Hubbardston Memorial Day committee approves minutes, asks Council on Aging to run ice cream social

The Town of Hubbardston Memorial Day committee met and approved the minutes with an amendment clarifying that the committee had authorized staff only to seek band pricing, not to commit funds, and moved to ask the Council on Aging to run an ice cream social if there are no extra costs or manpower problems.

The committee’s work centers on finalizing logistics for the parade and ceremony, including entertainment, parking and accessibility. Committee members set follow-up tasks to secure a band, confirm a Grand Marshal and guest speaker, check stored equipment at the Department of Public Works and verify funding for commemorative T-shirts.

Chair (Speaker 1) opened the meeting and called the roll, then updated members that Sue had asked whether the committee planned an ice cream social. Committee member (Speaker 3) moved that the committee ask the Council on Aging to run the ice cream social; the motion was seconded and approved by voice vote. "As long as there's no cost or problems on our end with manpower or anything, I'm all for it," the committee member said when proposing the motion.

Members reviewed the minutes and agreed to an amendment to correct one line about the band: rather than approving spending, the committee had voted to find out a dollar amount so it could decide whether to spend funds. The motion to approve the minutes with that amendment passed by voice vote.

On programming, the committee discussed the senior singers. The conductor Nancy — who will be asked to coordinate while Janine is away — said the piece could not be shortened by cutting sections but could be sung at a faster tempo to save time. The committee voted to ask Nancy to move forward with securing the senior singers for the ceremony and to report back.

Parade logistics were a major focus. Members reported that a volunteer (contacted through Lorraine Michaels) has offered a trailer for the veterans' float and may provide the vehicle and decorations; the group agreed to confirm whether the donor will supply a driver and decorated trailer or only the trailer itself. The committee set target arrival and staging times: participants should plan to be staged by about 10:15–10:30 a.m., with a practical latest arrival of 10:45 a.m., and a planned step-off at 11 a.m. Police typically close the road near 10:59 a.m., the committee noted.

Equipment and accessibility checks were assigned. One member counted roughly 137 folding chairs in storage and said the committee had rented 157 chairs the previous year; two 10-by-10 pop-up canopies are available from the First Meeting House. Members also inspected restroom and doorway access: while doors to the building are step-free and a walker can pass, a motorized wheelchair likely would not fit through the existing doorways and the committee agreed to measure widths and confirm whether additional arrangements are needed.

On safety and facilities, a member volunteered to contact DPW staff (Travis or Royce) to inspect the historic bell and a set of steps at the First Meeting House that may require attention; the member said she would not attempt the inspection alone and asked DPW to accompany her.

Budget items remain unresolved. The group reviewed T-shirt costs from a prior year: a 2024 order of 95 shirts cost about $635; committee members said funding usually combines donations and a separate Memorial Day donations account and agreed to check current balances and seek donated support where possible. The committee noted the town-side Memorial Day account balance was small (approximately $1,000) and a separate donations account might hold about $400, and they asked the tax collector’s office for a formal account check.

Next steps include: confirming band pricing and availability (staff will report the price and availability at the next meeting), confirming whether the trailer donor will provide decorations and a driver, measuring the accessible doorways and confirming how to handle participants who may not be able to walk the full route, and checking T-shirt pricing and funding sources. The committee tentatively set its next meeting for 3 p.m. on the 30th and adjourned after a final voice motion to close.

Adjournment: a motion to adjourn was made and seconded; the meeting closed without further business.