Hubbardston planning committee pins down Memorial Day parade logistics; bands, taps and flag replacement remain unresolved

At a recent Town of Hubbardston planning meeting, committee members reviewed logistics for the upcoming parade and Memorial Day ceremony, focusing on band bookings, a bugler or trumpeter to perform taps, veterans’ float logistics, flag replacement and accessibility needs. The group assigned follow-up tasks and agreed to reconvene on April 6.

The meeting opened with routine administrative business and the committee agreed to defer formal approval of last week’s minutes until members could receive them by email in advance. The bulk of the session addressed parade programming and practical details. Committee members reported that Quabin would not be available this year and that several regional marching bands already are booked, complicating efforts to secure live music. One member said prior contracted bands had sought fees in the range of past requests and emphasized that vendors need a clear budget before committing.

Music and sound contingencies figured prominently. With marching bands uncertain, the group discussed alternatives including recorded marches and strategic placement of battery-powered speakers along the route; several members volunteered personal speakers as backups. Members also explored having the local chorus or an aspiring young singer perform the national anthem if the Quabin chorus cannot attend, and they asked staff to confirm availability and any amplification needs.

On ceremonial details, the committee discussed arrangements for taps: a member reported outreach to the local militia but said there was no response yet. The group noted that performing taps often requires two players or coverage plans and agreed to pursue a trumpeter or other experienced performers as backups. The committee also discussed a master of ceremonies slot of approximately four to five minutes and said several candidates had declined or offered only as a backup.

Float and volunteer logistics were addressed in detail. Members confirmed the veterans’ float trailer and driver would be provided but would not be decorated by the provider; the usual practice is to drop the trailer at the senior center the Sunday before for volunteers to decorate. The Lions were reported to be planning a float and were willing to help with chair setup; the Council on Aging said it likely will run the ice cream social at no cost but must confirm at its next meeting.

Safety and protocol were raised for the flag ceremony. Chief Coocher told the committee officers should remain at intersections to manage traffic rather than march, so the committee discussed alternatives for raising and lowering the flag, including having Hunter (an assistant scoutmaster) or firefighters assist. Members agreed the current flag needs replacement before Memorial Day and a volunteer offered to order a U.S.-made replacement once the exact size is confirmed.

Accessibility and facilities were also discussed. A member will measure restrooms to confirm whether rented portable units need to be fully ADA-compliant; the group noted that accessible units carry a higher rental cost but acknowledged the community expectation for reasonable access. Inventory checks found roughly 137 chairs available and members agreed to coordinate night-before setup with the Lions and volunteers, including potential help from Boy Scouts.

The committee assigned clear follow-ups: confirm band or color guard availability (Monty Tech had signaled conditional willingness for a color guard), secure a taps performer or backup plan, confirm grand marshal contact, determine flag size and order a U.S.-made flag, measure restroom doorways for ADA needs, and verify electronics/PA arrangements. The group set its next meeting for Monday, April 6 at 3:00 p.m. and adjourned after a motion to adjourn was made and seconded.

The committee did not take any formal votes on policy items during the meeting; most items were recorded as tasks for follow-up rather than adopted actions. Members agreed to report results and confirmations at the next meeting.