The discussion began with a summary of the rodeo’s Memorial Day event, which saw attendance numbers far exceeding the anticipated 500 to 1,000, reaching estimates of 3,000 to 4,000 attendees. This surge led to significant public safety issues, including improper parking along the rail trail and in residential driveways, which resulted in numerous complaints to police and fire departments. The rodeo had only applied for a one-day liquor license based on the lower attendance estimate, raising concerns about their preparedness and compliance with safety regulations.

Nick, a town official, elaborated on the specific safety issues identified during the Memorial Day event. These included non-compliant bleachers and trailers used as grandstands, which lacked certification from a structural engineer and marked occupancy limits. The urgency of addressing these safety concerns was underscored by the approaching end of the rodeo season in late September. An architectural firm had been engaged to conduct a site visit and assessment, but there were doubts about the feasibility of meeting the deadlines for necessary certifications.

During the meeting, a Select Board member voiced personal support for the rodeo but expressed concerns about the rapid timeline required for achieving safety certifications. Another board member recommended issuing a formal correction order with a clear deadline for compliance, following previous informal attempts that had not been satisfactorily addressed. This suggestion aimed to ensure that safety measures were implemented promptly, given the limited time remaining in the rodeo season.

Further complications were highlighted when it was revealed that the rodeo had acquired a mechanical bull and installed a stage within a building, introducing additional fire and building code requirements. These elements further complicated the efforts to ensure compliance before the next major event scheduled for September 28.

Kelly Pina, a representative from New England Rodeo, joined the meeting to provide updates and clarify the historical context of their events. She explained that the large crowd at the Memorial Day event was partly due to an influx of attendees from a canceled nearby event. Pina reassured the board that future events would focus on community-friendly activities and would not involve alcohol service. The upcoming event was expected to attract around 1,500 people, a number that had been managed without parking issues in the past.

Pina also noted that the rodeo was working with an engineering firm to address parking and capacity regulations. The dialogue between the board and Pina underscored the importance of clear communication and timely actions to ensure the safety and success of future events.

The board discussed preliminary safety assessments of the trailers used at the rodeo, with results expected by September 6. One participant with an engineering background mentioned the challenges in obtaining necessary evaluations due to the unavailability of capacity engineers. A structural engineer had assessed the trailers and found them safe for holding heavy weight, although they recommended securing the trailers to withstand heavy winds.

A board member emphasized the need for formal communication regarding safety issues and requested written notification to address concerns effectively.

The board considered establishing a deadline for obtaining preliminary results from the engineering assessment related to event capacity and safety. The proposal included sending a formal notice to the rodeo organizers, prompting them to take action by September 6. Key issues identified included parking, the structural integrity of raised seating, and the use of trailers, with the primary concern being to establish a legitimate capacity for safely accommodating attendees.

As the meeting progressed, there was mention of an executive session to discuss negotiation strategies regarding non-union personnel, specifically the town manager. The board voted to enter into the executive session, confirming that they would not return to open session thereafter.