HomeMy WebLinkAbout250th Comm. 06/18/20242.50111 Ceiebration Co nmittee
Meetings Minutes of tune 18, 204
Present: Robert` MacDonald, Nancy Griffin, Susan Feely, Linda McCabe, Eileen
Cusack,'Elvire Stanislous"KaraGriffin, Teresa Murphy, Nicole Burch, Kevin McNatt`
Not Present: Sacha Zlatkova, Matthew Cook
Guest: Nick Monticello (Town Accountant), Scott Feely, Will Snyder
1. Open Meeting Chair MacDonald call the meeting to order at 6:40 PM. ;
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2. Approval of 5/14 Meeting Minutes r'r
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Passes: 8-0 (Griffin, Stanislous) rn
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3. Report from the Fundraising and Marketing Advisory Committee regarding fundrarstng
opportunities and outreach. Discussion and consideration on;Fundraisigg;andar(t'ettng
Advisory Committee items requiring committee approval. }-i `-' i
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a. Town Accountant Presentation
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Mr. Monticello presented the invoice process with Vendors. Expenses should be approved by the
committee before purchase. Anything in reference goes through Ms. NGriffin's office. Invoices are
submitted to the 250th Treasurer, Ms. Cusack, who submits to Ms. NGriffin. The Town Manager signs
off and then sent to the Select Board for final approval. Small purchases are reimbursable. There is
a reimbursement form to complete. Larger expenses are invoiced and paid weekly by the town.
Discussed possible purchases for the celebrations. Put purchase of items for any project or event on
the meeting agenda. There should be some idea of an estimated cost. Inform the vendor where to
send an invoice, which is preferred. Remember that the town does not pay ;sales tax, If the
Accounting office asks for a W9, then ask the company to include a copy of their W9 with the invoice.
Donations are entered on a spreadsheet, which also helps to track thank -you notes. Purchases over
$2500 must have a purchase order. Ms. NGriffin is contacted to create the purchase order with a
quote. Any purchases over $10K need 3 different prices from 3 different vendors.
For services, deposits are not permissible. Obtain a'statement invoice. Payment will occur the day of
the event. if a committee member is requested to give a deposit, contact Ms. NGriffin.
b. Fundraising Update
There will be a mass mailing. Mr. Monticello will create a list of the businesses the town works with
for the solicitation list. Ms. KGriffin can provide a list of Tri-town businesses for Ms. NGriffin. There
will be a flyer to solicit and a separate one to advertise.
4.' Report from the -Incorporation Day Advisory Committee regarding proposed events for
Incorporation Day Weekend 2025. Discussion and consideration on Incorporation Day
Advisory Committee items requiring committee approval.
Ms. McCabe presented the flyer and letter for the restaurant businesses. Restaurants will receive.a
sign as a Mansfield Spirit participant for display. Suggestions were made for minor changes to the
flyer.
)501' Celehi� ition Committee it minutes
DAiFlune18,20M
Minutes taken by Susan Feely, Clerk
2.50111 Celebration Cornroittee
Meeting Minutes of June 18, 2024
He also recommended providing shirts for the game. it was suggested to provide images for the shirts
to bring to the next meeting.
7. Airport Event
Chair MacDonald discussed a possible laser show at the Mansfield Airport. It was also suggested the
laser show could be the final event for Incorporation Day. Discussion to continue at the next meeting.
8. Establish Future Meeting Dates
July 17 at 6:30
August 28 at 6:30
9. Items not known 48 hours in advance
Ms. McCabe reported there is a tentative date for a fundraiser Golf Tournament on Oct 4, 2024, at
Pine Oaks in Easton. Ms. KGriffin offered to help with the event.
10. Adjourn
Motion: Adjourn meeting at 9:20 PM
Passes: 9-0 (Cusack, McCabe)
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250"' Celebration Committee meeting rninutes
DATE June 18, 2024
Minutes taken by Susan Feely, Clerk;
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