Events Committee Meeting Minutes

August 19, 2026

Date: Wednesday, August 19, 2026
Location: East New Market Town Hall
Committee: Town of East New Market Events Committee
Attendance: To be confirmed and entered into the official record

  1. Treasurer’s Report and Approval of Prior Minutes
    The Committee reviewed the treasurer’s report. The report listed total income of $2,543, with detailed income entries of $972 from event sales, $1,571 from a donation by Blake, and $1,000 from Cabin Creek. Because the detailed entries total $3,543, the figures will be verified with Michelle and corrected for the auditors.Total expenses were reported as $40.04, with an ending balance of $4,739.56. A recently deposited $1,500 grant check brought the reported current bank balance to $6,242.56. The small remaining discrepancy will also be reconciled.Action Taken: The treasurer’s report and the minutes of the July 15, 2026 meeting were approved by motion.
  2. Community Yard Sale and Movie Night – September 19, 2026
    The Community Yard Sale will be held during the morning, followed by Movie Night in the evening. The rain date is September 26, 2026.

    • A water slide has been ordered for children, and recorded music will be played through the town’s speakers rather than hiring a DJ.
    • Only three participants have registered for the art show. Additional promotion will include printed flyers, postings throughout town, golf-cart distribution, word of mouth, radio outreach, and contact with the new principal at Warwick School.
    • The yard sale table fee must be confirmed. Members recalled a previous fee of either $5 or $10, while an older form lists $25.
    • A morning coffee vendor will be contacted. Coffee by Faith and Nordic were suggested.
    • Movie Night vendors currently include TD Fusion, Hooked on Seafood, and a lemonade stand. The Committee will review the vendor count and placement to avoid overcrowding and maintain positive vendor relationships.
  3. Trunk or Treat – October 23, 2026
    Trunk or Treat is scheduled for October 23, 2026, with a rain date of October 30, 2026. Vendors are expected to include Hooked on Seafood, Highland Ice, and TD Fusion. If weather conditions prevent use of the planned outdoor location, the event will be moved to the train station.
  4. Cancer Walk Preparations
    The Cancer Walk will be held on the same day as the Cash Bash. Based on last year’s schedule, the walk should conclude by 1:00 p.m., before the Cash Bash begins at 2:00 p.m.

    • Create and distribute a Cancer Walk flyer and identify a local vendor partner.
    • Contact the local cancer society regarding support, partnership, and promotion.
    • Confirm whether last year’s donation structure was $20 for unlimited laps or a per-lap contribution.
    • Provide pink cancer pins and “I Walk For” sheets for participants to recognize loved ones.
    • Place a donation jar at Johnny’s to collect contributions.
  5. Future Events at the Train Station
    The Committee discussed expanding fall and winter programming at the train station. Community suggestions included exercise groups, Mahjong, Backgammon, and family game nights. Teen-focused possibilities include Dungeons & Dragons, a book club, and a study hall. Teen participation has been limited, so future outreach may include school partnerships and club advisors.The train station may be used for community-led events but may not be rented for private parties because of grant restrictions. A community garden remains a frequent request and is currently being developed.
  6. Park and Town Updates
    • Water and electricity are now operational at Friendship Park. Edwin has the key to the locked electrical box.
    • The town is awaiting a grant decision for asphalt improvements to the walking trail and parking lot.
    • A large central gazebo is being considered as a venue for bands and community events in place of an amphitheater. Design, placement, and cost estimates will be developed.
    • A prefabricated storage shed is planned behind the train station for town and Events Committee equipment, including tents, tables, and chairs.
    • Trash at the train station should be removed after weekend events in preparation for Tuesday collection.
    • Repair of the tennis court versus conversion to pickleball will be considered as a future decision item after preliminary costs and options are gathered.
  7. Emergency Preparedness
    Meeting An Emergency Preparedness Meeting is scheduled for Tuesday, August 25, 2026, at 6:00 p.m. at the East New Market Fire Station. The meeting is open to all North Dorchester residents and is intended to educate citizens about what to do during an emergency.The program will review the Town’s water and sewer emergency plan and Dorchester County’s emergency plan. Representatives from Dorchester County emergency management, emergency medical services, and the fire department are expected to attend. The Committee also discussed recording or livestreaming the meeting for residents who are unable to attend in person.
  8. Follow-Up Actions
    Item Required Follow-Up
    Treasurer’s report Verify income, expense, ending-balance, and current-bank-balance figures with Michelle; correct the report for audit records.
    Yard sale promotion Create the flyer, add the event to the town website, and coordinate printing, golf-cart distribution, town postings, radio outreach, and school outreach.
    Yard sale logistics Confirm the table fee, contact a coffee vendor, and review the Movie Night vendor count and placement.
    Cancer Walk Contact the cancer society, create the flyer, confirm the donation structure, identify a vendor partner, and place a donation jar at Johnny’s.
    Park improvements Develop preliminary design, location, and cost information for the proposed gazebo.
    Emergency meeting Determine whether the meeting can be recorded or streamed and assign technical support.
    Teen engagement Develop school and club partnerships for D&D, book club, and study hall activities.
    Recreation facilities Gather preliminary costs for tennis court repair and possible pickleball conversion.
  9. Adjournment
    Contact the cancer society, create the flyer, confirm the donation structure, identify a vendor partner, and place a donation jar at Johnny’s. Develop preliminary design, location, and cost information for the proposed gazebo. Determine whether the meeting can be recorded or streamed and assign technical support. Develop school and club partnerships for D&D, book club, and study hall activities. Gather preliminary costs for tennis court repair and possible pickleball conversion. There being no further business, the meeting was adjourned. The adjournment time was not provided in the meeting notes.