One of the most discussions during the meeting revolved around a scheduling conflict between the council’s planned event for the week of December 2nd and the town’s annual Christmas event at Veterans Park. Concern was raised over the clash, with members expressing frustration that the town should have been aware of their pre-scheduled event. This overlap was seen as detrimental to attendance and participation, echoing past issues where similar conflicts had drawn town officials away from council events. The committee expressed their intention to write to the town manager to address the problem, underscoring the need for improved coordination and communication within the town’s scheduling system, which includes tools like Google Calendars and Outlook.

In conjunction with this, there was a discussion about the logistics for the council’s upcoming event. The event, set for early December, faced delays due to recent rains, prompting a review of the previous year’s schedule to ensure everything was on track. The council outlined a comprehensive timeline, including the closure of the parking lot at 7 AM, the start of setup at 11:30 AM, and a reception beginning at 5:30 PM. A photo unveiling and a series of inductions were also planned, with the council looking to confirm the schedule with their contact, Danny.

Attendance was another focal point, as the council considered allowing nominees to invite up to 20 guests, potentially increasing turnout significantly. Last year’s attendance was lower than expected, and there was uncertainty about the timing of invites. With a planned guest list of 75 and food arrangements for 120, the council sought to ensure a good turnout. They also highlighted the importance of communicating logistics, such as designated VIP parking spots, to nominees and their guests.

Sponsorship was also a key topic, with the council working to secure additional funds to meet budgetary needs. The council discussed their outreach efforts to Ocean Bank, which had yet to respond. Members stressed the urgency of finalizing a title sponsor, deciding that if no response was received by the end of the week, they would seek alternative sponsors. This decision came after recognizing they were approximately $2,250 short of last year’s budget, emphasizing the need for a robust sponsorship strategy.

Another logistical aspect involved securing resources for the event, such as tables and chairs, and ensuring the availability of the stage and sound system. The council also confirmed the reservation of these resources, addressing concerns about their use. There was a lighthearted exchange about personal comfort in preparation for the event.

As the meeting progressed, the conversation touched on the creation of the event program, with updates needed on participant names, bios, and sponsors. There was a consensus on the importance of having both digital and printed materials available, especially for older attendees who might prefer physical copies. The council also discussed the inclusion of the newly elected mayor in the program, with an emphasis on honoring the previous mayor’s legacy.