WARE 250TH MEETING MINUTES FOR MARCH 2, 2010
7:06 - Motion to approve minutes from last meeting7:07-7:16
- Bruce Marshall from Ware Radio stopped in to introduce himself to the committee.
Mentioned his morning show with Fred King, and Donna Lee has just been added.
It’s a 5-person morning team.
Carry high school sports.
He says his radio station is here from the committee.
Says he will put us on the morning show, or do a pre-recorded PSAs. Would
like to put out calendar of events.
Doing this now with Monson history minutes done by local high schoolers.Doing
the parade in cooperation with Stanley from cable access. Wants to broadcast
any event we see fit to broadcast.
Says his radio station has a very big footprint from Springfield to Worcestser
with 5,000 watts.
Gets 5,000 visits per month. He has already linked his radio station to his
site.
Want to link Web sites together.
Donna Lee has production company so if we need local or national talent, so
Bruce wants us to reach out to here for help.
Mentioned attending events committee meeting.
Member said Charlie Lask is very interested and is on supper committee. He
is helping with the tribute bands.
Bruce mentioned Patsy Kline is popular with Donna Lee productions.
We can get in tough with Donna thru Bruce.
Melissa asked if we could put on a show, what sort of support could radio
station provide. Bruce mentioned getting high school as location. For talent
show.
Bruce asked when events kickoff, which is next September.
Bruce asked when radio station should start publicizing events.
Invited folks onto Fred King morning show.
Melissa asked for folks who want to sponsor or work at events, or partner
with committee on.
Bruce said perhaps we should have a morning show on.
Bruce asked for press releases to him directly.
Calendar of events and history minutes provided will be sold as radio ads.
Could be English Department involvement from Ware High.
That will probably start up last week of August or first week of September.
History minutes will open and close with ad sponsors.
Asked if we should do pod-casting with these services onto Web site.
Julie will work with Bruce on history minutes and partner with Jim Robidoux
over at high school. 7:26-7:38 - Diane Feltner also visited tonight. Has professional
skills in event planning. She started her own events planning business. She
does parties, weddings, anniversaries. Passed out a brochure. Wantsto help
get involved in planning of events.
Holly invited Diane to events planning committee.
Melissa welcomed her talents because the bulk of this committee’s work
is event oriented.
Holly mentioned she has found a few volunteers to help with the ball.
Diane sad she has been finding her friends possess talents, who could be drawn
into this volunteerism.
Perhaps this could pro-bono.
Melissa: We need to showcase the wonderful businesses inn Ware.
At formative meeting, we wanted to have either free events, or ones that are
real affordable.
Events Committee meeting is next Wednesday at senior center.
7:39-8 p.m. – Holly made an announcement: her husband talked about golf
tournament idea. Used conservative estimates of about $4,700. Thinking about
golf tournament in the summer as a pure fundraiser. Have to sell 72 golfers
with foursomes. Talking about $50 PER GOLFER. Round of golf, gifts, cart rental.
Knights said they would do steak dinner at $15 per person. To keep it minimal,
ask sponsor business for $25.
The biggest onus on us is selling the 18 foursomes. Still have to t-sponsors
to sell.
Holly’s husband has offered to help put it all together.
Motion made to move ahead with idea, contingent upon finding committee members
to help.
Most shotgun starts in late morning.
Dunroamin Golf Course is the intended spot in summer on a Monday.
Tony also gave us 100 rounds of golf and told us to sell them as a fundraiser.
Sell it for $10, which usually sell for $15.
Round donations number 1-10 were taken by Melissa
Wanda has 11-30.
Lisa has 41-50
Bill has 51-60.
Kathy – 61-70
Holly has 71-100.
Holly was not sure if you could get a June date.
Tracy will put proceeds from sales into 250th account.
WRN will list golf tourney tickets in ongoing under calendar.
Can also sell business and individual donor
Wanda made new motion to form committee to work golf fundraiser this summer
at Dunroamin. Have several committee member snow.
Julie seconded motion.
Bill Bradley volunteered to join golf fundraiser committee.While supplies
last, for People can mail checks payable to Town of Ware, with Ware 250th
in memo, Ware PO Box 682. include home mailing address and we will mail the
tickets. Round of golf good thru 2010 season.
Change that mailing contact on Web site.
Holly will hold on to 30 of the 100 tickets for PO Box reserves.
She asked if we could sell the tickets by next meeting.
8-8:07 p.m. – Tracy says on merchandising, if we use Café Press,
they will make Ware 250th items as they order it.
Account needs to be set-up under town of Ware by official town staffers.
www.cafepress.com
Lots of authors use this to self-publish books.
Would it be better to order inn bulk for merchandising, or have folks self
order.
We are going to need merchandising for parade.
Wanda suggested would it be possible to go to Dunroamin, and ask other businesses
to do sponsors.8:08-8:21 p.m.
Melissa asked for approval for new letter head. “250” getting
lost in black and white version. She will re-work positioning and color repro
and to get more uniformity.
Melissa also drafted up letter to police union to volunteer to work parade,
or least reduced cost policing time.
On calendar – blend history and contemporary – pics, tapping local
photogs for current images. Julie will get history ones.
Committee will select the nest ones built around themes. Can Lions help us
with sale effort oncalendar??
Melissa said to collect images.
Our deadline date is May.
Tim will reach out to a few photogs.
Julie will tap History Society archives soon.
Carol will be meeting Lions Club on how fund will be split on calendar as
fundraiser.
Stack of photos organized by theme.
Melissa – Got permission to hang oversized calendar on selectmen’s
wall
Wanda will have calendar for next meeting with over-sized calendar on it.
Discussed print ing 50 250 posters to sell at Cabaret this Sunday at Salem
Cross.
Wanda suggested inexpensive getting black frames to put the posters in.
Charge $5 per print.
Cindi will bring them to the Cabaret.
Run image of 250 poster with golf tourney listing so folks can buy thru PO
Box.
Bill said we have a color printer at library that is cheap.
Melissa said we will start with a dozen.
8:30-8:38 -
Cindi will be updating thank yous on Web site
She will also bring back calendar hot link to Carol for further discussion8:39-8:49
-
Convert photos from last parade - Does anyone have photos from last parade???
Julie will talk with Stan about getting new light bulb for projector.
Could we get Stan’s film from last parade up on Web site, too
Historical Society has five reels
Cindi said meetinghouse event is in September. Melissa said she would invite
dignitaries.
Carol is wondering about bussing and parking, bathroom use, for meetinghouse
event
Port-a-poties?? Parks Dept can move them over.
Cindi said abutting parking may be available. Wanda next meeting in April
Julie said we had about 100 folks on property last year, but they expect more.
Abutting residents may donate field use.
Melissa said we could use senior center and have shuttle available.
On banners downtown: We can hang them from the lights from Gibby. Carol initially
priced the banners so we need to research banner creation now. 8:51-
Wanda – Wanted to see if we have a 250th cake. Wants a wooden one, three
layers. Round cake.
Cost of cake would be free. Wanda will talk to town, see if it is free, and
then bring it back in April.
Cake would be 10X8X2-foot
Eric Vollhim looked at the 200th commemorative coin. Said it was a zinc with
a bronze finish. It was stamped and dyed.
Eric could, however, reproduce the coin with Indian as is with 3-dimentional
type, and back would not be raised.
Hand polished in pewter. Leave as hand polished pewter??
Making 500 would cost $5 apiece, which is minimum. Takes 3-5 weeks, and he
needs 40% deposit. And then we could charge $10 apiece.
Can we pre-sell them for orders.
Postmark is available thru post office for 250th. Need to discuss more at
next meeting.
Melissa said snow Gods have been against events committee. They are at breaking
into specific event planning groups.
Town Supper planning meeting will meet Tuesday, March 23 7 p.m. location TBA.NEXT
STEERING COMMITTEE MEETINGS: Thursdays, April 8 at 7 p.m. and May 6 at 7.
250th Anniversary Steering Committee Meeting
Feb. 2, 2010
Present: Melissa Weise, Cindy LaBombard, Wanda Mysonas, Holly Harper, Carol
Zins, Danielle Souza, Cathy Bartholomew, Lisa Hamelin, Julie Bullock, Cathy
Buelow-Cascio, Bill Bradley, and Melissa Fales (filling in for Tim Kane) 7
p.m. Call to order
Carol Zins asked if in the future, the committee could approve the minutes
before they are posted online in order to make sure that necessary corrections
are made.
Committee Reports
Melissa Weise expressed concerns that the committee would be trying to do
too much. She said she would rather have fewer, well-done events.
Holly Harper suggested scaling back the plans to just 4 or 5 events for the
committee to focus on.
Call-backs and volunteer list
Weise said she had several conversations with Beth Kaltner about making call
backs.
Wanda Mysonas said she was concerned about Kaltner duplicating efforts since
three people were given lists of people to call.
Weise acknowledged that some people might get called twice, but said it was
more important for everyone to be contacted and have their response documented.
Cindy LaBombard said she was concerned about the lack of communication and
that too many people were working independently without letting others know
what they were doing.
Julie Bullock reminded the committee that National Honor Society students
at Ware High School are willing to help with specific tasks. Holly Harper’s
husband has offered to train the students how to make initial calls to businesses
if the committee wants them to do that. The committee decided not to have
the students do the calling, but to keep them in mind for future tasks.
Mysonas shared some of the work she has been doing while making the initial
calls, trying to line up clubs interested in financially sponsoring events
with events that people are interested in holding.
Weise said the purpose of calls was just to present the opportunities and
document whether someone was interested in participating in the celebration.
She said Mysonas was trying to do too much.
Weise said the committee needed to have a central means of communication between
meetings so everyone was kept abreast of where things stand. She said callers
should tell the business about the events that will be offered to see if they
want to offer any money or other support. If they want to do something additional,
the committee will advertise an event but cannot take on any more activities.
The committee decided that Kaltner will make the calls with the goal of having
all the calls done by the next meeting. Everyone who made calls should let
Weise know who they have spoken to so she can document it. Weise asked the
committee to let her know if anyone contacts them so they can be put on the
list too.
Other ideas
LaBombard said for the town of Westminster’s 250th Anniversary, Aubuchon’s
put the town’s logo on its truck and traveled around advertising. Would
they be willing to do something like that for Ware? LaBombard wants to make
sure someone asks them about doing that.
LaBombard asked if the committee could put an announcement on Channel 15 asking
for volunteers. Cathy Buelow-Cascio asked if a message could be sent to other
local towns’ cable channels to spread the word. Weise said the committee
needs to define the message it wants to send and suggested changing the message
every month. The first message will remind people that the 250th Anniversary
is approaching and invite them to check out the website. Weise will be responsible
for contacting Stanley Ciukaj with the messages. Post Office Box
Weise said she met with a lot of red tape when she tried to get a P.O. Box.
She learned that the town needs to provide a letter authorizing one person
to open the box. The committee decided it would be Harper, who will be responsible
for collecting the mail. Harper will follow up with Tracy Meehan and Nancy
Talbot on the paperwork.
Any checks received should go straight to Meehan for deposit into the fundraising
account. Checks must specify “250th Anniversary” or they might
end up in the General Account.
Carol Zins asked if the committee could have access to a fax machine. Weise
will look into it.
Weise will also look into whether the 250th master calendar can be posted
in the selectmen’s meeting room.
Zins asked about a copier and Weise said the committee could use the one outside
the selectmen’s meeting room. Once the renovations at Town Hall are
complete, the committee will have its own storage place.
Meeting with town manager and department heads
Weise said a meeting with Town Manager Mary Tzambazakis and the department
heads did not go as planned due to an emergency. A follow-up meeting is scheduled
for Feb. 9 at 5:30 p.m.
Weise said it looks like the 250th anniversary committee will have to pay
for the police and D.P.W. costs for events.
The idea of a possible tractor show in October has been on hold until the
department heads/ town manager could weigh in on it.
Calendar printing schedule
Weise said she wanted to have all the event dates nailed down for May so the
calendar could be printed. Any last-minute changes or additions can be included
in a monthly bulletin.
Bullock said the website needs more content. Bullock said she and LaBombard
would be meeting with Tim Kane to add some historical information. The committee
discussed the possibility of using links so members can update information
available on the website. Weise said it would be a key way to keep the information
centralized.
Zins said the Ware Lions Club will also be celebrating a big anniversary and
asked if the committee wanted to collaborate with them in some way.
If anyone has any photos for use in the calendar, they should contact Weise.
Mysonas said one of the monthly messages on Channel15 could be a call for
photo submissions. Bullock asked for as much information about each photo
as possible, date, location, and names of people shown. Merchandising
Weise said she is still waiting to hear if merchandise can be sold via the
website.
Mysonas said a coin has been struck on every anniversary and she wanted to
see that tradition continue. She will contact Eric Vollheim in Hardwick to
see how much it would cost to have a coin struck. Harper will check with Country
Bank to see if they would be willing to distribute the coin.
Buelow-Cascio, Harper and Souza will work on merchandising ideas.
Historical book
Bullock said since no one person is able to write the anniversary book, she
has approached a number of people about writing one chapter on a topic they
are interested in. Kaltner will write about the Senior Center, Talbot about
demographics and town government, Jack McQuaid and Red St. Onge will write
about veterans, etc.
Bradley offered to help with sports and write about politics. Mysonas will
write about “oddities” in town that don’t fit under any
other category. Anyone with ideas on other topics should contact Bullock.
Events Committee
The January Events Committee meeting was cancelled due to bad weather.
Main Street Supper
Mysonas said she learned that it is possible to close off Main Street for
the supper, although Police Chief Dennis Healey suggested that holding the
supper in the Millyard might save the committee some money in terms of the
detail officers needed. LaBombard said the officers would be paid at time
and a half for a minimum of 4 hours.
The date of the Main Street Supper will be Saturday, Aug. 6, 2011.
The Main Street Supper committee will be responsible to work on the details.
So far, Mysonas, Buelow-Cascio, LaBombard, Sue LaBarge, Charlie Lask and Cindy
and Roy St. George are on the committee.
Gala Ball
A tentative date of Saturday, January 8, 2011 was set for the Gala Ball.
The committee will work on the details. So far, Harper and Buelow-Cascio are
interested in working on the ball.
Review of other events
Julie Bullock is in charge of the Kick-Off Weekend September 18 and 19, 2010
Steve Kutt is in charge of the Memorial Day Parade on May 29, 2011
Fire Chief Tom Coulombe is in charge of the Firemen Muster on June 25, 2011
The Lions Club is in charge of the fireworks on June 25, 2011.
Gala Parade Committee is Zins and LaBombard. The parade is scheduled for Sept.
4, 2011.
Other possible events
Bill Bradley will look into the possibility of a fundraising golf tournament
at Dunroamin Country Club in Gilbertville.
Buelow-Cascio will contact D&D Fitness Factory about a road race/ possibly
in conjunction with the annual Henry Gagnon Memorial run.
Lisa Hamelin reported no interest in a “Taste of Ware” event.
Restaurants she contacted didn’t have enough manpower to run a booth
in addition to their main locations.
Upcoming meetings
The next Events Committee meeting will be Wednesday, Feb. 10 at 6:30 p.m.
at the Senior Center.
The next 250th Anniversary Steering Committee meeting will be Tuesday, March
2 at 7 p.m. at Town Hall.
9 p.m. Meeting adjourned
Ware 250th Anniversary Committee minutes
Meeting Date: July 23
Present: All members
Old Business:
The board reviewed the celebration idea list and approved those meeting minutes.
New Business:
The bulk of the meeting was spent pairing down the event idea list into workable monthly themes in order to streamline planning and conduct outreach for volunteers and donors.
The board hopes to target other organizations and businesses through a letter campaign send in early September inviting them to join existing event subcommittees, or suggest their own ideas to develop. The committee felt it should serve as the ÒumbrellaÓ organization overseeing the community-wide 250th calendar so we arte all on the same page with a master calendar.
Tim Kane will compile a draft outreach letter for committee review at the next meeting. That letter will be sent out in early September with a deadline for response by February 1, 2010. The board will then review community responses and develop a master working list in Spring 2010. The letter will push the message, Òin order to be included in the 250th event program, your input on our ideas or your own suggestions must be received by xxxxx.Ó
Pin buttons were suggested as a way to market the approaching celebration. We could give them out to businesses and organizations to wear to help promote our cause.
The committee decided to attempt to contract pro bono with graphic designer Gary Locoste o come up with several prototypes built around WareÕs ÒManor of PeaceÓ industrial and farming heritage
We could sponsor a poetry contest to create a formal slogan for the campaign, though we would have to wait until school began or promote the content in the newspapers
The celebration event ideas developed so far were applied to themes the committee created for each month, running from September 2010 to September 2011.
Discussion on a web site ensued. Once the ideas are galvanized in August, logo and marketing materials formally developed, and more historical content provided, Tim Kane or other will build a web site. That said, you canÕt build a web site without content.
Various committee members will bring prospective mailing lists to the next meeting for culmination
On the exact incorporation of Ware, Nov. 28, an idea was presented to host a Ware mill film theater presentation, possible at the Casino Theater,
MONTHLY THEMES (see attached)
Next meetingÕs suggested agenda: Approve outreach letter, finalize and combine mailing lists, and discuss fund-raising strategies
Next meeting dates: Aug. 11 and Aug. 28 at 7 p.m. in selectmenÕs chambers
Tim suggested the full committee only meet once per month this fall and forthcoming subcommittees meet in between those dates as needed and then report back the group as a whole.
Adjournment at 8:30 p.m.
Ware 250th
Meeting Minutes, 8.11.09
Present: all, plus Cathy Cascio
NEW BUSINESS:
Mentioned subcommittee formation. Melissa said we should
sketch out that structure.
Update on logo: Keith Goudreau agreed to do logo. He will
give us a vertical and horizontal design options of prototype for next meeting.
Should we send letters out? After revising, we agreed to
send after compiling master mailing list at next meeting.
Melissa back tracked and wants to focus out finalizing
letters, and organize subcommittees to meet more often than the whole.
OLD BUSINESS:
On Letter:
Next mtg scheduled Aug. 27.
Holly said to get logo out via email for a vote. Tim
reminded Holly you can not officially vote on logo via email as it violates
open public meeting law. You can not even have a quorom present. Group decided
to float logo via email and vote at next meeting.
Need generic date in corner of letter and set it up like
business letterhead.
Personalize the letter to each recipient. Need excel doc to mail merge the
mailing list.
Bill Bradley said mail merge: Generate the letter with hand
written addresses for the personal touch.
Then put, ÒDear Participant:ÓÓ inside
Committee agreed to hand write addresses envelopes. Return
address and logo can be printed.
Question of marketing and event advertising: Should we have
different levels of advertising for donors, including ad in program book?
Tim said the Ware River News would be willing to publish an
in-paper anniversary special section with all the bells and whistles, however,
WRN would need to sell ROP ads into the special section on its own in order to
cover costs. There would also be a cost for printing the special section of
about $5,000, WRN would cover the costs of typesetting, writing, design, distribution
and compilation. We just struck a similar deal for the Qubaog 350th
program.
List of names of donors at end of program book. Tim said
Quaboag 350th did this as a thank you to sponsors full page ad.
If company gives money, it will be sponsor an event.
Want to see larger donors recognized.
Need to generate budget for events.
Bill Bradley recommends it will not matter for golden
sponsors how they are recognized Ð just that are.
Let the finance subcommittee work out the various tiers of
donations
Use paypal on web site for online donations Ð use button
ÒdonorsÓ
Send thank you letters to all donors
Last sentence of first graph: Add: November 2011 Ð Ware theater - and to event and month themes
Need specific timeframe on when we will call: Òin the next few weeksÓ instead of the
Ònext few monthsÓ
Use students to help hand write letters and senior center
members are interested in volunteering
Letter unanimously passed - Tim abstained as he authored it.
Mailing list:
Carol suggested mailing list goes out to subcommittee to
determine final address and help hand write the addresses.
Melissa said she will go to Nancy Talbot and ask for town
lists
COMMMITTEE FORMATION:
Carol asked how to keep the money ours instead of the
townÕs?
Melissa said we can partner with a non-profiit org, and they
could be a fiscal agent.
Carol said Ware Center Meeting House could be that fiscal
agent.
Committee title
proposals:
Bill Bradley volunteered for group
¥ First task is to Scout out headquarters for group to meet
and conduct planning tasks Ð perhaps at WT Grants
¥ Melissa said we could take our event calendar and turn it
into a real Wall Calendar as a fund-raiser mechanism. Folks could also buy a
date on the calendar
¥ Thank yous published weekly or monthly in WRN and on web
site
Basically, everyone said we would be on all committees.
These committee meetings are open public mtgs so we need to
post, keep minutes, and report back to group.
Tim will publish a brief in WRN announcing committee
formation and need for volunteers and join. Public can come to Aug.. 27
meeting. If you can not come Aug. 27, contact committee to express your
interest. Meeting starts at 7 p. m.
Contact Stan on Ware Community TV to announce Aug. 27
committee mtg.
Need lists and logo by Aug. 27 Ð Public relations will meet
that night to finalize list and get letter addresses hand written and sent.
Finance group will check with town on separating funds into
Ware Center Meeting House account.
Bill will research possible HQ
Purchase URL for www.ware250.org
approved
**** Next All Steering Committee meeting on Thursday,
Sept. 17 at 7 p.m. possibly at new HQ or upstairs on great hall as selectmen
chambers is occupied..
WORK & AGENDA FOR NEXT MEETING on Sept. 17 at 7
p.m. in upstairs great hall (or we could meet at Ware River News office conf
room)
¥ Finalize mailing lists compilation from sources, then
filter Ð Carol is going to start typing it in
¥ Get logo done from various bids, but get letter out
beforehand
¥ Finish Web site
¥ Get HQ site possibilities
¥ Ask seniors, scouts to help hand write envelopes Ð line up
help
¥ Solicit more subcommittee help
¥ Determine financing money where it goes
¥ Check on operating under 5013C Ð need account opened
¥
Ware 250th
8.27 steering comm. meeting minutes
Present:
Everyone, minus Melissa who was excused
Committee review thru banners from Westminster
Designer of logo.
Bill Bradley will reach out to Dave Granlund.
Send out letters without logo, just with town seal.
Give it one more month to end of September. What is price?
Keith Goudreau Productions.
We feel this logo should be pro bono.
Going to pursue other designers.
Can we create separate non-profit account for funds raised
What is the seed money we have???
Discussion ensued as to how we are going to sell, raise
money,
Suggestion was subcommittees should report back to full
board??
Agreement was reached the full board would vote on big ticket
items, but not the little stuff.
Russ made point that banners are manufactured and so we
pre-order them and then sell.
Town does not have true business listing
So we went to tax collector for businesses, and audited for
home based versus true merchants
Suggestion was made to call Patty Losata at Community Chest
to see what mailing list they are working from
Russ said some of the smaller folks on the list are the ones
who to hit Ð plus it is an invitation to make business known
Mailing lists need to be examined
There is a web site for small fee to obtain whatever
listings Ð business listings for town of Ware
Need to target non-profit orgs first
Holly said she could ask if the system Country Bank uses
could be shared
Nothing to report
Vice chair we should not exclude businesses outside of Ware
for mailing list.
Does Ware News have biz listings???
Mailing lists need to be key entered as text
Committee looked at list and decided we need to review the
list and decide who to keep and who to delete
Seniors want to help
From the numerous ideas tossed back and forth between members of the Ware
250 Anniversary steering committee, it looks like the town is going to be
in for a marvelous celebration.
The committee met Oct. 13 to vote on ideas and designs, assign tasks and hash
out various administrative duties.
A logo presented by Keith Goudreau at a previous meeting was unanimously approved.
It features the old meeting house and town hall inside of an oval. The logo
will appear on banners which can hang and wave from the doors of residents
and be printed on t-shirts, pins and possibly even tote bags. The words "Reflections
of the past, bridges to the future," the theme of the year-long celebration,
will appear on various items.
Each will be available for purchase in the future and the proceeds will benefit
the town.
Local groups and organizations are encouraged to participate in the celebration,
seeing as how it revolves around Ware. Stephen Kutt of the VFW and Cathy Cascio
and John Hogan of the Rail Trail attended Tuesday's meeting to discuss ways
in which each organization could help out, host events and fundraise.
The steering committee is making a great effort to support Ware businesses
when a task arises that can be locally completed, such as printing t-shirts
and various merchandise, or printing informative letters.
Such letters will be sent in the coming weeks to businesses inviting them
to participate in the celebration.
As a creative way to initially get the word out about the upcoming year-long
250 celebration, the newly-approved logo will appear in a storefront window
downtown during the Holiday Flair event on Nov. 27. Vintage artifacts from
Ware's history will appear with the 250 celebration logo in the window, while
a group of singers in vintage attire will appear outside of it, singing festive
songs.
A 2-day long 250 celebration opening ceremony is planned to be combined with
the September Fair and will feature speeches from dignitaries, an assortment
of art and crafts, a planting of a lilac bush, as well as keeping the museum
open. As planning continues, more events will be added.
A tractor show coupled with a farmers market is being looked at. The VFW will
be enlarging its Memorial Day parade just for the 250 celebration. Because
Belchertown is also celebrating its own 250 anniversary the same year as Ware,
a combined event, possibly at The Quabbin, is being considered.
And with so many ideas and possibilities, volunteers are most certainly needed.
In addition to the steering committee, there are a number of sub committees
which need members to assist in planning and completing tasks. Everyone is
encouraged to attend the meetings of the public relations, events, finance,
fundraising and logistics sub committees.
The next meeting of the steering committee will be held in the town hall on
Nov. 10 at 7 p.m.
Ware 250th Anniversary Committee minutes
11/10/0
Called to order: 7:10 a.m.
Sue LaBarge was our special guest from Country Bank to learn of our plans.
Events subcommittee agreed that previous minutes need to be OK’d at
next meeting. Melissa felt it could be arduous to read aloud full minutes,
but they could be distributed and reviewed in advance.
Melissa advised all committees to keep minutes. They all need to be channeled
thru Melissa.
Bill Bradley said his friend would front us that $5,000.
Fire chief will stop by and Steve Kutt may drop by.
Dick Vaugn is also interested in joining.
Melissa created a committee board and reviewed subcommittee membership.
Events committee: Carol, Cindy, Lisa, Wanda, Julie, Cindy and Roy St. George
FinCom: Holly, Bill and Melissa
Pub Relations: Tim, Carol
Logistics: Carol and Melissa STEERING COMMITTEE REPORT:
**** Make volunteer list into Excel document: name, address, phone number,
email, what org they rep.
Bimbsy and Faith Dulak want to volunteer, as well as Charlie Lask, Dick from
Rondeau’s who wants to host an event or partner with us, as does Big
Y.
List needs to stay confidential.ARTIFACT LIST CREATED:
Need to keep record and have a tale that goes with it.
Someone said they have video from last parade.
Tim has a wooden sign from the last anniversary
Julie said there are grant writers out there for artifact storage.
Committee agreed to turn over all artifacts to Historical Society for anniversary.
Unanimous.
Forms will be distributed.
Will put it online so folks can download on their own.
Letter went out. Master mailing list.
Need to track phone numbers with master mailing list.
For expediency sake, everyone takes part of list and finds their phone number.
Carol has all the phone numbers for hers.
Cindy Moulton said we could use her phones as a phone tree for mailing list
callbacks.
Holiday Flair window and quartet: Cebula and Turley have volunteered a window.
Get Joel Harder to use his windows. Linda Tomasi said she would donate old
clothes and outfits.
Casio said there are a lot of blank windows downtown to potentially utilize
for display.
Trio lead by Carol will sing in a strolling group on Nov. 27.
SUE LARBERGE RECOMMENED CAROL’S GROUP BY SCHEDULED TO SING FROM 5-6.
Melissa asked if we could set up a kiosk during Holiday Flair to promote the
committee and events.
Bill said just a table to solicit volunteers could work.
There would be space inside town hall to setup table in inclement weather.
Parade starts at 6. People will congrugate around 5 at bank.
Get blowup of logo. Turley will print one out at 11X17 with a margin.
Melissa will contact artist and get logo re-sized to 11X17.
Carol needs a copy of script.
PO Box 358, Waren, 01083.Script reads:
Holly’s husband willing to offer class on talking points
Get business class kids. Reach out to Donna Warburton to do this.
Several events committee members have some time to do list.
Tap volunteer list for help on calling. Gerry Matta could make calls.
Charlie Lask could make calls.
It could take 10 days to reach 200 business people.
Melissa suggested events subcommittee set org for phone call tree, solicit
other volunteers, and seek how far we get with mailing list.
Bill can work on making calls.
Tim will manage the chunk of assignments. He will email mailing list in chunks
to those interested.
Send list – those interested will email back those they know who want
to reach out to, and then subdivide list.
Can Charlie Lask be involved in reaching out to folks as well as the moultons.
Print out list, folks come in to signup.
Then, leftovers will be assigned out to group as a whole.
Master records have to be maintained. Will be available with print out.
When sending list, send master script, and master record form.
Those taken should be initialed.
Big Y needs a callback from events and Dick from Rondeau’sMonson tractor guy is interested in running an event
Melissa said if folks are interested in events, that info need to be channeled
to events.
Master Records binder needs to be maintained. File cabinents in town hall
hallway
Julie can provide captions.Acknowledges button need to be built on web site, and then added right away as well as artifacts.
Next meeting for marketing: wait until after phone tree for next mtg.Meetings need to be in municipal meeting
FINANCE COMMITTEE REPORT
DO WE NEED TO GO OUT TO BID? Under $2,000 and we’re fine.
Chief said his guys would volunteer for parade coupled with fireman’s
parade.
Town mgr and accountant are willing to work with us.
Can’t pay taxes on anything.
Whatever we used has to billed to us.
If we want to use vendors, we have to register the vendor.
PO Box we can get, but we need to wait for our PO Box.
Accountant needs a budget from us.
We need a draft off calendar of events and formulate budget.
We need a starting place for the budget.
Need to rough out the budget.
Town wants to know what it can subsidize thru its various town departments
versus expending actual money.
Also need to note in-kind donations.
What do we do about other groups running their own aevents and how do we account
for that in budget report to the town.
Parade, block party, and formal dance.
Melissa said budget is expenditure, not revenue. We need to figure out expenditure.
We can set up a gift account for donations thhru fundraisers. Gift the money
to the town, does not gget flushed out to free cash.Revolving account on town
meeting agenda.
EVENTS COMMITTEE REPORT
Carol said panel reached out Hadley Committee to learn their secrets.
Volunteer, liability, tax liability, and revenue forms.
Melissa said town already has these forms Need to send Hadley Committee a
thank you for their input.
Sold sovenois parade guide, did calendar
Had budget of $130,000 thru town and fund-raising.Carol said we need to have
major guidelines generated if folks want to contribute or co-sponsor an event.
Will asked Hadley for copy of their guidelines.
Moulton is going to look into rain insurance for events that are not covered
by the town.
Do we want to partner on calendar.
Seems more like merchandising.
Then do a phamphelt as a conjunctive to the calendar
Calendar will have the major events.
What is the goal of the calendar:
Fundraising, pr, promotion
We should strive to put calendar in June 2009 with a May 1 drop dead deadline
Back to school
Go with big corporate sponsors
Can we solicit pictures that we don’t have.
Carol checked on the banner bylaw and went to the Planning Board.
She called the flag committee – it is illegal to post anything on the
pole
Town is trying to work with us to fugure our a way around the banner bylaw
Could we utilize the Christmas tree boxes after season for our signage.
Can make flags for homes
Working on the ball as a fundraising event
Chris St. Germain showed up and volunteered to do sound and recording
Events would no longer meet before Steering Committee, which opens up the
slot for other subcommittees.
LOGISTICS COMMMITTEE:
Reps from fire, police, dpw will be on this committee to handle safety questions
John Desmond said Princeton and West Ministers and the Salisbury Singers.
Can Danielle call them?
Looking at Ware River News articles from 1961 – promote it in the paper
Have people dressed in period costumes.
Melissa said if we do monthly pamphlets of activities and could have trivia
highlights from that year as factoids
School students could incorporate that into their history class.
Bill said buttons can be made with a guy he knows out in California.
Fundraising will meet
UPCOMING MEETINGS:
Changing our meeting time to Thursday, Dec. 17 at 7 pm
Next meetings in 2010:
Tuesday, Jan 5 – then first Tuesday of month thru March on Feb. 2, and
March 2
Ware 250th mtg. 12-17 Minutes
Mr. Kutt from Veterans Council, and Donna Warburton were in attendance as
auxiliary members.
Donna asked about how schools can help. Willing to provide a room, if we can
give them set days. Cori check forms required.
There is a banner for Ware 250 around football field donated by schools.
One senior could write speech at graduation to kickoff whole graduation.
Also developing a web page school hyperlink to link with ours
Superintendent said Mondays are good.
Donna for schools can be contacted at 967-6236Melissa said meeting space has
become difficult, with the various subcommittees.
Melissa said perhaps Mondays once per month would be ideal.
Superintendent talked about finding a sponsor for a $500 scholarship sponored
by Ware 250th.
Cindi said she would like to see “student historians” and lots
of participation in parade.
Cindi said Ware Radio should be involved.
Art show could be part of opening celebration from the kids.
Melissa said a student float might be fun.
Cindi suggests some students sit on a subcommittee. Freshmen and sophomore
need to be involved because parade is so far off in Sept. 2011.
Cindi said a sponsor has been found for essay contest as part of celebration
as well as a coloring book of historic sites.
Donna said a meeting with events around 2-3 pm would be good to solidify things.
“Little historians” would need a forum in which to publish.
Ware Historical Commission is sponsoring a 3rd grade essay contest
Melissa said turning essays winners into Christmas cards
She also said brochures could hold some of that student content, art and/or
essays. Also can be put up on web page.
Cindi said it is important to have kids involved because they are our future
historians and because one of our themes is “bridge to the future.”
Donna wants to be delegated to on student involvement
Melissa asked that Donna pass around idea event themes to staff and faculty
and request feedback and where kids can get involved.
Cindi would like to see sunflowers planted by Ware students in spring 2011
and by fall parade they would be growing.
Melissa said empowerment is key on this project
Establish link between school and Ware 250 web sites
Need students to help as staff at our events
Melissa said that could be part of their community service requirement in
order to graduate
Melissa said tie student sports into our themes
Cindi reminded us that OSV has folks on stilts interested in participating.
STEVE KUTT (967-3069) Asked what is our target date. Vets interested in Memorial
Day tie-in.
Kutt wants to get US Marching Band out of Hanscom Field.
Need to invite them a year in advance.
Vets Council is willing to pick up part of the cost, but this high level performance
artist come at a very high cost.
Wanted to know if Memorial Day or Labor Day 2011 works better?
They want to do something in Memorial Day 2011 but also want to be part of
the big parade in September 2011.
Easier to book for September than Memorial Day, and provides better leverage.
Kutt wants to do something both days, but we need to decide what is the marquee
event.
Cindi said we need to salute vets on Memorial Day but it does not have to
be limited to just the parade.
Marching bands, floats, any kind of military out of Barnes
Melissa asked if historic resources exist to run educational programs for
Memorial Day 2011
Might want to organize oral histories of existing vets so we don’t forget
our local soldiers.
Albrect and McQuiad, and St. Onge have great histories to offer
Reenactment of weapons used.
We could charge admission to some of these things.
Looking for military parade involvement fro region and state levels on Labor
Day 2011.
Vets will handle minimal cost of transportation for the various groups.
FLYOVER????Melissa – Can we get a fife and drum band??Trying to do collaborative
events with Belchertown
Trying to tie in Quabbin between the two towns.STEERING COMMMITTEEContact
Bill and Wanda to get volunteer registration lists back
Cindi said callbacks top 10 or so said they needed more information
Wanda has added 10-12 names for advertising
Melissa said we need to get the info back
Cindy (the other Cindy) asked if we have a post office box
Cindy wants something on appeal campaign press in the paper
Cindy suggested let’s wait until after holidays during dead zone to
recruit
People wanted to buy the logo at Holiday Flair Melissa said costs are easy
to sell the logo itselfMerchandising – has that moved forward
Need a volunteer list generated.
Melissa needs a master volunteer list
Melissa needs to create a waiver form for those interested in working on subcommittees
Cindy has several from Holiday Flair event interested in joining
Melissa says we need to tap Holly husband and go the student call tree/training
front after the holidays.
Beth Kaltner in charge of volunteer receruitment.
EVENTS COMMITTEE
Chief said we can shut down Main Street for 4-5 hours to have dinner
Rain insurance will cover certain bands if they can’t march but want
to be paid anyway
Two fireworks events with request from Lions that one of the events would
be pro bono by firemen. Then, they asked to do a firemen’s muster and
Melissa requested we combine the events.
Cindi said we have to find out if we can use the park.
Julie at events mtg said Equine Center in Palmer will donate horses for parade.
Needs donation to maintain horses for Labor Day.
Talked about history book. Tapping different people to submit chapters.
Westfield vintage baseball and getting Candy Cummings nostalgia here.
3rd grade history of Ware for $3,400 from Ware Historical Society. Put in
booklet form and create a coloring book.
HS will do historic homes tour and mills tour.
Pamphelts of little know facts was discussed.
Dinner dance will be held and location is still in discussion
A subcommittee will be set up for this ball
Charlie Lask is in on merchandising.
Wants calendar published.
International Tractor Show wants to come. Need property defined for show.
Carol wants it on DeSantis Property.
Cindi is calling Beth to get on board for volunteer outreach.
Melissa said on business and publicity.
Letter sent out to STEVE BREWER ASKING FOR PERMISSION TO PUT UP BANNERS ON
MAIN STREET POLES. Need waiver.
MELISSA WILL CALL BREWER TO INQUIRE ABOUT POLE WAIVER LETTER LANGUAGE.
Wanda said she will set up committee for ball
Julie talked about ice sculpture, skating and cutting on pond
Taste of Ware in the works. Reaching out to local restaurants. Status of town
clock – it’s not working?
Once Beth agrees, we will set up a meeting between Beth, me and Melissa to
work out logistics
Thank you letter will be down by Beth
Parade letters, phone calls, and parade web site
Melissa asked for bullets from their meetings instead of formal minutes
Next event meeting is Jan. 28, selectmen, at 7 pm
MARKETING
Tim will come up with draft concept for Calendar
Tim will share logo and link with Ware schools
Tim will pen a column on appeal work
Tim will create house ad for paper to sell logo printouts as postcards
Tim will look into merchandiers out there and create paypal account thru Web
site
Café Press – how do people pay for it – Can Charlie Lask
help?
Can you get postcards with logo cheap????
Wanda has updated list.
Melissa will help organize basic outlines with dates, times, and brief descriptions
Need web site for Parade specific
Cindi – Everything needs to channeled thru the steering committee before
we proceed in separate subcommittees.
Events should come up with both its own events and annual town ones we can
partner on
We need a PO Box.
Beth needs to chat with Wanda and Bill to see who they have talked with for
volunteers.NEXT MARKETING SUBCOMITTEEMEETING – JAN 5, 7 PM, WITH BETH,
ME AND MELISSA.
FULL STEER – FEB. 2, 7 PM, TOWN HALL