RECEIVED 2018-04-17 9:23 AM TOWN OF CHELMSFORD PATRICIA E. DZURIS TOWN CLERK CHELMSFORD PARADE COMMITTEE MINUTES OF MEETING OF MARCH 14, 2018 6:00 PM HELD AT CHELMSFORD ELKS, LITTLEN ROAD, CHELMSFORD, MA Present: John Osborn, Kathy Osborn, Pat Wojtas, Sharon Smith, Rick Romano, Debbie Haywood, Sharon McNamara, Jim Dolan, Rich McLaughin, Paul Cohen, Marybeth Bauer, Alison Ludwig, Paul Hardy, Colin Spence, Paul Erickson, Brian Reidy, Lynn Marcella Miscellaneous Need to complete: o Yearly Conflict of Interest Law Summary and yearly acknowledgment receipt o Information on the Conflict of Interest Law on-line training o April deadline to complete Chelmsford Police: Few changes, won t affect the overall parade. Changes may include the placement of vehicles, dump trucks blocking streets, moving media truck off common to in front of McHugh law office. More cameras -- more at beginning North Road bridge construction should not be started then and should not affect the parade Advertise the police restrictions on the Police Department Facebook Ideas were brought up to decorate media truck, decorate highway trucks to make it more security friendly. Extra officers during parade are all volunteers. o Committee to recognize the volunteer officers with a thank you note after the parade as they do so much on their own time. o Need some entry and exit criteria at the viewing stand. Per Debbie, improvements can be made. Treasurer s Report: Kathy. Need to add in big flag costs to the town Up years and down years, don t panic for this Still pretty good on budget 1
Secretary s Report: John Minutes presented for November. January was not an official meeting as the agenda was not posted per town law. Minutes were motioned to be approved and seconded by a member of the committee Advertising: New agenda item as it is important to ensure we get the word out for fundraising and parade info. This is also a cost on our financials Permits: New agenda item as it is important not to forget for highway closure and use of bridge. John to contact Kristina Bruce in the town office to get the permit rolling for the parade Colin volunteered to take care of the bridge/495 closing permit Fundraising: Discussed ways of raising funds for the 2018 parade. o 50/50 raffle on July 3 at the country fair committee agreed we should do this year o Also a raffle to win a banner that will have the winners name be displayed. o Will give all banner purchasers an entry into this raffle to either refund this year s cost of the raffle or give free the next season o Social media blast for quick donate from PayPal John to look into the process of what is required for an online auction. Winter Banners: Take down will be Sunday April 15 8am. Banner for Nancy run, was not returned. Action: John to send email to folks that took down the 50 th anniversary banner to see if they still have it if not found, we will make new one for summer we donated winter as it was for a good cause. Summer Banners: Need new design for summer 2018 Contact past participants (before 2017) and see if they will do again. Personalize letter List of all businesses in town >1000 to email, committee to sign up to send via Google docs the banner application form May 20 th, Sunday 8AM hanging date!! John to send email to everyone once the business list is in Google Docs for committee to take a few businesses to email banner application 2
John to start and generate a draft summer banner. o John ask Greenlawn if we can take a picture of their front office showing all the past year banners and place on our webpage/facebook page. Sponsorships: Decided to keep Gold, Red, White, and Blue. Even though the Gold was for the 50 th consecutive parade, committee wants to keep that option in case a company wants to sponsor at that level. o John to ask past committee Jeff Hardy to reach out to Trinity Ambulance and others the he has a working relationship with to help us in selling. Also ask Lynn Marcella to reach out to her contacts. Ask Arline as we think she has a relationship with the local towing company. Parade Marshal and Hometown Hero: Decided not to do Hometown Hero this year, cannot come up with name of a resident deserving of a hero award. John gave out list of past parade marshals For 2018 o Don Peterson Chelmsford Firefighter. Was past Elks citizen of the year. Just returned from fighting the recent California wildfires. Has been a locak softball, coach and he was responsible for having the piece of the World Trade Center be brought to the town for display. Task force for Puerto Rico Committee made a motion to accept Don as the Parade Marshal which was seconded. We now need to go to selectman and announce him, once we notify Don. Paul E to send Don Peterson Elks Citizen of the Year bio to John John to ask Lynn how to go about notify Bands: All the past bands have been contacted and have agreed to return. Waiting now for the applications t to be sent into the committee. Canadian bands will be offered housing Military Bands available? o Pat will check with Hanscom Field o John has contact with National Guard. Will ask if they have anything. o John to ask Lynn how to do the Application process for Government Band participation 3
Singer at Start of Parade and Flag Raising: Debbie was in charge of this for 2017: o As it gets closer, will look into this again. Action: Emily Bruce suggested by committee. Debie to ask Kristina Bruce (Paul Assistant) if she would be willing to do this. Announcers: Past announcers were: o Jim Shannon o Kelly Beaty o Jeff Hardy and Lynn Marcella (announced with Kelly in 2017 due to Jim not available) o John notified Lynn and Jeff that we need them for 2018. They both graciously accepted to announce with Kelly Winstanley Parking: Pat will work on getting a relationship started with them. Parking/Shuttle Signs: Chelmsford Telemedia (CTM): Time capsule: Change of planting vault to display in town hall. o Paul has agreed to this change o John looking for locking display case o Cost of display 500-700. John looking for better pricing. o Do this as part of the 2018 parade activities in the spring, as Telemedia wants to do a story on this. Good advertising for fundraising. 4
o Will have displayed for a year or so and then bury. o Post list of what is in parade vault. Ask library for case Link to view/ download past parades that are in the capsule: post on web site https://transfer.chelmsfordtv.org:5001/sharing/got3kjqrb Political Candidates: Same $$ Amount ( $1000/ marcher with signs and marchers. IF they want to come themselves, no cost. If they show up with marchers and signs, that is when the parade charges them. Ensure during lineup that no political candidates march near the Town Officials. Do not want an appearance of supporting one candidate vs. the other. Must reviews candidates bio and have the right to only read when they come in front of the reviewing stand items that are in the spirit of family and parade friendly. No political messages will be read. Pat volunteered to contact the state reps, and new reps running to participate Floats: Do not place floats that have PA systems near bands. Need to add this question to the float application so we can adjust accordingly. Seniors to put together float??? Deb Belanger (CBA) contact Churches and PTOs?? o Hard because of summer vacation o Surrounding towns reach out to march. o 2016 wrestling on float have in parade Debbie to contact wrestling team. John to contact Deb Belanger of the Coalition for a Better Acre (CBA) in Lowell. Wants to participate in the parade John to contact Portable On Demand Storage (PODS) in Wilmington. Paul Cram is contact Marching Groups, Clowns, Etc. Sign up sheet will cover this. Golf Cart: Kevin volunteered to service cart before the parade to ensure it runs for 2018. 5
Radio System: Rich will take care of this. Web site / Twitter: Kathy as moved on to Treasurer, so Rick to take it over..fee of 300 dollars for a more formal website fee. Not a fee to Rick but to maintain website. Rick showed the updated website Looks great. Just needs to go live now. Facebook Update the contacts. Has old committee and forms. Action: Kathy will update to get rid of old material. Add stuff as gets closer to parade add different things to the site. Volunteers: Rick will coordinate Shirts: DECA does shirts in high school. Rick to reach out. Tye dye was a hit in the past parade. Pictures and colors next meeting. Old Business From Arline, Dave McLachlan would like to read the Declaration of Independence on the common as a filler, once the John Carson Road Race ends, and the start of the parade. o Committee agreed, however, we want to have time limit. Six (6) minutes was the time agreed. Floats Send flyer to churches to see if they would like to build a float and have in the parade. Jim Fay Runs the Ayer Parade. o John will contact Jim to see if we can share contacts for bands, entertainment, etc. New Business: End of parade something. Banner saying the parade is over so advertise this. Talk about how to fix gaps so people know the parade is not over, especially at the center where the crowd cannot see up the hill and around the corner. Paul Hardy is restoring an antique hearse. Hopefully that will be ready for the parade for the end Next Meeting: April 4, 2018 (Wednesday) 6
Meeting Dates for 2018: January 03 April 04 & xx May 02 & xx June 06 (Wednesday) June 27 (Line-up gathering) Kathy Kanavan.. Nick Parlee did trash Review Stand Decorate: Sat. July 1 Country Fair: Tuesday, July 3 Parade Day: Wednesday, July 4 Respectfully submitted, John Osborn 7