McHenry Times

City of Harvard Events Committee met Sept. 15.

Here is the minutes provided by the committee:

Co-Chairman Raul Meza called the meeting to order at 5:30 pm. Committee members present: Raul Meza, Scott Logan, Lori Moller, Sonia Hernandez, Derek Malinowski, Francine Sinderson and Katie Sumano. Chairman Laura Evers was absent. Also present was Mayor Kelly.

PUBLIC COMMENT

None

MINUTES - APPROVED

A motion was made by Scott Logan, seconded by Derek Malinowski to approve the Events Committee Meeting Minutes of August 18 and Sepbember 8, 2020, as presented. All ayes. Motion carried.

TREASURER’S REPORT

Treasurer Logan stated that there were no transactions since our last meeting and moved to approve the Treasurer’s Report, seconded by Sonia Hernandez. All ayes. Motion carried.

CORRESPONDENCE

None

SUBCOMMITTEE RECOMMENDATION TO AMEND BYLAWS ARTICLE 5: SECTION 2, MEMBERSHIP REQUIREMENTS

The subcommittee (Laura Evers, Alderman Raul Meza, Scott Logan, Lori Moller) met on September 8th to discuss membership requirements. Scott reviewed the proposed amendment to the by-laws: 

➢ Section 2. Voting Committee Members:

▪ The Committee shall be comprised of nine (9) voting members (the “Members”), selected by the Executive Committee, appointed by Harvard's Mayor (the “Mayor”) and approved by a majority of the Harvard City Council (the “Council”). At least one member will be a current member of the Council.

▪ Term: The term for Members will be three years.

➢ 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 member.

➢ Section 4. All Committee Members are expected to attend monthly and other meetings, actively participate in discussions and decisions, and Chair one or more Sub-Committees. 

➢ Section 45. Non-Voting Members: Non-voting membership will be open to any interested parties with an interest in any or all of the Committee's Events.

➢ Section 56. Vacancies: Vacancies on the Committee shall be filled subject to the selection process designated in Article 2, Section 2. The appointed person shall serve the remainder of the unexpired term of the Member replaced.

➢ Section 67. Compensation – The Members shall serve without compensation.

After the Committee recommendation, Mayor Kelly would conduct a final interview prior to appointment by the City Council. After discussion, a motion was made by Scott Logan, seconded by Lori Moller to approve the amended by-laws as presented. At Sonia’s inquiry, Scott noted that meeting attendance is not mandatory and it is understood that board members will occasionally miss meetings. Mayor Kelly noted the committee was trying to get members that are involved year round, not just for a specific event for the entire year. All ayes. Motion carried.

COMMUNITY MOVIE NIGHT

The Committee reviewed email correspondence from Swank Movie Licensing which indicated they can preserve the Committee’s loyalty rate of $517 by pushing the start date of our renewal out as far as September, 2021 and adding 6 months to our next term (18 months total). The item was tabled until the

next meeting; Lori will contact Swank Movie Licensing to clarify that payment would be deferred until September, 2021.

CHRISTMAS IN HARVARD

• Advertising (Raul/Derek/Haley)

o The Committee reviewed the revised CIH logo’s submitted by Derek and Jackie as attached. A poll was conducted: Katie #3, Mayor #1 or #3; Sonia #3; Francine #2 or #3; Lori #1 or #3, Scott #1, #2, # 3, #4, #7. Raul thought they all looked good and didn’t have a specific choice. Option #3 seemed to be the preferred option and will be incorporated in the poster.

o Will hold off on actual marketing until after Halloween.

• Christmas Tree Project (Laura) No Report

• Coloring Contest (Janet): No Report

• Holiday Decorating Contest (Francine/Katie)

o The consensus was to hold two contests, business and residential. There was discussion on having both indoor/outdoor for the residential contest, as separate categories, but there might not be any way to verify the pictures submitted for an indoor category.

• Sponsorship (Laura) No Report

• Visit with Santa (Women For Harvard)

o Sonia Hernandez updated the Committee on the Women for Harvard’s discussion whether to hold the event. As of right now, they probably won’t have it as there too many variables to consider. Visit with Santa will be taken off the schedule, but should Women for Harvard decide by November 1st to have the event, Sonia can let the committee know. Lori will contact Starline to advise we will not need their facility for this year and request that we be penciled in for the first Saturday in 2021.

NEW BUSINESS/OTHER EVENTS

Super Hero Mother-Son Dance 2021 (Katie)

Katie is hoping to have the event around Mother’s Day 2021.

Independence Day Celebration (Scott)

• Scott reviewed a draft proposal and preliminary budget for an Independence Day Celebration in 2021from 5-9 pm (see attached). Park Shelter Rental will be added at a estimated cost of $250. • The event would be low-key and would be free to the public (admission and parking) with a few food truck vendors at no charge to the vendor.

• Scott contacted Mad Bomber Fireworks and Ulimate FX. Mad Bomber Fireworks indicated that fireworks on the 4th is a problem as cost starts at $20,000, but they could do July 3rd. Since July 4th falls on Sunday, it wouldn’t be a problem to have the event on Saturday, July 3rd. Both companies are available July 3rd and recommended booking our event as soon as possible. One of the keys for the budget will be sponsorship, particularly a major sponsor for the fireworks. Alderman Meza will mention at the next City Council Meeting that the Events Committee will be asking the Finance Committee to consider setting aside $5,000 for the fireworks.

• Entertainment suggestions were the Harvard Community Band and/or PF Flatheads. Andy Spitson is a local member of PF Flatheads; their group performed at the Balloon Fest. A flatbed trailer/hayrack could be used as a stage.

A motion was made by Scott Logan, seconded by Derek Malinowski to preliminarily move ahead with Indepence Day 2021 as presented. All ayes. Motion carried.

EVENTS COMMITTEE CHAIRMAN’S REPORT

No report.

MAYOR’S REPORT

Mayor Kelly reported that the state has been asked for direction on Halloween, but the answer so far is we’re not likely to get any guidance so it will be up to the City Council to decide what to do.

There is still one open seat on the Events Committee. The consensus was to have Katie put something out on Facebook.

UPCOMING MEETING DATE

The next regular meeting is October 20, 2020, at 5:30 pm to be held at HFPD provided it is available.

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

https://www.cityofharvard.org/sites/default/files/fileattachments/events_committee/meeting/12731/minutesevents2020-09-15.pdf