HomeMy Public PortalAbout20141021 - 300th Anniversary Celebration Committee - Meeting Minutes
HOPKINTON 300TH ANNIVERSARY COMMITTEE
OCTOBER 21, 2014, 4:30 PM
TOWN HALL, ROOM 215
Minutes
I. Call to Order: Chair Jean Bertschmann opened the meeting at 4:30 pm with the following
members present:
Jean Bertschmann, Chair Scott Richardson
Hanan Cohen Craig Stanley (late arrival: 4:43 pm)
Michelle Murdock (late arrival – 4:47 pm) Associate Member: Ann Click
Also present: Ben Palleiko, Chief Clark, Chief Lee, John Westerling, Al Rogers, Paul Whitcher
II. Acceptance of Minutes
On a motion made by Craig Stanley, seconded by Scott Richardson, the Committee voted to accept
the minutes of the meeting of October 7, 2014.
Vote: Favor: 4 Oppose: 0 Abstain: 1 (Hanan Cohen) Absent: 0
III. Reports to the Committee
Chair Report
Jean Bertschmann provided the Committee with the following updates:
John Foster will design and build the time capsule. He is working with Joe Regan to find
a tree felled in Hopkinton which can be used to build a bench. Chris Alicandro and Linda
Connolly will work with Jean on the contents.
The Picnic Committee is in place and looking for an additional member to manage the
children’s area, as well as a volunteer to manage the facility considerations at the event.
The Moms Club, HPTA and Girl Scouts will help with the Scavenger Hunt.
The Women’s Club generously donated their cover to the 300th Committee. The cover
looks wonderful, and mirrors the cover of the upcoming Commemorative Book. Phone
books were delivered mid‐October to all residences.
The MOTT grant request needs to be updated to include only FY15 expenditures. Jean
and Hanan will work with Jamie Hellen to re‐submit.
Quarterly expense breakdowns are due to Hanan immediately.
Sponsorship Update: Scott Richardson presented the Committee with three
sponsorship checks: $5,000 from Phipps Insurance; $1,000 from The Richmond Group;
and $1,000 from Gorman‐Richardson Architects. Hanan Cohen will deposit the checks
with the town treasurer. Several other sponsorship commitments have been made, and
more solicitations will be forthcoming.
Friends Report
Ann Click provided the Committee with a report from the Friends Committee as follows:
Friends finished at Farmer’s Mkt on 10/19
Friends next Bottle Drive at Colella’s will be Nov 8
Friends will be at the Train Depot starting Oct 25 Saturdays 10‐2 and Sundays 11‐1, at
least through end of Nov.
Tickets for the Oct 28 Ham & Bean Supper funded by the Friends are available today
through me and at Colella’s, Country Plus, and the Snappy Dog and may be ordered by
phone
Friends will participate in the 12/6 Holiday Stroll.
The Friends Float Building class will be held Jan. 24 from 10am to noon at the Fire
Station.
IV. New Business
A. Committee Letter for Commemorative Book
Jean Bertschmann drafted a letter from the Committee to go in the Commemorative
Book.
On a motion made by Michelle Murdock, seconded by Hanan Cohen, the Committee
voted to approve the letter drafted by Jean Bertschmann for inclusion in the
Commemorative Book.
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
V. Old Business
A. Design for Commemorative Stones
Jean Bertschmann provided the Committee with three design options for
commemorative markers in front of Town Hall and in the center of the Gazebo. On a
motion made by Craig Stanley, seconded by Hanan Cohen, the Committee voted to
select the design with 1715 above the town seal and 2015 below as the preferred design
for the commemorative stones.
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
B. Merchandising Update
Ann Click will present a merchandising update at the November 18, 2014 meeting.
C. Fireworks – Review of Bids; Vote on Vendor
Together with Ben Palleiko, Chief Clark, Chief Lee, John Westerling, Al Rogers, and Paul
Whitcher, the Committee reviewed and discussed fireworks bids from Atlas Pyrovision,
Pyrotecnico, and American Thunder. Jean Bertschmann reviewed each proposal and
reference checks to date. All three vendors submitted attractive bids and met the cost
requirement of $20,000, as well as all requirements requested by the Committee. Some
concern was expressed regarding a safety infraction several years ago by one of the
vendors. At the request of John Westerling, that vendor was removed from
consideration. Based upon references and customer service to date, Atlas Pyrovision
was selected by the Committee as the preferred vendor.
On a motion made by Scott Richardson, seconded by Craig Stanley, the Committee
voted to select Atlas Pyrovision to provide a fireworks show for the Hopkinton 300th
Anniversary, pending a successful reference check by Chief Clark, and successful
contract negotiations.
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
VI. Adjournment
On a motion made by Scott Richardson, seconded by Craig Stanley, the Committee voted to adjourn at
5:47 pm.
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
Respectfully submitted,
___________________________
Jean Bertschmann, Chair
Documents reviewed:
October 7, 2014 Meeting Minutes
Draft Commemorative Stone designs
Draft Committee Letter
Fireworks proposals and reference check responses from:
Atlas Pyrovision
American Thunder
Pyrotecnico