City of Harvard Event Committee met April 21

By Angelica Saylo Pilo

Jun 18, 2020

City of Harvard Event Committee met April 21.

Here is the agenda provided by the committee:

Chairman Evers called the meeting to order at 5:30 pm. Committee members present: Laura Evers, Raul Meza, Scott Logan, Lori Moller, Sonia Hernandez, Derek Malinowski and Katie Sumano. Members Kim Raciborski and Francine Sinderson were absent. A quorum was present. Also present were Mayor Kelly and Jaki Berggren, Executive Director, Visit McHenry County.

PUBLIC COMMENT

None

MINUTES - APPROVED

A motion was made by Scott Logan, seconded by Sonia Hernandez to approve the Events Committee Meeting Minutes of February 18, 2020, as presented. All ayes. Motion carried.

TREASURER’S REPORT - APPROVED

Treasurer Scott Logan reviewed the Treasurer’s Report and made a motion, seconded by Lori Moller to accept the report as presented. All ayes. Motion carried.

CORRESPONDENCE

None

COMMUNITY MOVIE NIGHT

Community Movie Night is on hold due to COVID-19 and hopefully will resume in the fall pending further direction from the State.

EVENTS COMMITTEE MEMBERSHIP RECOMMENDATIONS TO THE CITY COUNCIL

A motion was made by Scott Logan, seconded by Sonia Hernandez to accept Kim Raciborski’s resignation from the Events Committee, with regrets. All ayes. Motion carried.

ESTABLISH SUBCOMMITTEE TO DEVELOP POSITION DESCRIPTION FOR EVENTS COMMITTEE

Chairman Evers recommended that a subcommittee be formed to develop a description for Events Committee membership in order to vet people a little better and to make sure they understand what they’re getting into and what’s expected. Once requirements are set, a vacancy can be created with interviews conducted by the subcommittee with a recommendation to the full committee of the final two candidates. A motion was made by Scott Logan, seconded by Derek Malinowski to establish a subcommittee for membership recommendation and requirements consisting of the Chairman, Vice-Chairman, Treasurer and Secretary. All ayes. Motion carried.

A subcommittee meeting will be set up and posted with a report to the full Committee at the May meeting.

FOOD TRUCK FEASTIVAL – SEPTEMBER 19, 2020

Mayor Kelly joined the meeting at 5:38 pm.

The Committee discussed whether to move forward or cancel the event pending further direction from the State or to postpone the event until 2021. Areas of discussion:

• Derek will contact American Mobil Staging to find out if our deposit could be carried forward to 2021 if the Feastival is cancelled due to COVID-19.

• We have received vendor applications from three food trucks. Chairman Evers related that one of Kim’s frustrations was a lack of response from food vendors.

• Scott suggested that the Committee somehow move forward perhaps with a low key event with a few food trucks, piped in music and yard games making the event free to the public. There would still be some expenses such as park rental, portapots and license fees.

• Derek related that he hasn’t had any calls from the bands inquiring about the event and that deposits haven’t been given to any of the acts yet.

• Getting sponsors is a concern as we may not get sufficient sponsorship to support the event. Many of our past sponsors aren’t open or are operating on a limited basis.

• The Committee will need to determine if the payoff is worth the risk of moving forward.

• Jaki with Visit McHenry County reported that groups throughout the county are facing the same thing with different decisions being made to postpone or cancel events. She thought there would be people that will not come to any events this season even when the shelter in place is lifted because they’re scared and others that would be raring to go and not scared or worried at all that would go to events if they’re able to be held. She and others in the travel industry feel that travel and tourism would eventually come back and are confident that the tourism industry will help get the economy going again. She suggested waiting a month, perhaps two, before making a final decision and asked that the Committee let her know when a decision is made. Visit McHenry County will help push out decisions and promote our events when we’re ready to move forward.

• The consensus was to delay a decision until the next meeting pending further guidance from the State to make a more informed decision.

The Committee reviewed the proposed color designs for the updated Feastival logo with a consensus to delay a decision until the next meeting.

CHRISTMAS IN HARVARD

Christmas in Harvard was tabled until the next meeting.

Alderman Meza joined the meeting at 6:08 pm.

NEW BUSINESS/OTHER EVENTS

Super Hero Mother-Son Dance (Katie)

Katie would like to reschedule the Super Hero Mother-Son Dance until May 1, 2021.

Fourth of July 2021 (Scott) No report

EVENTS COMMITTEE CHAIRMAN’S REPORT

No report

MAYOR’S REPORT