Planing Meeting Minutes

● Guilford 250th Anniversary Celebration - 2011 ●

Minutes of Guilford 250th Celebration Planning Committee

Links to meetings:

Meeting # 24
Meeting # 23
Meeting # 22
Meeting # 21
Meeting # 20
Meeting # 19
Meeting # 18
Meeting # 17
Meeting # 16
Meeting # 15
Meeting # 14
Meeting # 13
Meeting # 12
Meeting # 11
Meeting # 10
Meeting # 9
Meeting # 8
Meeting # 7

Guilford 250th Anniversary Celebration -- 2011
MEETING # 26
May 25, 2011
ONLY 7 MONTHS TO CONTINUE CELEBRATING!!!
Broad Brook Grange
7:00 pm

MINUTES
Present: Don, Richard A., Addie, Don C., Janice, Verandah, Shirley, Jaclyn Hamilton, Hal,
Harry, Nancy, Lucy, Cathi, Mary Jo, Gary, Joy

1. Quick Review -- Minutes of Mar 16, 2011 meeting
Committee received them by e-mail.
2. Reports:
a) Treasurer - Cathi distributed her report. The fireworks are paid for. She says there is
is a $2,000 discrepancy between her reckoning and the Town's; she’ll unravel it. Commemorative sales are slow. Tee shirts are selling.

Notes from Don and Lisa Holderness: Localvore event name has been changed to Guilford Farm Pot Luck. Expect we’ll need more than $100 for expenses.

b) Shirt &c Sales if any: Cindy was not present, but shirts will be available for the road race.
c) Program Book 2nd Printing: coming soon quite an update. Fixing wrong details, adding donors. Sold new ads. $3,300 in 17 new ads. Printing will be free this time. There will be new photos and heavier cover stock. There will be a note alluding to a second printing.

d) Committees:
A) Commemorative Items for Sale - Joy
Mary Jo suggests that we increase the number of beer pint glasses to 250. Glasses (not mugs by the way) will sell for only $5.00. (about $ our cost). Will get in time to debut at BBQ.
Just 1 other items to Go: Paper Fans for Parade
Sara Coffey suggested the fans, perhaps she will push the fans forward.

B) Parade & Fairground - Mary Jo & Committee; Belinda & Committee
Those interested in making floats should fill in an application. Instructions are available online.

Herb Meyer suggests that we have the CERT team (Community Emergency Response) Team. Has already invited.

Mary Jo suggests that we have an exhibition of Guilford memorabilia at Fitch Hall. Jaclyn suggested faces of Guilford. Joy: Faces and Places of Guilford. We can include FOMAG program books and posters, commune ephemera. Perhaps we can organize the exhibition by neighborhood. Are there local photographers who might be willing to organize this and curate this? A few names were bandied about.

Resolution on ball tournaments? It is a kid's exhibition ball game lasting no more than an hour and a half. They might need tee shirts. Does someone want to organize an adult's pick-up softball game after the kids' game? The balloon tether will need a flat open space. Can it share/take over the space with the ball game? Can people watch the parade from the sky? The balloon ride will be $10.

BBQ Updates: Reports on tickets & beef Tickets are beginning to sell for the Franklin barbecue. Katie Buckley is tracking barbecue ticket sales for the Town. Three hundred tickets will be available: 22 have been sold so far. Will volunteers receive a free dinner? Helpers can eat at the end. Mary Jo can get the vegetables wholesale. She will take up details with Dennis and Jaclyn about the 400 ears of corn.

Jaclyn Hamilton - side dishes, supplies, SERVING help needed for her. We need 5 to 10 coolers in addition to the fridges. Put the word out. Elly will make the rolls. Mary Jo can get potatoes and onions. She says ask for six bushels of corn @ $10 a bushel. Jaclyn made a flier to solicit volunteers and donations.

FAIRGROUND CLEAN-UP NEEDED. Mary Jo will talk to Mike Tk.

C) Dance - Hal
D) Other

3. Old Business:

a) Quick Review of EVENTS -only as needed: Fishing? &c

b) Other
4. New Business:

a) Upcoming Events. I Road Race this Sat -- helpers? cookies? 9:00 a.m. registration. 10:00 a.m. race. volunteers and refreshments still needed. $10 registration fee. Interfaith group will be taking pledges for their trip to Kenya. Bottled Water has been donated. Leftover can go to barbecue.

II. Decoration Day Monday -- 5 pm Christ Church -- now has details. 5:00 p.m at Christ Church with Legion group. Dick Guthrie will offer remarks.

III. Garden Tours June 5! -- Gary/Addie will do map prep and list.
Seven gardens so far: Green River and Bonnyvale. 10-3:00 p.m. Map and list will be in a box on porch of Grange, on Green River Bridge, Welcome Center, library, museum, and meetinghouse. Paragraph will appear in the Common, Observer and Reformer. [note Don subsequently suggests box of maps just at Covered Br & Grange]

V.. Changed & Newly Added:
Aug 14 Church changes: Community Church will honor the 250th. Worked it out with George and Laura. A day of church things. Larry Crockett will run the service. Pot luck lunch. 1:15-4:30 all churches open for view.
5:00 p.m. Christ Church evensong service

Sept 14 added Royall Tyler by Don McLean at Library
b) Financial Review based on Cathi’s report & anticipated - if any

c) FUNDRAISING COMING UP:
I. No Welcome Ctr
II. Food Booth at Fair?
III. Other Fundraising Schemes, Ideas as a final boost?

d) Other

5. Future Meetings? Set date if so. late July before Big Weekend?

NEXT MEETING: THURSDAY JULY 28, 2011 7:00 P.M. No pot luck. (Because Food Pantry distributing that night till 6:30)

6. Adjourn

Respectfully submitted, Verandah Porche

MEETING # 25
March 16, 2011
ONLY 101/2 MONTHS TO GO!!!
Broad Brook Grange
7:00 pm

Present: Don, Addie, Nancy & Harry, Shirley, Dickie, Steve, Richard, Rick, Janice, Donnie, Mary Jo, Cathi, Joy, Hal, Verandah, Belinda

MINUTES

1. Quick Review -- Minutes of Dec 1, 2010 meeting
Committee received them by e-mail. Approved as distributed.

2. Reports:
a) Treasurer - Cathi submitted and reviewed a detailed report
To date we have raised $38,983.70 (in 2 different banks). Spent $8,798.55. Net income $30,185.15. Joy noted that we will be receiving $5,000 from Town on or after July 1. VY will give a grant for $1,000, from the $20,000 request.
Cathi was commended for her work.

b) Shirt &c Sales: Cindy is filling in missing merchandise. By Guilford Fair we may start discounting swag.

c) Successful Publication of Calendars, Program Book 1st Printing -- Joy and Don sweated blood to finish the program book.

d) Committees:
A) Commemorative Items for Sale - Joy
I. Medallions now in circulation
Keepsake medallions will travel widely. The meeting commended Joy on her diligence and artistry. Cathi will bring some to CA! A 25 piece reorder minimum if needed, & no more setup fee in that case. Thanks to the Historical Society for covering the setup fees.

II. Just 2 Items to Go: Paper Fans for Parade

Franklin BBQ Pint Glasses
Catamount Glass in Bennington, cost for 144, $2.50 each. Add a cow to the design? Sell them at the BBQ
Stinchfield Brewery guy asked if we could have a Guilford 250 beer. Fair Association says NO. Liability. If the Guilford Store is open they could sell it. Or at the Evans's staging ground. A "spirited" conversation ensued.

B) Parade - Mary Jo & Committee
Belinda submitted a schedule of events and a detailed budget ( totaling $14,555) for the needs of the "big" day at the Fairgrounds, excluding the parade, fireworks, BBQ, any lighting rental & possible insurance to GFA. She pointed out that the tethered balloon ride, food and glow sticks will be the fees for the public. Of course, we will keep the coins for the coin toss. Her costs DO include security, toilets, parking, trash, advertising, official staff shirts, inflatable fun, band, BJ, games & prizes including softball tourney, clowns, tethered balloon, photo booth scene, glo stocks & Morris Dancers.

Insurance concerns: we need to confirm with the Town that the parade will be covered.

Vendors will be asked for $100. in advance.

The Franklin Family Barbecue tickets will be on sale at the Town Office May 1. In advance, $12; $15 at the day. 300 tickets will go on sale.

Jaclyn Hamilton will take charge of the side dishes for the FFB, soliciting donations and assistance.

BBQ Time: 5:00 p.m We need to figure out servers, supplies, etc. We will let vendors handle ice cream.

Barn Dance will keep people engaged until fireworks

Verandah will get in touch the NE Circus School about possible students to juggle or entertain on August 13.

Mary Jo, Cindy, Belinda, Steve, Harry and Nancy are the committee for the big day.

Mary Jo needs someone to decorate the viewing stand. Mary Jo wants to make sure the parade route is decorated. They will come up with details.

We need to have a workshop on float construction in June.

C) Dance - Hal
Next dance April 15, the 8th grade is sponsoring the dance and raising money for their trip.

D) Other
Fishing Derby State Dept of Fish and Game waived the $50 fee for May 21 at the Sportsmen's Pond. Herb's people will do a shooting demonstration.

WEB page: Cathi asks that pictures be sent to her for the web page. Evie and Don were commended for their YouTube videos. There is a page where people can upload their photographs.

3. Old Business:

a) Quick Review of EVENTS -only as needed -- already accomplished
b) Other - none

4. New Business:

a) Upcoming Events. Staffing? Movies, road race, the Broad Brook Anthology social at Guilford Sound on the late afternoon of April 10.

b) Financial Review based on Cathi’s report & anticipated:
I. Modify Budgeted Expense?

HOW MUCH CAN WE AFFORD FOR FIREWORKS? Rick asked if the saleswoman had a price list for a more modest display. Mary Jo underscored the importance of the fireworks as a crescendo for the day's events. The committee agreed that we need to go for it. Agreed we’ll stock with the original $10,000.

II. Modify Anticipated Income?

OR: Keep the same & raise the additional $$$ !

Both the Parade Committee & the Fairgrounds group feel at this point that they will be under the original budget. Don pointed out that if one thought of the overall budget without the Aug 13 part, we’d be fine as is. So the question becomes whether Aug 13 is covered? Rick thinks $8,000 or so (let’s round up to $10,000) for Parade.

Here’s Don’s quick guess at a summary of all costs for Aug 13:

Parade (per Rick) $10,000
Fairground day (per Belinda) 14,555
Lighting rental ??? 445 - guess
Insurance & Incidentals 500 - guess
Fireworks 10,000
BBQ not included because it
should at least break even

= $35,500

In addition to the BBQ there will be some other income offsetting (donations, sales of our stuff, vendor fees, tether balloon, coin toss &c.)

But our budget as it stands has expenses of $48,950 for the day, so we’re at least $14,000 under that. So if we originally thought we needed to raise about $75,000 to $78,000, we’re closer to thinking our total expense for the year is $60,000 something.

The feeling of the group is that with the guaranteed $6,000 still coming in, that brings our total raised to $44,0000+. And that with each event (except the ones produced by FOMAG, & the benefits for 8th grade, Rich Blazej Fund & concert for Library) producing income, plus sales, advertising, &c, we can hope that that income plus the fundraisers (below) might make it close.

c) FUNDRAISING COMING UP:
I. Choose 3 Date Priorities for Welcome Ctr 2011

Friday August 26, Friday, September 23, Saturday, September 24.

II. APRIL 10 BRUNCH: Sunday. Donated Goods from Committee Members. A Bring-It list will be posted. A crew come at the evening before and at 5:00 a.m. Mary Jo will bring potatoes and onions for home fries. Start serving at 7:00 a.m.

III. Food Booth at Fair? Cindy reluctantly will agree to participate. The fee is $60 plus some for the Fair.

IV. PROGRAM BOOK -- Final Printing

Time for One More Push to Sell Ads/ Rick’s List

V. Other Fundraising Schemes, Ideas as a final boost?
Decided to wait & see how next few weeks go.

d) Other

5. Future Meetings? Wednesday, May 25, 2011. Usual time(s) & place.

6. Adjourn -- Meeting adjourned at 8:50 p.m.

Respectfully submitted, Verandah Porche

MEETING # 24
December 1, 2010
ONLY 1 MONTH TO GO!!! -- From Today!!!
Broad Brook Grange
7:00 pm

Present: Don, Addie, Shirley, Mary Jo, Dickie, Steve, Rick, Donald, Janice, Lucy, Hal, Evelyn, Jan Drechsler, Gary, Verandah, Nancy & Harry

MINUTES

1. Quick Review -- Minutes of Nov 11 meeting
Committee received them by e-mail.
2. Reports:
a) Treasurer - Cathi’s balance sheet & “profit & loss” $290 accidentally in G250 before, now transferred back to regular Grange acct; is part of the totals in this report

b) Shirt &c Sales: Cindy reports no further sales. There are still shirts available at the Town Office for Christmas presents.

c) Committees:
A) Commemorative Items for Sale
I. Medallions - Joy is marking progress on medallions. She has an online company (which has their cheap series made in China)
II. Fans; BBQ Glasses - t/b/d

B) Parade - Mary Jo & Committee - no updates

C) Dance - Hal has secured a caller for the Labor Day Square dance. He reconnected with the Telemark dancers. Lucy is working on the Rich Blazej memorial dance for November. There is no dance caller or band yet for the August 12th dance. Jan said that she would approach Brattleboro Dawn Dance for some support.

Heat coming; first Dance Jan 8

D) Don: I. New support for 2011 being the correct choice! Joan Marr of the Windham County Historical Society explained that our Guilford Charter was not finalized until the date 250 years ago.

d) Other

3. Old Business:

a) Quick Review by Don of ALL EVENTS -- see end of this document
Addie pointed out that we have monthly updates highlighting events and changes.
Box ads: can we trade them for sponsorships? Should we put them in the Reformer, Commons, Observer?
G250 Quick Review of 2011 CHANGES &c since last meeting:

January: January: 1 Who will ring the bells and how many peels. Maybe we will get a “burp” out of he sirens. Ted and Barb Borek will check out the West Guilford Baptist Church.
January 8 sledding party will happen if there is snow.
January 22 Film Night is 7:30 pm; other months will be 7:00
at the Guilford School Lunch room: Rick will bring popcorn marchine and bags.

February: No changes

March: Addie noticed that the dates we’ve been publishing all year (!) for two March events need to be switched: Mar 19 & 26 we had as Celtic Concert then Movie Night #3. It should be Mar 19: Movie Night & May 26 Celtic. Don will need to reapply to Guilford School to change the date he reserved, & to see if John Scagliotti can be at the showing of Stuff of Dreams on Mar 19 instead of 26th,

April: Teen dance (Fri 15th) probably won’t have pizza before
April 10: Grange has a BRUNCH slot available -- does G250 wish to use it? YES
Apr 24 (Easter) Easter Egg Hunt no one has organized. Drop it?
Lucy will ask the church if they want to undertake this.

Apr 30 - FOMAG Civil War program Joy said $10 adm; Family $25

May: 30th Decoration Day ceremonies also to include Cemetery Tours organized by Cem Comm.

June: June 5 (Sunday) set as date Garden Tours
NOTE: All Summer Neighborhood Days: Packer Cors 11 am Gretchen Gerzina
Others mostly 10am-2pm, and CONSERVATION COMMISSION associated walks
meet at Grange at 1:30 then carpool to neighborhoods where walks begin at 2 pm

July 2: Guilford Celebration (Independence event no parade this yr) prob. 11 am Dickie has an idea to have elders come to the Grange to talk about the way Guilford used to be. This would be in place of the parade.

July 30 Algiers FAOVI will organize

August: Farm Visits -- never been organized: It has been dropped
Dance (12th) still needs work - Hal?
Aug 20 Guilford Ensemble time set at 8:00 pm

September: Square Dance (Labor Day) Hal has caller
Notable Trees: Never organized: Drop it? - YES
Localvore Meal: No date yet. Lisa Holderness offered to host it, but unable to get
her to commit to date. Don to keep trying? Or drop it?

October: Dance (Sock Hop) no music yet? Hal?
Oct 15 (Sat) set Theater Curtain presentation at 7:00 pm

November 5 (Sat): New event confirmed T. Namaya music/slides/Vt stories/Guilford photos
BBG 7 pm
Laura Lewis wants townspeople to make scarecrows &c depicting early Guilford folks?
Nov 19 -- Community Thanksgiving Dinners? -- nothing organized. ?? Dropped? Contact Laura???
Nov 26/7 Broad Brook Anthology: $5 adm. seniors free

December: 18th Carol Service time is 7:30 pm
Christmas Caroling in villages, Algiers, hymn sing at some point? None organized;
assume we leave off calendar: Dropped

Open Craft/Artisan Studio tours -- not organized. Dropped

Corrections: the farm movie night should be March 19th
All Conservation Commission walks will be at 2:00 p.m.
We are dropping farm visits, notable trees and studio tours.
We still have no date from Lisa Holderness for the Localvore Meal
Would Guilford School organize a float for the parade? Verandah will mention it.

b) Publicity -- Don: Articles have been appearing &c.
SIGNS: Two local places struck out; Don got quotes from an online one:
Quantity: 8: Material: Non-reflective Aluminum
Print: Custom 4-color print to be provided - Standard colors
Size: 18" x 18" Square Price/sign: $68.00 each Total: 544.00
Not “4 Color” but they promise careful registration. Per sign cost will go up a bit for fewer than 8.
Decision on this? Quantity? Permission to affix to highway signs?

Addie is getting signs with logo for historic buildings. We could have an additional sign that says “Event here today.”

Evelyn could ask Bob Johnson about putting a sign of Omega land.
Mary Jo knows a sign maker who did work for the corn maze. Mary Jo will contact her. Therefore no action on ordering at this time.

c) Program Book: Content Don & Addie have worked on the narrative; Joy design

ADVERTISING SALES: I. YOUR REPORTS
Katie Buckley made a spreadsheet to hold our ad sales.

MT3 Unlimited and Burtons made commitments to Cindy. Don asked Cindy for electronic versions of the ads to be sent to Joy. Dickie, Mary Jo & Addie secured these:
Fireside-Tru Value, Cota & Cota, Agway, Reed Cutting Rubbish, Guilford Excavating, Carol Schnabel, Mark Garland, Houghton Sanitary, Eric Morse, Rob Hinrichs, Bernardston Farmer’s Supply, Chris Parker, Gaines Farm, New England House. Nancy & Harry got DJ truck Service.

Still to hear from LaRock, Cersosimo, Omega
A’s Auto is a maybe (Don working on this & pretty sure; also asked Bratt Vet)
Addie still working on Windham Wines, ; Clear Solutions will do one (Cathi)

Rick is soliciting advertiser/band sponsors. He is still sending out letters.
Don would like to send booklets home to every school family and to have them on hand for every event. We are going to want to go to press right before Christmas if possible. Joy thinks we might be able to go a few days later for final submission to Prospect Park Press.

We can have separate press runs, adding ads as they come in.

II. FINAL PUSH TO SELL MORE BY DEC 10!

V will try Gilbert Ruff and Neil Quinn
Mary Jo will try Demco

d) Other

4. New Business: a) Arrangements for January events?
b) Does G250 wish to put on an April Brunch at Grange as Fundraiser? Apr 10? The group agreed they we should undertake this
c) Other
5. Future Meetings? Evelyn suggested that we meet again in late February or early March. We’ll set a date later!

6. Adjourn Meeting adjourned at 8:20 p.m

Respectfully submitted, Verandah Porche

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MEETING # 23
November 11, 2010
ONLY 7 WEEKS TO GO!!!
Broad Brook Grange
7:00 pm

Present: Don Mc, Addie, Richard A., Dickie, Verandah, Mary Jo, Janice, Don C.

MINUTES
1. Quick Review -- Minutes of Oct 7 meeting
Committee received them by e-mail.
The minutes were accepted as read.
2. Reports:
a) Treasurer - Cathi’s project report $19,422 came into the Town account. Expenses were $3,182.39. More has come in. (Don providing Cathi with early statements from Grange 250 acct so she can come up with a comprehensive picture of our finances to date.)
b) Shirt &c Sales Cindy is not here, hence no report

c) Committees:

A) Commemorative Items for Sale -- Any further updates?
I. Medallions - A & J
Joy found a new company on-line which would set up the medallions for $300. Pewter was too expensive; the medallions will be fabricated of antique metal.

II. Fans; BBQ Glasses - t/b/d

B) Parade - Mary Jo & Committee: Mary Jo is in contact with Rick who says he is on it. The parade committee needs neighborhoods and groups to come up with floats. Ideas: Governor,
Lieutenant Governor, antique tractors, Clydesdales (probably not), Pit Stoppers, baton twirlers, Morris dancers , Historical society, square dancers, bands, Sportmen, Inc. Kelly’s Dance, Miss VT, Guilford Church Choir, Heifer Strollers, Smokey the Bear, Winter Carnival, Ben & Jerry’s, Turkey Hill Ice Cream, descendants, such as the Gales. Legion and National Guard Bands, among others. Native American settlers. Descendants could also have a gathering at the Fair Grounds (Howard Fairman of Vernon, a descendent, working on this.) Grand Marshall Stuart Hunt.

C) Dance - Hal ? Heat Report -- Possible Grange $$$? Two or three dances have not yet been decided, although their themes have been planned. FYI Don has ordered a big space heater (approved by Grange) from Merrill Gas. Another will be on the stairwell landing. Electric baseboard heating will be in each bathroom. By January, there should be heat.

D) Don: I. Update on Individual Donations 126 donors/$11,220 total, from the letter solicitation.

II. GOHD: $4,000 was transferred from Old Home Day (account at BS&L under Grange name) to G250 Town Acct, as voted by GOHD last year.
III. Shirt/Mug $100 level premiums distributed d) GUILFORD SCHOOL: Verandah will involve the students in writing poetry for the 250th. Verandah will contact Judy Dow, an Abenaki, educator and basket weaver about helping to represent the Native American presence.

3. Old Business:
a) Quick Review by Don of ALL EVENTS -- see back of this document -- [note from Don: Not sure the formatting will work to transmit the document by e-mail; will try.]
Jan 22 Movie night 7:30 Vignettes of Vermont hosted by Bill Heyman in the Guilford School library or cafeteria, depending on crowd. Popcorn is fun but needs a clean-up crew. Rick Chapin has a popcorn machine.

February 12: Dance Waltz and Tango demonstration
Verandah may be in out of town and will leave instructions and find a substitute for the Write-Your-Own-Love-Poem workshop.

February 21: Snowshoe race. Betsy Bates needs to get in touch with the Guilford Fairgrounds. Movie: A Year At Packer Corners.

March 26: Maybe John Scagliotti can introduce The Stuff of Dreams
(we originally had “farm movies” but the main one, Franklin Farm, will be showed anyway by Bill Heyman in Jan.)

April 15: Middle School Dance at the Grange. Parents will organize this. They charge $5.00, a fundraiser for their class trip. Make your own pizza?

April 24: Easter Egg hunt? Betsy Bates offered, but will it happen?

April 30: Christ Church: Elisha Jaqueth. Fee Adults 10, kids 5; family price $25.

Date TBA: Fishing derby and shooting demo same day; can’t tell til spring what date will work, based on weather.

May 28: 5 K road race. John Majonen -- needs final confirm & time.

May 30: Decoration day. There will be some commemorative program (Dickie will see to it.)

June 5 set as date for Garden Tours
*Conservation Commission will lead walks as part of the neighborhood program. Note that walkers should begin in the actual neighborhood.

June 18 Green River Addie; & Linda Lembke walk.

June 25: Gretchen Gerzina will talk about Abijah Prince and lead walk: 11:00 a.m.at Packer Corners. Linda Hecker doing walk.

July 16: Hinesburg neighborhood; Karen Murphy will lead a walk. Check time.

July 23: Sweet Pond picnic, Richard Austin will organize the event.
Bill Jewell doing walk around pond.

July 30: Algiers. Friends of Algiers (per Fred Humphrey) will organize tour; walk listed as being Al Haumann..

Guilford Ensemble time: 8 pm
August??? Farm tour is still up for grabs.

No notable trees.
September: Localvore meal choose date. Perhaps Lucy Bump could show horses. Don to confirm date & venue with Lisa Holderness.

October 8: Sock Hop still to be solidified

October 15: Theater Curtains Saturday 7:00 p.m.

October 21-23 Guilford Art Show at Guilford School Rick Zamore, with Joy W-P on committee; maybe Evelyn; artists mentioned include Evelyn, Yeti Mitrani, Peter Coleman; Joy McCarrick

October: cemetery tour. (Verandah will check w Cemetery Comm on this)

November 5: T. Namaya slides and stories 7:00 p.m. Don will propose to him.

November 19: Thanksgiving ??? Laura Lawson Tucker

Nov 26/27 Broad Brook Anthology: Don, Joy, Verandah & Sara met to develop budget & multi-participation by G250, FOMAG & Vt Perf Lab (Sara’s group) with some grant apps possible. Agreed to set a small admission fee to satisfy grant agencies: $5, but with discounts or comps or just plain free for seniors & those elders whose narratives are being used

December 18 Carol Service 7:00 p.m. Green River

******

b) Publicity -- Needs work! Sign maker? Turbo died; Don will ask the Chamber about signage vendors

c) Program Book / Rick Chapin Corporate Ad Sales / Content Don & Addie Rick will do Chamber of Commerce businesses.

SIGN UP BY COMMITTEE MEMBERS TO SELL ADS -- Divide List Tonight!
[Don’s notes about who’s doing what; Dickie will try various places; doesn’t necessarily know which til it happens. NOTE: We should keep in e-mail touch with each other & Rick to avoid duplication of efforts;

These folks will try these businesses:
Addie: Carol Schnabel, Guilford Excavating, Lynde Well Drilling
Verandah: Eric Morse, Doug Richmond, Welch Masonry, Rob Hinrichs, Mark Garland & Houghton Sanitary
Richard: Omega Optical, Franklin & Walker Farms (Joy cautions Walker a tough sell)
Mary Jo: Auto Mall, LaRock, Eternal Blessings, Gaines Farm, Kerber Mills & New England House, Marshall’s Country Corner store Bernardston
Don: Who was, given his other time consuming G250 efforts hoping that more Committee Members would come forward to sell ads, wasn’t going to jump in yet, but will at least start with A’s Auto.]

d) Other

4. New Business

a) Welcome Center 2011? Other fundraisers? Don VY re-application. We MIGHT do a final WC.

b) Decision tonight on AMOUNT to request from Town for FY 12 We will ask for $5,000.

c) Other: What shall we do will a possible surplus? Verandah suggests that we distribute funds to The Historical Society and the Grange. (A long way til we know if we even HAVE a surplus, so this was just a first time bringing it up)

5. Set Next Meeting? Or carry on in committees & individuals working specific tasks?

NEXT MTG: Thursday, December 2, 2010 6:30 pot luck; 7:00 p.m. meeting, Grange. Last before 2011!!!

6. Adjourn 8:59 p.m.

Respectfully submitted, Verandah Porche

MEETING # 22
October 7, 2010
Broad Brook Grange
7:00 pm

MINUTES

Present: Addie, Don, Nancy, Harry, Richard A., MaryJo, Lucy, Joy; Cathi stopped in for a moment to say she needed to go home & recover from her day; Cindy attended about the first half
1. Quick Review -- Minutes of Sept 15 meeting
Committee received them by e-mail. - OK
2. Reports:
a) Treasurer - Cathi’s project report
Cathi is taking over the task of keeping track of income & expenses & reporting on them in relation to the line items in our budget; she is entering all the figures so far into a computer bookkeeping program, & then will update it with raw data from Katie as she does banking of deposits & disbursements; will have a report for us next time & from then on thru 2011.
b) Farmers Mkt Shirt &c Sales: Cindy sold shirts at the first Sunday of the new Guilford Farmer’s Mkt: $70 first day; second weekend about $90 (mostly mugs that Addie brought) not counting Cindy’s baked potato expenses. She will probably not do potatoes again. She will do Oct 10 with shirts (while mugs & magnets will be on sale concurrently at the Grange Brunch.)

c) Committees: A) Commemorative Items for Sale -- Any further updates?
I. Shirts - Cindy -- Need to re-order some for premiums for donors, for some special requests &c. Don told her what qty needed for premiums. She has only spent a part of what we authorized for re-orders.
II. Medallions - A & J -- Joy still waiting for prices from Steve Farrington for keychain apparatus. We owe a few to $250+ donors.
III. Fans; BBQ Glasses - t/b/d

B) Parade - Mary Jo & Committee -- Dickie has contact info for a bagpipe band, passed on to MJ

C) Dance - Hal not here. Still need to set TIMES for dances. Don set the first one see item D. Still have a few dances needing callers/bands.
Heat Report - Grange has agreed to go ahead & get estimates & move quickly on installation of at least 1 Rinnai space heater from Merrill Gas for the upstairs. Eventual hope is to replace noisy one in dining room with a smaller version of the upstairs one. Other issues are hallway/stairs, bathrooms (heat) & ability to run water & have toilets during cold months. Don & Richard have ideas about all that. Merrill guy coming out on Tues. We WILL have heat 3 months from TONIGHT (ie Jan 8, first dance!)
D) Don: Events: Some dates to be resolved; many events to be fleshed out -- & need TIMES for almost all. Continuing to work on. Good news is January essentially set with bell ringing at noon on Jan 1 (churches, schoolhouses, any bells, horns, &c anyone has.) Don’s report on kickoff Day: Jan 8: Came together well for a fully FREE day of activities for families: Noon-4 pm Sledding Party at Sportsmen, Creamery Rd. Herb Meyer in charge. They’ll provide hot chocolate, bonfire & snowmobiles to pull sledders back uphill. Snow is the only possible need! They’ll sell burgers & dogs at reasonable prices. 5-6:30 pm Chili Supper at Grange, put on by Grange members with all-donated goods, & no admission fee (donation box.) 6:30-9:30 pm family dance (primarily contras) upstairs in the heated room, with Andy Davis, caller, & musicians; same admission free/donation welcome structure. Third event for Jan is a film night on 22nd at School, with films by Bill Heyman. Don getting final details together; again admission free.
d) Other

3. Old Business:
a) Program Book? Ads -- Who sells? -- Belinda?
Content?
When published?
Who does it?
We ended up covering this topic under the discussion on publicity.
b) Other

4. New Business
a) Corporate & Business Fundraising - Don to talk to Rick C.
b) P U B L I C I T Y

This was our major announced topic for the meeting.

Program Book is publicity. Hand it out mid December. Book free; ads. Qty? We thought maybe 500 to start, & Don suggests doing what Joy is currently doing with the 2 books she produces (Friends of Music & Gallery Walk) having them printed digitally. That way,. more can be run off at any time later in the year. Not separate “editions:; they can keep as much of the same content, ads as relevant, but new ads sold, new corporate donors to be mentioned, updates to calendar &c can be incorporated rather than locking in one version for full year. Joy is currently using Prospect Park Press in West Chesterfield for printing. Not a significant difference in cost vs printing the entire years’ worth at once. Call it Commemorative book, or Commemorative Program Book or something like that.

Book will include:

<>Maps -- one from Conservation Commission showing recreation sites in G. Possibly a general one with historic & event sites noted.

<>Logo on cover.

<>Info on August events parade &c. Life magazine Franklin BBQ photos

<> Greetings from: Guilford Hist Soc (in hand); Governor (in progress, start with Douglas & can be the new guy later in the year!) Also Guilford Selectboard, & Prob an intro & welcome from Don, Addie & the Committee.

<> Ads

<> List of corporate sponsors, major donors &c. We promised those individuals giving $50+ that they’d get a mention (there are over 50 of them!)

<> A short, condensed history of Guilford; maybe Don will do it from the Guilford History &c

<> And of course the full schedule of events for the year

<> Sprinkled throughout historical photos, a zillion of which the GHS has had scanned by middle school classes

Joy would be ideal layout person, if the rest of us prepare stuff so it’s ready for her.
Sell ads; figure out ad spaces & prices. How many?

Also need a rack card or flyer for places like Welcome Ctr where we don’t want to give out a whole book to every casual traveler. WC could have desk copy & a few to give out to those expressing special interest.

The PLAN: 2 weeks for Addie & Don to figure it out -- thanks, guys!. Cindys son says says Guilford Fair ads: 1/2 page $500; smaller ones (1/4?) $250 & $125 for the common 1/8 page. Get ad sales materials ready & COMMITTEE MEMBERS start selling them!

Joy thinks probably the size book Fair had is the way we’ll go (facing page spreads could be used for maps &c)

OTHER PUBLICITY:
Constant items in Reformer, Commons, Observer, Rutland Herald; Lynn Barrett So Vt Living?, Notices to: Vt Life & Vermont Magazine, Vt State Travel/Tourism Calendar, Vt Hist Soc, Parent Express, call Tim Johnson
Don do Yankee Magazine (don just remembered we have a grange member who has done a lot of writing -- on food -- for them; Cheryl Redmond; will try to remember to ask her for insider tips.)

Shoot an e mail to lots of places

WRSI, WTSA &c, Deerfield Valley News, BCTV
School newsletters -- bordering towns
& of course the Guilford Gazette -- don will give em something by Oct 27 deadline

SIGNS/FLAGS/BANNERS

2’ x 3’ metal sign from Turbo for FOMAG was $90
Don to check -- maybe 5 or 6 cheaper square ones with just the logo to put at “entrances to town” We identified at minimum Route 5 (both ends) possibly Leyden road, Tater Lane, Hinesburg, Jack Stage &c

Banner? also Turbo - It could be moved about as needed; put it on the empty Guilford Store, use at events, parade &c

Another idea: FLAGS: Decorate your house for it; flags w logo; maybe SELL them to homeowners Little banners to hang on houses 2x3’ sell em to homeowners -- flags

Utility poles w flag brackets -- CVPS permission?

We also talked about another event idea (copying Dover!) a Birthday Cake: Maybe a “Cake Dinner” ? Actual “Birthday Party” maybe at beginning of yr, during big weekend; or even on New Yrs Eve at the end?

Speaking of which, Don spoke to Frank Larkin of Windham Wines (downtown Bratt) Frank & his wife own it; they live in Green River. He will ponder the Champagne Tent at New Yrs Eve. Likes idea.
c) Other

5. Set Next Meeting -- Decided get it done early in Nov before T’giving &c. But with understanding that TONS has to be done by committees & individuals before then.

NEXT MEETING THURSDAY NOVEMBER 11 one of our last-ever POTLUCK SUPPER 6:30 pm & meeting at 7, at the Grange.

6. Adjourn 9 pm

Respectfully submitted, Don McLean, Secretary pro tem

Oh & Don forgot to mention at meeting our Sept 22 Welcome Ctr, tho this was covered in an e-mail. About $525 net (it was all net, no expenses, everything donated.) Thanks to bakers, donators & our CREW (including my two family members who aren’t on the committee.) My feeling having done it is that that Wednesday is not worth doing, if that result is typical. Possibly one of the Wednesdays closer to peak foliage? Luckily, this Committee only has to consider doing it once more if ever again! I had never done a Weds before & was willing to try it. Between having so many possible helpers having to be at their regular jobs, & the small number of travelers, it seems worth skipping in future.

MEETING # 21
September 15, 2010

Broad Brook Grange
7:00 pm

Don, Addie, Shirley, Dickie, Verandah, Joy, Richard A., Mary Jo, Steve C., Cathi
MINUTES
1. Quick Review -- Minutes of August 18 meeting
Committee received them by e-mail. Minutes accepted as sent.

2. Reports:
a) Treasurer - Update on Income & Expenses
Update from Katie Buckley as of today, for Town FY 2011
(activity since 7/1/10:) Expenses: Stamps for big mailing $528;
Brightside (t-shirt re-order) $ 180; Mugs: $1,135 + $129.04;
Petty Cash disbursement $100 (for cash boxes &c in future)
Income: (other than transfers from Town for appropriations):
Sales of Mugs & Magnets ($119) ($66 of which at Fair - GHS booth );
Shirt Sales $435 ($270 at Food Booth at Fair);
Food booth net proceeds from food sales $ 546.25.
Donations according to Katie $10,601.25 (Don’s tally from
adding up returns from mailing see below:)
Current balance in Town G250 dedicated acct $17,483.86

b) Donation Report -- From Big Mailing -- Don’s Tally $10,300 (115 donations) Premium delivery pending. Don, Addie and Verandah will deliver.

c) Guilford Fair Booth Report; Shirt Sales (& GHS Booth Mug Sales)
They will do a revamped booth next year and will have a baked potato sale next year at Doug Richmond’s.

d) Committees: A) Commemorative Items for Sale -- Any further updates?
I. Shirts - Cindy
II. Mugs - Addie & Joy
III. Magnets - Joy
IV. Medallions - A & J
V. Fans; BBQ Glasses - t/b/d

B) Parade - Mary Jo & Committee :Don will meet with Rick Chapin about corporate fundraising.

C) Dance - Hal & Comm -- Updates? Need to set TIMES for dances

D) Don: Events: I) Guilford Celebration date for 2011? We will assume July 2 as we have listed? Idea of no Parade? Instead have a simple family celebration at the Grange.

II) Some dates to be resolved; many events to be fleshed out -- & need TIMES for almost all.

III) Library decision on Guilford Ensemble -- Expenses? Production needs? donation? or fixed ticket $? Cathi: They will charge at least $25.00 a ticket with lawn tickets at a discount.
Library may do refreshments.

Note: the Library is eliminating the July Gallivanting through History event. The August Quests are coming along well.

e) Other

3. Old Business:
a) Program Book?
Ads -- Who sells?

Content?

When published?

Who does it?

b) Franklin BBQ - Further decisions; is a group interested in working on it? Our job is to come up with the side dishes from the original menu. Potato salad, roles, watermelon, etc. (see Dons note at bottom)

Ticket prices, &c

c) Other

4. New Business
a) Any further budget changes?

Dickie’s suggested cut for Aug 13 Security & increase for fish:
He proposes cutting $700 from Security for Aug 13 (ie from $1,75 to $1,050 and adding $200 to Fishing Derby (from $100 to $300) to stock fish. So a reduction of $700 & increase of $200 = a net reduction overall of $500.

b Welcome Center: Next Weds! Sept 22 -- Volunteer sign-ups this evening?

c. Promotion Committee: Mary Jo suggested that we have a PR committee to saturate the media with buzz.

AGREED OUR NEXT MEETING WILL BE DEVOTED PRIMARY TO PUBLICITY. Due to several requests & conflicts for some w. Weds nights we agreed to try a THURSDAY night, & earlier in month to get a start on the publicity as early as possible:
Next Meeting: Thursday, October 7, 7:00 p.m.

.
c) Corporate & Business Fundraising - already discussed
d) Other

5. Set Next Meeting
Next Meeting: Thursday, October 7, 7:00 p.m.

6. Adjourn -- The meeting adjourned at 8:10 p.m

Respectfully submitted, Verandah Porche

Please Note in ref to FRANKLIN BBQ: The idea was to replicate the menu of the 1957 event. And, yes, I find that CORN was included. Here, again, is the excerpt from the Guilford History book describing the event (I assume drawn from the famous Life Magazine article):

It was August 1957. Last weight of Samson before being BBQ’d was 2,600 lbs. 1400 ticket holders. “In addition to the beef the dinner guests consumed potato salad made of “500 bushels of potatoes and 50 bushels of onions,” just slightly exaggerated, according to the girls who peeled them. They were also served 3,000 rolls and 3,000 ears of sweet corn. The dinner was washed down with 2,000 bottles of soft drink.

Some other items purchased for the meal were: 60 pounds of butter, 10 gallons catsup, 20 cloves garlic, 5 gallons cooking oil, 3 gallons salad dressing, 2 pounds pepper, not all used, and $150 worth of ice cream. 15 pounds of coffee made quite a number of cups.”

No mention of ticket price, or beer! But this gives us another confirmation of the probable menu to be replicated, if we desire to be authentic.

So, just to put it into easy-to-look-at form the menu, if authentic, would be:

Beef BBQ
Potato Salad
Rolls & Butter
Sweet Corn on the Cob
Ice Cream
Soft Drinks

I’m going to guess, wildly, that the potato salad was something like the recipe we still use for the Grange Sugar Supper, which was Freida Franklin’s, & I’m betting was a family recipe, but the glitch there is no eggs are mentioned, & that recipe uses potatoes, hard-boiled eggs, raw onions & Miracle Whip.

Don

MEETING # 20
August 18, 2010
Guilford Town Office
7:00 pm

MINUTES
Present: Don McLean, Richard Austin, Lucy, Addie, Verandah, Shirley, Harry, Nancy, Cathi, Dickie, Mary-Jo, Joy, Cindy, Don Carleton and Janice Lamarche, Joy Wallens-Penford

1. Quick Review -- Minutes of May 19 meeting
Committee received them by e-mail. Approved.
2. Reports:

a) Treasurer - Update on Income & Expenses compared to Budget -- see report
Don amended the budget to reflect the increase in the Dance committee and the decrease in the Guilford Fair cost. The budget is still a fluid item.
Cathi will clarify the financial needs of the Guilford Ensemble

b) Donation Report (from fund-raising letter) Approx 1,270 sent, about 70 returned by P.O. undeliverable. Returns so far: 72 donations + a few more Katie has, ranging from $5 to $1,000 (many $50 & $100s) Total to date $7.020. Premium delivery pending. Don is generating thank-you notes. The donations have exceeded our expectations. Addie suggested that we make tee shirts, mugs and donation envelopes available at the fair. Harry suggested that we make it clear to Patrick Leahy and the business community that this project has broad public support.

Don has been writing personal thank you notes with magnets enclosed. He would like to deliver premiums, including fragile mugs, in person.

Cathi offered to provide two plexiglass donation boxes from Clear Solutions in time for the Fair. These can then be used at events throughout 2011.

Dickie reported on several other organizations that are selling tee shirts for $10 a piece, as we decided to do.

We have a date at the Welcome Center for Wednesday, September 22. Cindy could be at the Outlet Center at Exit One to sell tee shirts (we would all wear ours & have mugs &c on display at the WC & tell folks who want to buy em to get off at Exit 1. Cindy could be there til 1 pm.

c) Committees: A) Commemorative Items for Sale:
I. Shirts - Cindy wants to use up current inventory; will take names for hoodies at the Guilford Fair. Green or gray will cost $30.

II. Mugs - Addie & Joy - Mugs and magnets are here!

III. Magnets - Joy (already discussed above)
IV. Medallions - A & J
Medallion are still a work in progress. Danforth Pewter proved to be prohibitively expensive. Joy reported about some interesting variations including commemorative keyrings and pins. They are exploring quality prototypes that are more affordable.

V. Fans; BBQ Glasses - Fans can bear the name of large sponsors. The Franklin family is intent on a commemorative glass.

B) Parade - Mary Jo & Committee The parade will take place at 2:00 p.m. Work continues. The Fife and Drum people are very excited about this event.

C) Dance - Hal & Comm -- See Report

d) Don: Events: A) Date for Guilford Cares Talent Show confirmed May 21. B) Guilford Celebration date for 2011? If not July 2 as we have listed, conflict w. Prince Family presentation? That separate committee needs to meet.

C) Some dates to be resolved; many events to be fleshed out

e) Other

3. Old Business:

a) Franklin BBQ - Further decisions; is a group interested in working on it?
Ticket prices, &c Should we have an advance price and a slightly higher one on that date. We can ask Elly to organize the auxiliary food for the barbecue: baked beans, salad, etc. It was felt that even if FD Aux doesn’t want to take it on as a group, some of its veterans could make stuff, per Addie (ie Wilma w. baked beans -- if indeed BB were part of the original Franklin BBQ?)

b) Other

4. New Business
a) Action on budget changes: Expenses: Guilford Fair fee from $400 to $0; Dance Series from $5,000 to $7,000, an overall increase of $1,600.
b) Guilford Fair Booth - Cindy & Dick
Looking for donations. Cindy bought 3 cases of water at BJ’s and a big container of coffee and 10 oz cup. Sell ice tea and lemonade and apple juice for the morning? 8 oz. juice for kids. Paper cups, no styrofoam.
Donations needed: Gallon of milk, large bags of ice, flat of hamburger rolls (from Country Kitchen) Would the St. Johns
donate a grill (from True Value Hardware) Last year Price Chopper donated a $25 gift card..
c) Welcome Center: Weds Sept 22 -- Several members said they’d help. We agreed to have our next meeting the Weds before to finalize plans.
d) Corporate & Business Fundraising. Rick Chapin has said that he will start in November. Don will apply to VY again in January, as they said we should do.
e) Program Book? Ads -- Who sells?

Content?

When published?

Who does it?
We will put the program book at the top of the agenda for September.
Other

5. Set Next Meeting Wednesday, September 15, 2010, the Grange. 6:30 Pot luck; meeting 7:00 p.m.

6. Adjourn: The meeting adjourned at 8:36 p.m.

Respectfully submitted, Verandah Porche 8/19/10

Post-Minutes Note: After meeting Dickie told Don he thought he could shave $700 off the $1,700 figure for Security at the Fairgrounds on Aug 13. Also, for Fishing Derby (which he’ll propose to hold at the pond at Sportsmen’s club & possibly the same day at their shooting &c demo) the cost of fish to stock it will be $300 (we had budgeted $100 for that event.) -- don

MEETING # 19
May 19, 2010
ONLY 7 MONTHS TO GO!!!
Broad Brook Grange
7:06 pm

MINUTES

Present: Addie Minott, Gary O’Connor, Shirley C. Squires, Lucy Spahr-Blazej, Richard Austin, Steve Cutting, Dick Clark, Hal Kuhns, Joy Wallens-Penford, Cathi Wilken, Verandah Porche, Don McLean, Mary Jo Gaines, Harry & Nancy Evans

1. Quick Review -- Minutes of March 17 meeting
Committee received them by e-mail and approved as remembered.

2. Reports:
a) Treasurer - Update on Income & Expenses since last mtg.
Don noted that we don’t currently have an active Treasurer

Guilford Fair Association: Don attended their meeting to find out what they need for us to use the fairgrounds. We will come up with a contract together. Our liaison at the Town Office will investigate insurance concerns. They have a new first aid booth, & will be installing some lighting for use on the grounds after dark. The Fairgrounds will be offered at no cost. Of course, they will appreciate a donation. The 250th Committee agreed that we will do that if we find we have funds at the end of the project.

Guilford 250th Financial Report as of 5/18/10

Income since March 17 Meeting:

Shirt Sales $865

Expenditure Since March 17 Meeting:

Cynthia Symons: Shirt Inventory Purchase reimbursement $371
Vt Dept of Health: 2010 Food Stand License 60

Total Expenditure; $431
Balance in Bank Accounts:

1. Dedicated G250 Account under Broad Brook Grange (Citizen’s Bank) -- balance unknown
Estimated balance around $1,490

Undeposited shirt sales income: $120

2. Portion of Guilford Old Home Days dedicated account at Citizens under Grange, dedicated to G250 (as voted by GOHD -- & no known disbursements) $4,000

3. In dedicated fund within Town of Guilford. No disbursements to date. Theoretically:

FY 2009 appropriation $1,000
FY 2010 “ 500
VY donation 5,000
Total 6,500

Undeposited shirt revenue $ 20 -- check was payable to Town of Guilford

Pending FY 2011 Town appropriation $1,000 July 1

Total projected balance July 1, 2010 if no other activity were to take place, all accounts:

$9,130

Don McLean 5/19/10
<><><><><>>><><><><>

Also see action item under 4a

b) Committees: A) Shirts: Cynthia: Sales, inventory, next order

SHIRT EXPENDITURES & INCOME TO DATE (including undeposited income):

Income (sales) $1,305.00

Expenditure $1,907.25
(inventory)

Difference ($602.25)

Cindy absent, but had submitted list of current inventory. Should we order more tee shirts soon? We will need some for the Father’s Day Brunch, the June 26th, Guilford Fair. The first run cost $1,900. Steve moved and Lucy seconded a motion authorize Cynthia to spend $1,500 for the next batch. Discussion: At what point is the price break? Amendment: authorize Cynthia to spend up to $2,500 for inventory. Unanimously accepted.

B) Medallions: Danforth sent Joy a draft. They had redrawn the text and she had complaints. They will transmit the comments.
Mugs: also redrew the text incorrectly. They are trying to do discrete screens of each color. They can do a single screen but that company doesn’t do it the right way.

Keep artwork intact, not using screens or they can redraw it the right way for a fee. We feel strongly about the quality of the mug. We must order 144 or 288. (A $50 donation premium is a mug + magnet.

Steve moved to empower Addie working with Joy order 288 mugs for $1,163. Richard seconded. (Joy is doing the art and Addie the business part.) Joy pointed out that shipping costs almost $1.00 per mug. We approved this motion, leaving Addie and Joy to make decisions.

Magnets: Joy is researching magnets (about 29 cents apiece) for attractive magnets.

C) Parade - Mary Jo & Committee. The Committee has met. Rick Chapin has agreed to be responsible for corporate fundraising.

Cyntha and Belinda will be responsible for the Fairground events, except parade, barbecue and fireworks, i.e. vendors, activities. They are familiar with the Fairgrounds. Ryan Squires will organize the ball tournament. MJ suggests he get the Little League involved.
Franklin Farm Barbecue: David and Mary Ellen are growing the steer.

Fireworks: Dickie will connect with our rep at Northstar.

D) Dance - Hal -- Plans to form Committee w. Hal, Lucy S-B, Sara Coffey & Andy Davis

Don wants to meet with the four members of the committee to get things going. Becky Graber is interested bringing her band, as well. Amy Cann may be available, but she is hard to get hold of.

Grange Heat Update? No action yet. We need to have a space heater. (Hal is considering hot water baseboard using recycled materials.)

c) Don: Events: Don reported many loose ends so far.

Group discussion:

KICK-OFF: We should have press coverage to announce the start. Gateway banners and or signage.

We should have a bell ringing at noon on New Year’s Day to signify the start.

There are the electronic signs at the Fire Station, battery operated, that need to be recharged. They can’t be used in extreme cold. They would need security.

We can design and sell calendars announcing the celebratory events of the year.

There will be a program booklet which we can distribute.

d) Quick review: Not a 250 event but some relevance: Guilford Community Celebration June 26, 2010 Lucy will bring it up to the Guilford Church Council. Steve and Harry are raising money for bands. They are trying not to use Old Home Day money.

d) Other

3. Old Business:

a) Franklin BBQ - Further decisions; is FD Auxiliary interested in working on it? What should we do about tickets and the price? The FD Auxiliary is somewhat interested. They had questions about pay, refrigeration. They meet the first Thursday of every month. Get Dennis and Amanda to make up the game plan. The Aux. wants to march in parade, who will be there to serve?

The Franklins want to cover their expenses but they are not expecting to make money on this.

Dick will approach the VFW and/or the Legion to see if they are interested.

b) Letter to Townspeople: Final review of letter; plan for(June?) meeting of all interested in this group to address, sign, stuff envelopes

Will C & S print the letter and envelopes?

Also to be considered: Type of reply
envelope/what’s on it/who invents it?

Once we send out mailing, we’ll need to be ready to RECEIVE donations; who processes incoming? Who prepares & sends acknowledgments?
c) Other

4. New Business
a) Proposal to transfer all banking to Town of Guilford & its Treasurer
Katie and Joe at the Town Office have offered to take over banking in a dedicated account. They will cut checks for us.

Would still need a committee function for G250 to keep track of budget line items. Cathi has offered to do this job! Don, Addie and (maybe Cathi?) will be authorized to request disbursements.

Is there a reason to keep the Grange account? If it is not costing anything then we might as well keep it open.

b) Review Website <http://www.guilford250.com/>http://www.guilford250.com/

c) Guilford Fair Booth; Don has sent in the Vt Health permit renewal.

d Welcome Center: Weds! Sept 22

e) Other

5. Set Next Meeting July 14, mailing party 6:30 p.m., no pot luck.*

6. Adjourn at 9:16

Respectfully submitted, Verandah Porche

*Note from Don: If we go with the C&S printing donation, we may not have the mailing materials even by July 14. Stay tuned for confirmation or postponement info. Don will send separate memo soon on progress on printing.

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MEETING # 18
March 17, 2010
Broad Brook Grange

MINUTES

Present: Dennis & Amanda Franklin (for their business item), Dickie Clark, Mary Jo Gaines, Hal Kuhns, Joy Wallens-Penford, Addie Minott, Shirley Clark Squires, Harry & Nancy Evans, Steve Cutting, Richard Austin, Don McLean, Verandah Porche, Gary O’Connor, Cynthia Symons

Called to Order by Co-Chair Don McLean at: 7:02 p.m.

1. Quick Review -- Minutes of January meeting
Committee received them by e-mail.
Minutes adopted, as read.

2. Quick Reports:
a) Treasurer - Update on Income & Expenses since last mtg -- Don handout $1694.82 now in the bank. Al submitted a report on the expenses.

Town Mtg Appropriation approved $1,000 (total $2,500 to date)

b) Committees:
A) Shirts: Cynthia arrived with the shirts and sweatshirts. An additional $371 was spent on special orders for committee members. $272 sold at Town Meeting and $120 at Sugar Supper. More shirt transactions tonight. Brightside Tie-dye’s John Goodhue should set up a tab for us next time we order. Addie said that having the swag at Town Meeting woke people up to our project prior to asking for money. A vigorous business in tees and sweatshirts followed.

Medallions will be ready by the Fair.
Mugs: a man in Brat. sells mugs. This is preferable to ordering them online. Another additional design could be on the mug.

B) Parade - Mary Jo & Committee The Committee discussed ideas about the actual day. Their next meeting is scheduled soon.

C) Dance - Hal -- Don’s idea to give Hal a Committee
Lucy Spahr-Blazej willing to join a committee. Grange meeting on Friday night can talk about the heat.

c) Don: Events: He wrote to everyone; a few responses
Bill Heyman will run the documentary evening of life in Guilford.
Others will have to be found to run the two other film nights.

Betsy Bates will run a snowshoe race for Wash Birthday weekend (rather than the Cross Country Ski one originally proposed)
John Majonan will be involved with the running race
The Boreks will host West Guilford (Hinesburg) tour
Eric Morse will get the FOAV to host the Algiers tour.
Chris Hadsel will do her stage curtain presentation.
Gary will coordinate the self directed garden tour. It may not be limited to one date.
Ryan Squires committed to coordinating ballgame(s) on the culminating day.

d) Franklin Barbecue: Amanda says lined up family members. David Franklin could start a steer this spring. 100-150 people can be fed by a hindquarter. How many people need to be fed?

Concerns: Franklins will take care of cooking the beef. Tickets sales will close a week before. If we need two hindquarters we’ll need another tractor-spit set up. David said that he could have the front done as hamburger and some other group could handle cooking and serving them. Where will the cooking and serving take place?

How authentic should it be? Cooked with charcoal or wood? Consensus is that it’s up to the Franklins. When do we want to serve? Suggestions: 5 or 6 p.m. Dennis has the Life Magazine article. It will be blown up into big panels. To put together a new rig for a second hindquarter would cost $500 and 750. Harry said he was leaning toward one hindquarter, tickets sold in advance. There is concern that the excitement would create more demand. Could one be cooked the night before and heated on a grill? Discussion of the logistics to prepare one hindquarter in advance.

What do we charge?
Additional menu: Potato salad, corn, rolls, tossed salad, drinks, condiments for burgers. [see note on Guilford History report on this event, appended at end of these Minutes.]

An exciting conversation ensued about the Franklin Family Barbecue, alcohol and the Fairgrounds.

Steve Cutting will talk to the Auxiliary about the additional food. The Grange may also be able to help.

3. Old Business:

None

4. New Business/Fund-Raising

a) Letter Sub-Committee & Draft of Letter to Townspeople
Don presented the letter which he wrote after consulting with the letter-writing sub-committee.

Dickie suggested that each check be earmarked on the memo line to the Guilford 250th Committee

b) Corporate Fund-Raising?

c) Crosby Foundation -- Don to apply? Agreed he could go ahead.

d) Welcome Center (pending); Guilford Fair Food Booth?

5. Set Next Meeting: No general mtg in April. The subcommittees will meet and report back at next big meeting on May 19 (Wednesday, as usual at Grange).

6. Adjourn: The meeting adjourned at 8:50 p.m.

Respectfully submitted,

Verandah Porche

Don’s addendum on Franklin BBQ: From The Official History of Guilford:

No mention of ticket price, or beer! But this gives us another confirmation of the probable menu to be replicated, if we desire to be authentic.

don

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MEETING # 17
January 20, 2010
ONLY 11 MONTHS TO GO!!!
Broad Brook Grange
7:00 pm

MINUTES
Present: Don McLean, Verandah Porche, Becky Anderson, Cindy Symons, Dickie Clark, Sara Coffey, Nancy Evans, Harry Evans, Steve Cutting, Richard Austin, Addie Minott, Joy Wallens-Penford, Mary Jo Gaines, Belinda Lashway

We welcomed first-time attendees Sara Coffey, who intends to be a regular participant; and Becky Anderson, a stand-in as Library rep, who ordinarily can’t attend on Weds nights, but will urge others on the Library board to come in future.
1. Quick Review -- Minutes of November meeting
Committee received them by e-mail.
The Minutes were accepted as sent.
2. Quick Reports:
a) Treasurer Al H at Planning Board mtg & thus unable to be here (Don: Paid to Cynthia Symons for sample shirts: 1/11/10 $36.25)
b) Committees:
A) Parade - Mary Jo & Committee - no report at this time
B) Dance - Hal - not present
c) Don: Events: his plans to begin coordinating them
Guilford Ensemble Concert updates: 9 performers at the Meeting House. Are pieces of the old platform in the basement? Music from the 17th and 18th century. Judith Serkin requested we consider having it be a benefit for the Guilford Free Library; agreed, tho we didn’t settle if set admission or donation (latter inclination.)

Guilford Town Report/Town Appropriation Request/Town Mtg
Don wrote an article for the Town Report. The Selectboard recommended an appropriation of $1,000 from the Town, to be voted by special article at TM
Gazette Article Don wrote an update for the Town Meeting issue.
d) Other Verandah will ask Susan Bonthron and Linda Lembke, book artists, to contribute their services to the celebration, i.e. create a commemorative book, lead a workshop and/or organize artist studio tour.
3. Old Business:

a) Entergy Grant App: Coming from the Town of Guilford, Don got Selectboard to agree to have application submitted by & any funds received go thru Town. Their vote open-ended, so could cover other funding requests as well. Don will submit a grant app for $10,000, the amount Entergy rep Larry Smith suggested; it must be for 2010, not 2011 fiscal yr; LS also encourages the Committee to request more funding again, if & as needed, in 2011.

b) Shirts: Cindy found John Goodhue at Brightside tie-dye place on Western Avenue. (Buy local!) They want to do our shirts. Committee agreed that on her recommend we switch from the place she had at first been talking to. We could start selling them at Town Meeting, at the Library Table. The Committee suggests that we start with just one product, tee shirts in assorted sizes. She may spend $1,500 for tee shirts to be sold for $12.00 or $14.00 for extra large, some gray and some green.

4. New Business:
a) Revise Budget: Don noted small amendments to the line items, but retaining bottom line of budget, & distributed updated copies. Expense side the same: Income side 3 changes: Add in the $1,200 GHS will pay to get the medallions made, change the FY 2011 Town appropriation from the $750 we had in there to the $1,000 to be voted at the upcoming TM; reduced the “Grants” category to reflect those increased line items. Grants: Not too many known sources, but Don will check Windham Foundation (now under auspices of Vt Comm Foundation.)

b) FUND-RAISING STRATEGY FOR THIS YEAR
What shall we ask grocery stores and drug stores for?
Price Chopper, Hannaford’s, Co-Op gift cards and/or donations. Beverages from North Country Natural.
Clear Solutions, Chittenden Bank?

We do a mailing to every household in Guilford offering people a chance to participate and donate in many ways. A sponsorship package can go out individual businesses inviting them to donate at a higher lever and receive benefits. Names on the back of Tee Shirt?

Every entity that owns property in Town can get a letter. We can personalize the letters, though we will send it through bulk mail.

A small committee can draft and circulate the letter by email before the next meeting. Verandah, Joy, Sara, Verandah, Mary Jo and Don will work on the letter.
We can tell people that we will be requesting support during Town Meeting this year

Parade Committee wants to coordinate fundraising so we are not double-dipping and/or maxxing out individuals.

c) Other: Note a meeting will be set to organize the “nearly 4th of July” celebration this year. Guilford Old Home Day Committee will be handling.

5. Set Next Meeting (Other Dates for 2010?)

The letter writing committee will meet at the Friends of Music Office at the Bee Barn beside the Guilford Church, February 17, 2010 at 7:00 p.m. (The full Committee will not meet in Feb, just sub groups such as the letter-writers & Parade.)

March 17, 2010 at 6:30 p.m. potluck, 7:00 pm meeting: will be the next whole group meeting at the Broad Brook Grange.

6. Adjourn 8:35 pm

Respectfully submitted.
Verandah Porche

MEETING # 16
November 18, 2009
Broad Brook Grange
7:00 pm

MINUTES
Co-chair Don McLean convened the meeting at 7:00 pm.

Present: Don McLean, Addie Minott, Verandah Porche, Joy Wallens-Penford, Evelyn McLean, Hal Kuhns, Dick Clark, Mary Jo Gaines, Steve Cutting, Richard Austin, Shirley C. Squires, Nancy & Harry Evans, Cindy Symons, Al Haumann

1. Quick Review -- Minutes of October meeting
Committee received them by e-mail. Moved, seconded and approved unanimously

2. Quick Reports:
a) Treasurer - Al Haumann reported: Current coffers: $3043.07. Guilford Old Home Day money is in a CD $7,431.89, at a rate of 1.49% of which $4000 is allocated to 250th Anniversary Committee .
Don wrote a check to Staples today for $18.00 for paper. Don will pay $100 to Zinn Graphics for the fliers.

b) Committees: A) Parade - Mary Jo & Committee No report. “We’re good.”

B) Dance - Hal: No report

c) Don: Events Finalization & his plans to begin coordinating them. Don will follow up on events.

Laura Lewis made suggestions about carol singing. The committee agreed that, weather permitting, there is room for a few different caroling events.

d) Other: Cindy showed a splendid T-shirt. Front and back “costs big bucks,”she reports. Printed on one side $6.50 to us. The committee asked Cindy to get a price for front and back. “Hoodies” can be made, but will cost us $19.95. The screen cost $15.

If we buy in bulk, for instance, 500 shirts and 100 hoodies we would get a better price. Should we buy different colors? Don suggested we ask about white ink on darker colors.

Baseball caps are available for $13, embroidered. Halifax bought hats for their anniversary.

The Committee suggested that we order four gross of tee shirts, printed front and back in assorted sizes. Colors: gray with green and green with white ink.

We should have the shirts and sweatshirts, rather than hoodies, which are too expensive, ready for sale at the Sugar on Snow supper, and at future events.

We will try to display our Anniversary swag with order forms at the Welcome Center.

3. Old Business: none
4. New Business:

a) Revise Budget: Don presented a draft budget of $62,500, the best guess of costs.

Last year Town Meeting gave us $500. Dickie will make a recommendation to us, based on the Selectboard’s budget deliberations.

Changes agreed upon from Don’s draft:

EXPENSES -- changes
Commemorative items: coins and shirt $5,500
Parade revised their budget upward to $24,000
(but still within the $50,000 they suggested for the full day)
Easter egg hunt   50
Decoration Day lowered from $50 to   0
Road Race reduced to 100
Guilford Independence Celebration:
Old Home Day Committee will cover cost.
Monthly Dances   5,000
Baseball Tournament (umpires) 200
Franklin Barbecue 1,000
Children games & ice cream 3,000

Guilford Ensemble costs?

Include a 10% general contingency, but subtract individual ones

Adjust income to match, now approximately $78,000, & Don will fine-tune it based on this discussion. Add in a figure for possible grants (Addie’s exploration with Sen. Leahy’s office; also possible Strolling of Heifers grant?)
b) Other

5. Set Next Meeting January 20 (Weds), 2010, FUND-RAISING SUB-COMMITTEE. All welcome to be part of it, with focus now shifting primarily to finances & fund-raising.

6. Adjourn for the holidays!

Respectfully submitted,
Verandah Porche

MEETING # 15
October 21, 2009
Broad Brook Grange

MINUTES - Draft Template for Minute-Taker
Co-chair Don McLean convened the meeting at 7:00 pm:
Present: Don McLean, Addie Minott, Shirley C. Squires, Richard Austin, Don Carleton, Steve Cutting, Nancy Evans, Mary Jo Gaines, Hal Kuhns, Dick Clark, Verandah Porche, Cynthia Symons, Belinda Lashway

1. Quick Review -- Minutes of September meeting
Committee received them by e-mail. Minutes were moved, seconded and unanimously accepted.

2. Quick Reports:
a) Treasurer - Don -- Two bills paid:
Zinn Graphics $100 Al H. said he would pay right away (flyers)
Prospect Park Press $56.93 (Letterhead, envelopes, stickers) Don paid
Balance in Citizen’s Checking Acct last time $3,100; with these bills paid: Presumed current balance: $2, 943. 07

b) Committees:

A) Parade Comm. - Mary Jo & Committee
We reviewed the Parade Committee minutes which detailed ideas and expenses. Mary Jo suggested that sponsors pay for the parade program booklet.

Dickie suggested that since the Parade Committee is the most organized that they might spearhead the 250th fundraising campaign. Don mentioned that we could encourage sponsors to support all the events, with a special emphasis on the parade events. Agreed that the Fund-Raising Committee would be whomever in the current group wanted to specialize in that, with Parade Committee members a key element. A number of our 2010 meetings would be that committee rather than the entire current committee.

Steve Cutting suggested that we contact our Congressional delegation to ask them to help us fund the 250th. The Parade Day budget is estimated at $50,000. The $8,000-$10,000 for the parade itself will be underwritten by sponsors.

Don pointed out that there will be revenue from the Parade Day weekend, as well.

Don will approach VY with the draft budget.

An article will appear in the Guilford Gazette Town Meeting issue.

B) Dance Comm. - Hal
Richard asked about budget. Whether there would be live music. It is yet to be decided. Don said Peter Amidon and others typically receive a cut of what they take in at the door.

Some dances will have DJs and small expenses.

c) Other: Cathi Wilken says that the new website will be up and running later in the fall (maybe by Nov 1) ....check with Don

3. Old Business: Cindy reported on tee shirts. Question: do we want one color on gray or many colors? We will have a sample for the next meeting. Hal suggested that we could have one image on the front and a variety on the back. We could have different seasons. Mary Jo pointed out that we don’t have to get the cheapest version since someone paid $50 for a sweaty old tee shirt.

4. Funding/Fundraising: A fundraising committee will begin working together in January.

5. New Business:

a) Finalize the event list, and announce that to public? Or at least establish a cut-off? We went through Don’s revised big list for the full year and made revisions: [note this doesn’t mention every event -- see the big list for that -- just items we talked about or adjusted]

Jan 1: Church Bells Ring: Don is in charge. No fee. Christ Church, The Meeting House and Green River have a bell. The West Guilford Baptist Church has a bell but is unsafe.

Jan 8: Kick off Sledding (at Sportsmen, Inc -- Herb Meyer), Chili supper & dance at Grange. Hal in charge. Fee for bands

Jan 22 Movie night #1 Professional filmmakers Bill Heyman in charge. School is the locale. Don talk to Troy Revis about all the Guilford Central School dates for 2011.

Feb 12 Sat Monthly Dance Waltzes Hal needs musicians. FOMAG can help? Write a love poem -- decided top have same day & during the Dance. Snacks for sale (heart-shaped cookies &c). Verandah and Belinda will do the love poem activity.

Feb 21 Monday Wash birthday X-C race. Prize tickets for other events or cash prize. Betsy/ Neil/ Belinda. Coordinate with Brattleboro Winter Carnival

Feb 21 Home Movie night #2: solicit old home movies from residents. Solicit in the Gazette.

March 5 Sugarhouse visits (Guilford only) before sugar on snow supper
12 Norwegian Telemark dance Hal in Charge
19 Celtic Irish Concert
26 Movie Night # 3: Farm Movies : Franklin Farm, Root Hog or Die

April 16 Teen Dance Belinda chaperones
April 24 Easter Egg hunt: where? Richard: let chickens run around and follow them.
April 30 Elisha Jaqueth Goes to War Christ Church. Evie has found singers. Free event with donations.

May 7 Green Up Day: Ellie Majonen

May 14 The Swinging Doors Western swing: the Bullocks are keen on this. They will spread the word.
May 28 Dickie’s Fishing Derby: 9-11
Road race through Guilford Center? John Majonen
Prizes could be donated by area businesses &c. Or cash prize (entry fee)
May 30: Decoration Day. Ronnie Squires said school kids used to go decorate the graves. Cindy takes kids around to the Cemeteries.
Cemetery Commission should redo signage for each Cemetery. More ambitious signs could be bought with 250th residual funds. Robert Stack a resource for Veteran stuff.

June: Self-directed garden tour. Gary O’Connor offered to coordinate

June 4: a capella a la carte. Vermont composers. FOMAG. Guilf. Comm. Church
June 11: International folk dance?
June 18: Guilford Neighborhoods # 1 Green River
June 25 Gretchen Gerzina Packer Corners (Combine with Guilford Neighborhoods # 2 -- Packer Corners)

July 2: Guilford Independence Day Celebration
Monthly Dance Big Band following Independence activities.
July 16 Neighborhoods # 3: Hinesburg: Barbara and Stuart Hunt?
July 23: Neighborhoods # 4: Sweets Pond (Bonnevilles)
July 30: Neighborhoods # 5: Algiers
Cathi has a neighborhood Quest in mind.
(Neighborhood celebrations become a feeder for Parade floats)

August: ongoing farm visits self-directed with a map

August 12-14 BIG WEEKEND: Parade Day, Barn Dance, Church Service & Lunch (Christ Ch/Comm Ch)
Original Settlers will meet during Parade Weekend. (We had a note that Judy Greenburg had proposed some sort of "circus" activity, but have had no further contact from her & decided if she wants to pursue something along this line, it could be part of the Fairground activity.) [Note from Don inserted" Marli Rabinowitz did follow up on a topic from a previous mtg & asked Lisa Form who agreed to organize kids' activities at the Fairgrounds.]
August 20 Judith Serkin Guilford Ensemble, an echo of the 200th Guilford Composers.

September 3 FOMAG organ
4 Labor Day Weekend Fest: Guilford Composers (FOMAG)
Guilford Fair, Sunday and Monday
September 5 evening Square Dance after the Fair at BBG
September 19-23 One room schoolhouse event: Kathy Lapan and 3rd grade.
Tree Tour guided tour with Dave the Forester?
Localvore Event: Lisa Holderness - Don to contact
Grange Theater Curtain exhibit & presentation by Chris Hadsel -- Don to contact her

October 8: Sock Hop
late October cemetery tour Verandah & Cemetery Commission
Art show: Rick Zamore (Don to ask him to coordinate; Joy has mentioned she has hung & hosted many arts sows; Ev said would help) ~ Guilford artists

November 12 Rich Blazej dance
November 19 Community Thanksgivings Laura Lawson Tucker
November 26 Broad Brook Anthology Verandah & FOMAG

Dec 9 and 10 Guilford Xmas
Dec 18 Sunday Carol service in Green River
December 31 New Years Eve Masked Ball. Find venue. Horse drawn sleigh shuttle. Interesting suggestions for where to have the beverage concession

b) Other

6. Confirm Rest of Meeting Dates for 2009: WE DECIDED TO MEET ONLY IN NOV!!!!
November 18 MONEY (budget review & fund-raising planning to begin in January)
December 16 canceled

Wednesdays, 6:30 Potluck; 7:00 meeting, Grange

7. Adjourned 8:40 pm

Respectfully submitted,
Verandah Porche

MEETING # 14
September 23, 2009
ONLY 15 MONTHS TO GO!!!

MINUTES

Co-chair Don McLean called the meeting to order at 7:00 pm Broad Brook Grange

Present: Don McLean, Addie Minott, Joy Wallens-Penford, Mary Sargent, Shirley Clark Squires, Richard Austin, Steve Cutting, Mary Jo Gaines, Dick Clark, Hal Kuhns, Don Carleton, Reed and Barbara Anthony, Nancy and Harry Evans, Cynthia Symons, Al Haumann, Lucy Spahr-Blazej, Belinda Lashway, Verandah Porche.

1. Quick Review -- Minutes of August meeting
Committee received them by e-mail. The minutes were moved, seconded and accepted as written
2. Reports:
a) Treasurer - Al & Don -- Report on Signature Additions (see
action under 5.b)

Welcome Center $ 956 Guilford 250 Bank Account Balance:
Fair Booth 450
Balance Forward $1,694*
DEPOSIT $1,406 Deposit 9/18 1,406
Current Balance $3,100

*Bal Fwd = Combined proceeds of 2008 GHS Celtic Concert,
2008 Grange Pancake Breakfast & 2008 G250 Welcome Ctr

b) Guilford Fair Food Booth -- Cynthia wondered whether it made sense to have to food booth for only one day. No State inspection for one day. Next year they want to sell baked potatoes and breakfast sandwiches with local eggs. Smoothies and root beer floats were also mentioned. Getting food donations is important. Sunday could be the set up day and Monday the big selling day. Dickie pointed out that people didn't know what the 250th meant. We need a banner announcing our project and stating that food was available. More help will be needed. The committee thanked Cindy for her efforts.

c) Guilford Fair Bingo - Richard held the fort with help from a few Grange members. Netted $300 dollars which will go to the Grange. If you have enough help you can move the games along faster. If there was more help then money could be shared between the Grange and the 250th.

d) Guilford Old Home Days -- last night's meeting. Two accounts contain almost $7,200. Dickie reported that $4,000 was allocated to the 250th Committee and the remainder, possibly to update a veteran's memorial, from Korea onward.

e) Letterhead & Stickers - Joy passed around examples. Al suggested that Joy could email the file and individuals with high quality printers could produce their own crisp version.

f) Committees:

A) Parade - Mary Jo -- Committee concluded that we're not going to change the date. Potential participants will be getting an invitation on our official letterhead soon. Thus we have resolved the conflict with Bennington.
At the next meeting they will start working on their budget. Steve suggested that the day at the fairgrounds (including parade) might cost upward of $50,000.

Day at the Fair Grounds brainstorms: square dance in the cattle barn, puppet show, pedal tricycle maze, backseat driver event, pie eating contest, little league and adult softball tournaments, battle of the bands, free ice cream for kids, corn cannon, and more. Of course, fireworks. Antique autos? Where does the Franklin Barbecue fit in? Dennis doesn't want to be barbecuing for three days.

Each of these activities needs a coordinator.

Miscellaneous discussion of events:

The Conservation Commission will put together a map of recreation area and trails, etc. for self-guided enjoyment.

A side-note, that came out of the Old Home Days meeting: Independence Day might be celebrated on the nearest Saturday, not necessarily on the 4th, so as not to compete with larger area celebrations. This is tentative and might be tried next year. If it works in 2010, could be on July 2 (Sat) for the 250th. The dance that month could be combined with that Independence celebration and some sort of community dinner.

B) Dance Committee - Hal: The dance on the big weekend will take place on Friday night, perhaps at the Grange. He pointed out that concrete floor(as in cattle barn) not good for dancing feet.

[general Reports continued...]

g) Selectboard: Appointed us as Town Committee? - Yes. And Dick mentioned that the Selectboard tomorrow (Sept 24) night at 6:00 p.m. at the Green River Church to discuss the condition of the Green River Bridge

h) Other -- Don represented G250 at Gazette Open House today. Don and Addie met with committees to discuss Guilford Historical Society and the 250th. The kids seemed to get into the topics. Kyle Patno was interested in the Broad Brook Anthology. Don pointed out the we want to stay connected when kids were in high school. Alicia Hogenmiller wanted to know what we were doing for kids. We need the support of the teachers to build interest in kids' events.
3. Old Business:

a) Final (?) Review of Addie & Don's Quickie List of all 2011 Dates
We will finalize the events list at the next meeting.

Suggestion from Howard Fairman from Vernon. He claims to be related to the original Rice family. He suggested a reunion of descendants of original settlers, circa 1760-70. & also of Native American early "residents." We agreed if he can figure it out he can do it!

b) Commemorative Coins, Tiles, T-Shirts &c Addie was looking for someone to create a logo etched into slate as a souvenir.

Cindy wants to make a tee shirt of the dairy farms of Guilford.

Speaking of tee shirts, Mary Jo gave Hal a new Old Home Day tee shirt for free to replace the original shirt that he wore at the Welcome Center (& sold to a tourist for a $50 donation to the G250.)

c) Other

4. Funding/Fundraising:

a) Welcome Center: Choose 3 preferred dates for 2010! In priority order for Hal when the application is filed:
1. Friday, July 23
2. Saturday, August 21
3. Saturday, September 25

b) Other plans

5. New Business:

a) Should/can we finalize the event list, and announce that to public?
We will decide at the next meeting.

b) To see if the Committee will approve the addition of the names of Don McLean and Hal Kuhns as signatories, with Al Haumann, on the Guilford 250 account at Citizens Bank. Lucy moved and Dick second that the Committee approve the addition of Don and Hal. It was approved unanimously.

c) Other: Don will approach Vermont Yankee about substantial future support. [He will wait for Steve to provide a Parade/Day at Fairgrounds draft budget, work it into our main budget, & go to VY & ask: "How much of this would you like to sponsor!?"]

The Fire Department is going to be sending out a fundraising letter in November. We don't want to compete with their letter. [Our fundraising effort generally will be in 2010.]

6. Confirm Rest of Meeting Dates for 2009:

October 21 November 18 December 16

All Wednesdays, 6:30 Potluck; 7:00 meeting, Grange

7. Adjourned 8:44 p.m.

Respectfully submitted
Verandah Porche, secretary
With fine-tuning by Don

MEETING # 13
August 26, 2009
ONLY 15 MONTHS TO GO!!!
Broad Brook Grange

MINUTES

Present: Addie Minott, Don McLean, Dick Clark, Nancy & Harry Evans, Mary Jo Gaines, Cathi Wilken, Joy Wallens-Penford, Shirley C. Squires, Mary Sargent, Patty Bullock, Cynthia Symons, Richard Austin, Joan & Eric Barradale, Sandy Lynn, Belinda Lashway.

1. Called to order by Addie at 7:34 pm (Don took minutes, in absence of Verandah, & thus meeting convened by co-chair.)

2. Quick Review -- Minutes of July meeting
Committee received them by e-mail. Addie summarized. Approved

Cathi reminded us to look at the web page; still being constructed so address is temporary & eventually will just be Guilford 250. For now: lookfar.org/guilford250/

2. Reports:
a) Treasurer - Al not here. An earlier issue raised: about Grange getting "too much $" in a given year & thus having to file tax form.

Proposed "Assistant for Treasurer." Don to pursue.

b) Welcome Center -- About $978. Exact figure to be determined when
cash is deposited in bank.

c) 250 Logo/Flyer - Joy handed out leftovers of flyer, which we had printed up to distribute at WC with idea leftovers for committees & placed at Town locations, as a first teaser about the 250. It cost us $100 . Logo meets general approval.

Proposed Letterhead/Envelopes. Joy distributed a quick mock-up of how it will look. People liked it. Instead of an envelope get stickers that can be used on #10 envelopes, manila envs if needed, &c. Saves cost of printing envelopes. So make 100 sheets & stickers. Approved to go ahead.

Cathi talked about the web site: Committee Chairs to list: Parade Comm Mary Jo, with Belinda as contact for e-mail address. Hal chair Dance Comm.

Cynthia would like to work on T-shirt w list of all the farms in town from date to date. Agreed to have several versions of t-shirts, with logo & various things. Maybe one with big logo on front, others with small logo in upper corner front & special text on back (such as Farms.)

d) PARADE:

I. Addie's Meeting with Guilford Fair Ass'n -- Addie met w them in beginning of Aug & we need to meet more w them. Ask them to come up w. rules. Once LD is over get back to them.

II. Addie: Fife & Drum Unit: Addie has contacted Seth Warner Mount Independence Fife and Drum Corps & has photos of them. Had them at Vt Hist Expo. Period costume. Come from near Orwell. Mt Independence. They are penciled in for Aug 13; lead parade.

III. Dick: Progress on Town taking out Insurance for 250 for the Year thru Vt League of Cities & Towns. Being sort of a Town function if we allow Selectboard to appoint us as a committee VLCT will do a general liability. It will be the same level of liability the town has, & essentially part of the town policy & apparently no additional charge!

Harry moved Mary Jo second to ask selectboard to appoint Don & Addie as co-chairs of 250 Committee. Passed on voice vote.

Dick reported: Dennis Franklin will take on the "Franklin BBQ". He will supply "the stuff," but need meat. Agreed we can buy that, as we'll cover costs by selling the meals.

Dick's Bad news: Our parade weekend is Bennington Battle Day weekend. That will be a conflict for marching units. So we may have to change the weekend.
Maybe move big weekend to Sept. But then someone noted that Bennington is SUNDAY & we're SATURDAY. So maybe OK? Rick Chapin has contacted some bands & they've penciled it in.
Parade Comm will discuss at next Parade mtg (& get Rick's advice on this).

IV. Other Parade Committee Reports: They walked the route & talked to neighborhoods. Could have Barn at Fairgrounds for Barn Dance?.Showed an album of their amble.

V. "Broad Brook Anthology" (Don on behalf of Verandah)-- V got grants: a smaller than asked for grant from Vt Community Foundation, & the one she requested from Vt Arts Council. Needs a bit more funding to pay for her time in coming months to conclude the interviews & write the play for voices. Don to write incidental music for it, & has proposed FOMAG as at least part presenter. Venue under discussion, & November as month, but actual date in flux as we examine other event dates both in the 250 & in the greater community.

VI. No other Old Business.
3. Old Business:

a) Review of Addie & Don's Quickie List of all 2011 Dates. They met & used a calendar with actual boxes for each day in the year, to get an overview of how each month would be balanced & events distributed. Don distributed a spreadsheet text version of their firm or nearly firm events & dates so far. Nothing in stone, work in progress.

Guilford Cares Talent Show? We forgot to include (future of that event uncertain as didn't happen this yr due to few acts signing up.) Will add it.

b) Commemorative Coins, Tiles, T-Shirts &c
Have Logo get going on. Joy & Addie after LDW Madness.

c) Other --
Cindy needs volunteers for food booth at Fair. Harry & Nancy.
Richard A thinking of letting G250 have Bingo proceeds in return for help with it from this group.

Belinda: Fair help needs help too, sell tickets &c.

Appears everyone fully & over-committed.

Another item & not strictly 250 at this point: Sandy Lynn was present & interested in Farmers Mkt for Guilford. She's been part of a small group this summer doing the Guilford Garden Basket Exchange on Sunday afternoons at BBG. People bringing produce & trading it. Marli Rabinowitz (a Grange & G250 member) says people think G should have a Farmers Mkt. They're contemplating a first try of one day this fall. Meeting Sept 10, 7:00 pm at BBG if anyone wants to participate. Also get produce from gardens to people in G who don't have gardens or produce & can't afford it. "Grow a row" for this project. So: interest in FM this fall & ideas for how to get food out to people who can use it. She asked Gerry about Guilford Cares identifying those needing produce, but there's the privacy issue.

4. Funding/Fundraising:

a) Welcome Center: Choose 3 preferred dates for 2010! Agreed due to desire to conclude evening we would postpone to next meeting.

b) Other plans --(food booth at Fair a fundraiser)

6. Set Next Meeting Date/Day of Week -- September 2009
Do we want to continue with potlucks, now that we're going monthly?
People said they want to keep doing. Don noted he does the set-up &c.
Eric asked if meetings could be same day of week/month each month? Don noted that, in fact, that's been our pattern: we've gravitated to Wednesdays, & have been meeting mostly on the 3rd Weds of the month since we started the current committee (Sept 2007.) Up to now every-other-month, from now on monthly. The variations between are when we see a bump in the calendar, a competing event, or too close to something else. For example, with 5 Wednesdays in Sept, & wanting space for recovery from LD Weekend, school starting &c &c we agreed on the 4th Weds for Sept, but otherwise 3rd Wednesdays for the rest of 2009:

WEDNESDAY MEETINGS AT BROAD BROOK GRANGE 6:30 potluck 7 pm meeting for remainder of 2009 will be:

SEPT 23rd
OCT 21
NOV 18
DEC 16.

7. Adjourned at 8:56 pm

Respectfully submitted,
Don McLean
Secretary Pro Tem
8/27/09

MEETING # 12
July 8, 2009
ONLY 17 MONTHS TO GO!!!
Broad Brook Grange

MINUTES

Present: Don McLean, Addie Minott, Rick Chapin & Catherine Fournier, Nancy & Harry Evans, Mary Jo Gaines, Steve Cutting, Al Haumann, Herb Meyer, Dick Clark, Hal Kuhns, Lucy Spahr-Blazej, Cathi Wilken, Marli Rabinowitz, Joy Wallens-Penford, Verandah Porche

Meeting called to order at 7:08 p.m. by Don McLean

1. Quick Review -- Minutes of May meeting
Committee received them by e-mail. They are also available on the webpage under guilfordschool.org
We briefly reviewed the agenda items.

2. Reports:
a) Treasurer Al Haumann we have between 10,000 and 12,000, much allocated for the fireworks and parade. We have about $1700 in our account, of which $1200 is from the Welcome Center, the balance from the Guilford Historical Society; we have $200-300 from the pancake breakfast. In the Town Treasury is $1,500 allocated by the Town.

b) 250 Logo - After reviewing contest results, Joy drafted some logos on her computer for review by the Committee. Al offered to take high resolution photographs this weekend and to put them on a cd to provide options for Joy.

c) Parade Mary Jo reported on their conversations. Next week they will walk the route. Insurance is a concern. Katherine asked Richards Group for a quote; Peggy DeAngeles said they needed to have activities set. The Town has insurance from the VT League of Cities and Towns. Can we get our year long insurance from them? Dick is going to have Katie Buckley (the selectboard's admin. ass't) check into this.

We need a formal contract with the Guilford Fair Association. There may be dos and don'ts that we need to know about. Harry moved that our Co-Chairs start negotiations with the Guilford Fair Committee. The motion was seconded and unanimously passed.

Belinda Lashway is on the Fair Association. There is a verbal agreement but we need more clarity. Question: if we rent it for a modest sum will the dos and don'ts change?
If we rent the Fairgrounds it will release them from some liability.

Don pointed out that the Fair Association stands to make some money from this event. Don suggested that he and Addie can get on the agenda of the next Fair Association meeting.

Mary Jo brought up the question of what the other events are on that day. The parade committee will not be responsible for anything that day beyond the parade. Entertainment: puppets, horseshoes, games, music.

Parking and lights are also a cencern. We can rent lights for the day.*

A Little League Tournament with other Towns
Softball Game
Franklin Farm Barbecue "re-enactment" (Dennis F.)
Tim Tyler has handled vendors for the Fair in the past
Antique cars and tractors
Pete Crossman offered to help
Band concert
Sunnyside Solar might be able to help with lighting. Marli will ask them. It would be our green element.

Katherine suggested having each neighborhood construct a float with some competition for the best. "Bridging (abridging) the Centuries."
Local businesses will sponsor the parade.

We need a coordinators: perhaps
Hal: Dances
Tim Tyler: vendors
Children's coordinator: Marli will work on finding one: Lisa Ford? Elly Majonen ? Laura Lawson-Tucker
Nicole Evans: Music

Steve Cutting pointed out that we are lucky to have Rick Chapin on our committee. He has extensive parade experience in Brattleboro

d) Dances on the second Saturday of most months will anchor the events each month. Exceptions will include school vacation, the Fair Monday, New Years Eve. Hal suggested that the Grange Hall is the only place in town that has the floor and the space.

Hal suggested finding someone to install a temporary outdoor woodfired heating system. They would be plugged everytime there was an event in the Grange. Who installs these systems for us to ask?

Dickie pointed out that there used to be weekly square dances at the Grange. He asked whether the square dances at the Grange could continue, if the were successful, after 2011. Answer: Of course.

d) Other Don suggested a slide show of theater curtains from Grange Halls around Vermont.

3. Old Business:
a) Check the EVENTS LIST & update as needed
How to get more people to work on more of them?
At what point do we start paring it down?
Should we have a "deadline" for new ideas?

b) Guilford Old Home Days -- $$ Transfer?
Don mentioned that the Old Home Day Committee will be invited to the next meeting to arrange for the formal transfer of their treasury to the 250th Committee.

c) Other:

We can have the concession stand near the horse-draw at this year's Guilford Fair. Dickie may have some volunteers, the Buckleys, to run the stand. For a two day event, the State requires inspection, hot water, sanitation equipment Two people to cook and two to serve. What if there were two separate groups each running it for one day each?

4. Funding/Fundraising:

a) 2009 events: Grange Meal??? No action.

b) Welcome Center - Date Confirmed!! August 6 (Thursday) Verandah and Don will set up a link to coordinating.

Green Mtn Coffee problem. They want a 501C3, not a 501C8, like the Grange.
The group discussed logistics and food choices.

August 6th: 7:30 a.m. - 9:00 p.m. Lucy & Don
10:00: Cathi & Verandah

Donated Goods
We need decaf, milk, watermelon, soda
Tasks & Work Schedule:

Aug 5 -- BBG -- load 2 tables, coffee pots etc, Lucy, Verandah at Grange 7:00 p.m.

Aug 6: 7:30 AM -- Who is on first shift?
Lucy and Don; Joy

10 am - Noon Verandah and Cathi

Noon- 2 pm

2pm - 4 pm

4pm - Closing (c 7 pm) Marli

Clean Up & Load Vehicles

Grange: Return Tables &c

(Don up early Fri to leave for BEACH!)

c) Other

5. New Business:

6. Set Next Meeting Date/Day of Week -- August 26, 2009-- 6:30 pot luck, meeting at 7:00 p.m. Old Home Day Committee included. Increase Participation!

7. Adjourned at 8:58 p.m.

MEETING # 11
May 13, 2009
ONLY 19 MONTHS TO GO!!!
Broad Brook Grange

NOTE: BEFORE THE NEXT MEETING, PLEASE SHARE YOUR EVALUATION OF THE EVENTS LIST VIA EMAIL:
WHICH ARE VIABLE, WHICH TO DROP, WHICH NEED MORE WORK

MINUTES

Present: Don McLean, Addie Minott, Cathi Wilken, Shirley C. Squires, Al Haumann, Richard Austin, Nancy and Harry Evans, Marli Rabinowitz, Steve and Lois Cutting, Dickie Clark, Joy Wallens-Penford, Verandah Porche, Reed and Barbara Anthony, Mary Jo Gaines, Lucy Spahr-Blazej, Belinda Lashway, Stacey Kemp (Guest), Mike Tkaczyk (briefly as rep from Guilford Vol Fire Dept)

Meeting called to order at 7:00 p.m. by Don McLean

Fireworks update: Visitor Stacey Kemp offered background information about Northstar Fireworks. She and Dick went for a site visit. The swamp area would work well in terms of fire and for a natural barrier. $5,000,000 insurance. There is no such thing as a quiet fireworks but there are ways to modulate the noise, and to mollify the horses across the road. There will be paper debris left behind, but it will break down.

Al asked how they design a show.
The site, the level of automation, and, of course, the budget determine the design of the program. They customize their shows for specific clients, but after initial planning, input is somewhat limited.

An extensive conversation about Fairgrounds geography followed leading up to the production of a simple site map.

An electronic show is smoother than a manual show. Brattleboro's show is $5000 and is a manual display. Electronic can be set off by static, lightning, electronic interference in the area. Manual is less choreographed, but gives more shots for buck. Prepaying saves considerable money. A rain date can be factored into each contract. A 10% cancellation fee is not applied if the trucks have not yet left.
$10,000 - $12,000 buys about a half hour with multiple effects and a decent finale ("Guilford 250" ground piece)

The Guilford Fair Association is coming to final decisions about the fine details for sharing the site with 250th Anniversary celebration.

1. Quick Review -- Minutes of March meeting
Committee received them by e-mail

The minutes were accepted as corrected: the date of the parade is Saturday, August 13, 2011

2. Reports:
a) Treasurer
The treasury has $1701.00 in a checking account from the Vermont Welcome Center. Old Home Day $6105.06 CD at 2%; checking account $230, at Brattleboro Savings and Loan. They have not yet officially designated the allocation of the money.
$1500 in the Guilford Town Treasury: the $500 effective July. The Celtic Concert raised $385.00. Pancake Breakfast was negligible, perhaps $100. (Question: Are those proceeds included in the account? Al will check.)
The Committee asked Al to approach Larry Smith about the verbal commitment from Vermont Yankee of $1,000 for Old Home Days which was never received.

Suggested Guilford Old Home Committee should reconvene (maybe right before OUR next meeting?) to dissolve its treasury & formal assign to 250.

b) 250 Logo Contest - Joy is going to turn her mind to logo herself, having not received any viable final offerings.

Addie says the Danforth Pewter people are eager to work with us. They invite members of the committee to come and see their operation. We want to begin selling the commemorative coins at the Guilford Fair, 2010.

c) Parade
Belinda reported that the parade committee met and provided minutes. Another two meetings are planned.

A note: The Selectboard has the authority to close the roads. Both the Hollow and the Guilford Center Road would be closed, the latter for a shorter time.

The abutters on the route will be invited to participate and enjoy the parade or make other plans for the day.

Don showed the flier he drafted for the parade. Committee members like it and suggest that we streamline the content to simplify the message.

The Parade committee was congratulated for their ambitious work.

Cindy Tkaczyk has said that the concession stand near the horse draw at the fair would be available for a fundraiser during THIS labor day weekend. The parade committee will try to pull that together.

d) Other report: The Guilford Community Church has offered the use of their facility free of charge for ANY 250 event, provided that no alcohol is served

3. Old Business:

a) Check the EVENTS LIST & update as needed
How to get more people to work on more of them?
At what point do we start paring it down?
Should we have a "deadline" for new ideas?

b) Other: Cathi showed a mock-up of the Guilford 250 webpage her friend is building for the 250th Anniversary Committee. She has surveyed anniversary sites from other towns.

4. Funding/Fundraising:

a) 2009 events: -- Don Vermont Wit evening at BBG?
-- Grange meal event -- never resolved

b) Welcome Center - Date Confirmed!! August 6
Green Mtn Coffee Order - Don to do
c) Other

5. New Business:

a) More work on Parade? -- Already accomplished earlier.

b) Fireworks! AL moved that we go with North Star's manual half hour show, that we prepay in February, 2011, a minimum of $10,000.

c) Other: Belinda suggests that this committee get its own insurance for the year of events.

6. Set Next Meeting Date/Day of Week -- July 8, 2009-- 6:30 p.m. potluck, 7:00 p.m. meeting. Increase Participation!

7. Adjourn: 9:20 p.m.

Minutes by Verandah

MEETING #10
March 18, 2009
Broad Brook Grange
7:00 pm

MINUTES
Present: Don McLean, Addie Minott, Shirley Clark Squires, Richard Austin, Margery and Nicole Evans, Harry and Nancy Evans, Dick Clark, Lucy Spahr-Blazej, Mary-Jo Gaines, Verandah Porche, Belinda Lashway, Joy Wallens-Penford

1. Quick Review -- Minutes of Jan meeting
Committee received them by e-mail.
Don reviewed the minutes which were seconded and approved.

2. Reports:
a) Town Meeting Results
Don added the events suggested by people at Town Meeting
Betsy Bates suggested we reinstate the Washington's Birthday's Fun Race: cross county skiing and snowshoeing. She and Neil would take it on. Betsy also suggested/would work on:
Easter egg hunt
Thanksgiving basket for the needy
Christmas caroling through the town
Judy Greenberg proposed a circus show
The selectboard took our $1,000 request and pared to $500 due to tough economy, & this was passed by the Town. (We now have $1,500 dedicated to the 250th in the Town treasury.)
Lisa Ford offered to help with younger kids' events
Gary O'Connor has offered to organize a garden tour.

b) Treasurer ? Al has Planning Board Meetings on Wednesday nights and has not provided figures.

c) 250 Logo Contest - Joy spoke with Gerry James and Bill Hayes. Jason Coplan, a new town resident, does design work, as well. Joy is confident that we will have designs by the next meeting.

d) Commemorative Coins, & c? -- Need Logo for? Addie said that in the Spring Issue of Vermont Life she read about a pewter pin to commemorate Lake Champlain, made by a local company.

Joy suggested creating a slate trivet with an etching of the logo.
Noela Sullivan's family has a slate crafts company. She lives on Jelly Mill Hill Road.

e) Parade: Dick Clark said that in Jamaica and Bondville the roads are closed for parades. Robin Mide is our contact at BCTV. We could ask her to film things. The Legion Band and Color Guard are tentatively lined up. Parade will be on Saturday August 16, 2011 starting at 2:00 p.m., rain or shine! While the barbecue (& any other food vendors) will cost money, the event will be free with prominent donation buckets.

Harry is in charge of the route, starting at the Evans Farm and running a mile down the Weatherhead Hollow Road to the Guilford Fairgrounds. Belinda -- joining our committee for the first time, & now on the Fair board -- suggested that there are open spaces along the way where people could watch. She wondered about parking on Bullock Road. We could close the road from Tater Lane to (Bonnyvalle?) & Weatherhead down to the Fair Ground. The parade will be over around 4:00 p.m. and people can chill at the Fairground, with barbecue, music and dancing, games and fireworks.

Nicole is watching for musicians.

Mary Jo: we need some type of flier with all pertinent information for all potential participants in parade related activities. Don said he would make one.

The Committee found a _____ and Drum group and a Color Guard from Munson MA. They currently cost $1200. [Don editorially asks: I heard this as PIPE and drum; Verandah heard it as FIFE. Are we talking Scottish (pipes)? or Colonial American (fifes)? Both would be good]
The parade committee will work on logistics. Before the next meeting they will put together a list of bands and a budget. We could ask businesses to sponsor one of the bands.

High school band, Miss Vermont, the governor. We should have a parade marshall.

There are more logistics about fireworks and lighting with the Fair Committee. Dick Clark will facilitate the fireworks (fire dept, horse noise problem &c) Professionals run the actual show. Lucy wondered if VY would contribute money to the fireworks.

We will need portable lighting to help people return to their cars after the event. We will need to decide on how much law enforcement we will require.

Joy said that someone had contacted her about Event Insurance.

f) Other Possible activities:
Will the Pit Stoppers be involved?
Will Hal propose the dance plan?
Will Rick Chapin organize a square dance?
Sleigh rides? Ron Cutting? Tim Tyler? Jackie Gaines?
A woman on Tater Lane does dogsled races.

Dickie offered to run the Fishing Derby in May

3. Old Business:

a) Check the EVENTS LIST & update as needed
How to get more people to work on more of them?
At what point do we start paring it down?

b) Other

4. Funding/Fundraising:

a) GHS Celtic Concert Canceled
b) 2009 events: -- Don Vermont Wit evening at BBG?
-- Grange meal event -- needs to be determined
c) Welcome Center Application Status: The application has been submitted and we should hear about dates in April

d) Other
Will the Grange put on another event to support the 250th?
We could look for business sponsorship.

5. New Business:

a) More work on Parade? See parade report above.

b) Decision on Fireworks Vendor: Dickie knows a vendor in Montpelier. He will follow up. Atlas Pyro Vision from Jaffrey, NH did the fireworks in Vernon. We will vote at the May 13, 2009 meeting.

c) Other

6. Set Next Meeting Date/Day of Week -- May 13, 2009: 6:30 p.m. Pot luck! Increase Participation!

7. Adjourn
8:26 p.m

Verandah Porche

MEETING # 9
January 21, 2009
Broad Brook Grange
7:00 pm

MINUTES

PRESENT: Don McLean, Evelyn McLean, Joy Wallens-Penford, Addie Minott, Richard Austin, Lisa Barry, Jenna Barry-Stoughton, Dan Stoughton, Garret Barry-Stoughton, Richard Davis, Richard Clark, Verandah Porche, Gary O'Connor , Harry & Nancy Evans, Cathi Wilken , Lucy Spahr-Blazej, George Lewis.

1. Quick Review -- Minutes of Nov meeting
Committee received them by e-mail. Don read a summary and reviewed the calendar of events. Minutes were accepted.

2. Reports:
a) Reformer Article -- Today's Paper - Nice article in today's paper .

b) Treasurer: Al unable to attend, but presume no change

c) 250 Website - Cathi - We have a website: Guilford250.com. Ogion Fulford created the website. Cathi needs help developing a flow chart of the different site components: what will be on the home page, a page for the board of directors, etc. The announcement of the logo could be a good first page. We should link it to the Town website & the school's, to the historical society, to Friends of Music's, etc. One page could be for minutes, another for a tentative schedule, etc. We might include historical photographs from the bicentennial. We could put the Guilford Flag on the website; Guilford ladies stitched it in 1803, before there was a an official flag.

d) 250 Logo Contest - Joy - It will take longer to get our logo. We got 2 unsolicited contributions that were not by professional graphics people and are "not ready for prime time". Joy asked Gerry James to design something, but he was too busy to realize something by Jan 15th. We reviewed submissions received and decided to extend the deadline for 2 months. At the next meeting.Joy will show us what comes up. We decided to downplay the contest aspect of it. Joy will try to bring 2 final images to the next meeting.

e) Town Meeting:
I. Appropriation Request - Don/Dickie - Asked for $1,000 or $500.
II. Town Report Report - Comments on Don's Draft - corrected punctuation.

f) Parade: Mary Jo; Bands &c?
We should ask Martina Dancing to get kids at the school involved with the parade - making a float, etc. Harry Evans reported that the Fairgrounds has given us provisional permission to use the property. Parade Ideas: Dickie: We should ask the Legion Bank and color guard to march. We should ask the BUHS band. Harry will follow up with Mary Jo and be sure she asks the Legion Band. The Brattleboro Summer Band is another one to think about. Verandah will ask Eugene if they have a summer jazz band. The Grafton Band. There's the BUHS jazz band also. Dickie: be sure to close the road for the parade. Do we have to contact the state police?

g) Other
Add email addresses:Richard Davis: <mailto:gcares@comcast.net>gcares@comcast.net, Dan Stoughton - <mailto:djstoughton@att.net>djstoughton@att.net, Dickie Clark - <mailto:selectboard@guilfordvt.org>selectboard@guilfordvt.org.
<mailto:garysoconnor@live.com>garysoconnor@live.com.
correct spelling of Cindy Symons name in the minutes of the last meeting.
Send Richard Davis a calendar.

Verandah: Windham Foundation: The 1st 2 years of the Kitchen Talks project was funded by the Council on Aging. After 2 years, they expect the town to pick up the cost going forward. Rather than do that, Verandah wants to ask the Grafton Foundation to fund it to a 2011 end date. The Foundation said she'd have to show how this project is different from any other oral history project. She wants to create a local "Spoon River " play - a voice play. "So it would be an art project as well as a literary project. The process of doing it would be a binding activity for the town. The participants would feel what we made was representative of their lives. I think we could put together a voice readers theatre production for 2011." The group agreed that a voice play made from Kitchen Talks would be a good addition to the 2011 events calendar.

3. Old Business:

a) Check the EVENTS LIST & update as needed
Cathi: talked about DVD "Root Hog or Die". It's a 1 hour black & white film about life on a dairy farm. Ron Felton who made it lives in Bernardston and could probably come and talk about it. Have the library do it on a film night at the Grange. Maybe combine it with Alan Dater's movie about the History of Dairy Farms in Vermont.

Things to add to the events list: June FOMAG Community Pot Luck & Concert, The Green River Church carol sing, the Historical Society will have a Green River picnic the last weekend in August. And Vermont TV wants to show Vermont history vignettes. VTTV.net. Spring Farm Ice Cream Social, the 1st weekend in August or the end of July.
b) Other

4. Funding/Fundraising:

a) 2009 events? -- Don Vermont Wit evening at BBG?

b) Grange meal event -- needs to be determined

c) GHS Celtic Concert - Last weekend in March.

c) Other - Welcome Center dates will be requested: Aug 21, July 24, Sept 18th. The winning date will be announced in April.

5. New Business:

a) More work on Parade?

b) How to increase participation from this point on?

Need to start assigning coordinators to each event, or start paring event list!

b) Other - The Guilford fire dept has experience in large barbacues.
Note from Cindy Shippee: Quilt Bee of your favorite Guilford events or people, to be auctioned off. Kids: visit farms, studios.etc. and then have a grab bag for each kid who turns in a card...a get to know Guilford event. V: make it like Valley Quest-a scavenger hunt around town.
Richard Davis: 77 miles of road, 63 miles of dirt road, have a mountain bike race.It could become a yearly event. Neil & Bevin Quinn could be great for it. Another idea would be a horseback tour of Guilford.

6. Set Next Meeting Date/Day of Week -- March 2009-- Increase Participation!
Next Meeting - Wed, March 18th

(announce meeting date in Town Report article)

7. Adjourn

Minutes taken by Evelyn McLean

MEETING # 8
November 19, 2008
Broad Brook Grange
7:00 pm

Minutes
Present: Don, Addie, Reed, Barbara, Shirley, Richard, Joy, Hal, Evelyn, Verandah, Harry, Mary Jo, Cathi, Lucy

1. Quick Review -- Minutes of Sept meeting

2. Reports:

a) Treasurer: Al Haumann is absent; Addie said that the Historical Society has sent their $350 (proceeds from 08 concert) to Al. $1,000 is in a fund from the Town, $1,600 & change came from the Welcome Center. The Pancake Breakfast brought in a minimal amount.

b) Website (Cathi): Ben Tucker is too busy to work on the website. A young man who lives in a yurt on Cathi's land is excited to build or at least develop the website. What do we want it too look like? Links to different people in charge of areas; the month by month calendar of events. Connections to Town and school site; history, photographs, historical society. It could have a Wiki for a virtual meeting.
A clickable map of Guilford; a review of the 200th; a scan of events; photos from "The Contrast."

Who will host the 250th site? The Town? Cathi will ask Katie Buckley The Gazette handles changes on the site

c) Logo Contest (Joy): Joy wrote an article for the Guilford Gazette about the logo contest. A similar article will appear in the Reformer later. The design will make some reference to the Green River Covered Bridge. The 250th Committee will judge the entries.

d) Town Meeting Appropriation Request (Don/Dickie) Don wrote a letter to the Selectboard asking that they have it as a special item or a line item in the budget for FY 10 for $1,500.

e) Parade (Mary Jo): Harry and Mary Jo attended the Guilfard Fair Annual Meeting. The Fair Committee will let the parade end at the Fair at no cost. Fireworks raised concerns for horses in the neighborhood. Events after dark were needing work because the parking area has no lights and the insurance needs to cover it. Don pointed out that there were fireworks at the 1961 event so there is a precedent. We will need a large force of volunteers. Guilford Fire Department could help out with lights. People could bring flashlights. It's good that they went. Mary Jo and Harry were first on the agenda. Belinda Lashway from the Fair Committee said that she would attend meetings for this group. Don Strange of the American Legion Band knows a great deal about parades.

f) Other Joy has approached glass medallion makers from Jamaica about making custom designs. They are currently playing phone tag.

3. Old Business:

a) Check Events Lists & Update as Needed
Joy pointed out that the FOMAG Annual Meeting and Pot Luck (June 2011) should be added.
Mary Jo said the antique cars will take part in the parade; the display will follow (so we don't need a separate auto show elsewhere on calendar.)
Don suggested that the Green River Carol Ceremony could be listed among the anniversary events.

Addie added that historical buildings in Green River could be open on weekends during the summer. Green River picnic

West Guilford: the Hinesburg Church currently has no floor. There is a schoolhouse and blacksmith shop in West Guilford. Ted and Barbara Borek are boosters for West Guilford. Someone should get in touch with them. Stuart and Barbara Hunt are there too.

Could self-identified neighborhoods present themselves in some way?

We need more ways to publicize the list of events for people without computers.
The Gazette? The Town Report?

b) Other

4. Funding/Fundraising:

a) Budget: Revised Increases for fireworks, parade, bands
Income from advertising
Expense from insurance increase

b) Fund-Raising Events: Don's Vermont Wit program?

c) Other Sell tee shirts with the logo

5. New Business:

a) More work on Parade? Should we make the contract for fireworks now?
Steve Cutting will help and Belinda Lashway, Michael and Cindy Simons. Mary Jo is contacting bands
b) How to increase participation from now on?

Need to start assigning coordinators to each event, or pare event list;
Cut-off date to add to events?

c) Other
People are taking charge of different events:

Evelyn will do FOMAG's Elisha Jaqueth goes to War
Verandah will do Labor Day weekend event before concert in Packer Corners
Joy & Evie Guilford artists exhibit
Verandah could help with a community Passover seder in April at the Grange or community church
Cathi will talk to Jen Cramer about involving school kids

6. Set Next Meeting Date/Day of Week -- Wednesday, January 21, 2009
Soup, Bread & Dessert Potluck. Increase Participation!

7. Adjourned about 8:40 pm

MEETING # 7
September 24, 2008,
Broad Brook Grange

MINUTES

Present: Don McLean, Addie and Addison Minott, Shirley Clark Squires, Richard Austin, George Lewis, Herb Meyer, Harry Evans, Nicole Evans, Verandah Porche, Dick Clark, Anne Bonneville, Hal Kuhns, Cathi Wilkin, Joy Wallens-Penford, Nora Jacobson, filmmaker.

1. Quick Review-Minutes of July meeting

Committee received them by e-mail. Don read a summary. He also summarized historical materials and ephemera donated by Robert Dothard to Becky Anderson, and passed on to the Historical Society. .

Addie mentioned that the Haumann family made a 30 minute cd of the 1995 Guilford Fair.

2. Reports:

a) Treasurer: Current Fund Report - Treasurer Al Haumann absent

Don's Estimate:

New Account (Citizen's Bank under BBG but separate for 250th)

$1,351 from Welcome Center

Receivable: $1,000 Town of Guilford (in Permanent Fund of

Town until needed) voted 2008 Town Meeting

GHS: Celtic Concert 3/08 proceeds $350.00

BBG: Pancake Breakfast 4/08 proceeds $200?

The Committee will request $1500 from the Town at Town Meeting, 2009; Don will write Guilford Selectboard asking them to include the article.

b) Welcome Center 9/12/08

Discussion of 2009 Dates?

The Grange will make a request to be included in the Welcome Center lottery. We can choose three dates. First choice: August 21, Second: July 24, 3rd: choice: September 18 (all Fridays)

c) Other Reports

Addie reported that a portable ramp is available to move around town for accessibility needs. The joint church service on the last weekend in August his year raised $283.00 in collections

Cathi said the library is developing what they want to do for the 250th.. Kids will write and produce a play during a two week period next year. Kids will start the play project next year ending it with a mystery. They will continue the next year and the year of the celebration.

Harry Evans volunteered to meet with the Guilford Fair Committee to involve them with the 250th and to clear dates with them.

Dickie Clark suggested nailing down the Legion Band. Herb Meyer volunteered to contact Don Strange for the parade. Don suggested recruiting more people for the Parade committee. Saturday, August 13, 2011 is the projected date for the parade. We discussed a route as follows: Staging area: Evans field on Guilford Center Rd, by the brook (Evans picnic grove & near where original Guilford Fair was held.) Parade would exit onto GC Rd, just for a short way, turn left onto Weatherhead Hollow Rd, & that would be the main route, ending a Fairground. TIME yet to be established, but our discussion has centered on early afternoon.

Dickie suggested the Harvest Parade in North Adams as an example of a fine, huge local parade October 5.

Gerry James hopes that a visit to the original cellar hole on his land would be part of the celebration. The group discused possible parade routes, floats, music, logistic and traffic flow.

More events: May organ concert.

Guilford Cares Talent Show in May

Herb suggested creating a dynamite sled run at the Sportman's Inc.

3. Old Business:

a) Check the EVENTS LIST & update as needed

Judith Serkin: Don talked to her today: Serkin Family/Marlboro Musicians concert. Maybe weekend following our big weekend better to be sure to avoid Marlboro Music Festival, but pick up some of those musicians.Piano? (She has one that could be moved to venue.) Venue? Guilford Ctr MH, or GR Church? Which has more performer space? Maybe Friday, August 19? Addie saud Guil Ctr MH has most space.

b) Website? Gazette article(s)? Cathi will ask Ben Tucker (to o it, or advise who might)

c) Need a LOGO so at every event we have it on it. Have a logo contest. Joy will write a press release for the Brattleboro Reformer and the Guilford Gazette., Entry submission Deadline: New Year's Day..

d) Other

4. Funding/Fundraising:

a) BUDGET: 3rd look at Draft Budget from last meeting.

Harry surmised that the parade might cost $5,000.

b) Next year's events? Welcome Center, Celtic Band, Box Lunch Social; Grange meal?

c) Other

5. New Business:

a) Agreed that we'd try this time to establish a few Main Committees & Tasks: Solidify Parade Day & Start Engaging Marching Bands. (Re Franklin BBQ re-creation, probably the big food event on Parade Day: We'll need a coordinator/committee; Dick has an idea about a Franklin family member whom he sees frequently, & will broach topic with him.)

Nancy and Harry Evans will join Mary Jo Gaines on the parade committee.

Music Committee: Nicole, Don, Verandah & Hal

All Guilford raffle: you need a captive audience at a supper or other event. The website could feature the raffle online.

b) Other

6. Set Next Meeting Date/Day of Week -- November 19, 2008 dinner at six, meeting at 7:00 p.m.-- Increase Participation!

7. Adjourn
minutes submitted by Verandah Porche

A Year-Long Celebration of Guilford, Past and Present