City Council

AD HOC EVENTS COMMITTEE MEETING NOTES OF FEBRUARY 22, 2024 A meeting of the Ad Hoc Events Committee was held on Thursday, February 22, 2024 in the Second Floor Conference Room, City Hall, Manistee. The meeting commenced at 3:30 p.m. PRESENT: Cindy Lundberg, Mark Fedder, Sammie Lukaskiewicz, Chief Josh Glass, Jeff Mikula, Julia Cook, Bill Gambill EXCUSED ABSENCE: Dyllan Walker, James Beaudrie Victorian Sleighbell Parade & Old Christmas Weekend Discussion included: • Reviewed information provided by Mick Szymanski o Sammie has the parade line-up order list and diagram • Julia Cook volunteered to chair the Sleighbell Committee o Committee consensus: agreed to have Julia as chair • Will hold half-hour monthly meetings going forward – Bill will work with Julia on agendas • Recognizing volunteers through a thank you event after wrapping up • Plan for all expenses • Sponsorship levels • Tree lighting • Formation of a permanent Sleighbell committee after the 2024 event • Filling out the schedule for the entire weekend • Circle back to the Events Coordinator position after the 2024 event – discuss at the debrief how this person could support the committee. Bill will get a sample job description. Action items: 1. Trademark – Sleighbell Parade and Old Christmas Weekend – Julia 2. Check on 2023 outstanding balances – Bill 3. Contracts – Julia (City will provide contracts) 4. Venmo or QR Code for easy donations – Bill 5. Volunteer lists and recognition Upcoming topics of discussion Recommendations to Council: • Updates to special event policy/form • Practice for special event charging • Special Event Coordinator staffing o Collaborating with other entities (Tourism Authority, DDA…) • Permanent events commission – scope and purpose Next meeting date – Thursday, March 21, 2024, at 3:30 p.m. Kelly McColl Acting Recording Secretary AD HOC EVENTS COMMITTEE – FEBRUARY 22, 2024 PAGE 1