The most pressing topic of the meeting was the allocation of funds for the impending 350th event. The committee carefully considered the budget, with discussions highlighting an initial budget of $88,000 from the 350th committee and additional contributions from the Friends of Deerfield to cover the cost of food and beverages. The number of expected attendees was debated, with estimates ranging from 500 people to lower numbers. The duration of the event also came under scrutiny, with varying opinions on whether it should last two hours or longer. Notably, the committee approved a motion to allocate up to $4,000 for the event.

The location of the time capsule and commemorative bench provoked a thorough debate, emphasizing the necessity to coordinate with town officials. The committee was mindful of potential underground cables and other obstacles, considering the use of a larger area for the installation to prevent future issues. The timing of the time capsule burial was also a point of discussion, with the desire to avoid conflicting with other celebration activities.

The potential risks associated with bounce houses at the event led to broader discussions on alternative activities that could be provided for children, including time bells for the time capsule burial and the idea of a scavenger hunt to engage both kids and older participants. Concerns were raised about the liability and safety of certain activities, prompting the committee to explore creative solutions to ensure a family-friendly atmosphere.

The event’s logistics, including the need for generators and the type of refreshments to be offered, were thoroughly debated. Suggestions ranged from ice cream, soda, and chips to face painting and live music, with the committee considering the hiring of a food truck as an alternative to a full-scale food setup. However, concerns about the increasing costs of activities and entertainment led to discussions on reviewing the approved budget and potentially scaling down the event to stay within the financial constraints while still fulfilling the original vision.

An important aspect of the meeting was the involvement of the recreation department, which expressed concerns about funding the event, as most of their budget is dedicated to sports programs. The committee discussed the department’s role in the event’s planning and funding, as well as the collaboration with the Friends of Deerfield in organizing the event. Su from the recreation department clarified the budget for the event, mentioning the challenges with the increasing costs of bouncy houses, and the handling of vendors and the event’s cancellation policy in case of inclement weather.

The discussion about the bells, which had been part of a school project, raised questions about their final disposition. While some suggested placing the bells in the time capsule, others advocated for giving the students the choice to keep them or donate them, noting their potential sentimental value. The possibility of the children writing letters to their future selves to be included in the time capsule was met with enthusiasm. Additionally, a project for the third-grade class to contribute to the time capsule was mentioned, highlighting the committee’s effort to involve the younger community in the celebration.

The meeting addressed the need to finalize expenses related to the 350th celebration by the end of April for timely bill payment. The committee debated the timing of cutting checks for event expenses, either before or after the events. Details on the sealing and collection of items for the Time Capsule were discussed, with the need for announcements on accepting items for inclusion.

The town report was another significant topic, with debates on the number of copies to be printed and whether to distribute it for free or sell it as a collector’s item. The committee also considered the option of a digital document for download. The meeting concluded with a report from an individual regarding a request from the art teacher at the grammar school about the return of the Bells and a motion to adjourn at 8:19 pm.