McHenry Times

City of Harvard Events Committee met Oct. 20.

Here is the minutes provided by the committee:

Chairman Laura 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, Francine Sinderson and Katie Sumano. A quorum was present. Also in attendance was Mayor Kelly.

PUBLIC COMMENT

None

MINUTES - APPROVED

A motion was made by Scott Logan, seconded by Raul Meza to approve the Events Committee Meeting Minutes September 15, 2020, as presented. All ayes. Motion carried.

TREASURER’S REPORT

Treasurer Logan stated there have not been any transactions since our last meeting.

CORRESPONDENCE

None

COMMUNITY MOVIE NIGHT

Lori followed up with Swank Movie Licensing to confirm that payment for the movie night license renewal would be deferred until September, 2021, with a bill date in August, 2021. If something changes and the licensing is needed earlier, Swank will update upon our request.

HARVARD BROADCASTING INC. DONATION

Harvard Broadcasting Inc. would like to donate 4 speakers and stands to the Harvard Events Committee, valued at around $1,250. They are trying get a screen donated as well. Jay will send Laura pictures of the speakers. Will need to verify if the donation includes an amplifier. A motion was made by Scott Logan, seconded by Derek Malinowski to graciously accept their donation. All ayes. Motion carried.

There was additional discussion of future storage for the speakers and other Events Committee items. The speakers will need to be stored somewhere moderately climate controlled. Mayor Kelly indicated there may be space at City Hall, perhaps in the current office space designated to the EDC.

CHRISTMAS IN HARVARD

Lori contacted Starline Factory to take Christmas in Harvard off this year’s calendar and to book the first Saturday in December, 2021.

Advertising (Raul/Derek/Haley)

Option #3 seemed to be the preferred option for the CIH logos as discussed at the last meeting and will be incorporated in the poster.

Each of the CIH activities (decorating contest, coloring contest and tree decorating project) will be advertised on Facebook as separate posts. Derek will reach out to individual chairmen to get specifics.

Christmas Tree Project (Laura)

Dr. John Minalt, Conifera Trees will donate small trees and has already ordered them. Laura has reached out to Chris Cznarowski, Bens Christmas Trees and is awaiting his reply. There are 32 planters that can be utilized if we use smaller trees. If another source is needed, Laura will contact Oneys.

Laura noted that volunteers will be needed to put the trees in the bases. Structured rules will be established for the project.

Susan Lewis with St. Paul Lutheran Church contacted Laura expressing interest; they plan on decorating their tree with hats, gloves and scarves that will be gift wrapped for people to take as needed.

After discussion, the consensus was that tree sponsorship should be $25 per tree plus a separate security deposit of $25 (preferably two checks) to ensure that decorations are removed according to the project rules, at which time the deposit would be returned.

Coloring Contest (Janet)

Laura will contact Janet to find out the status of the coloring contest.

Holiday Decorating Contest (Francine/Katie)

There will be two contests, business and residential.

Sponsorship (Laura)

The overall budget was previously set at $500 so Laura will seek (10) $50 sponsors. Sponsors could be listed on Facebook, the digital sign at 5-points and a thank you on the January water bill. After discussion, Laura will check with American Family Insurance who was last year’s coloring contest sponsor at $300 to see if they are interested in sponsoring again this year. If so, that would bring total sponsorship to $800.

INDEPENDENCE DAY CELEBRATION JULY 3, 2020 (SCOTT)

Scott reviewed a proposed agreement with Mad Bomber Fireworks for a 30 minute show on July 3rd, 2021, at a cost of $10,000. Scott commented that if we get more sponsorship than what is in the budget, additional fireworks could be added. A motion was made by Lori Moller, seconded by Scott Logan to seek permission from the City Council to authorize Mayor Kelly’s execution of the agreement. Roll call vote: Laura Evers, aye; Raul Meza, aye; Lori Moller, aye; Scott Logan, aye; Sonia Hernandez, aye; Derek Malinowski, aye; Francine Sinderson, aye and Katie Sumano, aye. Motion approved eight to zero.

The event is intended to be a small, hometown type event geared towards our community with no admission or parking charge, with a tentative time frame from 5-10 pm. Scott reviewed a list of local community organizations that he hopes to get involved with some of the activities throughout the day. Activities discussed were several food trucks, a youth parade that could start at Washington School, pie in-the face raffle with local dignitaries, bags/cornhole (either free use and/or contests), baseball/football/soccer contests, ice cream social, cake walk and a contest for a youth fireworks captain. Also suggested was to ask the Boys League if they would be interested in holding their annual cookout on the same day at Milky Way Park. Mayor Kelly noted that the baseball fields at Milky Way Park might be in too close proximity to the fireworks to hold games at Milky Way.

Derek will contact PF and the Flatheads and Southern Jack to see if they would be available for entertainment and what their charge would be. If low cost entertainment is unavailable, recorded music could be pumped through the speakers. Also suggested was to ask WHIW if they would be interested in participating.

SUPER HERO MOTHER-SON DANCE 2021 (KATIE)

Nothing new to report.

NEW BUSINESS/OTHER EVENTS

Mayor Kelly suggested some type of snowmobile races partnering with the local Snowgophers Snowmobile Club or remote controlled drone racing for future outdoor events. Also suggested was a golf outing for next year.

EVENTS COMMITTEE CHAIRMAN’S REPORT

Chairman Evers reported that 35 people from various not-for-profit organizations showed up to help plant trees at Milky Way Park in partnership with the Parks Dept. and the Land Conservancy of McHenry County who donated 11 Burr Oak trees.

Will McKay is interested in becoming a member of the Events Committee. Laura is coordinating schedules to conduct an interview with the Executive Board, perhaps either October 26th or November 2nd.

MAYOR’S REPORT

No additional report.

UPCOMING MEETING DATE

The next regular meeting is November 17, 2020, at 5:30 pm to be held at HFPD.

At 6:25 pm, a motion was made by Derek Malinowski, seconded by Francine Sinderson to adjourn the meeting. All ayes. Motion carried.

https://www.cityofharvard.org/sites/default/files/fileattachments/events_committee/meeting/12741/minutesevents2020-10-20.pdf