HomeMy Public PortalAbout20140414 - 300th Anniversary Celebration Committee - Meeting Minutes
HOPKINTON 300TH ANNIVERSARY COMMITTEE
APRIL 14, 2014, 6:30 PM
ROOM 215, TOWN HALL
Minutes
I. Call to Order: Chair Jean Bertschmann opened the meeting at 6:30 pm with the following
members present:
Jean Bertschmann, Chair Scott Richardson
Hanan Cohen (8 pm departure) Craig Stanley
Michelle Murdock Associate Member: Pat Lynch
Also present: Michelle Gates (7:30 pm arrival)
II. Acceptance of Minutes
On a motion made by Hanan Cohen, seconded by Scott Richardson, the Committee voted to
approve the minutes of the meeting of April 7, 2014
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
III. Reports to the Committee
A. Finance Report – Hanan Cohen
The Committee reviewed the spreadsheets provided by Hanan Cohen, and discussed the
calendar of events for the Celebration year.
B. Sponsorship Update – Scott Richardson and Craig Stanley
The sponsorship packet will be reviewed in detail at the 5/12/14 meeting. Scott
Richardson anticipates beginning solicitations in the late summer/fall of 2014.
C. Communications Update
Michelle Murdock updated the Committee the options for a website. The Friends have
their own website, which will be linked with the Committee website and/or Town
website. The options available to the Committee for a website include use of the Town
website, a free WIX website with some limitations, and and upgrade to the WIX website
which will allow for a custom domain name and support the sponsorship and advertising
needs of the Committee.
On a motion made by Craig Stanley, seconded by Scott Richardson, the Committee
voted to authorize Michelle Murdock to expend up to $500 to purchase a domain name
and appropriate upgrade to the WIX website for two years.
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
Michelle Murdock updated the Committee on recent publicity activities, including
promoting fundraising events for the Committee Marathon Runner.
D. Chair Report
An additional meeting was scheduled for April 23, 2014 for the purposes of meeting
with the Friends Parade Committee and working in greater detail on the budget for the
parade.
The Committee brainstormed additional community groups to contact regarding
partnerships for the Celebration year.
The Committee was asked to vote to designate an amount of FY14 funds to roll into a
53i account, via Town Meeting. On a motion made by Scott Richardson, seconded by
Michelle Murdock, the Committee voted to request that $13,314.14 be transferred from
the FY14 town operating budget to a 53i account, which will be available for usage
throughout the entirety of the Celebration year.
Vote: Favor: 5 Oppose: 0 Abstain: 0 Absent: 0
The remaining $100 will be used to reimburse Meghan McSkimming for the costs
related to the volunteer mixer held in November.
The Committee was asked to give a report to the Town at Town Meeting regarding
activities to date. Jean Bertschmann will follow up with Town Hall for an answer to the
Committee’s request to distribute a draft calendar at Town Meeting.
Jean Bertschmann will follow up with former Committee members regarding
arrangements for the Runner.
IV. New Business
A. New Fundraising Ideas – Craig Stanley
Hopkinton, NH is very interested in co‐sponsoring motorcycle runs to and from each
town. Representatives will be invited to a future meeting to discuss the planning. Craig
will investigate organizing a $10K draw in October, 2014.
B. Fireworks – Michelle Gates
Michelle Gates attended the Parks and Rec meeting to request funding for fireworks for
September, 2015. Parks and Rec voted to authorize up to $35,000 for fireworks, but
requested information regarding Milford town fireworks. Craig Stanley will gather the
information from Milford.
V. Old Business
A. Contract for Services with Friends of Hopkinton Anniversaries Committee
No response has been issued from Town Counsel, so this item was postponed to the
April 23, 2014 meeting.
B. Presentation to BOS, April 15, 2014
This presentation was moved to May 20, 2014.
C. Town Meeting Handouts
By general consensus, the Committee authorized Jean Bertschmann and Michelle
Murdock to update the Calendar handout and order 500 to be distributed at Town
Meeting and additional locations.
D. Meeting with Medway Co‐Chairs
Jean Bertschmann will invite the Medway co‐chairs to a future meeting. Members will
submit questions to Jean Bertschmann in preparation for the meeting.
VI. Adjournment
On a motion made by Scott Richardson, seconded by Craig Stanley, the Committee voted to adjourn at
8:03 pm.
Vote: Favor: 4 Oppose: 0 Abstain: 0 Absent: 1 (Hanan Cohen)
Respectfully submitted,
___________________________
Jean Bertschmann, Chair
Documents reviewed:
Draft Hopkinton Celebration Budget Spreadsheets
Draft Event Manager Schedule
Website review/comparison memo from Michelle Murdock
Minutes of 4/7/14