Special Events Commission

Village of Mount Prospect Special Events Commission Regular Meeting Agenda 50 S. Emerson St. Mount Prospect, IL 60056 June 2, 2025 Village Hall - Executive Conference Room 7:00 PM 1. Call to Order 2. Citizens To Be Heard 3. Approval of Minutes 3.1. April 21, 2025, Special Meeting 3.2. May 5, 2025 4. Current Financial Report 4.1. May 2025 5. Old Business 5.1. Family Bike Ride 2025 5.2. 4th of July Parade 2025 5.3. Randhurst Winter Parade 5.4. Kindness Week 6. New Business 6.1. Special Events Commission Shirts 7. Any Other Business 8. Adjournment Any individual with a disability who would like to attend this meeting should contact the Village Manager's Office at 50 S. Emerson St., 847-391-6000 or djarosz@mountprospect.org Page 1 of 14  Village of Mount Prospect Special Events Commission Special Meeting Minutes – April 21, 2025 Mount Prospect Village Hall Members in Attendance: Brian Lambel (Chair), Chris Gordon, Denise Peterson, Katie Cousino, Patti Quill, Alan Cervenka, Bill Grimpe, Kylie Cerk (Staff Liaison) Absent: Fred Steinmiller, Vicki Chung, Christina Greco, Jeannie Macatangay, Hazel Oreluk, Daniel Okafor 1.​ Call to Order at 7:01pm 2.​ Citizens to be Heard a.​ None 3.​ Approval of Minutes a.​ Motion to approve the March 10, 2025, special meeting minutes by Commissioner Grimpe; Second by Commissioner Quill i.​ In Favor – All ii.​ Opposed – None 4.​ Current Financial Report a.​ Motion to approve by Commissioner Quill; Second by Commissioner Grimpe b.​ In Favor – All c.​ Opposed – None 5.​ New Business a.​ Shining Stars Gala Venue 2025-26 i.​ Commissioner Quill reported that the venue, Crystal Palace, has been secured. She spoke of a family style dinner option to consider for next year. ii.​ The Commission discussed potentially doing away with the “late-night snack” due to lessening interest by guests. Discussion ensued about possibly using the money for another form of entertainment at the Gala or a giveaway. iii.​ Chairperson Lambel presented Gala attendee numbers going back to 2011 collected from invoices. These numbers informed the Commission to discuss an attendance cap for future galas. Commissioner Quill and Chairperson Lambel settled on approximately 400 guests max. iv.​ Commissioners discussed how they should do more in-person outreach to organizations for the Shining Star Awards and Gala. b.​ Family Bike Ride 2025 i.​ Commissioners Quill and Grimpe presented June 21 as the date but will confirm with Public Works. ii.​ Commissioner Quill will prepare a letter for the Lions Club for consideration on donating helmets and sponsoring the bike ride costs. c.​ 4th of July Parade 2025 i.​ Commissioner Cervenka reported that the Jesse White Tumblers were secured, and registrations are coming in as normal. Page 2 of 14  d.​ Event Promotion Ideas i.​ Promotional Materials 1.​ The Commission discussed creating a rack card with details on commission events for the whole year that can be passed out at various events and outreach opportunities. Commissioner Cousino motioned to approve $1,000 for the design and printing of rack cards; Second by Commissioner Cervenka a.​ In Favor – All b.​ Opposed – None ii.​ Sponsorships 1.​ Commissioners Quill and Grimpe met with Chairperson Lambel and Village Manager Mike Cassady to discuss the option of an event sponsorship level that spans all events for the year. 2.​ There was support of the concept, and the next steps are for the group to draft it. e.​ Randhurst Winter Parade i.​ Chairperson Lambel reported that the group met with Randhurst to discuss a route and general information. ii.​ At this time, the largest unknown is securing snow removal services in the event of inclement weather. 6.​ Any Other Business a.​ Commissioner Cousino discussed the concept of Kindness Week, a national initiative, and requested to include the idea on a future agenda. 7.​ Next Meeting – Monday, May 5, 2025, 7pm at Village Hall 8.​ Adjournment at 9:01pm a.​ Motion to adjourn by Commissioner Cousino; Second by Commissioner Grimpe b.​ In favor – All c.​ Opposed – None Minutes recorded by Kylie Cerk Page 3 of 14  Village of Mount Prospect Special Events Commission Meeting Minutes – May 5, 2025 Mount Prospect Village Hall Members in Attendance: Brian Lambel (Chair), Katie Cousino, Chris Gordon, Denise Peterson, Vicki Chung, Patti Quill, Alan Cervenka, Jeannie Macatangay, Hazel Oreluk, Kylie Cerk (Staff Liaison) Absent: Fred Steinmiller, Daniel Okafor, Bill Grimpe, Christina Greco 1.​ Call to Order at 7:04pm 2.​ Citizens to be Heard a.​ None 3.​ Current Financial Report a.​ Motion to approve by Commissioner Chung; Second by Commissioner Quill b.​ In Favor – All c.​ Opposed – None 4.​ Old Business a.​ Family Bike Ride 2025 i.​ Commissioner Quill reported that the River Trails Park District and Public Works approved the date. The Police Department and CERT team are checking their schedules. ii.​ Commissioners Quill and Cousino reported that helmet prices remain the same as last year, so they intend to order the same amount and sizes as last year. iii.​ The letter to the Lions Club will be presented at the May 7 meeting. iv.​ In advance of promoting the event at the Public Works Open House, Commissioner Cousino presented edits for the SEC rack card. However, it is unlikely that it will be ready before the open house. v.​ Instead, Commissioners Quill and Cousino requested updates to the bike ride flyer from previous years. vi.​ Commissioner Quill decided on June 14 as the deadline for online pre-registration. b.​ 4th of July Parade 2025 i.​ Commissioner Cervenka presented an idea to have large balloon floats in the parade if approved by Public Works. c.​ Randhurst Winter Parade i.​ Chairperson Lambel reported that the next meeting is on May 19. 5.​ New Business a.​ Shining Stars Gala Awards & Nominations i.​ The Commission discussed adding a “Teacher of the Year” category to increase participation among schools 1.​ Commissioner Oreluk motioned to add a “Teacher of the Year” award; Second by Commissioner Chung a.​ In Favor – All Page 4 of 14  b.​ Opposed – None ii.​ The Commission discussed working with the Chamber and Downtown Merchants Association to promote the business award category iii.​ The group decided on a nomination period of July 7-October 6 with the winners decided on by November 7. b.​ Kindness Week i.​ Commissioner Cousino stated that Kindness Week is November 8-15. She proposed the Commission participate in some small way to help spread positivity in the community. Commissioner Macatangay and Gordon offered to assist. 6.​ Any Other Business a.​ Commissioner Oreluk reported that she nominated Mount Prospect as the “friendliest place to live in north america” by Readers Digest b.​ Commissioner Macatangay reported that she and Commissioners Cervenka and Peterson are individually reaching out to select countries for participation in Celebration of Cultures c.​ Commissioner Macatangay would like to research options for a Commission shirt that can be worn to events. 7.​ Next Meeting – Monday, June 2, 2025, 7pm at Village Hall 8.​ Adjournment at 8:38pm a.​ Motion to adjourn by Commissioner Gordon; Second by Commissioner Chung b.​ In favor – All c.​ Opposed – None Minutes recorded by Kylie Cerk Page 5 of 14  SPECIAL EVENTS COMMISSION Treasurer's Report May 31, 2025 Cash Balance April 30, 2025 $ (14,155.73) Receipts: Total Receipts $ - Disbursements: Total Disbursements $ - Cash Balance May 31, 2025 $ (14,155.73) Page 6 of 14  SPECIAL EVENTS COMMISSION Celestial Celebration XXXII - 2025 Statement of Receipts and Disbursements May 31, 2025 Current Period Total Receipts: Sponsors Zander Enterprises (Berkshire Hathaway) 500.00 Salerno's Mt Prospect 500.00 Le Peep of Mt. Prospect 250.00 Chokshi Filippone Law 500.00 Draft Picks 250.00 HQ Residences 1,500.00 North Shore Pickleball Group LLC 250.00 Wingspan Development Group 500.00 Nicholas & Associates, Inc 1,500.00 Mt Prospect Lions Charities 1,500.00 Waxing the City - 250.00 - Tickets Sales - Tickets - 525.00 Village Board/Employees & SEC members - 2,175.00 PayPal - 16,370.00 - $ - $ 26,570.00 Disbursements: Amazon - Table Runners 386.80 Jonathan Wasielewski - AV Production Services 4,100.00 Uline - Crowd Control Posts/Ropes 528.26 Amazon - Tea lights and containers 74.98 Amazon - Name Badges 29.99 CBS Awards - Shinig Star Awards 800.00 New Crystal Palace - venue 20,460.00 Purple Rose Florest - Floral Arrangements 2,715.00 Z Search Recruiting - Photography Services 1,200.00 Out of Control Music - Gala Band 2,300.00 Irick Investments - Late night buffet 800.00 Michael Dziadus - Photography Services 1,200.00 Patti Quill - Place cards 50.85 PayPal Fees 569.56 SEC Member tickets 900.00 Signs by Tomorrow - Banner 505.89 Facebook Advertising 116.00 The Stevens Group - Porgrams 303.81 $ - $ 37,041.14 2025 Celestial Celebrations Budget 40,000.00 Remaining/(Overage) 2,958.86 Excess/(Deficiency) of Receipts Over Disbursements $ - $ (10,471.14) Page 7 of 14  SPECIAL EVENTS COMMISSION 2025 Event Activity For the Five Months Ending May 31, 2025 Event Receipts Disbursements Profit/(Loss) Celestial Celebration XXXII - 2025 26,570.00 37,041.14 (10,471.14) Celestial Celebration XXXIII - 2026 - - - Family Bike Ride - - - Holiday Market - ChristKindl Market - - - Holiday Decorating - - - Other: PO Box annual fee - - Total Activity $ 26,570.00 $ 37,041.14 $ (10,471.14) Page 8 of 14  SPECIAL EVENTS COMMISSION 4th of July Parade Statement of Receipts and Disbursements May 31, 2025 Current Month Total Receipts: - Disbursements: Jesse White Tumbling Team 1,750.00 1,750.00 - - - - - - - - - - - - - - - - - - - 1,750.00 1,750.00 Excess/(Deficiency) of Receipts Over Disbursements $ (1,750.00) $ (1,750.00) * 4th of July Parade expenses are charged to a separate account number rather than to the Special Events Commission line item. These expenses are not included in the Treasurer's Report and are supplied for informational purposes. Page 9 of 14  Item Cover Page Subject Family Bike Ride 2025 Meeting June 2, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category Old Business Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 10 of 14  Item Cover Page Subject 4th of July Parade 2025 Meeting June 2, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category Old Business Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 11 of 14  Item Cover Page Subject Randhurst Winter Parade Meeting June 2, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category Old Business Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 12 of 14  Item Cover Page Subject Kindness Week Meeting June 2, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category Old Business Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 13 of 14  Item Cover Page Subject Special Events Commission Shirts Meeting June 2, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category New Business Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 14 of 14