Events Committee Meeting Minutes, 5/27/25

Co-Chairs: Alix Giannetti, Michelle Miller
Minutes: Doreen Miller
Also in attendance: Bill Bonnice, PIter Brandao, Katrina Martin, Heidi Moesinger, Celina Warot

Updates on Merchandise

• A couple of T-shirts were sold at the Plant and Bake Sale.
• Alix is reordering more T-shirts in large and extra-large.
• Alix has ordered the following:
  • Totes (to sell to raise funds)
  • Stickers (for the parade)
  • Frisbees (for the parade)
  • Candy (for the parade)
• Alix redid the artwork for the logo we use on merchandise to a higher resolution.
• Alix will create a tab for on the Google spreadsheet for reimbursements and expenses.
  • To keep track of money spent to stay within our budget
  • To use this data in planning the budget for next year

Flyers and Posters for Upcoming Events

• We should create a flyer for all upcoming 2025 events to display at the parade table.
  • Michelle has some plexiglass frames to display flyers.
  • Alix may have the box with these items.
• We should create official posters for each event to share on
  • Facebook
    • The Savin Hill Page
    • The Savin Hill Events Page
    • The Dorchester Reporter
  • Other social media
• Is it possible to create a Canva team to share and work on flyers, etc.?

Pleasant Street Block Party Updates (Piter, Bill)

• Last year they had about 1,000 people attend.
• They spent about $3,000-4,000.
• Everything is free.
  • Local restaurants and food vendors give out food.
  • Food costs are the biggest expense.
• Piter uses his own party rental business to provide tables, chairs, etc.
• Sponsors include:
  • Councilor Fitzgerald ($150)
  • Councilor Ruthzee ($150)
  • Last year
    • Jones Hill ($1,000)
    • CSHCA ($250)
• They applied for the Boston Block Party Grant, which they get last year ($250).
  • This year it is $750.
  • Things take time and as the event is in September, they are put into a queue.
  • The process is antiquated and needs to be updated.
• Ways they are asking for the help from the Events Committee
  • Volunteers
    • It may be difficult as the Neighborhood Yard Sale is on the same day
    • Perhaps Event committee members can help with break down at the end of their event, which runs until 6 PM.
  • Monetary support
    • They asked for $500 from the Event Committee’s budget.
    • We agreed to discuss this further amongst committee members and let them know.
• Suggestions
  • They should be specific on their request for volunteers.
    • Bill and Piter will coordinate on creating a sign-up sheet. It should include:
      • Type of work needed
      • Time slots
      • Other relevant data
  • A “Mike” on Savin Hill Avenue was recommended as someone who creates stickers and branded merchandise.
    • They will send Alix his contact information.
    • She can then compare pricing to the vendor we currently use.

Review of the 2025 Events Committee Budget

• The committee reviewed the 2025 budgeted items for the possibility of providing $500 to the Pleasant Street Block Party.
  • It was agreed we could support them with $500 from our budget as we had planned for overruns and possible new event costs.
  • Although it is coming from our approved budget, the ultimate sponsor is CSHCA as it is the members’ money.
  • CSHCA and the Events Committee should be acknowledged in some way.
• Funding the Block Party for 2026 and beyond, two possibilities exist.
  • The Dorchester North Committee submits its own separatebudget for this event and other expenses for membership approval.
  • The Events Committee factors in this event as an item to be budgeted for.

Dorchester Day Parade, Sunday, June 1

• We need to get access to the Constant Contact information to send out emails to the general membership.
  • CSHCA Treasurer Michelle Miller will be working with Des Rohan to transfer that over to her.
  • She first needs to set up a separate email account to handle the CSHCA stuff.
• We will set up a table at Lee Myers.
  • We can set up at 1 PM and hang out.
  • The form for signing up to man the table was shared.
  • We will have:
    • The CSHCA banner
    • Water
    • Free swag
    • Candy
    • Informational flyers
      • About CSHCA (to hand out)
      • Upcoming CSHCA Events (to display)
      • Information and QR sign-up for the Beach Clean-up on June 7 (to display)
      • Registration for new members
        • This should now go to Michelle, who will set up a dedicated account to handle this.
        • Once Michelle creates the account, Heidi can make the change on the CSHCA website.
      • Sign up for Instagram information

June 7 Surfrider Beach and Shores Clean-up

• Alix will share this on Instagram
  • Katrina will get Alix a flyer without the QR code.
  • The signpup sheet will be in the profile.
• A Facebook notice has been posted. It should be also posted as an event.
• The permits and insurance have been taken care of.
• June 4^th is Surfrider’s final meeting before the event. Katrina will have a better idea as to who is coming.
• People need to be aware not to disturb the sectioned off area with piping plover nests.
• Katrina will send Heidi the press release for the Dorchester Reporter.
• Alix suggested posting it to Caught in Dot.
• Next year, we can get Mass DOT involved somehow as it is state property.
• Alix has a water barrel she can provide for people to refill their water bottles if the weather is too hot.
• Perhaps next year they can add the CSHCA logo to their poster.

Art in the Park, Sunday, June 29, 2-4 PM (rain date: July 6)

• We have confirmations from James Hobin, Janet Lynch, Katy Sullivan from the Boys and Girls Club, and Annissa owner of The Stitch House.
• Doreen is awaiting confirmation from Dot Art and a third artist, Ivy Davis, who was looped in by Katy Sullivan.
• There are currently two sponsors for $100 each:     
  • The Deabler Family
  • Annissa Essaibi-George
• Doreen has been in touch with Rosemary Powers from Cristo Rey for use of tables and chairs.
• Doreen and Heidi will create a new flyer listing the artists, activities, and sponsors.
• Doreen will
  • Create an event for Facebook
  • Send in a press release to the Dorchester Reporter
  • Post flyers
  • Have the information sent out via Constant Contact the week before.
• We should also have on hand
  • Paper towels
  • Cleaning supplies
  • A handwash station with water and baby wipes
• Both Michelle and Alix will be away for this event.

July 12 History Walking Tour, 10 AM at the Blake House

• Earl Taylor, president of the Dorchester Historical Society (DHS), sent a list of sites we will be looking at, beginning at the Blake House.
• We need to research basic information on these addresses to create a flyer to hand out to participants.
  • The Dorchester Historical Society may have information.
  • Wikipedia is a possibility.
• The flyer should include for each house in the order visited:
  • An image (?)
  • The address
  • And a short blurb on its history
  • A small map of the area being covered with total walking distance.
• Doreen will bring the personal amplification system, which may be ineffective due to    
  • A large crowd size
  • Earl speaking too softly
  • Ambient noise of being outdoors
• The flyer is essential to help people understand what is being said.
• We agreed to make a $250 donation to DHS.
• Perhaps there can be some sort of social meet up at a local establishment following the tour.

CSHCA Community Picnic, August 23

• Alix is hosting a planning session Wednesday, June 4, at 7 PM either in person or on Zoom.
• Discussion will revolve around:
  • Permits
  • Insurance
  • Sponsors
  • Bands
  • Rain Location at Southline permitting
  • Games
  • Raffles
  • Artist for face painting
  • Other ideas
    • Possible silent Auction
    • Race or Tournament

Future Event Committee Meetings and Other Business

• We will plan out the fall events.
• Alix will look into the possibility of creating a Canva Team to share and work on flyers, etc.
• The next meeting is Tuesday, June 24, 7 PM, possibly in person.