Family Days Commission

FAMILY DAYS COMMISSION MINUTES VILLAGE OF DEEFIELD Monday, June 1, 2015 The Family Days Commission met in the Community Conference Room of the Village Hall at 4:00 p.m. on Monday, June 1, 2015. In attendance were: Present: John Coughenour, Co-Chair Barb Reich, Co-Chair Phil Bettiker, Commissioner, Angie Butera, Commissioner Mike Butera, Commissioner Judy Geuder, Commissioner Barry Gray, Commissioner Ed Seidman, Commissioner Jennifer Davis, Flower Show Mike Delaney, Lions Club/Parade Esther Finne, Poster Contest Herb Isaacs, Dog Show Susan Karp, Silent Auction Also Present: David Fitzgerald, Management Analyst Sam Barghi, Administrative Intern Tom Keane, Deputy Chief of Police Brian McCarthy, Fire Protection District Jay Zahn, Park District Minutes Commissioner Geuder made a motion to amend the minutes, which passed unanimously. Co- Chair Reich made a motion to approve the May 4, 2015, minutes and Commissioner Gray seconded the motion. The motion passed unanimously. Public Comment Administrative Intern Barghi introduced himself to the Commission and Committee members. Committee Reports a. Bike Parade Commissioner Mike Butera reported that the bike parade is ready and the gift bags are set. Mr. Butera thanked the Police and Fire Departments for all their help throughout the process. Mr. Butera also said that 200 honorable mention ribbons have been ordered, and they will save the extras for next year. Co-Chair Reich recommended that if the ribbon prices were good, the Committee should get the same amount for next year. b. Dog Show Herb Isaacs reported that every dog he has spoken with is very excited. The Barking Lot will be the sponsor and he will connect with them to finalize details. Awards will be given to: tallest dog, smallest dog, longest and shortest tail, most obedient, and the pet/owner look-a-like contest winner. All the judges are in the place, and it will have the June 1, 2015, Family Days Minutes, Page 1  FAMILY DAYS COMMISSION MINUTES VILLAGE OF DEEFIELD Monday, June 1, 2015 same set-up as last year under the trees. Co-Chair Reich asked the group to email Mr. Isaacs with any ideas or suggestions for improving the dog show competition. c. Flower Show Jennifer Davis reported that she has the vases in hand and is getting ready to put up brochures all over town and put notices in the Deerfield Review and the Deerfield Patch. Management Analyst Fitzgerald said he will also put information up on Channel 10. Susan Karp recommended displaying information in the Metra Station. Jay Zahn said he can put up posters in the parks. d. Poster Contest Esther Finne reported that all of the elementary schools are covered. There will be two ads in the Deerfield Review in June, and posters will be put up around town, wherever it is allowed, to promote the event. e. Optimist Sale Co-Chair. Reich said the sale will consist of selling wrist bands and collecting donations. f. Parade Mike Delaney reported that the budget has been all spent. To date, there are 30-40 participants in the parade, but they normally have about 50 at this point. Mr. Delaney reminded the group that no candy is to be thrown into the crowd. Mr. Butera said the Lions Club will not be able to assist in organizing next year, but they are interested in helping on site. Mr. Butera also mentioned that Mike Delaney was honored with the Humanitarian award from the Alliance Club. Co-Chair Reich reported that Commission Geuder would take over the parade next year. Next year, the road construction will affect the parade route, which was confirmed by Mr. Fitzgerald. g. Rotary 10K Race Commissioner Gray reported that the 49th annual race will be at 8 a.m. on July 4. Paramedics from the Fire Department will be on-scene and Deerfield Police Officers will be on the bikes throughout the course. The Boy Scouts will also help on the course. Online registration is set up thru the Village website and it is now open. Medals, trophies, and light blue shirts have been ordered. The committee is on-track for a great race. h. Silent Auction Committee Chair Karp reported on the third annual silent auction. She has been in talks with Mr. Zahn for pavilion setup, and already has volunteers to work with her. Ms. Geuder will assist with check-in and helping secure donations for the auction. Ms. Karp asked Mr. Fitzgerald for directional signs for the day-of the event. Ms. Karp said that cash and checks will be the preferred payment options, but there will be a convenience charge for those that choose the credit/debit option. i. Arts and Crafts Ms. Geuder reported that she has received 17 applications to date with many new vendors. A second email has been sent to vendors that have previously participated but have not contacted us yet. She expects a flurry of activity in June. Entertainment/Stage Mr. Butera said that the final payments have been arraigned by Mr. Fitzgerald. Energy Productions wants to do a walk-through prior to the event to get a general idea for the layout. June 1, 2015, Family Days Minutes, Page 2  FAMILY DAYS COMMISSION MINUTES VILLAGE OF DEEFIELD Monday, June 1, 2015 Food Vendors Co-Chair Coughenour reported that Judy’s pizza is the only change from last time. Mr. Fitzgerald stated that he needs their prices as soon as possible. Ms. Reich asked if Tropical Chill is aware that they cannot go where they were last year because they will not be provided power this year. Co-Chair Coughenour said he will confirm if they are bringing a generator. Sponsorship/Brochure Next year, the road construction will affect the parade route, which was confirmed by Mr. Fitzgerald. Co-Chair Reich reported that almost $17,000 has been raised so far, and she just received another sponsorship for $1,000 today. Police Update Deputy Police Chief Keane reported that there is status quo so far. They have addressed security for both days and are trying to have extra patrols in busy areas. For emergency weather planning, Mr. Keane said that everyone needs to be on the same page for lightning because, at the first bolt, events will be canceled. Co-Chair. Reich said that there has been confusion in the past in planning for these types of emergencies, so they will plan accordingly this year. Mr. Keane will follow-up and make sure Ms. Reich knows their plan. Fire Update Fire Marshal McCarthy reported that the Fire Protection District will have engines out by mid- afternoon. They are hoping to hire people back for the weekend, and on-duty crews will be at the race and parade. Date for Family Days Dinner Ms. Reich said the Dinner will be tentatively held on August 11. Commission Comments Mr. Delaney said he believes there should be portable bathrooms at the beginning of the parade. Mr. Coughenour confirmed that they will be there. Mr. Delaney reported that the historic society may not be able or willing to be parade marshals, and we need to find someone to step in, so we do not change the theme. Ms. Reich suggested Penny Isaacs, who has been an outstanding member of the historical society. Mr. Delaney said the whole historical society be the marshals. Adjournment Co-Chair Reich made a motion to adjourn. Ms. Geuder seconded the motion. The motion passed unanimously. The meeting adjourned at 4:58 p.m. Respectfully Submitted, Sam Barghi Administrative Intern June 1, 2015, Family Days Minutes, Page 3