Village Council

DECATUR DAY PLANNING Monday, July 13, 2026 COMMITTEE MEETING  VILLAGE OF DECATUR REGULAR DECATUR DAY PLANNING COMMITTEE MEETING Monday, July 13, 2026 – 4:00 PM Village Hall – 114 N. Phelps Street, Decatur, MI 49045 4:00 PM DECATUR DAY PLANNING COMMITTEE MEETING (Action to be taken by the Committee on the following agenda items) Note: Please be courteous and turn off cell phones during the meeting. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL (Excused Absences if Any) 4. PUBLIC COMMENTS 5. APPROVAL OF CONSENT AGENDA ITEMS 5A.1 – Approval of the Regular Meeting Agenda for July 13, 2026 5A.2 – Approval of the Regular Meeting Minutes from March 9, 2026 6. COMMUNICATIONS TO THE COMMITTEE – PRESENTATIONS & GUESTS None 7. UNFINISHED BUSINESS 7A.1 – Discussion regarding: Entertainment & Music, Budget, Volunteers, Vendors, Festival Maps, Public Safety, Services, and more 8. NEW BUSINESS None 9. PUBLIC COMMENTS- SECOND OPPORTUNITY 10. COMMITTEE MEMBER COMMENTS 11. ADJOURNMENT PLEASE NOTE AUDIENCE PARTICIPATION: Members of the audience may address the Committee during public hearings and under “Public Comment.” Please limit your comments to three minutes or less per item. Please step up to the Podium and state your name and address. The proposed process for items listed under the agenda items above shall be as follows: 1. Announcement of the agenda item by the Chairperson. 2. Verbal report provided by staff. 3. The Chairperson asks Committee members if they have any questions for staff to clarify the staff report. 4. Motion is made by a Committee member and seconded by another Committee member. 5. The Chair then calls on Committee members to discuss the motion if Committee members wish to discuss. 6. The Chair calls for a vote on the item after a discussion has occurred.  Village of Decatur Decatur Day ‘26 Planning Committee, Downtown Development Authority Subcommittee Monday, March 9, 2026, at 4:00 pm Village Hall, 114 N. Phelps Street Decatur, MI 49045 I. Call to Order Pentland called the meeting to order at 4:00 pm II. Pledge of Allegiance III. Roll Call Shantel Pentland (Village Administrative Assistant), Megan Duncan (Village Clerk/Treasurer), Amber Osha (Village Deputy Clerk/Treasurer), Randy Haun (DHQR/ DHFD) excused, Harvey Beute (Village Council Trustee/ Community Representative) excused, Amy Jimenez (Harding’s/ DHFD/ DHFD Auxiliary) excused, Jami Swihart (Honor Credit Union) excused, Kiera Dillenbeck (First State Bank) excused, Nicki Hostetler (Car Show Organizer) excused, Nicky Fassett (Parks & Rec Committee/Community Representative) excused, Kevin Christensen (Final Gravity/Stillhouse), Michael Christensen (Final Gravity/Stillhouse), Kevin Conklin (VFW Post 6248) excused, Ted Rigg (Decatur Police Dept.), Tom VanDerWoude (Decatur Police Dept.), Freddy Leffler (Dept. of Public Works) excused IV. Public Comments None V. Approval of Consent Agenda Items Osha offered a motion to approve the agenda for March 9, 2026, and the regular meeting minutes from January 12, 2026, supported by VanDerWoude, carried unanimously 7-0. VI. Communications to the Committee- Presentations & Guests None VII. Unfinished Business 7A.1 – The following updates were provided, with discussion: o Staff is working on marketing materials. Christensen offered a contact for an associate who has mentioned she would assist with event promotion and marketing strategies. 1|Page  o Staff is diligently working to create a Facebook event and official event poster; both will be finalized once the entertainment schedule is set. o Vendor emails will be going out the week of March 16, 2026. Sponsorship packets will be going out to over 150 local businesses the week of March 9, 2026. Final Gravity/Decatur Stillhouse will assist with securing sponsorships. o Republic Services will be offering an In-Kind donation of a 20-yard roll-off dumpster and fifteen 96-gallon roll-away carts for this event. o Pride Portable Toilets will be offering discounted services as an In-Kind donation and will price- match 2025 at $1,050. o Sebastian Sound is confirmed to provide sound, stage, and lighting services. A quote has not been provided. o Drew Stull has confirmed he will coordinate the Cornhole tournament. o Staff is working to secure musical entertainment for the day- 4 sets. Green Dance Academy has confirmed their participation. o Open Arms Petting Farm is confirmed for the event at a cost of $1,325, which is slightly higher than the cost in 2025. VIII. New Business None IX. Public Comments- Second Opportunity None X. Decatur Day Planning Committee Comments Pentland thanked all Planning Committee members for attending. VanDerWoude expressed that the VFW's assistance with offering a bingo tent is awesome. XI. Adjournment VanDerWoude offered a motion to adjourn the meeting at 4:27 pm, with support from Osha, carried unanimously 7-0. Minutes submitted by: Shantel Pentland, Administrative Assistant 2|Page