Events Committee Meeting Minutes

May 13, 2026

DATE: May 13, 2026
TIME: 6:00 PM
LOCATION: Town Hall

PEOPLE PRESENT
Mayor Gary Lucks, Jeni Bowen, Shelly Roache, Bonnie Powell, Edwin Ramos, Javier Ortiz and additional committee members and volunteers.

  1. CALL TO ORDER
    Mayor Gary Lucks called the meeting to order at 6:00 PM and welcomed everyone in attendance. The Mayor thanked the committee members and volunteers for their continued hard work and dedication to the Town events program.
  2. APPROVAL OF PREVIOUS MINUTES
    A motion was made to approve the minutes from the previous Events Committee meeting. The motion was seconded and unanimously approved by the committee.
  3. TREASURER’S REPORT
    The Treasurer’s Report was presented to the committee for review. Beginning balance: $4,369.90. Income received: $173.76 from event-related receipts. Expenses paid: $51.32 for PayPal-related purchases. Ending balance: $4,491.53 reconciled through April 2026. Additional anticipated income discussed included a $1,000 donation pledged by Donna Flaggs on behalf of Cabin Creek Animal Hospital and a pending $1,500 grant. Once received, the projected account balance is expected to approach approximately $7,000. The committee also discussed the need to improve vendor payment tracking and ensure all outstanding vendor invoices are processed in a timely manner. A motion was made to approve the Treasurer’s Report. The motion received a second and passed unanimously.
  4. VOLUNTEER RECRUITMENT AND MEMBERSHIP DRIVE
    The committee discussed the continued need for additional volunteers to sustain Town events and programs. The recent social media recruitment campaign using the slogan “Love Your Community — We Need You” was reviewed. While online engagement was limited, committee members agreed that in-person outreach would likely be more effective. Discussion included setting up a volunteer recruitment tent at the Farmers Market, creating flyers and QR-code sign-up sheets, and recruiting local high school students seeking community service hours. The committee also discussed following up with a potential volunteer lead connected to a local business owner in Hurlock with marketing and outreach experience.
  5. STORYBOOK HOUR AND TRAIN STATION PROGRAMS
    The committee reviewed attendance for Storybook Hour and Train Station craft programs. Members agreed attendance for children’s activities has remained low, while the recent adult painting event was considered successful. Discussion included temporarily reducing or pausing most children’s programming until volunteer capacity improves while continuing occasional adult craft events if participation remains strong. The committee also discussed ensuring outstanding payments to event vendors are processed promptly.
  6. EVENT CALENDAR AND SUMMER PRIORITIES
    The committee reviewed the 2026 event calendar and discussed concerns regarding volunteer capacity and scheduling demands. The committee agreed to cancel the remaining May event and move toward cancellation of the June 20 event in order to concentrate efforts on the Fourth of July celebration, movie nights, and the Farmers Market. Future fall events including a cancer walk and Christmas activities were also discussed. Members agreed future programming should align with available volunteer support and committee capacity.
  7. MOVIE NIGHT DISCUSSIONS
    The committee discussed the popularity of movie nights at Friendship Park and reviewed plans for several summer movie events, including at least one adult-focused movie night. Discussion included licensing requirements, concession operations, popcorn machine availability, candy sales, and securing reliable food and ice cream vendors. The committee agreed movie nights remain one of the committee’s most successful and manageable community events.
  8. FARMERS MARKET UPDATE
    The committee reviewed preparations for the Farmers Market season including vendor recruitment, volunteer staffing, and Town promotional activities. Members discussed maintaining a strong agricultural focus while allowing selective handmade vendors. Additional discussion included the installation of electric and water service at Friendship Park, portable restroom needs, vendor communication, and maintaining updated vendor records. The committee agreed the Farmers Market will remain a major summer priority for the Town.
  9. FOURTH OF JULY CELEBRATION
    Extensive discussion was held regarding the Town’s Fourth of July and 250-Year Celebration event. Plans discussed included the Maryland State Police helicopter landing, participation from local emergency services, Revolutionary War reenactors, patriotic music, food vendors, children’s activities, large flag displays, and media promotion. The committee also discussed inflatable water attractions, free bottled water distribution, community sponsorships, and outreach to local television stations for event coverage. Members agreed the Fourth of July celebration will serve as the Town’s signature summer event and should receive the majority of committee focus and promotion.
  10. ADJOURNMENT
    There being no further business, the meeting was adjourned at approximately 7:35 PM.