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Bicentennial Committee Minutes 08/26/2009
Date:   Wednesday, August 26, 2009              Time:   7:00 p.m.

Location:       Asa Waters Mansion, Millbury


Committee Members Present
Cynthia Burr
Carole Chiras
David Cofske
Roger Derosiers
Paul DiCicco
Jeffrey Dore
Catherine Elliott
Frank Gagliardi
Karen Gagliardi
William Kane, Sr.
Denise Marlborough
Ronald Marlborough
E. Joseph McKeon
Robert Morton
Mary Lou Mulhane
Rebecca Rehm
Jamie Rembiszewski
Christopher Sinacola
Carol Vulter
Armand White
Lynn Winston

Guests Present
Edd Cote
Joan Pearsall

Committee Members Absent
Marc Auclair
Tish Hayes
Joyce Ostrowski
Paul Raffa
Harold Proodian


Agenda Item I – Welcome: New Members, Guests
At 7:01 p.m., Roger Desrosiers opened the meeting with 17 members present.

Agenda Item II – Approval of Minutes from July 22nd meeting
Motion: Frank Gagliardi moved to accept the minutes, seconded by Bill Kane.
Vote: All in favor, none opposed, no discussion.  Motion approved 17-0.  

Agenda Item III – Treasurer’s Report
Roger Desrosiers reported that donors’ names are read at the Selectmen’s meetings, but they may remain anonymous if someone chooses to make an anonymous donation.  

Cyndi Burr and Paul DiCicco arrived at 7:03 p.m., making 19 members present.  

Agenda Item IV – Updates and reminders:
Bid process – must gets bids from multiple organizations.
Email use – must not discuss things over email; may send suggestions to Bill Kane or Roger Desrosiers who will bring to the MBC.
Budget and expense procedures - should be handled through the chairs of the committees
Volunteer forms – anyone volunteering should fill out form so we can have contact information.  
Approval of minutes – we will vote on minutes, but do not have to have signatures.  

Motion: Armand White moved to approve future minutes by vote only, seconded by Lynn Winston
Discussion: Cyndi Burr said we should change the policy so that a majority approval (not unanimous) is required for approval.
Vote: All in favor, none opposed.  Motion approved 19-0.  

Agenda Item V- Committee Reports
Finance/Fundraising Committee Report
Must go through bid process for purchases of $5,000 or more per year.  If we are middle person for third party vendor, we may not have to go through this process.  
Approval of wine tasting event for Oct. 24 at the Asa Waters Mansion
Need to vote on budget (Rob Morton will send copy to Rebecca Rehm)
Bill Kane will talk to the Town about a raffle permit for the year.

Karen Gagliardi arrived at 7:15 p.m., making 20 members present.  

Motion: Cyndi Burr motioned to accept the budget of $1400, seconded by Rebecca Rehm.
Discussion: Frank Gagliardi and Catherine Elliot suggested using a bartender with their own liquor license, which may be more cost-effective.  
Vote: All in favor, none opposed, motion approved 20-0.

Donation cans update – Bill Kane gave Paul DiCicco more cans with new labels.  
Paul DiCicco reported that there are 12 cans out currently.

Rob Morton reported on commemorative sale items.  Thinking about 200 Santa’s from Vallaincourt Folk Art.  Sell for $150 each, cost of $75 each.  

First Wednesday of the month, Millbury Public Library, 4-6 p.m. for Finance/Fundraising Committee meetings.  

Most money will be raised through capital fund campaign.  Have list of 50 businesses that will be focus of “big ask.”  Will follow up with many other businesses as well.  

Karen Gagliardi has talked to businesses about putting books out.  

Book, wine tasting, golf tournament, capital fund campaign, cans are all in motion.  Further fundraising ideas need someone to lead them.  

Media Committee Report
Chris Sinacola said there will be second meeting soon.  Website up and running.  They are looking for more content.  Chris is thinking of doing a monthly vignette about Millbury’s history that will be posted to the website.  Open to suggestions.  Media committee is open to proof-reading, editing, design, etc.  Facebook page has about 300 fans.  

Tickets for wine tasting will be printed shortly (next week) after this meeting.  Rob Morton hopes that every member of MBC will support event by buying at least one ticket.  Tickets will be $25 each.  Two locations (Ray’s True Value & Millbury Savings Bank) will have tickets for sale.  Anyone can email anyone on fundraising committee to buy tickets.  This is being advertised using Media Committee.  

Events Committee Report
Next meeting will be September 10th at Asa Waters Mansion at 7:00 p.m.
Last meeting in July had good discussion.  
Status of calendar of events and Working with other organizations
Denise Marlborough needs dates to create calendar.
Armand White said that the Events Committee would like to have an outreach person to go to local businesses and ask what annual events they have, and if we can partner with them.  

History Committee Report
Carole Chiras said History of Millbury books will be $54 ($5 for shipping).  Write checks to Karen Gagliardi by September 15 for this price.  After this the books will be $75.  Carole welcomes people to donate photos, postcards, maps, etc. that can be scanned for a compilation book.  Carole will meet people at their convenience so that they can be present for scanning.  Edd Cote will assist in cleaning up photos.  Next meeting will be September 15 at Asa Waters Mansion at 5:30 p.m.

Agenda Item VI – Old Business:
Discuss MBC presence at the Fireman’s Muster/Field Day on August 29th at Shaw School.  
Chris Sinacola, Armand White, Joe McKeon volunteered to be there.  
Roger Desrosiers said we need to work on details of setting up a table, having brochures, banner
Joe offered his canopy and table for the event, given the call for rain; will coordinate with Chris Sinacola.  

Discuss MBC presence at Block Party on September 19 – 1-6pm
Joan Pearsall, Federated Church Block Party Chair: On Main Street, can have table in 12’ x 12’ area.  Can do food fundraiser – will need to know soon so no repeats, have enough space.  She thinks chicken BBQ would be good, but it is a lot of work.  Roger Desrosiers suggested that we have a presence this year to see how it goes for future years.  There is usually a vendor area – food, games/activities area, performance (dancers, martial arts) area, music stage in front of Federated Church.  Hot dogs, fried dough, baked potatoes, onion rings, popcorn.    Have Farnsworth Court and down Church Street; Grove Street to Elm Street.  A small railroad, runs on tires (gasoline and battery), kids can ride, they ride all around.  Charge fees.  Need a route.  Volunteers to be at table: Paul DiCicco, Jamie Rembiszewski, Carole Chiras, volunteered.  Looking for more volunteers for this event.  Roger Desrosiers asked Joan for a space at Block Party, and she agreed.

Discuss attendance and absence policy at MBC meetings
Roger Desrosiers referred to July 22 meeting minutes to review Town policy about absence from Committee meetings.  To paraphrase, members may be removed if they miss 5 or more consecutive meetings or half or more of the meetings in a calendar year.  He asked that Committee members let one of the co-chairs know by email if they will be unable to attend a meeting.  

Motion: Bill motioned to move discussion to a later meeting, seconded by Cyndi Burr.
Discussion: There is one member who has not attended a meeting since November.  
Vote: All in favor, none opposed.  Motion passed 20-0.  

Discuss public letter of invitation and involvement in MBC events
Roger Desrosiers distributed a letter than could be posted on website, in newspapers, etc.  He suggested we give a letter to the Worcester Telegram & Gazette by Tuesday, September 1.  Review letter and email suggestions to Roger by Monday, August 31.  

Agenda Item VII – New Business:
Discuss suggestion by Edd Cote regarding a photo journal for a day in the life of Millbury
June 11, 2010 (Friday) or June 11, 2011 (Saturday) could be that day.  Edd Cote would assemble some photographers (4+), take a 24-hour period before 2013, and document one day in the life (4am-4am).  Photos could include the rubbish truck, the diner, the school, town.  Solicit townspeople to take a photo on that day and send in.  Maybe could guarantee photo in book with donation.  Edd would like to do a large book like the Intel hard cover book he brought as an example.  Could publish ads in book to make money as well.  Carole Chiras offered that this could fall under the History Committee, and Edd volunteered to chair this project.  Edd will do additional research on our questions, present more information at the next History Committee meeting, present to MBC at September 30 meeting.  A CD was discussed as an alternative.  

Discuss Hudson Balloon Festival in early August, Harold Proodian
Jamie Rembiszewski said that kids had a great time during the day and at night.  Edd Cote said the balloons lift off at dawn.  There were about 8-12 balloons.  Not sure if there is adequate room in Millbury to host this, except possibly at Windle Field.  Jamie will follow up with Elks Club about the details of the Hudson Balloon Festival.  Cyndi Burr suggested contacting Greenfield about their music and balloon festival.  

Agenda VIII – Next meeting: Wednesday, September 30th at 7:00 p.m.

Agenda Item IX – Adjournment:
Motion: Ron Marlborough moved to adjourn the meeting at 8:54 p.m., seconded by Bill Kane.
Vote: All in favor, none opposed.  Motion approved 20-0.  

Submitted by

Rebecca Rehm
Clerk, Millbury Bicentennial Committee

September 24, 2009