8:35 p.m. Paul DiCicco departed, leaving 13 members present (no quorum).  

•       Begin discussion on MBC timeline by year and by month (suggested reporting out date, Sept. 2009 meeting)
Roger Desrosiers and Bill Kane are going to put together a draft timeline this summer that they will present to the full MBC.  

Agenda Item VII – New Business:
•       Discuss potential for a storefront for Millbury Bicentennial for promotional items, etc.
•       Block Party, Sept.: MBC involvement?
The discussion of these items was moved to next meeting.

Agenda Item VIII – Discussion for next meeting (location and time)
MBC meetings will continue for the time being to be the fourth Wednesday of each month at 7:00 p.m.  The next meetings will be:
Wednesday, July 22, 2009, 7:00 p.m., location TBD (possibly Millbury Public Library)
Wednesday, August 26, 2009, 7:00 p.m., location TBD (possibly Asa Waters Mansion)

Roger Desrosiers received notice from three people to let him know they would not be present tonight, although 12 members were not in attendance.  We should discuss criteria for remaining a member of the MBC at the next meeting.  

Agenda Item IX – Adjournment:
The meeting was adjourned at approximately 8:50 p.m.

Submitted by

Rebecca Rehm
Clerk, Millbury Bicentennial Committee
July 21, 2009