HomeMy Public PortalAbout20150106 - 300th Anniversary Celebration Committee - Meeting Minutes
HOPKINTON 300TH ANNIVERSARY COMMITTEE
JANUARY 6, 2015, 4:30 PM
TOWN HALL, ROOM 203
Minutes
I. Call to Order: Chair Jean Bertschmann opened the meeting at 4:36 pm with the following
members present:
Jean Bertschmann, Chair Scott Richardson
Hanan Cohen Craig Stanley (Absent)
Michelle Murdock Associate Member: Ann Click (absent)
II. Acceptance of Minutes
On a motion made by Scott Richardson, seconded by Michelle Murdock, the Committee voted to
approve the minutes of the meeting of December 23, 2014.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Craig Stanley)
III. Reports to the Committee
A. Chair Report
Jean Bertschmann provided the Committee with the following updates:
Progress is being made on the banners. They are scheduled to be installed during the
week of January 19.
The book is complete, and expected delivery is January 7.
Jean Bertschmann will reach out to the Metrowest Tourism Bureau and the Marathon
Fund Committee regarding potential grant funding.
Jean Bertschmann met with the Board of Health Director and was informed that it is
acceptable for the Committee to charge a fee to the food trucks. The Committee
recommended asking for a $150 fee.
Jean Bertschmann and Jamie Hellen will meet with Atlas on Friday, January 9 regarding
the fireworks contract.
B. Friends Report
No report was given at this meeting.
IV. New Business
A. Select Vendor for Family Picnic
Meghan McSkimming submitted a memo detailing three bids for Production Partners for the
Family Picnic entertainment management.
On a motion made by Scott Richardson, seconded by Michelle Murdock, the Committee
voted to select Image Production to manage the stages and entertainment, at a cost not to
exceed $12,000.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Craig Stanley)
B. Select Online Funding Mechanism
Michelle Murdock presented the results of her research into online crowd‐funding options.
Given that there is no 501(c)(3) organization involved and that the town will not allow direct
deposits, it may not be possible to use an online vendor. Michelle Murdock and Hanan
Cohen will follow up with Chris Howell and Maureen Dwinnell prior to the next meeting.
V. Old Business
A. Sponsorship Update
At this point, $20,000 has been collected from sponsors, with another $16,000 in
commitments. Scott Richardson will prepare a supplemental target list of sponsors for
review at the 1/20/15 meeting.
On a motion made by Scott Richardson, seconded by Hanan Cohen, the Committee voted to
accept a sponsorship check for $1,000 from the Hopkinton Independent.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Craig Stanley)
B. Budget Update
Hanan Cohen presented the Committee with a budget update, currently showing a projected
deficit of $61,000 due in large part to the loss of the $50,000 MOTT Grant. Once the Friends of
Hopkinton Anniversary Committee confirms its commitment to contribute $20,000 to the
parade expenses, and the additional sponsorship commitments are collected, the deficit is
projected to be $24,000. The crowdfunding/community fund drive, supplemental grant
requests, and second wave of sponsorship requests are all planned to close the projected gap.
The final budget procedures document was distributed to the Committee.
On a motion made by Michelle Murdock, seconded by Hanan Cohen, the Committee voted to
approve payment of $12,274.61 to Country Press.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Craig Stanley)
C. Merchandising Update – Ann Click
Mrs. Click was absent, so no update was given.
D. Opening Ceremony Update
Jean Bertschmann and Michelle Murdock have been working with Anne Mattina to finalize
details for the Opening Ceremony. Lieutenant Governor Karyn Polito, State Senator Karen
Spilka, State Representative Carolyn Dykema, Todd Cestari, Dr. MacLeod, and Norman
Khumalo will all speak.
E. Ice Fishing Event Update
Jean Bertschmann and Craig Stanley have been working with Parks and Rec and Jamie Hellen to
facilitate the online registration process as well as the insurance coverage for all parties
involved.
VI. Adjournment
On a motion made by Hanan Cohen, seconded by Michelle Murdock, the Committee voted to adjourn at
5:53 pm.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Craig Stanley)
Respectfully submitted,
___________________________
Jean Bertschmann, Chair
Documents reviewed:
December 23, 2014 Minutes
300th Anniversary Budget Procedures
December 2014 Monthly Budget Update
Memo from Meghan McSkimming regarding Production Partner