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Minutes <br /> Special Events Committee <br /> February 12, 2019 <br /> 10:00 AM <br /> Waquoit Meeting Room <br /> Present: Carol Sherman, Mary Bradbury,Jack Phelan, 011ie Naas, Catherine Laurent, Ronnie Warden and <br /> Margie Phillips <br /> 1. The meeting opened with a review of last year's budget numbers. O1<toberfest was not yet <br /> complete, still waiting on a few outstanding invoices. We are showing a slight loss for the year, <br /> approximately$100.00 over 11 events. With the exception of the Rhiannon McCuish 5k <br /> Woodland Run, all family-friendly events are free to the public. <br /> 2. This year the Sherriff's Dept. will no longer be supplying and erecting tents for special events. <br /> Discussion ensued above various approaches to the concern, including the additional cost to <br /> provide tents for the events. It was noted that; Community Picnic doesn't require a tent, <br /> Oktoberfest does, and the Super Swim can be managed with pop-up tents currently in inventory <br /> at the Recreation Department. Possibility of a sponsor for the tent, secured by either Kiwanis or <br /> VFW? Carol and Catherine will look into the possibility of purchase, rental, etc. Mary will contact <br /> Dave Neal of the Sherriff's Dept. to see what they are doing with their tent inventory, available <br /> for purchase, etc. There is concern about liability and the condition of the tents, long-term <br /> maintenance, etc. <br /> 3. Carol suggested that we contact more food truck vendors for Community Picnic this year.The <br /> number of food vendors seems small and there are long lines. She also asked if crafters could be <br /> at Community Picnic.There is no reason why they can't. <br /> 4. It was suggested and questioned if Oktoberfest could be a two day event.The group did not feel <br /> that was doable for this year. <br /> 5. The dates for the Community Picnic are July 1 with a rain date of July 2"d; O1<toberfest will be <br /> held October 5" with a rain date of October 6th, subject to approval by the Board of Selectmen. <br /> Mary will submit all special events and temporary sign permit requests via on-line forms and <br /> appear before the Board of Selectmen for approval once the forms are completed. <br /> 6. Discussion about the categories of vendors at Oktoberfest. In keeping consistent with a "family" <br /> craft and food event, there was a concern about political parties, information booths and <br /> commercial vendors such as Solar, Bath and Kitchen Remodeling, etc. <br /> 7. After the discussion about some of the issues (approaching people, asking for signatures or <br /> email addresses for"a cause"), the committee entertained a motion to eliminate those types of <br /> vendors from the event. <br /> 8. Carol Sherman made a motion that we not accept applications from advertisers, political parties <br /> or commercial vendors that did not sell durable goods for purchase during the event such as <br /> food or craft items. Ronnie Warden seconded the motion. All present voted in favor of the <br /> motion. <br /> 9. Meeting was adjourned at 11:00 am. The next meeting is tentatively scheduled for June 11" in <br /> preparation for Community Picnic. <br /> Respectfully submitted, <br /> Mary K. Bradbury, Chairman <br />