McHenry Times

City of Harvard Events Committee met Feb. 16.

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, Derek Malinowski, Francine Sinderson and Katie Sumano. Sonia Hernandez was absent. 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 of January 19, 2021, as presented. All ayes. Motion carried.

TREASURER’S REPORT

Treasurer Logan reviewed the Treasurer’s Report. Pending sponsorship for the Feastival: Hartwig Plumbing - $5,000; Brown Bear Daycare - $5,000 and Logan Actuator - $250. A motion was made by Scott Logan, seconded by Lori Moller to accept the Treasurer’s Report as presented. All ayes. Motion carried.

CORRESPONDENCE

A thank-you letter was received from the Harvard Christmas Giving Tree for our donation which reflects sponsorship received from the Ayer St. Christmas Tree Project.

CONSIDER COVERING THE PRINTING/MAILING COST OF $52 TO COVER FLYER FOR METHODIST CHURCH DRIVE UP EASTER EVENT ON APRIL 3, 2021 - APPROVED The Methodist Church requested that mention be made on the water bill of their upcoming Drive Through Easter Event. In the past, the Events Committee has supported their event and run copies of the flyer for school distribution. Mark Dion was going to ask the church committee if they would be interested in including a flyer, pending Events Committee approval to cover the cost, but he has’t confirmed yet. A motion was made by Scott Logan, seconded by Lori Moller to approve an expenditure of $52 to cover the cost to include a flyer in the City waterbill for the First United Methodist Church Drive Up Easter Event on April 3, 2021, with the stipulation that Derek have something that can be put on the reverse side for the Feastival. All ayes. Motion carried.

INDEPENDENCE DAY CELEBRATION JULY 3, 2021 2 – 10 pm (Scott) The Committee has decided to combine the Independence Day Celebration on July 3rd with the annual Food Truck Feastival. The Committee reviewed the logo Katie put together using Red, White & Blue Festival and discussed a concern that “Independence Day Celebration” might be confusing as the event is not on July 4th. The name was changed to the “Red, White and Blue Feastival”. Derek reviewed the logo designs that he and Jackie worked on and will incorporate Katie’s logo and forward to Lori for committee distribution.

Independence Day Subcommittees/Reports:

Advertising/Promotion (Derek, Sonia, Katie)

The Committee discussed timing of the event and potential activities that would be run by various organizations (roast corn on the cob, kite flying, softball/football games, tug of war, pie in the face raffle, cornhole, ice cream social, face painting, petting zoo, pony rides and pie eating contest). Many of the events would run concurrently. Laura contacted the Health Dept. and food trucks need to be ready, in place and at temperature 2 hours prior to the start of the event for inspection. Fireworks will start around 8:45 – 9 pm.

The committee discussed having two musical acts, one from 3-5 pm and the other from 6-8 pm. Katie will look for an interactive mariachi band to perform from 5 – 6 pm. A mariachi band could also perform around 8 pm.

A motion was made by Derek Malinowski, seconded by Scott Logan that the timeframe for the event will be 2 – 10 pm, with entertainment to start at 3 pm. All ayes. Motion carried.

The advertising budget is $1,000 and would be done through Facebook, posters, the sign at 5-points, banners and 18” x 24” yard signs.

Cleanup (Francine)

A cleanup crew will be needed throughout the day and the following morning. City staff can put out barrels similar to Milk Days/Balloon Fest. It was suggested to reach out to Falcon to see if they would be interested in partnering as an inkind sponsor, similar to their participation for the Balloon Fest.

Entertainment (Derek)

Derek has been in touch with several bands: Neverly Brothers $4,000 for a 2 hour show; Southern Jack $900 for a 2 hour show and Kevin Purcell around $1,500. Katie said the normal charge for a mariachi band is $500/hour. Another option to having two mariachi bands was to contact Korey Coffer to see if the Harvard Community Band might be interested in playing the last 45 minutes before fireworks. Entertainment budget set at $3,000. Stage & Accessories budget was increased to $2,300 (includes Dave Jack Sound Production at $1,200 and $1,100 for the balance due for the stage).

Fireworks (Scott)

Already discussed.

Food Vendors (Lori, Laura, Katie)

Laura/Lori asked for feedback as to the number of food trucks/vendors. The 2018 and 2019 Feastival had 12 and 14 vendors respectively; vendor feedback indicated we had the perfect number of vendors. The budget is based on 15 vendors. Mayor Kelly suggested 12 vendors so they have better opportunity to make money and want to come back the following year.

Vendors will be charged $150 for their space which will include the cost of the health department permit. The Events Committee will cover the cost for a blanket permit estimated at $615/15 vendors (to be adjusted based on number of actual vendors). The Committee discussed whether to allow electric hookup or require vendors to be self-contained. The consensus was that vendors could be offered the option of electic hookup and would be charged any additional fee that might be incurred by Blue Ribbon Electric. This can be determined once a layout is established for the stage and vendor placement.

The Beer Tent will be located under the east pavilion with picnic tables and serving tables from the City.

There may also be an electric cost for the stage and any spiderboxes that may be needed depending on the location of the stage. Derek will talk with Dave Jack on their electric requirements.

Grounds Layout (Derek/Mayor)

The Committee discussed renting balloon lights similar to what was used for the Balloon Fest in addition to the parking lot lights. An additional option would be to ask Bryce if the parking lot lights can be turned around and directed into the park.

Organization Liaison (Scott/Laura)

Laura has a couple volunteers that will assist with organization liaison.

Porta pots/Dumpster

Mayor Kelly will arrange for porta pots and a dumpster with a budgeted amount of $800-900. The Health Dept. recommended signage and hand sanitizers depending on where we’re at with Covid regulations. Laura will contact Rush Creek Distilling about a donation of hand sanitizer.

Sponsorship (Laura/Lori))

We have two presenting sponsors: Hartwig Plumbing & Heating (overall sponsor) and Brown Bear Daycare (stage). Sponsorship received to date is $10,250. A letter will go out to potential sponsors with available sponsor tiers of $500, $250, $100 and $50.

Budget

Scott will adjust the budget based on Committee discussion.

Request that City Council waive the Park Reservation Fee

Scott brought up the request to the Park Board at their last meeting to waive the park reservation fee which was estimated by Dave Nelson to be $500. The Park Board recommended approval to be brought before the City Council at their next meeting. Scott will attend the meeting to address any questions that might be brought up.

SUPER HERO MOTHER-SON DANCE 2021 (Katie)

Katie is postponing the super hero mother-son dance until May, 2022 closer to Mother’s Day.

NEW BUSINESS/OTHER EVENTS

Karen Sutera, Harvard Diggins Library, contacted Lori to discuss having outdoor movies at the library during the summer. As part of their license, the library can show outdoor movies throughout the summer at the library at no additional cost. There are a lot of different movies to choose from. Laura and Lori will work out the details with Karen.

EVENTS COMMITTEE CHAIRMAN’S REPORT

No additional report.

MAYOR’S REPORT

No additional report.

UPCOMING MEETING DATE

The next regular meeting is March 16, 2021, at 5:30 pm which will be a live in person meeting, location to be determined.

At 6:43 pm, a motion was made by Scott Logan, seconded by Francine Sincerson to adjourn the meeting. All ayes. Motion carried.

https://www.cityofharvard.org/sites/default/files/fileattachments/events_committee/meeting/14201/minutesevents2021-02-16.pdf