Family Days Commission

Minutes FAMILY DAYS COMMISSION May 8, 2017 4:00 P.M. The Family Days Committee met in the Executive Board Room of the Village Hall at 4:00 p.m. on Monday, May 8, 2017. In attendance were: Present: Barb Reich, Co-Chair John Coughenour, Co-Chair Phil Bettiker Angie Butera Michele Edelmuth Ester Finne Judy Geuder Barry Gray Susan Karp Janet Youngberg Also Present: Bill Annen, Commander Greg Hury, Commander Tom Keane, Deputy Police Chief Justin Keenan, PW Analyst Brian McCarthy, Fire Department Jeff Nehila, Park District Director Jay Zahn, Director of Parks Minutes Commissioner Grey made a motion to approve the April 3, 2017, minutes and Commissioner Geuder seconded the motion. The motion passed unanimously. Public Comment There were no comments from the public. New Business a. Commission Vacancy Co-Chair Reich informed the Commission that Ed Seidman had resigned his position. She asked the Commission to think of possible replacement and have them submit an application. Committee Reports a. Bike Parade Commission Butera informed the commission that the bike parade has been organized and is ready for the event. She asked Staff Liaison Keenan to ensure that the parking lot is cleaned with a street sweeper before the event. b. Dog Show Co-Chair Reich informed the commission that due to a water service break on their property, she is not sure if the Barking Lot planned to be involved this year. She is still waiting to hear back. Pet People has once again signed up to hand out goody bags. Committee member Karp requested a goody bag for the silent auction. c. Flower Show Committee member Youngberg informed the Commission that everything is set up for this years event. However, she is looking for more volunteers. Co-Chair Reich mentioned that she could send her an email to see if she could find the  Minutes FAMILY DAYS COMMISSION May 8, 2017 4:00 P.M. Flower Shower additional volunteers. Co-Chair Reich asked if the flower show could be advertised in D-Tales to draw in more participants. d. Poster Contest Committee Member Finne informed the Commission that she is beginning to work with schools and the Deerfield Park District to get the event up and running. She will have more to report at our June meeting. Co-Chair Reich asked Finne to send Staff Liaison Keenan updated information to place on the website. e. Optimist Sale Commissioner Edelmuth is still looking for volunteers to help collect money on July 3rd. She will continue discussing this with the Optimist Club and other sources. Edelmuth also mentioned purchasing two 35 gallon galvanized steel drums. She intends to create decorative tops for the drums and place one at each side of the senior center for the firework show. f. Parade Commissioner Geuder informed the commission that she was able to replace all of the bands that dropped out this year. However, she has only received 11 applications for the parade. She plans to send out emails to attract more attendees. Commissioner Geuder asked that the Police Department once again stage the busses on Chestnut for pick up after the event ends. She also asked Staff Liaison Keenan to work with her to create bus route maps. g. Rotary Race Commissioner Grey informed the commission that the race form had to be changed this year due to new Cara registrations. He also stated that Staff Liaison Keenan would write a letter to request police and fire protection for the event. Additionally, Boy Scouts and the High School Interact Club will be volunteering to help race operations. h. Bazaar (Arts/Crafts) Co-Chair Reich informed the commission that the name has been changed to Bazaar from Arts and Crafts and that 9 vendors have signed up for the event so far. i. Silent Auction Committee Member Karp said that she has been in contact with Staff Liaison Keenan to begin mailing out fliers for the event. She will also work with Staff Liaison Keenan to ensure that the correct amounts for each item are paid to the Village and tracked. j. Entertainment/rides, etc. Commission Butera informed the commission that contracts have been signed and submitted for the rides, DJ and stage. She also stated that a new carnival games company – Johns Concessions will pay the commission $1,200 to participate this year. There will not be a presale this year for wristbands. k. Porta-Potty Rentals Co-Chair John said that the contract has been signed by Waste Management and everything is set up. Commissioner Butera asked if it would be possible for a porta-potty by the stage for energy productions. However, the Commission raised concerns that that location could be problematic. l. Fireworks Staff Liaison Keenan informed the committee that the firework contract has been signed with Mad Bomber. Fire Marshal Brian McCarthy mentioned that Mad Bomber still needs to submit their state permit to the fire department. Keenan  Minutes FAMILY DAYS COMMISSION May 8, 2017 4:00 P.M. stated he would contact Mad Bomber tomorrow to ask them to turn in the permit. m. Food Vendors Co-Chair Coughenour informed the Commission that Tiki Hut and the ice cream vendor have submitted their applications and payment. However, he is still waiting on applications from two other vendors. n. Fire Department Fire Marshall Brian McCarthy informed the commission that the stage needs to be inspected before the July 3rd event. He requested that the Commission work with the Deerfield Building Department to inspect the stage since he does not have that certification. He also stated that the food vendors need to have their tent/canopy/positioning inspected to ensure that there is enough room for emergencies. McCarthy will work with Co-Chair Coughenour to ensure that all regulations are followed. The Commission also discussed informing the DJ of any emergency procedures before the event so that they can relay those to the crowd over the speaker system. o. Police Department Deputy-Chief Keane informed the Commission that the Kates Road Bridge will be open to pedestrian traffic during the July 3rd firework show. However, the bridge will be closed at least a half hour before the event for safety. The Commission also discussed the issues faced with parking in Bristol Estates and the park district parking lot. p. Park District Director of Parks Zahn discussed the location of the public works generator and will work with the Village to have it placed correctly on July 3rd. Co-Chair Reich requested that Park District employees meet at Jewett Park at 6am instead of 7am on July 4. Zahn stated that having employees arrive at 6am would not be a problem. Other Items for Consideration Co-Chair Reich discussed working with the Village on ordering the two dumpsters and the cardboard garbage cans. Co-Chair Reich asked that the Village order 200 garbage cans for the event. Commissioner Butera mentioned that the Family Days brochure shows the arts and crafts event starts at 7:30am. This should be changed to 8am. Next Meeting The next meeting is scheduled for June 5, 2017. Adjournment Commissioner Grey motioned to adjourn. Commissioner Geuder seconded the motion. The motion passed unanimously. The meeting adjourned at 5:15 p.m. Respectfully Submitted, Justin Keenan, PW Analyst