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HomeMy WebLinkAbout250th Comm. 07/17/2024250111 Celebration Committee I y Meeting Minutes of ,iuly .` 7r 20:24 Present: Rob MacDonald, Eileen Cusack, Kevin McNatt, Teresa Murphy, Susan Feely, Sacha Zlatkova, Arlene Coccia, Nancy Griffin, Linda McCabe, Elvire Stanilous, Nicole Burch Not Present: Kara Griffin, Matthew Cook Guests: Will Snyder ,.a 1. Open Meeting Meeting called to order 6:34 PM �, rn 2. Approval of 6118 Meeting Minutes Passes: 10-0 3. Treasurer's Report Ms. Cusack met with the Town Accountant. Nnatio& fr� the South Common sponsor, Relief, and the Cultural Council were deposited.- A p6rtiomof Bay Coast Bank's top sponsorship will bring the combined total to $22,570. Members are to fill out the reimbursement form for committee expenses, add the receipt, and submit to the committee Treasurer. There was discussion how to track and provide thank you notes to donors, and the donor data base was suggested to use. 4. Report from the Fundraising and Marketing Advisory Committee regarding fundraising opportunities and outreach. Discussion and consideration on Fundraising and Marketing Advisory Committee items requiring committee approval. a. Fundraising Updates Ms. Griffin shared the two updated solicitation letters for committee approval and sought permission to print. It was proposed the Town Hall Ambassadors stuff the envelops for mailing. The cost for the printing is @ $1200-$1350. The committee agreed to $2000 for one sided and two-sided printing. There were suggestions to add "other' above "Lawn sign for $50", and "Mansfield" to "Cultural Council". Motion: To approve $2,000 to print the sponsor letter and flyer Passes: 11-0 (Stanislous, Murphy) The Non-profit Gift Fund granted the committee $4127 to purchase 56 downtown light post banners. It costs $5300 to cover all the posts, not including the additional post holders if needed. There was consensus the banners are to be displayed in the North End of downtown. Discussion considered using all the posts for banner display instead of alternating. The proposed golf tournament won't happen due to limited timeframe. 250`.. Celebration Committee meeting minutes DATE July 17, 202 t Minutes taken by Susan Feely; Clerk 25011 Celebr atior} Committee [Oeeting Minutes of July 1—, 2024 Ms. Cusack suggested setting up a 250'h merchandise table at the Saturday Farmer's Market in front of Town Hall. Discussion focused on when to start selling merchandise. The committee identified start-up merchandise to include free magnets, and sell lawn signs, pins, dog kerchiefs and totes. The market time is 9`AM to 1 PM. Ms. Coccia shared she has a space and offered it when she isn't there. She recommended the merchandise volunteers cover a two-hour shift in pairs. Ms. Griffin will contact 4imprint and Mass Corps for merchandise quotes. Motion: Allocate $2500 to purchase merchandise Passes: 11-0 (Feely, McNatt) Motion: Allocate up to $300 for signage at the merchandise table. There was a discussion to consider a banner and tablecloth. Ms. Cusack offered to check out the tablecloth possibility and Ms. Griffin volunteered to design. Passes: 11-0 (Cusack, Stanislous) 5. 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. Cusack and Ms. Feely reported on their scouting trip to Memorial Park and meeting staff who requested upgrades to the restrooms and office for the main events.. Additional portable toilets are needed for the day with th recommendation to be placed behind the snack shack.. Also discussed was set-up time for Incorporation Day 10 AM to Noon, and the celebration beginning Noon Ill 8 PM. There is electricity at the snack shack. Additional trash barrels are needed for the park. Ms. McCabe discussed various game activities for different age groups. The Navy Band was recommended to provide music for the celebration. Chowder/soup contests with local restaurants was supported as an event. The committee was informed there is a current drone and laser show discussion. Attleboro had a laser show for $9999 with mixed reviews. Drone shows can range from 30K to 80K. Ms. Griffin shared the Select Board favors fireworks for the clelbration. It was agreed to add a Finale Sponsor on the business flyer. Ms. Griffin will call Attleboro and Foxboro for display estimates. Ms. Murphy suggested the Select Board should seethe different costs for the finale: Motion: To include the spinning and kick -the -bar events in Incorporation Day festivities Passes:11-0 (Cusack,Coccia) 259'' Celebrat;on Corn nlittee meeting minutes DATE July 17, 2024 Minutes talon by Susan Feely, Clerk 250`11 Celebration omi-nitrep k4eeting Wnistes of July :1.7, 2024 Mr. Synder discussed the old time Mansfield game "kick the bar", estimating 30-50 participants. He plans to get estimated costs for a couple dozen team sport pinnies. Creating a time capsule was discussed with agreement it would be opened in 50 years at the 3001h and include a note to the committee. It was also agreed the capsule should be displayed in a town building. Ms. Murphy suggested the Class of 2025 to create the time capsule and volunteered to take the lead with the project event. There was committee consensus the capsule should be displayed in the Superintendent's building, the old memorial library. Mr. McNatt offered to research the construction of the capsule. Motion: To create a time capsule honoring the 250'h celebration of Mansfield and open in 2075 to celebrate the 3001h anniversary. Passes: 11-0 (McCabe, Feely). 6. Report from the Parade Advisory Committee regarding the proposed parade in May 2025. Discussion and consideration on Parade Advisory Committee items requiring committee approval. Item 12 taken out of order. Ms. Feely inquired if there were deadlines for vendors „to commit as an event participant. Ms. Griffin broke down the process. Event applications go to the Select Board containing as much information as possible, then go through the necessary town departments. The committee also applies to Park and Recreation. Ms. McCabe reported she reached out to them. The process is to first, complete the Town Events application, list all the, events separately including location, equipment, and permission needed for facilities, in addition to the application. Email it to Chair MacDonald. The Select Board is back to their regular schedule this month and scheduling for early fall. Event applications should be ready by the next meeting on Aug 281h. November Is' is the deadline for parade participants to commit. Chair MacDonald shared the groups to invite, as parade participants are decided. There was inquiry if something about the parade could be added to the flyers that were going out. Getting the word out was encouraged. Ms. Griffin suggested the monthly Mansfield newsletter to promote 250th events. Committee members can email her with event informationfor the newsletter. 250"' Celebration Committee meetinla minutes DATE July 17, )024 Minutes (taken by Susan Feely, ClCFk 250111 Celebration Committee I#fee ting, hAinutes of Jule 17, 202 7. Report from the Culture and Arts Advisory Committee regarding proposed events which may include a gala, play, speakers, air show, and more. Discussion and consideration on Culture and Arts Advisory Committee items requiring committee approval. Joyce Stamps from the African American Genealogical Society offered to do a`workshop, -- along with discussion, groups to help move the reflection stories forward. Also, there was discussion having other recreational games such as softball. Mr. Snyder talked about an old-time uniformed mascot wearing an old-time uniform for the kick -the -bar game. Hats were suggested and pinnies for teams. Ms. Stanislous-reached-out to Envision -in Mansfield regarding a`gala in the Fall of 2025. The banquet room can fit up to 600 people. The cost per plate is between $33- $46.'> The date is Oct 4, 2025. Motion: To have Gala on Oct 4, 2025. Passes:11-0 (Stanislous, McCabe) Ms. Burch discussed an art event project using photography and art displays from schools It was suggestedtheir advisory put together a letter for promotion. There was no response to the Speaker series. Ms. Burch plans to make a list and send the form out again. Committee members were encouraged to send recommendations to the advisory committee. Some names considered are Debra Britt and Anthony Ferrara. There was a suggestion to contact the town Librarian who has a genealogy club. 8. Airport Event Update for June 2025 Chair` MacDonald reported there is collaboration with the Rotary Club for an event at the airport. 9. Discuss and Consider Tree Planting Proposal for 2025 Chair MacDonald shared the Mansfield schools updated their district seal and adopted the oak tree. An anonymous donor offered to sponsor oak trees to plant by the schools and the town common. Motion: To support the school tree planting Passes:11-0 (Griffin, Stanislous) After the vote, it was suggested there should be a plaque commemorating the 2501n 25W' Celebration Corr.mit`i ee nieetin- minutes DAI E .July 17, 2024 MitulteStaken by Susan Feely, Clerk 250131 Celehrt a;iorF Corm -nil N.Ieot:ing i+%Ainutes of July 17, 2024 10. Discuss and Consider Use of 250th Logo and/or Letterhead by Non-250th Committee Groups Mansfield groups can use the 250th logo with permission but not the letterhead. Information about logo use and permission recommended to be on the 2501h website. Motion: Any entity wishing to use the 250th logo must seek the sole permission of the 250'h Committee. Passes: 11-0 (Griffin, McCabe) Motion: The Local Cultural Council has permission to use the logo for the fundraising and construction of a commemorative quilt. Passes: 11-0 (Zlatkova, Grifin) 11. Establish Future Meeting Dates August 28, 2024 at 6:30 PM, MBC room 31d floor Sept. 26, 2024 at 6:30 PM, meeting room 2 a/b 12. Items not known 48 hours in advance Addressed in Item 6. 13. Adjourn Motion: Adjourn at 9:20 PM Passes: 11-0 (McCabe, Zlatkova) Susan Feely, Committee CI k 250`° Celebi ation Committee meeting_ minuses DFlT E July 17. 202v Nllinutes taken by Susan Feely, Clerk I 0 1 `