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Bicentennial Committee Minutes 08/25/2010
Date:   Wednesday, August 25, 2010              Time:   7:00 p.m.

Location:       Asa Waters Mansion, Millbury


Committee Members Present
Cynthia Burr
David Cofske
Roger Derosiers
Paul DiCicco
Catherine Elliott
Frank Gagliardi
William Kane, Sr.
Denise Marlborough
E. Joseph McKeon
Robert Morton
Mary Lou Mulhane
Joyce Ostrowski
Paul Raffa
Rebecca Rehm
Christopher Sinacola
Carol Vulter
Lynn Winston

Committee Members Absent
Marc Auclair
Carole Chiras
Edd Cote
Jeffrey Dore
Karen Gagliardi
Tish Hayes
Ronald Marlborough
Harold Proodian
Jamie Rembiszewski
Armand White

Guests Presents


At 7:11 p.m., Bill Kane and Roger Desrosiers opened the meeting with 17 members present.

Agenda Item I– Approval of Minutes from April 28, 2010 and June 9, 2010 meetings
Roger Desrosiers asked everyone to look at the June 9th minutes.  
Motion: Rob Morton moved to accept the June 9 minutes, seconded by Cyndi Burr.
Vote: No discussion, all in favor, none opposed.  Motion approved 17-0.  

Agenda Item II – Treasurer’s Report:  
Joyce Ostrowski reported that she left copies of the top sheet so everyone can see what our running total is - $54,177.  In addition, there is about $1,300 from the commemorative books and more from the sales at Ray’s True Value.  She reviewed donations, including $5,000 from Wine Nation at their grand opening and $10,000 from Goretti’s in July 2010.  Paul DiCicco collected money from cans.  Joyce reported on expenses for raffle tickets, a trophy and a chocolate fountain for the wine tasting, which were approved by the Executive Committee.  
Motion: Denise Marlborough moved to accept treasurer’s report, seconded by Lynn Winston.
Vote: No discussion, all in favor, none opposed.  Motion approved 17-0.  

Agenda Item III – Updates:
Bill Kane talked about changes to the Open Meeting Laws, including emphasizing no discussions over email; all rules apply to subcommittees (including an agenda, recorded minutes with recorded votes, held in a public place, posted); when something is presented at a meeting, everyone should bring a copy and give a copy to the Clerk to be included in the records; Clerks must include some brief details of discussions (not just “there was a discussion”); minutes need to be made available to the public within 10 days (even if they’re not approved); minutes should be approved within 30 days of being taken (although Bill or Roger Desrosiers will speak with the Town since our meetings are not frequent enough to meet this requirement); meeting agendas should be submitted 48 hours ahead (not including holidays and weekends), but it is preferred they are submitted earlier.  Bill Kane will look at the rules again to clarify.

Bill Kane updated us that he received a resignation letter from Edd Cote.  Bill sees no reason not to accept this resignation.  
Motion: Rob Morton moved to accept Edd Cote’s resignation letter, seconded by Denise Marlborough.
Discussion: Roger Desrosiers said that he appreciates the work Edd Cote has done.  
Vote: Motion approved 16-1.  

Bill Kane brought up that there are two people who have only attended one MBC meeting each - Marc Auclair and Harold Proodian.  Bill said we will send a letter to these members.  If we do not receive a response, we will vote to remove them at the next meeting.  Also, Karen O’Donnell resigned, but this needs to be made official by a letter.  Bill Kane will check with the Town Clerk.  
Motion: Rob Morton moved to send letters to Marc Auclair and Harold Proodian, seconded by Paul Raffa.
Vote: No discussion, all in favor, none opposed.  Motion approved 17-0.  

Bill Kane reported that he and Roger Desrosiers were interviewed on a TV show, Yesterday, Today, Tomorrow.  It’s on Sunday and Tuesday mornings (they believe) on a cable network, in case anyone is interested in watching it.  On the show, they emphasized that there are many people in the community who have been generous, in addition to Wine Nation.  

Agenda Item IV – Committee Reports:
Finance/Fundraising Committee Report:  July 7 and August 4, 2010

Rob Morton passed out the Fundraising Committee Report and reported that tickets for the wine tasting will be ready for sale soon, there will be a press release soon advertising the wine tasting and the Vaillancourt Santas.  Ticket prices for the wine tasting are $30 for one person and $50 for a couple.  Raffle items for the wine tasting will include gift bags from many of the Shoppes at Blackstone Valley.  There will be three people/groups competing in the culinary competition.  Roger Desrosiers suggested that we provide some signage that identifies the contributions made by companies/people, including Scales.  

At 7:35 p.m., Joyce Ostrowski departed, leaving 16 members remaining.  

Rob and Paul Raffa have spoken with Vaillancourt Folk Art to commission a Millbury Bicentennial Santa.  Rob brought two sample Santas, and Vaillancourt will create one more prototype that will be presented at the Finance/Fundraising Committee meeting on September 1.  Rob passed around the Santas for everyone to see.  The Santa was designed to attract the collector and the average citizen.  There will be 200 Santas created (numbered 1-200), they will sell for $150 each (cost us $75 each), and we hope to net $18,000 from this fundraiser.  There will be a $20 raffle for #1 in 2010-2011 and a raffle for #200 in 2012-2013, each at a public event.  Rob said that Paul DiCicco could have one to auction off at the Golf Tournament, with bidding starting at $150.  People will order the Santas through the Millbury Savings Bank and be assigned a number on a first-come, first-served basis.  The orders will then be placed with Vaillancourt, so we will not hold any inventory.  If there is more demand than the 200, we will decide on another item to commission.  

Rob presented the updated budget.  The commemorative coin will be joined with the American Bicentennial coin (from the Town) in a two-coin set as a fundraiser.  

Paul DiCicco reported that the first meeting for the golf tournament will be September 2 at the Millbury Savings Bank.  Brian Turbit went to Blackstone Valley and got a good quote for the first tournament in 2011.  High Fields will most likely be used for the next tournament in 2013.  There are a number of people already on the meeting.  Paul will be looking for funding for brochures and raffle tickets at the MBC December meeting.  Bill Kane reported that all purchases should go through the Town to avoid sales tax.  There is no reason for people to spend their own money and get reimbursed.  

Karen Gagliardi will be coming as soon as possible.  Roger Desrosiers reported for her that the next restaurant event will be at Unos October 13-14, 2010.  There will also be a restaurant event at A&D Pizza.  Candy sales will start at the Block Party in September.  There has been a profit of $1200-1300 for the history of Millbury books so far.  

Bill Kane asked for comments about the Santas that were passed around.  Mary Lou Mulhane commented that she likes the cloth penant.  Chris Sinacola asked if there is a difference in price between the two Santas.  Bill asked that our (MBC) name is listed first and Vaillancourt’s name is listed second on the bottom of the Santa.  These will go on sale to the public by the wine tasting in October.  Roger Desrosiers suggested that the Santas go on sale at some event other than the wine tasting.  Cyndi Burr suggested that we keep the sales at Millbury Savings Bank because of good tracking methods by bank employees, etc.  Others on the Committee agreed.  Rob said that there will be a press release after the wine tasking on Monday, October 4th.  Raffle tickets will be available for sale at the wine tasting, Saturday, October 2nd.  

Paul Raffa stepped out of the room at 8:06 p.m., leaving 15 members present.

Motion: Frank Gagliardi moved to accept the general design of the Santas and the sale date of October 4th, seconded by Paul DiCicco.
Discussion: Cyndi Burr asked what happened if we don’t purchase all 200, to which Rob responded that we think we will sell them all.  Rob said that Vaillancourt will make these in batches of 20.
Vote: No discussion, all in favor, none opposed.  Motion approved 15-0.  

The next meeting of the Fundraising Committee will be September 1, 2010.  

Paul Raffa returned to the room at 8:08 p.m., making 16 members present.  

History Committee Report:        
Frank Gagliardi reported that a subgroup of the History Committee worked with the Millbury 2009-2010 AP US History class to create a number of writings about Millbury’s history that have been bound in a booklet, which was paid for by a grant.  The goal was to get students interested in Millbury’s history as we approach our bicentennial.  

Frank showed a calendar that the Historical Committee put out for a number of years.  It has 12 photos in it.  The Historical Society has many photos that could be used for this.  Frank suggested that we do something like this for the MBC.  They cost $2 to print, and they sold them for $5 each.  You could add dates of MBC events from June 2012 to June 2013.  Cyndi Burr suggested that we do the layout ourselves through an online photo site.  Frank and Carole Chiras will discuss this with their Committee.  Frank DiCicco suggested that we do a 19-month calendar.  There was a lot of support for the calendar from MBC members.  

Frank and Carole talked about the Millbury second grade tour that happens annually on a bus, and they would like to have Trolley tours like this for adults led by Historical Society members.  The History Committee will discuss this.  

Catherine Elliot said the September 14th meeting must be moved because it is a primary day.  

Media Committee Report:  August 5, 2010    
Paul Raffa reported that he has a lot of articles for the eNewsletter from the student writings.  There are a lack of volunteers coming to the Media meetings, so Paul is asking for anyone who has web design skills who would like to volunteer for more than a couple of months at time.  He is going to wait to have another meeting until the end of September or October.  Bill Kane said that we should ask each committee to have a media person on their staff who could funnel the information to Paul for the Media Committee to approve, rather than Paul dealing with everything.  

Rob Morton brought up that there should be a press release for the capital campaign and the donors who have come through so far.  

Chris Sinacola reported that he has a plan for his 120-page (10-chapter) Millbury pictorial history book.  He is getting photos from the Historical Society.  He may ask for input from members of the Town about what topics they would like to see included.  Chris asked that someone other than himself (the Town) collect the money for the books.  Bill Kane will find out from the Town Manager how we do that.  

Events Committee Report:  June 10, 2010 (Ball Committee)
Paul Raffa went to Old Sturbridge Village about the reenactment.  He spoke with someone in charge, who verbally agreed to do the reenactment.  If he signs on for this, all the other reenactment groups should sign on as well, as he is a leader in this community.  Paul needs to have him put this in writing.  The location will be at Stowe, Hawk Hill and possibly Pearson’s Dairy.  It will be a reenactment of the Revolutionary war on October 13-14 or 20-21, 2012.  Bill Kane said he needs the aerial maps from Paul because Bill needs to meet with the Chief of Police regarding public safety, parking, etc.  The Car Show is scheduled for October 12-13, 2012, so the reenactment should not conflict with this.  Someone will research when Columbus Day is in 2012 as the reenactment can’t be on this weekend either.  

Roger Desrosiers reported that the Ball Committee is doing really well and has a lot of people involved.

The next Committee meeting is September 9, 2010.  

Agenda Item V – Old Business:
MBC presence at Fireman’s Muster on August 28th from 11am to 4pm
Roger Desrosiers said that we should get there at 10:30 a.m. for setup.  There will be a sign, table, brochures.  Joe McKeon, Paul DiCicco, Denise Marlborough, Roger Desrosiers (in afternoon) volunteered to get materials from Armand White at 3 Millbury Avenue.  

MBC presence at Block Party on September 18
Roger Desrosiers asked for volunteers – Lynn Winston (unconfirmed), Jamie Rembiszewski, Cyndi Burr will be on-site, Roger Desrosiers will be there.  There should be a donation jar, candy for sale, tent (table provided).  

Discussion with library trustees in June and suggestions for other organizations
Roger Desrosiers and Paul DiCicco attended a meeting with library trustees.  Roger asked them to become involved in the MBC celebration, and the MBC is looking for their suggestions as to how this can be done.  Roger talked about the library as being a suitable place for artifacts, although they expressed concern over the safety of artifacts.  Roger said that they will invite us back when they have discussed their involvement in the Bicentennial celebrations.  It will be the 100th anniversary of the library in 2015, so they can start the process for their celebration with our celebration.  

Roger Desrosiers feels that it would be great to partner with other organizations to do events for the Bicentennial from June 2012 to July 2013.  

Discuss Day in the Life of Millbury project
Roger Desrosiers reported that seven to eight people met to discuss this project.  They decided to postpone the Day in the Life of Millbury project until next year, as the group did not think everything could be done in time for this year.  The responsibilities and leadership for the project would have to be divided among multiple people for the future project.  Roger is leaving this to the MBC to discuss and decide on the feasibility of the project.  Chris Sinacola asked if this could be done over the course of a few years before the Bicentennial rather than all on one day.  Carol Vulter suggested doing a year in the life of Millbury.  Bill Kane agreed that this book is about the things that happen in a day in someone’s life, but it does not have to be on one day.  Roger suggested that we put this on the agenda for the October meeting.  

At 8:57 p.m., Rob Morton departed, leaving 15 members present.  

Report on Millbury Library Annual picnic on August 5, 2010
Carol Vulter reported on the picnic.  She and Carole Chiras wore period costume (in extreme heat).  They had a table, and there were a lot of people interested in the MBC.  

David Cofske departed at 8:59 p.m., leaving 14 members present.  

Agenda Item VI – New Business:
Annual Report due September 6th, Report to Selectmen on September 14th
Bill Kane and Roger Desrosiers will work on this.  

Discussion regarding Meat Raffle at St. Charles Hotel benefiting MBC
Bill Kane reported that the only way this is a successful fundraiser is if we bring the people who buy the tickets.  The Lions Club runs the event but cannot be responsible for getting people there.  Bill said there are about six tables, the first of which may have 12 cuts of meat.  They sell $1 tickets for this table, pull tickets for winners and winners get to choose something from the table.  It a party atmosphere, as alcohol is available.  We have plenty of time to request this, as they do it until next spring.  

Report on Selectman King’s annual event supporting MBC
Roger Desrosiers said the proceeds from Selectman King’s event will be donated to MBC.  

Chris Sinacola volunteered to take minutes for Rebecca Rehm while she is out with her new babies.  Rebecca will send Chris the templates she used.  

Bill Kane reminded everyone to hand in their Open Meeting Laws signed form.  

Agenda Item VII – Next meeting:
The next meeting will be Wednesday, October 13, 2010 at Asa Waters Mansion.

Agenda Item VIII – Adjournment:
Motion: Paul Raffa moved to adjourn the meeting, seconded by Frank Gagliardi.
Vote: No discussion, all in favor, none opposed.  Motion approved 14-0.  

Submitted by

Rebecca Rehm
September 24, 2010