McHenry Times

City of Harvard Events Committee met June 18.

Here is the minutes provided by the committee:

Vice Chairman Meza called the meeting to order at 5:30 pm. Committee members present: Alderman Raul Meza, Lori Moller, Scott Logan, Michelle Luis, Derek Malinowski, Kim Raciborski and Tina Viray. Members Laura Evers and Sheila Henson were absent. A quorum was present. Also present were Mayor Kelly, Francine Sinderson and Lynn Serra.

PUBLIC COMMENT

None

MINUTES - APPROVED

A motion was made by Scott Logan, seconded by Derek Malinowski to approve the Events Committee Meeting Minutes of May 21 and June 13, 2019, as presented. All ayes. Motion carried.

TREASURER’S REPORT - APPROVED

A motion was made by Scott Logan, seconded by Derek Malinowski to accept the Treasurer’s Report as presented. All ayes. Motion carried.

CORRESPONDENCE

None

EVENTBRITE WEB-BASED SERVICE TO ORGANIZE/MANAGE FUTURE EVENTS

Tabled

MISSION STATEMENT

The Event Committee reviewed the Mission Statement as presented by the subcommittee (Scott, Raul, Lori).

“To coordinate and create activities, in partnership with other organizations, for the enrichment of the Harvard area”

There was discussion whether to change the verbiage from “area to community”. The subcommittee considered using “community”, but felt that “area” better identified the intended audience of our events which reach beyond Harvard. A motion was made by Scott Logan, seconded by Tina Viray to approve the mission statement as presented. All ayes. Motion carried.

BY-LAWS

At Chairman Ever’s request, Scott updated the Committee By-Laws. Scott reviewed the changes, primarily the following:

1. The Events Committee operates under the Open Meetings Act and members are required to take the appropriate OMA Training.

2. Article 2, Section 3 “No more than one member of the Committee shall be from a single household or represent a single business. Additional members of the household or business may serve as non-voting members.”

A motion was made by Scott Logan, seconded by Lori Moller to recommend to the City Council approval of the By- Laws as amended. All ayes. Motion carried.

HARVARD BALLOON FEST

Website/Domain

Item tabled as the Committee was unsure of the status of transferring the website/domain.

Balloon Fest 2020

The Committee discussed Balloon Fest 2020. The item tabled until the next meeting to make a determination whether to move forward with the 2020 festival, and if so, the Committee needs to start organizing. Tina stated she would be willing to be chairman for volunteers.

Advertising/Marketing/Social Media (Mayor Kelly)

The Mayor created two Facebook ads one for the FEASTival ($400) and one for Car Show Participants ($100).

• FEASTival promotion has reached 12,591 people with 519 responses and 2,040 people going/interested. The ad will run until July 13.

• Car Show promotion has reached 4,684 people, with 128 responses. The ad will run until July 6. 

Beer/Wine Tent (Sheila/Michelle)

• The beer tent will utilize coolers as a refrigerated trailer is no longer available. Michelle will find out if Sheila needs additional coolers. Michelle related that cases could be stored at Brown Bear and transported as needed.

• On Sheila’s behalf, Michelle inquired if beer should be purchased at Cardinal or Walmart. The Committee suggested finding out if Walmart would take back unopened cases.

Car Show (Lynn)

• Lynn updated the Committee on ways she is promoting the car show. To date, there are two paid entries.

• The entrance for participants will be on Ayer St./Front St.

• Lynn will not be at the event and has advised Laura that she needs a volunteer for registration and to collect money from any entries the day of the event.

Fine Craft/Art Vendors (Dale & Francine)

• To date, there are 3 entries, one of which is unpaid. The Mayor will place a Call for Vendors on some of the Facebook groups he participates in.

• Vendors will enter in off Front St.

• We have the availability of using Stahl’s parking lot for the craft show, but that wouldn’t be the ideal location if we only have a few vendors. The consensus was that craft vendors would have the option of leaving at 6 pm.

Food Truck Vendors (Tammy)

Kim reported she has contacted over 100 vendors. There are several other interested vendors.

Kids Entertainment (Tina)

No additional report; everything is set.

To date, we have 8 confirmed vendors, 5 of which are paid.

Map Development for Parking (Derek)

Derek just got last year’s map and will update per the Committee’s discussion. The map will be emailed to Lori and put in the Dropbox.

• The exact location of the stage on Ayer St. will be dependent on Derek’s discussions with Brad from Ameritemp. Francine suggested that the crafters be located on one of the side streets due to the band noise.

The consensus was to put crafters on either side of Sumner St.

• The beer tent will be located in Stahl’s parking lot.

• There will be 3 general admission gates, one at Front/Ayer and one each on either side of Brainard St.

Music/Entertainment (Derek/Kim)

No additional report; everything is set. At Derek’s inquiry, Lori noted that balance due payments will be cut and ready for day of the event. Derek will touch base with Lori to confirm the amounts due.

Raffle (Women For Harvard)

No additional report; everything is set.

Set-up/Tear Down (Ryan-City Staff)

• City staff will bring picnic tables, trash cans and fencing to the empty lot similar to last year.

• Mayor Kelly will be bringing coolers and several tents. The Events Committee also has a couple of tents.

• Buck Bros has committed to donate equipment as an in-kind sponsor (gator, skidsteer or golf cart). The dollar amount is $200, but we don’t know specifically what they are donating. After discussion, a motion was made by Derek Malinowski, seconded by Tina Viray to approve their in-kind sponsorship at a $200 value. All ayes. Motion carried.

• Derek will coordinate with Francine to pick up the tent at the church in Chemung.

• Derek reported there are some well established tournaments on the same day as the FEASTival, but he may organize an informal corn hole tournament the day of the event. If not, the boards will just be be set up for people to use.

• Mayor Kelly will arrange for the Ayer St. speaker system/microphone to be set up. Sponsorship (Laura)

No report.

Volunteers (Laura)

Laura is coordinating volunteers and has been in contact with the schools.

Other

Scott inquired about Hub patrons being allowed to bring their drinks in plastic cups outside the bar within the fenced in area. Permission for open containers within the fenced in area will be added to the next City Council agenda if it has not previously been approved.

NEW BUSINESS/OTHER EVENTS

McHenry County Fair

Laura committed 10 volunteers to partner with the McHenry County Fair on August 3rd to assist with the Ted Nugent Concert. Available are Derek and Jackie, Michelle, Lori and maybe Scott.

Christmas in Harvard

The Committee needs to organize and revamp Christmas in Harvard with different activities partnering with other local organizations. Although last year’s weather was atrocious, attendance has been decreasing over the last several years. The tree decorating on Ayer St. was well received last year and should be continued. Other options to consider would be a Friday evening parade followed by a tree lighting ceremony. The Committee should bring back ideas to brainstorm at the next meeting.

John LeGear/Movie Music Romance Program (Michelle, Francine, Tina)

The Events Committee movie license is for Jefferson School. The subcommittee will have more info next month.

EVENTS COMMITTEE CHAIRMAN’S REPORT

No report.

MAYOR’S REPORT

The yard signs for the “We Are Harvard” initiative are available at a cost of $10. The proceeds will help generate revenue for the Parks Foundation. Mayor Kelly will make a Facebook post clarifying the difference between the City Park Board and the Harvard Parks Foundation which are separate entitites. The Parks Foundation is a 501(c)3 organization that was created specifically to support Harvard parks. The consensus was to have the signs available for sale at the FEASTival.

UPCOMING MEETING DATE

The consensus was to have one more meeting prior to the FEASTival on July 2, 2019, at 5:30 pm to discuss map development and any other last minute details.

The next regular meeting is July 16, 2019, at 5:30 pm and to call another meeting after that if needed.

At 6:33 pm, a motion was made by Scott Logan, seconded by Michelle Luis to adjourn the meeting. All ayes. Motion carried.

https://www.cityofharvard.org/sites/default/files/fileattachments/events_committee/meeting/11121/minutesevents2019-06-18.pdf