Southborough tricentennial committee opts for volunteer groups, ramps up fundraising tools and event planning

The Town of Southborough Tricentennial Ad Hoc Committee decided to rely on volunteer groups rather than creating formal subcommittees and discussed next steps for major events, fundraising and merchandise as it moves toward a 2027 celebration.

Committee members said the change avoids the administrative burden that would come with officially constituted subcommittees — including open‑meeting requirements, ethics training and minute‑taking — while allowing volunteer teams to do the work and one committee liaison to report back. The committee also confirmed that volunteer groups may use town Zoom space and meeting rooms for planning.

Why it matters: The committee is organizing multiple large events across several years and members said volunteer recruitment is central to delivering a 12‑month calendar of activities. Relying on volunteer groups is intended to preserve volunteer interest while maintaining a single official point of contact to the select board.

At the meeting, members discussed event concepts and timelines. The community barbecue will be combined with a proposed music festival to broaden appeal and increase volunteer recruitment; committee members discussed holding that event in September to capture higher attendance and avoid conflicts with other fall activities. The parade volunteer group reported progress: its volunteers are researching other towns’ 300th celebrations, exploring whether to hold a stand‑alone parade or piggyback on existing Heritage Day activities, and planning staging and safety questions for a route that could start near Newton Street and end near Town Hall.

Fundraising and outreach received significant attention. The Southborough Community Fund donated $10,000 to cover a three‑year subscription to Bloomerang, a donor‑management software platform the committee will use to consolidate mailing lists, track brick and merchandise sales, manage sponsors and segment outreach. Committee members said the software should streamline donor acknowledgments, sponsor tracking and monthly newsletters once initial data mapping and entry are complete.

The committee also reviewed ongoing grassroots fundraising: brick sales, planned merchandise (T‑shirts, mugs and hats) and a possible temporary retail pop‑up to sell locally produced goods and souvenirs. Members reported preliminary revenue figures from another town’s storefront (discussed as an example), noted donated or low‑cost space as an option, and suggested pursuing consignment arrangements with local shops.

Other operational items included a proposal to expand the committee membership to add more active volunteers; members agreed to draft an email to the select board requesting that be placed on the board’s next agenda. The committee scheduled a volunteer meeting for April 28 for the parade group and set a next full committee meeting in mid‑April to prepare materials for an upcoming town meeting presentation intended to recruit volunteers and promote brick sales.

Formal actions recorded in the meeting included approval of the February 13 minutes as amended, a motion to acknowledge and thank Sandy Kovichin for her work on the committee and best wishes in her new job, and a motion to adjourn. Each of those motions was seconded and carried by voice vote, with the meeting ending after the motions were approved.

The committee identified several follow‑up tasks: finalize a short presentation and flyers for the next town meeting to solicit volunteers and publicize brick and group sales; populate Bloomerang with existing donor and prospect data; and continue phone outreach and benchmarking with other towns that recently held tricentennial events. Members said they will also explore options for a merchandise storefront or seasonal pop‑up and continue planning parade routing and staging with town staff to confirm logistical constraints and emergency access.

The committee set a date for its next meeting in April and said volunteer groups should meet in the interim to advance specific event plans.