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Barnstead Old Home Day 2009

Meeting Minutes July 8, 2009

Meeting convened at 6:40 p.m. by Co-Chair, Mark Sargent.

Attendees:  Sandy Burt, Nancy Carr, Mary Clark, Amy Jennings, Eileen Murley, Pam Plante, Mark Sargent

Two corrections were offered on the meeting minutes from the June 10, 2009 meeting.  Motion to accept minutes as modified by Amy Jennings, seconded by Pam Plante.  Minutes were unanimously accepted.

Mark has been in correspondence by email with Ed Neister regarding displaying the milfoil boat at Old Home Day.  Since Bud Carpenter will not be giving his demonstration of horseshoeing this year, it was decided to give that space to Ed Neister for the boat.

The newspaper article asking for nominations for Citizen of the Year will appear in the July 8 Suncook Sun and the July 9 Baysider.  Deadline for nominations is August 3.  The group decided to schedule a meeting of the OHD Committee for August 5 for the purposes of selecting Citizen of the Year.  Pam Plante and Eileen Murley both agreed to investigate possible meeting locations.  Following the meeting, it was determined that Town Hall is available because the Conservation Commission will be meeting outside that night.  So, the August 5 meeting of the OHD Committee will be held at Town Hall.

The status of the installation of the underground electrical supply from the bandstand is delayed because Eileen Murley lost track of the replay letter to the Parade Church and the letter was not delivered until July 6 (I am so sorry!!).  Eileen will follow up with Jeanne Eastman to see if the Church members have any other questions.  Sandy Burt was unable to locate a Ditch Witch.  It was decided that if the installation is not complete by July 30, we will wait until after OHD to make the installation.

Mark received a reply from Karen Montgomery regarding what is covered by the Town’s insurance.  Everything planned, with the exception of the Bounce House, is covered.  Mark tried to find private insurance to cover the Bounce House, but none is available.  That means that the Bounce House will not be provided for Old Home Day. 

Mark indicated that Taylor Rental in Concord has an inflatable slide that is available on August 29 for a cost of $250.00.  Mark has asked Karen to see if the Town’s insurance would cover the slide. 

The wooden signs for Old Home Day are being stored at Duane Farms.  Mark will contact Karen Gosse to see if she can change the date on the signs.  He will also bring her the canvas banner for her to change the date.

Eileen Murley indicated that she had inquired about radio holders for the radios OHD borrows from the Fire Department.  Each holder, with shoulder strap and belt clip costs $52.00.  It is envisioned that we will ultimately need four holders, but that was seen as too much of an expense for one year.  It was decided to purchase two holders this year.   Eileen Murley will purchase the holders.

Eileen Murley provided an update on the dinner from Laura Foss of the Suncook Valley Sno-Riders.  They have agreed to provide the barbequed chicken, as requested by OHD.  The Sno-Riders are just finishing up two fundraising events and will now turn their attention to the OHD dinner.  No issues are anticipated at this time.

Eileen Murley provided an update on the Auction.  Seventy-three letters were sent to historical auction donors, asking for donations again this year.  Sandy Burt and Eileen are consciously trying to identify new potential donors.  To-date, twenty-five letters requesting donations from new donors have been sent, with more letters to new donors planned.  Some responses have already been received.  Sandy, Eileen and Paula Vardaro will follow up with telephone calls/visits to donors who have not responded starting the week of July 20. 

With the exception of the inflatable slide, all rentals are finalized and deposits made, as needed.  Jill Jacques provided a very complete summary of the status of the rentals by email prior to the meeting.

Mark Sargent reported that replies from the vendors are coming in slowly.  Replies and payments have been received from the Epsom Lions, Barnstead Youth Baseball/Softball, The Center Christian Church and Paul Montague (mobile tractor).  Eileen Murley will follow up with the Barnstead Fire Rescue, the North Congregational Church Women’s Fellowship, and the Sno-Riders, who want to sell Slush Puppies on the Parade Grounds. Mark will contact Ken LeGrow regarding the North Congregational Church.  Pam Plante will contact the high school booster club and the World Language Club.  Another registration from a for-profit vendor was received and it was agreed to return the registration fee to the vendor. 

The group discussed modifying the policy that allows only not-for-profit groups for next year.  The possibility of setting aside a limited number of for-profit spaces at double the registration fee, on a first come – first served basis was discussed.

Merchandise sales at the band concert will be done by Pam and Ken Plante this weekend.  Sandy will refresh the supplies of merchandise before Saturday.  Mark will get the cash box to Pam. 

The Kids Games are coming together nicely.  Prizes have been ordered from Oriental Traders.  Matt Raymond indicated that he has received coupons/gift certificates from Chucksters and Jays.  Pam will look at whether those can be used as special prizes for the Kids Games.  Two Honor Society members have volunteered to help Pam.  The games will consist of:  duck pond, ring toss, bean bag toss, fishing game, penny toss into bottle caps, putting greens and the jail house. 

Matt Raymond is also planning on basketball contests for the older kids.  The Chuckster and Jays coupons/gift certificates can be used for prizes for these contests, as well. 

Jeanne Terry and Judy Forsyth have agreed to organize the bike parade again.

Eileen Murley will check with Jim Barnard regarding borrowing his trailer again.

The group agreed that Ron Fitzpatrick has done a very nice job on the booklet.

Mark met with Tom Frangione regarding the Canoe and Kayak Race.  In addition to Suncook River Canoe and Kayak, they have secured two additional sponsors.  The entry forms are being printed.  Forms will be available at Suncook River Canoe and Kayak. The race will be advertised on the town website

Ron Fitzpatrick has sent out the entry forms for the Road Race to past contestants.  The entry form is also available from the town website. 

There is an article publicizing the Art and Photo Contest in the July 8 Suncook Valley Sun and the July 9 Baysider.  Nancy Carr and Jerissa Brown have assisted Amy Jennings to revamp some of the entry requirements to make the logistics for the contest easier for the organizers.  For example, the entries must be ready to hang.  New strategies have been developed for organizing the art and returning the entries to the owners. 

Amy has modified the theme logo to make it suitable for the coloring contest.  Coloring contest entries are available from the town website, town hall and the library.  Next, they will create an advertisement poster.

Amy asked that the display location for the Art/Photo and Coloring Contest entries at Old Home Day be improved.  She would like the location closer to other exhibits being viewed by the attendees.

The Art/Photo Contest display racks have been borrowed in the past.  The borrowed racks are difficult to assemble and disassemble.  Amy and her husband have designed a new rack system, modeled after display racks they saw at the library.  The group approved an amount not to exceed $200.00 for Amy to purchase materials and construct two racks.  Sandy Burt also offered to loan some quilt racks she has to display the coloring contest entries.

Amy will coordinate with the organizer of the Gilmanton Old Home Day Art Contest to see if any of their entries want to enter our contest.

Entry forms for the Talent Show are in the post offices, library, and Town Hall.  Other than Jerissa Brown and Amy Jennings children, no other entries have been received, yet.  Jerissa asked if she could again have OHD T-shirts for prizes.

It was decided to allow registrations for the Talent Show to be submitted by email to the OHD email address, as long as the entrant has a signed parental consent form on the day of OHD.

Karaoke will be presented again because it was so popular last year.

Mark will contact Ken LeGrow to see if Mark, Ken, Ginger and Eileen can meet prior to the next OHD meeting to create the layout of the Parade Grounds for this years event.

The next Committee meeting will be on August 5, 2009 at 6:30 p.m. at Town Hall. 

Meeting adjourned at 7:38 p.m.

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Barnstead Old Home Day 2009

Meeting Minutes June 10, 2009

Meeting convened at 6:35 p.m. by Co-Chair, Mark Sargent.

Attendees:  Sandy Burt, Nancy Carr, Mary Clark, Ron Fitzpatrick, Jill Jacques, Ken LeGrow, Eileen Murley, Pam Plante,  Matt Raymond, Ginger Sargent, Mark Sargent, Paula Vardaro.

Two corrections were offered on the meeting minutes from the May 20, 2009 meeting.  Motion to accept minutes as modified by Paula Vardaro, seconded by Ken LeGrow.  Minutes were unanimously accepted.

Matt Raymond brought the order of OHD tee shirts.  The cost per shirt is $7.00 because it was decided to make the order smaller than originally discussed.

The following prices for the OHD merchandise were decided upon:

T-shirts

Youth  $10

Adult  $12

XXL Adult $14

Hats  $10

Programs  $1

It was decided that on the day of Old Home Day, T-shirt prices will be dropped $2 to encourage purchases.

Ginger Sargent will bring the deposit check for the T-shirts to Shirtmasters on Thursday, June 11.

Sandy Burt will make a price list for the band concerts and will replenish supply of merchandise for the concerts.  Merchandise will be stored at Ken LeGrow’s house.  Sandy will give the cash box to Mary Clarke on Wednesday, June 24 for the June 27 concert.  Eileen Murley will bring the red wagon to Ken’s house.  Ginger Sargent will provide a folding table for the concert sales.  

Additional concert sales assignments were agreed upon:

July 18:  Ron Fitzpatrick

August 22:  Paula Vardaro and Jill Jacques

Mark Sargent will get the list of events for the whole day to Karen Montgomery so she can get it to the town’s insurance company.   

The deadline for nominations for Citizen of the Year was set for August 3.  Eileen Murley will submit articles for Citizen of the Year to the newspapers.  Eileen will contact town website coordinator to get the contest deadline on the website.  Sandy Burt will make up a poster with a picture of last year’s citizen of the year, Jeanne Eastman, to help publicize the contest. 

Mark Sargent and Eileen Murley met with Dan Poole regarding the installation of the underground electrical service at the Parade bandstand.  Dan will volunteer his labor if Old Home Day purchases materials (estimated at $170.00) and gets the ditch dug.  Sandy Burt will contact irrigation installers to try to get a good price on a Ditch Witch rental for the installation of the underground electrical service at the Parade bandstand.  Mark Sargent will check with Mike Sargent of Northeast Landscaping to see if he has a Ditch Witch.  If efforts to rent a Ditch Witch at a reasonable cost do not come to fruition, Ken LeGrow can get some kids who have to do community service hours to help dig the ditch. 

Eileen Murley will write a letter to the Parade Congregational Church providing the information they requested about the installation.

Ed Neister has asked if he can display the boat and the sucker used for the milfoil removal project at Old Home Day.  Ken LeGrow volunteered his front lawn.  Mark will check with Ed to see how much room he requires.

Eileen Murley reported that the Suncook Sno-Riders have secured the Parade Fire Station for the OHD dinner.

Eileen Murley indicated that Sandy Burt and Marylee Johnson have volunteered to help with the auction.  They will be focusing on expanding the list of auction donors this year.

Jill Jacques reported that the rock climbing wall rental is finalized and the signed contract has been returned.  The rock climbing wall will be open from 12 noon to 3:00 p.m.  Rental cost is $560.00.  Price per climb was set at $1.00.  Both Ginger Sargent and Eileen Murley have a roll of tickets. 

Jill also reported that three bids have been received for the fireworks:

American Thunder   $4000.00

R&S Fireworks    $4000.00

Atlas Fireworks  $3500.00

The Atlas bid included fewer fireworks shells than the other two bidders.  Jill negotiated with American Thunder to keep the same display as last year but to drop their bid to $3750.  She provided the revised contract to the Sargents.  The group voted to stay with American Thunder at the $3750.00 contract price.

Ginger Sargent reported that the vendor registration forms are coming in slowly.  Only Lions Club and Historical Society have responded to-date.  A registration form and check were received from a commercial vendor, but were returned because of the OHD policy to allow only not-for-profit organizations.   Eileen Murley will ask the website coordinator to add a note that vendors are only not-for-profit organizations.

Ken LeGrow will return the North Barnstead Congregational Church registration.  Sandy Burt will contact Adam Brikner regarding the Barnstead Youth Baseball registration.  The Parade Congregational Church will not be registering for a vendor booth; they plan to have the open house at the church again.  Pam Plante volunteered to help Ginger make follow-up telephone calls after June 15.

Kerry Guptil from Suncook River Canoe and Kayak is offering two models of kayak for the raffle:  a sit-in model and a sit-on-top  model.  The sit-on-top model is adjustable from child to adult, is comfortable and not easy to tip.  The group voted to request the sit-on-top model.  Ginger Sargent will get the precise name and get the raffle tickets printed.  Sandy will make poster for the raffle, T-shirts and hats.

Pam Plante reported that she has some National Honor Society students from Prospect Mountain High School to help support the kids’ games.  She is planning a carnival game theme with ring toss, beanbag toss, mini-putting, balloon games (pop balloon using no hands), and toss pennies into bottle caps.  She does plan to use the jailhouse.  She plans to order the prizes from Oriental Traders.  Pam will get a list of the games to Ron Fitzpatrick for the booklet by Friday, June 12.

Ron Fitzpatrick had a draft of the booklet.  Paula Vardaro will proofread by Monday June 15. 

At the request from Paula Vardaro, the Blueberry Baking Contest was moved up to 1:00 p.m.  Making the contest earlier in the day saves tripping over coolers containing the entries.

Ron Fitzpatrick will be sending out the sponsor letters for the Road Race next week.  He plans to put the race registration brochure on the website.  He will be mailing 200 printed brochures to past runners.

Paula Vardaro informed the group that the local baker who has provided the sheet cake has increased her price to $90.00.  A full sheet cake from Sam’s Club is $34.87 and Sam’s is able to put the logo picture on the cake.  The group voted to get the cake from Sam’s Club.  Eileen Murley will submit articles to the newspapers advertising the baking contest:  “Time to think of recipes”.

Paula requested that Committee members plan to bake items for the cakewalk.

It was decided to order 250 – 300 booklets, depending upon cost.  It was decided that booklets would not be sold from Country Store, White Buffalo, Bosco Bell, or Blueberry Station.  More booklets are stolen from those locations than are purchased.  Booklets will be sold from Duane Farms, town hall, and at the band concerts.  A request will be made to Suncook River Canoe and Kayak to sell the booklets there.  The Auction Team will try to put together a list of auction items for the website and to insert in the booklets.

Amy Jennings and Nancy Carr will be meeting on Thursday, June 11 at the library to plan the photo contest. 

Matt Raymond reported that Chucksters on Route 4 in Chichester has agreed to give gift certificates for the Auction or to be used as prizes.

Matt Raymond will organize the basketball contests.  Ken LeGrow will loan the portable basketball hoop.  We may want to consider having a second hoop available in case the contests prove to be popular.  Pam Plante will ask the Honor Society kids if they will help with the basketball contests.

The next Committee meeting will be on July 8, 2009 at 6:30 p.m. at Town Hall. 

Meeting adjourned at 8:05 p.m.

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Barnstead Old Home Day 2009

Meeting Minutes May 20, 2009

Meeting convened at 6:40 p.m. by Co-Chair, Mark Sargent

Attendees:  Jim Kallgren, Eileen Murley, Matt Raymond, Ginger Sargent, Mark Sargent, Mandy Savage (from the Old Home Day Subcommittee of Barnstead Fire Rescue, Inc.)

Mandy reviewed for the OHD Committee the plans being developed by the Fire Company for activities for Old Home Day.  The following muster activities are being planned:  racing against the clock to don fire protective gear, bucket brigade, assemble hose and flow water to knock balls off cones, hose lay (without water).  It is estimated that a 50’ x 50’ area will be needed.  The time was agreed from 10:30 a.m. to 12:00 noon.  Later in the afternoon, BFRI will work with the Gilford Fire Department to present a fire extinguisher demonstration.  The Smokehouse will be open at the Parade Grounds and a search and rescue game is being developed for the Smokehouse.   A demonstration table for knots will be set up beside the Smokehouse. 

BFRI is planning on bringing some apparatus to the Parade Grounds for display.  In addition to the Smokehouse, they plan to set up 6Rescue2, 6Tower1 and 6Tanker 2.

Old Home Day registration forms are loaded on the Town website.  A banner has been placed on the homepage of the Town website to bring a website visitor directly to the Old Home Day page.

Matt Raymond’s theme design has been finalized and the group voted to accept the design.  The group voted to select the color sand for the T-shirts.  Ginger will finalize the sizes and numbers for the T-shirts and will get the information to Matt.  Because of expected lower T-shirt sales this year due to the economy, the T-shirt order will be cut back.  We will be able to order more T-shirts later in the summer, if necessary.  It is hoped that the T-shirts will be available for sale at the first band concert on June 27. 

Matt will present an invoice for the total amount for the T-shirts and that will request a down payment of between 10% and 25%.  Ginger will submit that to the Town Treasurer for payment. 

Matt will create a PDF or JPG file with the image of the theme design for the coloring contest and will get that to Ginger.   Matt will also provide an electronic version of the theme design to Ron Fitzpatrick for the booklet.

There is still no firm answer from the Selectmen’s office regarding the special events insurance. 

There has been no response from the electrician regarding the upgrade of the electrical service at the bandstand, so no reply has been written to the Parade Congregational Church.  It is beginning to look like the service will not be upgraded this year.

Ad sales are down by about ten advertisers this year.  The content of the booklet should be finalized by May 30, 2009.   Ron intends to have a draft of the booklet for the June meeting.

The Suncook Valley Sno-Riders are going to use the Parade Fire Station for the dinner.  They are going to try to present barbequed chicken. 

The vendor registration forms have been sent out and the return deadline is June 15, 2009.

The group voted to accept Kerry Guptil’s suggestion that he could get us a kayak package deal, comprised of kayak, paddle and roof rack, for the same amount as previous year’s kayak.  The group voted to continue to pursue a second raffle item.  A suggestion that there were Adirondack chairs on sale at Maxfields was offered.  After the meeting, Eileen Murley investigated the Adirondack chairs, but determined the material of construction was fir and that was not the most desirable wood for outdoor chairs.  Instead, with the agreement of Co-Chairs Mark and Ginger Sargent, two cast iron and steel tube benches were purchased for the second raffle item.

Matt Raymond suggested he could try to get passes for Chucksters in Chichester to donate to the auction.  Mandy Savage indicated she would try to donate a hand-made item for the auction.

Eileen Murley will contact Jim Doucette regarding the horseshoe-throwing contest.

Ginger Sargent will write to the property owner of the former Artistic Web to ask permission to set the fireworks off from the property.

Mark Sargent will talk with Jeanne Terry and Judy Forsyth to see if they are interested in running the bicycle parade.

Ginger Sargent will create the schedule for the day's events and will send around for review.

The next Committee meeting will be on June 10, 2009 at 6:30 p.m. at Town Hall. 

Meeting adjourned at 7:45 p.m.