August 10–16, 2026

The Tricentennial Committee reviewed logistics for major upcoming 300th anniversary events, focusing on First Day 2027 activities, including a drone show and town bonfire. The committee unanimously approved a $10,456 lighting proposal for the winter Glow SoBo event and reviewed time capsule storage options, street banner permitting, and parade features such as oxen and a historic cannon. Members also welcomed potential new volunteer interest and discussed coordination with schools and community organizations.

• First Day 2027 and winter event coordination with Recreation Department

  Library, arts & community. Watch at 0:11 First Day 2027 celebration

  Recreation Director Travis Farley joined the committee to coordinate logistics for the First Day celebration on January 1, 2027. Plans include morning yoga at the Senior Center, family afternoon activities at Woodward School, a 6:00 p.m. drone show, and an immediately following bonfire managed by the Fire Department union. St. Mark's School and Woodward School fields were discussed as leading candidates for drone launching, viewing, and bonfire sites.

  • First Day takes place on January 1, 2027, featuring morning yoga and afternoon family programming.
  • A drone show is slated for 6:00 p.m., followed directly by a town bonfire.
  • St. Mark's School has verbally agreed to host the drone launch site.
  • Woodward School is planned for indoor warming and children's activities before the evening show.
  • Recreation staff will help coordinate event staging and logistics across town facilities.

  Outcome: Committee members will confirm written authorization with St. Mark's School and coordinate bonfire safety spacing with the Fire Department.

• Summer Nights 2027 Music Festival expansion

  Library, arts & community. Watch at 15:21 Summer Nights 2027 music festival

  Working group lead Keith presented updates on expanding the August 2027 Summer Nights into a larger music festival. Discussion covered renting an expanded stage, obtaining town liability insurance certificates, police detail costs, and food truck arrangements. Organizer and performer Storm Large expressed tentative interest in headlining, and organizers are researching state and local arts grants to offset production expenses.

  • The festival would expand regular Summer Nights by starting earlier in the day around noon or 1:00 p.m. on August 21, 2027.
  • Stage vendors require contracts to be booked up to a year in advance with deposits and a $2 million liability insurance certificate.
  • The Town Administrator retains final contracting signing authority for the town.
  • Grant options are being reviewed with local arts representatives to assist with performer and staging costs.
  • The committee plans to focus musical talent heavily on Southborough residents and alumni.

  Outcome: Organizers will meet with recreation staff to refine budget projections and staging locations ahead of the September meeting.

• Town street banner permitting and installation plan

  Roads, water & infrastructure. Watch at 40:01 Tricentennial commemorative street banners

  The committee reviewed progress on securing utility pole banner permits across Southborough's four historic villages. A survey identified 87 viable poles, though the committee plans to purchase and install around 30 banners due to budget and clearance limits. Utility rules from National Grid restrict commercial sponsor logos to no more than one-tenth of the banner surface.

  • 87 candidate utility poles were identified across Southville, Cordaville, Fayville, and Southborough Center.
  • Approximately 30 banners are anticipated to be produced and hung.
  • Utility rules permit nonprofit banners from August 2026 through January 2028.
  • National Grid restricts sponsor logos on banners to a maximum of 10 percent of the total area.
  • Clearance conflicts were noted on Main Street where existing American flag brackets sit at 9 feet from the ground.

  Outcome: Pole inventories and photo logs will be submitted to National Grid and Verizon for formal attachment permits.

• Tricentennial Heritage Day Parade and Knox Trail cannon

  Library, arts & community. Watch at 54:23 2027 Tricentennial Heritage Day Parade

  The committee discussed expanding the annual Heritage Day Parade in October 2027 into a supersized tricentennial parade. Plans include contracted marching units, community floats, a team of oxen, and a historic replica Knox Trail cannon on a sled that would fire ten blank shots at the conclusion.

  • Parade is scheduled for October 10, 2027, as an expanded edition of Heritage Day.
  • Replica cannon participation costs approximately $750 for the parade plus $500 for firing 10 blank shots.
  • The cannon requires approximately 100 feet of safety clearance to discharge.
  • The oxen team vendor will confirm availability by January 2027 due to livestock health variables.
  • Initial marching participant contracts are being prepared for Town Administrator review.

  Outcome: Draft contracts for marching and historical units will be submitted through town channels for formal execution.

• Firefighter's Muster planning

  Library, arts & community. Watch at 1:01:16 2027 Tricentennial Firefighter's Muster

  Jamie reported on preparations for the Firefighter's Muster scheduled for July 17, 2027, on the Woodward School grounds. Southborough's original antique hand tub, the Falcon, has returned to town and is being restored for pumping demonstrations. Local fire departments from surrounding communities have expressed interest in participating.

  • Event date is set for July 17, 2027, at Woodward School.
  • The restored Falcon hand tub will participate in pumping demonstrations.
  • Commemorative muster coins and event t-shirts are in design.
  • The Board of Health will supply a list of pre-licensed food truck vendors to streamline catering permits.

  Outcome: The working group will request school facility clearance through the superintendent's office and contact pre-licensed food trucks.

• Tricentennial time capsule preservation and location

  Library, arts & community. Watch at 1:05:10 Tricentennial time capsule

  Working group lead Eric presented research on time capsule preservation, noting that standard buried capsules typically result in a 50 percent loss of photographic material over decades due to moisture. Underground archival vaults with high survival rates cost between $2,000 and $4,500. The committee favored storing the capsule above ground inside a public municipal building such as the library, Community House, or Flagg School.

  • Buried capsules suffer roughly a 50 percent photograph loss rate under normal conditions.
  • Specialized underground sealing systems cost an estimated $2,000 to $4,500.
  • Storing the capsule above ground in a climate-controlled town facility significantly increases preservation while lowering costs.
  • Potential indoor display locations include the Southborough Library, Community House, and Flagg School.

  Outcome: The working group will present a final recommendation and budget for an above-ground capsule at the September meeting.

• Glow SoBo holiday lighting budget and event scope

  Budget & taxes. Watch at 1:12:30 Glow SoBo holiday lighting

  The committee discussed the December Glow SoBo kickoff event and reviewed commercial lighting proposals for municipal buildings. After reviewing venue capacity concerns at the Community House, the committee agreed to keep the opening night celebration simple with hot cider and cookies while focusing resources on exterior lights. The committee voted unanimously to approve a $10,456 contract budget for professional lighting installation on town buildings and trees.

  • The lighting plan covers exterior holiday lights for the Town House, Southborough Library, and surrounding trees.
  • Total vendor cost for the lighting contract is $10,456.
  • The kickoff gathering will take place outdoors and inside Community House from 6:00 to 7:30 p.m., with lights turning on at 7:00 p.m.
  • Members opted against expensive indoor catering due to limited room capacity at Community House.
  • A residential lighting tour via trolley was discussed as a possible ticketed add-on.

  Outcome: Approved 6-0 to allocate $10,456 for the Glow SoBo professional lighting contract.

  Why it matters: Commits $10,456 in municipal tricentennial funds to hire a professional vendor to decorate civic buildings for winter holiday celebrations.

Routine business (5 items)

• Volunteer recruitment and committee membership

  Governance & committees. Watch at 33:06

  The committee met with a resident who runs the town men's softball league and expressed interest in volunteering. Members explained that two formal voting seats remain open on the nine-member committee, while numerous informal working groups also need help. The resident volunteered to help with physical setup and to mobilize local athletic leagues for parade participation and muster assistance.

  • The Tricentennial Committee currently has seven seated members with two vacant seats.
  • Volunteers can either apply for committee appointment via the town website or join specific working groups.
  • Working groups in need of assistance include the parade, fire muster, time capsule, and cemetery tour.
  • Potential recruits can help connect local sports leagues into tricentennial festivities.

  Outcome: The resident took application materials to consider applying for committee membership or joining event working groups.

• Family Day at Fay School planning

  Schools. Watch at 49:21

  Michelle Oldershaw reported on plans for the Fay School Family Day scheduled for mid-February 2027. Fay School requested an advance registration attendee roster with names and email addresses, along with standard liability waivers integrated into the town's sign-up portal.

  • Event is scheduled for mid-February 2027 on the Fay School campus.
  • Attendee sign-ups will run through the town's Bloomerang registration platform.
  • Registration will likely open four weeks prior to the event date.
  • Fay School will provide specific liability language to include on registration forms.

  Outcome: Registration requirements will be coordinated with the town's database manager closer to the event date.

• Voices from the Grave theatrical cemetery tour

  Library, arts & community. Watch at 51:57

  Members discussed the Voices from the Grave historical performance event, which features actors portraying notable historical town figures in the Old Burial Ground. The working group is seeking actors and actresses to fill eight historical roles, with five volunteers committed so far.

  • The event scripts will feature eight historical figures.
  • Five volunteer actors have committed to roles to date.
  • The working group will hold an organizing meeting to review scripts and remaining auditions.

  Outcome: The working group will meet to finalize character selections and recruit three more performers.

• Routine business

  Governance & committees. Watch at 1:33:16

  The committee approved the meeting minutes of July 15, 2026, with minor typographical corrections, set its next monthly meeting date, and adjourned.

  • Minutes of July 15, 2026, were approved as amended.
  • The next regular meeting was scheduled for September 16, 2026.
  • The meeting adjourned at approximately 8:20 p.m.

  Outcome: Meeting minutes approved and next meeting date scheduled.

• Community outreach and historical railway concepts

  Library, arts & community. Watch at 1:35:55

  The chair shared feedback from a presentation to the local Dull Men's Club, where attendees suggested commemorating the railroad's role in Southborough's history. Members noted difficulties working directly with CSX freight operations but discussed consulting local railroad operator John Delapa regarding possibilities. Updates were also shared regarding preliminary interest from Algonquin Regional High School civics and history teachers.

  • A presentation to 40 members of the Dull Men's Club generated strong interest and event ideas.
  • Residents suggested incorporating a historic rail commemoration, noting the CSX rail line bisecting town.
  • Algonquin Regional High School faculty will be contacted in the fall to discuss student volunteer and history projects.

  Outcome: Committee members will follow up with high school contacts in the fall and explore feasibility of railroad history tie-ins.

Votes

Next steps and dates mentioned

• September 16, 2026: Tricentennial Committee monthly meeting
• September 16, 2026: Final recommendation and vote on above-ground time capsule plan
• September 2026: Presentation of time capsule plan to the Select Board

Note on the recording: Remote participant audio experienced periodic dropouts and stuttering between 1:23:00 and 1:30:00 during discussion of Glow SoBo event logistics.