Recreation, Arts, & Special Events Board

Recreation, Arts & Special Events Board Meeting Agenda 2/4/2020 5:00 p.m. MEETING LOCATION: GOVERNOR EDWARDS CONFERENCE ROOM CITY HALL 1) Call to Order 2) Minutes read from January 7th, 2020 meeting 3) Events & Facilities Request a. St. Boniface Church-Run for Bonifest-5/23/2020 b. American Cancer Society-Breakfastival of Hope-5/30/2020 c. Edwardsville Public Library-Summer Reading Kickoff Party-5/27/2020 d. Edwardsville Public Library-2nd Annual Edwardsville Book Festival-9/5/2020 4) Recreation Report a. League Update 5) Program Report a. Upcoming Events 6) Other Business  Recreation Arts and Special Events Board Meeting Minutes Tuesday, January 7th 1. The meeting was called to order at 5:00 PM. The board members present were Tanner Alexander, James Arnold, Janet Haroian and Skip Schmidt. The Police Department Representative was Lt. Byrne and the Parks staff included Nate Tingley, Trevor Spohr, and Amy Baxter. 2. After introductions for the new staff, Haroian motioned to approve the meeting minutes from November 5th, 2019. The minutes were approved unanimously. 3. Events and Facilities Requests: 1. Global Brew Inc.-Spring Beer Fest-changes needed to be made to the event planning guide. The beer trucks could be on the streets no earlier than 3 PM on Friday (4/24), and had to be removed by Monday (4/27) at 7 AM. Also, a charity and donation amount need to be named, the parking plan needs to be changed, not across the street, insurance should be documented, and details are needed on who and how trash will be removed. Haroian recommended proposal #2, and motioned to proceed forward with edits to the one presented. Arnold and Schmidt seconded. 4. Recreation Report: 1. Spohr gave a report on the Youth Basketball program, Adult Basketball, Plummer Family Park, and Challenger Baseball. 5. Program Report: 1. Baxter gave an update on the upcoming Daddy Daughter Dances and the July- September quarterly report for recreation activities. 6. Other Business: 1. Plummer Park-Tingley said they are working on concrete finishing for the sidewalk and parking lot. 2. Richards Brick Park-Tingley gave an update about the grant from the Illinois Department of Natural Resources. There is a concern over a “known controversy” with the park. Parks staff are working on finding out what the controversy is to move the grant forward. 3. Leon Corlew-Tingley said they received a 20,000 dollar donation from Rotary to help expand the swing set and concrete curb. 4. Brent Leh Dog Park-Tingley gave an update that they have added more turf. Also that he has reached out to the Intelligencer, and there’s an additional 9,000 for shade/play structure. 5. Al sent the Wildey report. Out of 23,000 seats available, they filled 19,438. The average ticket price was 38 dollars, and patrons came from 28 other states besides Illinois. The Wildey is planning to renovate the ticket booths, but how will this be presented? Haroian called the meeting to adjourn at 6:00 PM. The next meeting will be held on February 4th, 2020 at 5:00 PM. Event Application WHO YOU ARE: City – Edwardsville Public Library PURPOSE OF THIS EVENT: We hope to continue this event annually after the success of our first Edwardsville Book Festival in 2019. The purpose of the event is to bring the whole community together in our lovely City Park for a day to share the joy of reading and writing. Published authors and local groups will be on hand to sell new and used books. There will be a kids’ corner. Music and entertainment will be performed on the bandstand. Food and beverages will be available for purchase. WHAT ARE YOU PLANNING: 2nd Annual Edwardsville Book Festival Saturday, September 5th Set up: 7:00 am Tear down: 4:30 pm WHAT DOES THIS EVENT HAVE TO OFFER THE COMMUNITY: This is a unique event that brings together many local authors, used book sellers, new book sellers, writing groups, and students. It is also provides a venue for local restaurants and regional musicians to entertain the community. EVENT DATE & HOURS: Saturday, September 5th 9 – 4 pm SET UP OF THE EVENT: 7:00 am. Our vendors and staff will set up tents & tables. We will request the same assistance as last year (getting electricity, street closings, trash, etc.). CLEAN UP/TEAR DOWN: 4:30 pm. Same as above FIRE SAFETY: Each food vendor will have their own supplies, table, tent. In the event of a fire, library or City personnel would call fire department. INSURANCE: We are covered under the City’s insurance policy. BEER AND WINE: None. POLICE OFFICERS/SECURITY GUARDS: None last year – not sure? PORT-A-POTS: None. TRASH: A few extra City trash cans provided, emptied by City employee as needed and during tear down. PARKING: All City parking lots will be noted on map for vendors and the public. VENDORS: Yes, local and regional food & craft vendors. (If you have vendors selling items, they need to have a City of Edwardsville business license if they do not already have one). ??? FENCING: None. FIRST AID: same as fire safety. ANTICIPATED LAY OUT: Tables & tents lined up throughout the south and east side of City Park. A specific layout will be provided 7 days before event. NOISE: Yes, on City band stand. No evening hours for this event. FOOD: Local Food vendors. (If you will be serving food during your event, you will need proper permits and inspections. Contact the Madison County Health Department for assistance in obtaining these. Information is available at www.madisonchd.org or by calling 618-692-8954.) ??? STREET CLOSURES: Park Street (between Kansas St. & Troy Rd.) & possibly Kansas St. (between Park St. and Buchannan) -- 7:00 am – 4:30 pm SPECIAL EFFECTS: None.