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HomeMy Public PortalAbout20150922 - 300th Anniversary Celebration Committee - Meeting Minutes HOPKINTON 300TH ANNIVERSARY COMMITTEE SEPTEMBER 22, 2015 4:30 PM TOWN HALL, BASEMENT Minutes I. Call to Order: Chair Jean Bertschmann opened the meeting 5:35 pm with the following members pre- sent: Jean Bertschmann, Chair Scott Richardson Hanan Cohen Craig Stanley (absent) Michelle Murdock (departed 5:57 pm) Associate Member: Ann Click (absent) Also Present: Eric Sonnett II. Acceptance of Minutes (action required) On a motion made by Hanan Cohen, seconded by Michelle Murdock, the Committee voted to approve the minutes of:  September 8, 2015  September 9, 2015 VOTE: Favor: 4 Against: 0 Absent: 1 (Craig Stanley) III. Reports to the Committee A. Chair Report  The $50,000 in MOTT grant funds has been received by the Town Hall B. Friends Committee Report  Not available. C. Sponsorship Report  Several checks are missing: Price Chopper, Yogurt Beach, Carbones, and CVS. Scott Richardson will follow up with all sponsors.  For the Closing Ceremony, a new Bronze Level Sponsor Banner will need to be created, to add Jamie Oil to the list. IV. New Business A. Invoices for Payment None at this meeting B. Schedule Next Meetings The Committee set its next meeting dates as October 6, 2015 at 5:30 pm; November 3, 2015 at 5:30 pm; and December 1, 2015 at 5:30 pm. C. Resignation of Hanan Cohen Hanan Cohen has been appointed to the Appropriations Committee. Per their regulations, he must resign from the 300th Committee in order to serve. He has graciously agreed to continue to help with the budget for the 300th in a non-official capacity. The Committee thanked him for his service, and wished him luck in his new appointment. On a motion made by Scott Richardson, seconded by Jean Bertschmann, the Committee voted to accept the resignation of Hanan Cohen. VOTE: Favor: 2 Against: 0 Absent: 2 (Craig Stanley, Michelle Murdock) D. De-brief Celebration Weekend The Cake on the Common; Light Up the Night; and Parade events were reviewed by the Committee. Accolades from the community continue to pour in, thanking the Committee, the Friends Committee, and Parks and Rec for a priceless weekend of celebration and community pride. All events exceeded expectations, and the weekend was a success. Two projects related to the celebration weekend are ongoing: the Time Capsule and the Dear Hopkinton Project. V. Old Business A. Budget Update Bills are continuing to be submitted for expenses related to the celebration weekend. B. Remaining Event Calendar and Planning  Woodsmen Show, October 18 – the Friends Committee is managing this event, and the 300th Committee is supporting the publicity.  Our Town, October 16-17; 23-24 – Enter Stage Left is performing Our Town, and the 300th Committee is supporting the publicity.  Top of the Hill, November 24 – The High School, HEF and HPTA are sponsoring this new honorarium project for HHS alumni, and the 300th Committee is supporting the publicity.  Holiday Stroll, December 5 – if this event takes place, the 300th Committee will support the publicity.  Closing Ceremony, December 11, 2015 – Jean Bertschmann and Scott Richardson will begin the planning for this event. i. Time Capsule – by general consensus, the Committee approved the design of the seal for the Time Capsule. The project is well underway. ii. Dear Hopkinton – additional dates will be added, including an upcoming Veteran’s Breakfast iii. Sponsor Banners – the Committee will request that the banners be removed after the Holiday Stroll, before the Closing Ceremony.  St. Paul’s event – St. Paul’s is offering a concert related to their history, featuring their historical organ (purchased from the First Congregational Church), and the 300th Committee is supporting the publicity.  Poetry Book – the book is completed, and the 300th Committee is supporting the publicity.  Middle School Play – the HMS Drama teacher has not responded to requests for information regarding whether or not this will move forward. VI. Adjournment On a motion made by Scott Richardson, seconded by Jean Bertschmann, the Committee voted to adjourn the meeting at 6:32 pm. VOTE: Favor: 2 Against: 0 Absent: 2 (Craig Stanley, Michelle Murdock) Respectfully submitted, Jean Bertschmann, Chair Documents reviewed: Meeting minutes: 9/8/15 Meeting minutes: 9/9/15