Sudbury 250 committee authorizes $3,433.01 reimbursement and printing for Colonial Fair merchandise

The Sudbury 250 committee on September 12 approved reimbursement to the Sudbury Historical Society for merchandise purchased for the Colonial Fair and authorized the printing of a banner and 100 trifold brochures.

Rachel, speaking for the Sudbury Historical Society, told the committee that the society ordered T-shirts, hats, tote bags and mugs in advance so the items would arrive in time for the event and asked to be reimbursed. "The total was $3,433.01," she said.

Members discussed pricing, payment methods and revenue handling. Rachel explained unit costs (shirts $11.17, hats $11.24, totes $6.17, mugs $13.28) and said the group typically plans for a small mark-up to cover credit card fees and shipping. The committee asked for an invoice and a W‑9 so the town could process reimbursement.

Hardenberg moved that Jan and Rada be authorized to finalize the trifold design and arrange printing; Robinson seconded and the motion passed. Later Hardenberg moved, and Robinson seconded, to order the banner, print 100 trifolds and reimburse the historical society $3,433.01 for the merchandise already purchased; the motion carried and the chair declared payment authorized.

Committee members asked Robinson to prepare a price sheet for vendors and volunteers and to coordinate booth placement and volunteer shifts; they also agreed the historical society should receive a modest share to cover handling and shipping costs. The town finance contact will cut a check once the invoice and W‑9 are submitted.

The committee’s actions cover both the immediate reimbursement for goods already purchased and the production of marketing materials for the Colonial Fair; implementation will proceed when the historical society provides the requested paperwork.