McHenry Times

City of Harvard Events Committee met May 18.

Here is the minutes provided by the committee:

Chairman Laura Evers called the meeting to order at 5:34 pm. Committee members present: Laura Evers,  Raul Meza, Scott Logan, Lori Moller, Sonia Hernandez, Derek Malinowski, Francine Sinderson and  Katie Sumano. A quorum was present. Also in attendance were Mayor Kelly, Tami Logan and Courtney  Fejedelem with School District 50. Courtney may be interested in serving on the Events Committee. 

PUBLIC COMMENT 

None 

MINUTES - APPROVED 

A motion was made by Scott Logan, seconded by Francine Sinderson to approve the Events Committee Meeting Minutes of April 20, 2021, as presented. All ayes. Motion carried. 

TREASURER’S REPORT 

Treasurer Logan reviewed the Treasurer’s Report and noted several revenue/expense updates.  Sponsorship to date is at $14,650 (received/committed). Security deposits have been made for the bands.  A motion was made by Scott Logan, seconded by Lori Moller to accept the Treasurer’s Report as  presented. All ayes. Motion carried. 

CORRESPONDENCE 

None 

RED, WHITE & BLUE FEASTIVAL, JULY 3, 2021 

Subcommittees/Reports: 

Advertising/Promotion (Derek, Sonia, Katie) 

• A Facebook Event has been created. Additional posts will be made to showcase bands, dunk tank,  food vendors, sponsors and other activities. Logos for sponsors $250 and above will be linked to their website. 

• Jackie made preliminary designs for the yard signs which will be fairly generic so the date can be  changed out each year. 

• Sponsor banners will be determined by the number of sponsors for each level. 

• Derek will follow up with Scott on the Patriotic Costume Contest. 

• Feastival information was included in the City Newsletter. 

• The consensus was to put up a couple yard signs to promote the Feastival as part of the June 18th Movie Night at the Library. 

Activities 

• Healing Hearts with Hooves and Hounds and Head Start will do facepainting. 

• Sportsmen’s Club will have a fishing contest for kids. 

• Ron Cartwright, Bumper Boats has verbally committed to participate. 

• Derek will organize a Corn Hole Tournament. First Place Promotions will donate trophies. 

Beer Tent (Scott) 

No report. 

Cleanup (Francine) 

• Francine was unable to reach the cheerleading coach. Courtney had Ashley’s work email, so  Francine will reach out again. 

• Other suggestions were the Boy Scouts (Stephanie Kasten or Kristina Bonson) or a 4-H Group. 

• Buck Bros. did not have a golf cart available. Katie will ask her mother-in-law if the Committee could  borrow hers, Mayor Kelly will contact Orrin at Starline to see if we can borrow his golf cart.

Dunk Tank (Tami Logan) 

• Beatriz Guzman, All State Insurance is the dunk tank sponsor.  

• The dunk tank will be rented from Ralph’s Rental. 

Entertainment (Derek) 

All the bands have been booked and security deposits issued. 

Fireworks (Scott) 

No report. 

Food Vendors (Lori, Laura, Katie) 

Lori and Laura reviewed the Food Truck Vendor spreadsheet. There are four paid vendors to date with an additional two vendors that we are waiting for payment and a verbal commitment on five others. The Sr. Center is planning on participating with Cold Stone Ice Cream.  

There are several food vendors and the bumper boats that will need 110 amp plug-in electric. After discussion, a motion was made by Scott Logan, seconded by Francine Sinderson to charge $10 for 110 amp electric. All ayes. Motion carried. Blue Ribbon Electric will need to be contacted should any vendor need to be hardwired and the fee would be determined by Blue Ribbon Electric’s charge. 

Grounds Layout (Derek/Mayor) 

Mayor Kelly and Derek will schedule a meeting to determine the grounds layout once we know who the  food vendors are. The beer tent will be located at the east pavilion.  

Organization Liaison (Scott/Laura) 

• Scott and Laura will start following up with the organizations.  

• The American Legion Post will be unable to participate as they are already in the Sharon parade and  several members are on vacation. 

Porta pots/Dumpster 

The Committee reviewed the quote from Jack Terpstra for porta pots. One grey water tank should be  sufficient. The budget for porta pots is $900 and the Mayor will work with Jack on the exact number needed, probably two banks each with a handicap. 

Sponsorship (Laura/Lori) 

• $250 is needed to meet budget. There are are several businesses who have said they will donate that  Laura will follow up with. 

• A donation jar will be put in the beer tent for donations. 

• There was discussion on investing in Brown Dog Media for an advertising video; Mayor Kelly will reach out for an estimate. 

OUTDOOR MOVIES AT THE LIBRARY 

Outdoor movies at the library will be the 3rd Friday of June, July & August, @ 8:30 pm.  Friday, June 18thshowing Moana 

Friday, July 16th showing The Polar Express 

Friday, August 20th pm showing Wonder 

Scott reviewed his research for an outdoor movie screen and projector. His recommendation is a Sewinfla  24’ Inflatable Movie Screen with Blower at a cost of $439.99 and a DBPower Native 1080 Projector at a  cost $289.99. There was discussion on whether the projector would be sufficient. Katie will bring in her  projector to determine how far away it goes; if it works, we can borrow hers. A motion was made by Scott  Logan, seconded by Sonia Hernandez to order the screen as presented at a cost of $439.99. All ayes.  Motion carried. Lori noted there is insufficient credit limit on the City’s Amazon Card to place the order  and our account is not a prime account which would affect shipping costs, so Scott will order and submit  a receipt to be reimbursed.

In addition to a projector, amplifiers may be needed for the speakers. Other items needed are heavy duty  rope, ground stakes and sand bags or buckets filled with water. A motion was made by Scott Logan to  purchase the movie projector at a cost of $289.99 with the understanding that it will not be ordered yet if  Katies’ projector works. Laura suggested setting a limit as we don’t know everything we need for the  movie night. Scott withdrew his motion.  

A motion was made by Scott Logan, seconded by Lori Moller for an additional expenditure not to exceed  $1,060.01 for the purchase of the remaining outdoor movie night equipment. All ayes. Motion carried. 

The equipment will need to be tested prior to the movie night. 

TRUNK OR TREAT 

Raul suggested asking Jackie to design a logo so the event can be promoted.  

NEW BUSINESS/OTHER EVENTS 

No additional discussion. 

EVENTS COMMITTEE CHAIRMAN’S REPORT 

No report. 

MAYOR’S REPORT 

No report. 

UPCOMING MEETING DATE 

There will be two meetings next month: June 8th and 15th, 2021, at 5:30 pm. If necessary, a meeting can  be scheduled for June 29th. 

At 6:28 pm, a motion was made by Scott Logan, seconded by Raul Meza to adjourn the meeting. All  ayes. Motion carried. 

https://www.cityofharvard.org/sites/default/files/fileattachments/events_committee/meeting/14209/minutesevents2021-05-18.pdf