Special Events Commission

Special Meeting

Arlington Heights, IL · July 10, 2024

Minutes

Minutes for Special Events Commission Meeting: July 11, 2024 Meeting called to order by Diane Jamieson at 7:03 p.m. in the Commissions Room at Village Hall. • Present: Kelly Barash, Diane Jamieson, Matt Fink, Laurie Mitchell, Cari Boyle, Colleen Gaughan, Karen DeZellar, Kevin Seifert, Keri Stanley, Steve Fromm • Also Present: Staff Liaison Avis Meade • Absent: Brad Katz, Jennifer Eichorn, Michelle Harris APPROVAL OF MINUTES • Minutes from May 8, 2024 were corrected to reflect that Steve Fromm was absent. Motion to approve updated minutes was made by Laurie Mitchel with a second from Kevin Seifert. OLD BUSINESS • Autumn Harvest 2024 Autumn Harvest will take place on Saturday, October 5th, 11 a.m. – 2 p.m. at North School Park. Staff will inquire with Sunshine Farms regarding petting zoo options, as they are the horse trolley vendor, and bring the straw for the scarecrows. Commissioners decided to decrease the amount of scarecrow decoration stations from 60 to 48, so that participants have more accessories. Commissioners will begin collecting donations of clothing and accessories from family/friends. Communication efforts will include the opportunity to pre-register as a team, and will also encourage people coming to bring their own donated clothing. Prizes will be donated by Arlington Heights businesses. The event will once again include pumpkin decorating, live music, crafts, food trucks, entertainment, and the book mobile. Ongoing planning will continue. Marketing will begin soon. • Tree Lighting 2024 Tree Lighting 2024 will take place on Friday, Nov. 29th, 4:30 – 6:30 p.m., with the tree lighting at 5 p.m. Trolleys have been reserved and reindeers have been hired. Staff reported that a company was found to provide a mini-bus that provides wheelchair accessibilities, for $250, 4 – 7 p.m. The Commission requested that this bus be booked in order to improve accessibility for all to attend and experience this event. A design in North School Park will be added in 2024, on behalf of the Special Events Commission. Public Works and staff will discuss options with the Park District. Commissioners will make the signage that will display the sponsors. Storage of the display will also be considered. • Hearts of Gold 2025 Efforts to solicit nominations for Hearts of Gold 2025 will begin in September, 2024. Sound issues will be addressed for 2025’s banquet. Commissioners will research teleprompter options as well. Planning will continue. NEW BUSINESS OTHER BUSINESS • Swing into Spring 2025 The commission is planning to book rides and events for Swing into Spring 2025. The date of May 17th was proposed and will be confirmed, pending Park District and Village feedback. ADJOURNMENT • A motion was made to adjourn at 7:55 p.m. by Kelly Barash with a second from Colleen Gaughan

Agenda

Agenda Village of Arlington Heights Special Events Commission Commissions Room-33 S. Arlington Heights Rd., AH 60005 July 10, 2024 7:00 PM I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES A. Special Events Commission Minutes: May 8, 2024 IV. REPORTS V. OLD BUSINESS A. Autumn Harvest 2024 B. Tree Lighting 2024 VI. NEW BUSINESS A. Hearts of Gold 2025 VII. OTHER BUSINESS VIII.PUBLIC COMMENT IX. ADJOURNMENT Persons with disabilities requiring auxiliary aids or services, such as an American Sign Language interpreter or written materials in accessible formats, should contact Erin Mercado, at 33 S. Arlington Heights Road, Arlington Heights, Illinois 60005, emercado@vah.com or (847)368-5793. Minutes for Special Events Commission Meeting: May 8 Meeting called to order by Diane Jamieson at 7:08 p.m. in the Commissions Room at Village Hall. • Present: Brad Katz, Diane Jamieson, Laurie Mitchell, Cari Boyle, Colleen Gaughan, Kelly Barash, Jennifer Eichorn, Karen DeZellar, Michelle Harris, Kevin Seifert, Keri Stanley, Steve Fromm • Also Present: Staff Liaison Avis Meade • Absent: Matt Fink APPROVAL OF MINUTES • Pending changes that MacArthur is not participating/available in Swing into Spring as mentioned in previous minutes, a motion to approve the minutes from April 24, 2024, by Brad Katz and seconded by Laurie Mitchell OLD BUSINESS • Swing into Spring 2024 Swing into Spring is scheduled for Saturday, May 18th, 11 a.m. – 2 p.m. at North School Park, with the Community Bike Race hosted by the Bicycle and Pedestrian Commission scheduled for 9 a.m. on Eastman. Volunteers are light due to timing of high school prom events. Commissioners will need to be on-site to assist for tables & chairs setup, crafts, and tattoos. Attendants will be on-site for all attractions. Staff will announce on social media, “seeking high school aged volunteers to assist with Swing into Spring for service hours. Fill out form if you are interested in participating.” Food will be Garibaldi’s Pizza and food trucks Sweet Ride, and La Catrina. St. John’s will provide vendor parking in the north lot but will need the south lot off of Eastman. Staff will place Amazon order. • Autumn Harvest 2024 Autumn Harvest will take place on Saturday, October 5th, 11 a.m. – 2 p.m. at North School Park. Kevin will call the sunshine farm to confirm a petting zoo, horses for carriage ride and hay. The Commission expressed some potential concerns for maintaining the scarecrow decorating contest as-is, and stated the need to assess volunteer time and the clothing resources required for the scarecrow decorating contest to continue at its current size/scope. Additional fall themed rides or attractions will be researched, and will be considered at future meetings. • Tree Lighting 2024 Tree Lighting 2024 will take place on Friday, Nov. 29th, 4:30 – 6:30 p.m., with the tree lighting at 5 p.m. Trolleys have been reserved and reindeers have been hired. To help improve accessibility, commissioners have inquired about a handicap accessible vehicle. An NWSRA van will be available for driving and it does have a lift for a wheelchair but it does not come with a driver, and therefore is not a viable option. Staff will inquire about a pace bus for hire and will ask the Village’s Accessibility Coordinator for suggestions. NEW BUSINESS OTHER BUSINESS ADJOURNMENT • A motion was made to adjourn at 7:38 p.m. by Brad Katz with a second from Laurie Mitchell.