HomeMy Public PortalAbout20150120 - 300th Anniversary Celebration Committee - Meeting Minutes
HOPKINTON 300TH ANNIVERSARY COMMITTEE
JANUARY 20, 2015, 4:30 PM
TOWN HALL, ROOM 203
Minutes
I. Call to Order: Chair Jean Bertschmann opened the meeting at 4:34 pm with the following
members present:
Jean Bertschmann, Chair Scott Richardson
Hanan Cohen (absent) Craig Stanley
Michelle Murdock Associate Member: Ann Click
Also Present: Paul Whitcher
II. Acceptance of Minutes
This vote was postponed to the February 3, 2015 meeting.
III. Reports to the Committee
A. Chair Report
Jean Bertschmann provided the Committee with the following updates:
Banners are being installed this week. By general consensus, the Committee agreed to
order 5 more banners saying “Proud Sponsor”, rather than request a $300 refund from
Alltype Banner, which resulted in only 35 banners being ordered in the original order,
rather than 40.
The Fireworks Contract has been signed.
Jean Bertschmann and Scott Richardson have been working with Town Hall to locate
and retrieve the Time Capsule buried under the Korean Church. They will continue to
pursue this project, and keep the Committee informed.
B. Friends Report
The Friends will donate 3 fleece jackets, to be given to the Legislators at the Opening
Ceremony.
The Friends are ordering car stickers to sell.
The Friends balance is $20,740.
Paul Whitcher will research a potential exclusive vendor contract for merchandise for
the picnic and parade, for discussion at the 2/3/15 meeting.
IV. New Business
A. FY16 Budget Request
At the recommendation of Chris Howell, the Committee considered increasing its’ FY16
budget request. Hanan Cohen and Chris Howell met and recommended a request of $50,000.
On a motion made by Michelle Murdock, seconded by Scott Richardson, the Committee
voted to request $50,000 in the FY16 operating budget.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Hanan Cohen)
B. FY 15 2nd Quarter Financial Report
This agenda item was postponed to the 2/3/15 meeting.
C. Invoices for Payment
On a motion made by Scott Richardson, seconded by Michelle Murdock, the Committee
voted to approve the following invoices and requests for reimbursement:
1. Invoice #36375, New England Professional Systems, $1,386.03;
2. Culler Photo, LLC, reimbursement for FY15 indicia, $220;
3. Alltype Banners, telephone pole banners, $2,400;
4. Jean Bertschmann, postage to mail books to sponsors, $24.36;
5. Hopkinton Independent, ½ page color advertisement, $601.50;
6. Colellas, food/beverage for Opening Ceremony, up to $160;
7. Waterfresh Farms, hot beverages for Opening Ceremony, $113;
8. Ideal Printing, Memory Book, $45.80; and
9. Atlas Pyrovision, fireworks deposit, $10,000.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Hanan Cohen)
D. Revisions to Letterhead
The Committee needs updated letterhead, with the green colorway. Michelle Murdock
will create the letterhead.
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 2/3/15 meeting. It is hoped that the additional 5 banners with the words
“Proud Sponsor” can each be sold for $500.
Craig Stanley left the meeting between 5:00 and 5:10 pm
B. Community Fundraising Drive
After discussion with Maureen Dwinnell, Michelle Murdock has determined that it will not
be possible to pursue a crowd‐funding mechanism, like Razoo. There may be a possibility of
online donations through UniBank, the Town’s current vendor. In addition, Michelle will
work with Maureen Dwinnell to create a form which can be submitted with checks.
On a motion made by Scott Richardson, seconded by Michelle Murdock, the Committee
voted to authorize Michelle Murdock to set up a community funding mechanism.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 2 (Craig Stanley, Hanan Cohen)
C. Budget Update
Hanan Cohen was unable to attend the meeting. Jean Bertschmann distributed the most
recent budget update, and asked the Committee to review the expenses for events which they
are managing, to be certain they are categorized correctly.
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. The Town Clerk has not been able to certify the First Baby as of yet,
so that event will be postponed. The First Baby will be offered a spot in the Parade. Scott
Richardson will continue to work to identify a sponsor for the $300 savings bond.
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.
F. Merchandising Update – Ann Click
Merchandise sales continue.
VI. Adjournment
On a motion made by Scott Richardson, seconded by Craig Stanley, the Committee voted to adjourn at
5:50 pm.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Hanan Cohen)
Respectfully submitted,
___________________________
Jean Bertschmann, Chair
Documents reviewed:
January 6, 2015 Minutes
January 2015 Monthly Budget Update