Events Committee Meeting Minutes, 10/29/24

Chairs: Michelle Miller, Alix Giannetti
Minutes: Doreen Miller
Also in attendance: Heidi Moesinger

Tree Lighting at Ryan Playground

  • Saturday, November 30, at Ryan Playground, in the evening, exact time TBA.
  • Des Rohan is working with the city on this.
  • Alix will let Des know the members of the Event Committee will not be available to help out.

Christmas Caroling

  • Tuesday, December 10, 5:30 – 7 PM in front of Cristo Rey (rain date: Wed. December 11).
  • Doreen will contact Rosemary Powers:
    • For permission to use/set up in their front property
    • To see if they have a choir or just students who would like to participate.
  • Alix will ask Des if he would be willing to be our Santa for the Caroling Event in December.
  • Supplies
    • Michelle will put together a cart on Amazon for a total cost and see what we can cover ourselves and what we need to request for funding at the November membership meeting.
      • Hot Cocoa packets
      • Packaged cookies
      • Candy Canes
      • Bells, lights, etc.
    • Heidi shared the google doc for last year’s song list.
      • We agreed to review and update it if needed with other carols and songs.
      • Once it has been updated, we can print out about 20 or so booklets to hand out.

Creating the 2025 Annual Budget for Submission to the E-Board

  • Alix will share a spreadsheet with Event Committee members of annually occurring past events and costs for us to update with more recent events and possible future events and their estimated costs.
  • We should also include in the budget money for committee supplies such as:
    • Two or three heavy duty staplers and staples for posting flyers on wooden poles.
    • Package tape for posting flyers to concrete poles.
    • Events Committee volunteer buttons or stickers.
    • Other ideas? An extra folding table?
  • The goal is to submit the budget to the E-Board for review before their meeting on Nov. 25.

Other Business

  • Michelle will give the Committee Report at the CSHCA General Meeting on Monday, Nov.4, with a possible request for funding for the Caroling event.
  • Michelle was denied by the underwriters group reimbursement of the $350 insurance money required for the use of DCR property for the picnic. She is contesting it, and if she has no luck getting reimbursed, she will submit the cost to Des for repayment.
  • We were informed by Doreen that Des never received the donation for the picnic from Eversource. Bill Walczak said he would follow up on this.