Arts Commission

MINUTES OF THE NORTHBROOK ARTS COMMISSION VILLAGE OF NORTHBROOK July 10, 2014 The meeting was called to order by Chairman Julia Miller at 7:11 p.m. at the Northbrook Village Hall in the Shermer Study. Commissioners present: Chairman Miller, Commissioners Jerry Block, Maureen Fallows, Elsa Fischer, Steve Gianni, Marilyn Jamora, Christopher Laughlin, Sharon Moyer, Cherie Natenberg, Sherry Weiss and Liaison Emma Trausch. Commissioners Excused: None Commissioners Absent: None MINUTES: Chairman Julia Miller asked for a motion to approve the minutes as amended from the June 5, 2014 meeting. Commissioner Laughlin called for the motion and Commissioner Jamora seconded. All are in favor as amended. HERE FROM THE AUDIENCE: None present. UPDATE: 2014 ART IN THE PARK (July 12 & 13) Chairman Miller reported we have 68 Artists as of now. Due to competition in the area this is a good count. The number of artists is a direct effect on the budget for this community event. We have a maximum of 75 Artists for the space we have so 68 Artists will be good. Everything is in place such as the music, food, hospitality room and emergency shelter if bad weather rolls in. Commissioner Fischer will be discussing emergency procedures and protocol later in the meeting. Children’s activity is planned with staff and volunteers. All I.D’s with lanyards at the information booth for you to pick up. All emergency numbers with commissioner’s cell phone numbers will be in the lanyard in the back for your use. Last year the cell phones seem to work the best so we will continue to use them this year instead of radio’s provided by the Park District. Volunteers this year are only needed for the Children’s Activity, Arts Hospitality and Information Booth. The Information booth will have the programs, Artist listings and Emergency help information. A training meeting was held this week with everyone that will be working the booth so they are very familiar with all the locations such as bathrooms, food area and the people in charge of the event if further help is needed. Young Artists we have 10 to 17. We have upgraded the tents for them. The Information booth will be the center of everything or call Julia Miller for more information. There will be blank name tags for use if needed as well. GRANT REQUEST FROM NORTHBROOK HISTORICAL SOCIETY FOR SHERMERFEST: Chairman Miller has presented the request to the commission and they discussed it. MOTION: Commissioner Jamora motioned to approve the $450.00 grant for the Historical Society music for Shermerfest and Commissioner Gianni seconded the motion. All commissioners are in favor. OLD BUSINESS: Chairman Miller and the commissioners discussed the upgrade for the website and cost associated with it. This has been approved so the commission just needs to work on it after the Art in the Park. Commissioner Block asked if the commission was still interested in more musical events in the future. The commission has discussed this in the past and will be discussing a Jazz Concert more in detail later. NEW BUSINESS: The commission has been asked to move their meeting space to the Planning Conference Room for all future meeting so please take note. MOTION: Commissioner Laughlin motioned to cancel the August meeting and Commissioner Gianni seconded. All are in favor. ROCK THE GREEN: Very successful. We had good bands and two Northbrook bands took First and Second place. Commissioner Laughlin has many new ideas for next year. PARK FEST: This event is going great this year. SPRING WORKSHOPS: Commissioner Jamora reported the commission is working on having two or three workshops next spring. The commission will contact Artist Peggi Habets, Watercolor portraits from Pittsburg for next April or May. These events are a work in progress and will be updated at future meeting. This year the Friends of the Arts made $1,500.00 from the workshops for the Arts Commission. EMERGENCY PROCEDURES FOR ART IN THE PARK: Commissioner Fischer instructed the commission not to send volunteers home to early and talk to Erin Melloy, Julia Miller or Elsa Fischer first. Rain may happen but not rain all day. If a lightning storm comes into the park we need to send people home. Commissioner Fischer will be the one to close down the event in case of bad weather. The commission needs to shift a week for the event next year (the 18th) which is the third weekend of the month due to other events before, during and after the second weekend. Commissioner Miller will discuss this with Erin Melloy and report back to the commission. This will be discussed at the September meeting. Commissioner Fischer passed out an information booklet for responsibilities of Volunteers, Incident Management Plan, Incident Management Procedures and Statements of Admission. The Emergency kit with band aides, gloves, etc. will be at the information booth for use. Also, accident report forms need to be filled out so if you don’t want to fill them out, radio Commissioner Fischer and she will fill them out for you. All incidents need to be documented. The Police will be very close. No Pets in park during events. Safety first. Fire extinguishers are in the park and Commissioner Fischer trained commissioners how to use it in case of an emergency. Keep hands covered at all times during an incident from blood, etc. There are two AED’s in the park located at the outside the concession area and inside the Village Green Building. If you are not trained just listen and read it will walk you through it step by step. The Fire Department will know if you pull one and will respond to assist. These are located in the program as well. Be careful lifting especially if it’s heavy. Ask for help. Make sure you wash your hands after any incidents with soap and water immediately after and dispose of your gloves properly. Keep your eyes open for strange occurrences such as taking pictures of children, etc. Tell someone right away. If you hear the siren or see the strobes flash, you must leave the park and tell everyone to go. Take shelter and don’t put your life in danger if others won’t leave. Avoid tall trees, metal fences, power lines, no golf carts, no cell phones, etc. if bad weather comes in. If you see someone having a seizure or anything dangerous, call 911 immediately and stay on the phone to give emergency services your exact location in the park. Ask others for help. When emergency services arrives, try and keep people moving and give them room to work. There may be bees stings, ask them if they are allergic, have them sit and put an ice pack on it. Watch to make sure no allergic reactions present themselves. Call emergency services if asked or if you see anything strange occurring with the person stung. Facility Lockdown: If someone comes with a gun you need to call 911 and get people out of the park. For lost children: Have someone make an announcement over the PA. If a parent comes up to someone and states there child is missing, ask questions such as what are they wearing. ANNOUNCEMENTS: Remember: The August is cancelled. ADJOURN Commissioner Moyer made a motion to adjourn and Commissioner Natenburg seconded. On voice vote, the motion passed and the meeting adjourned at 8:19 p.m. Respectfully submitted, /s/Susan Kinney Recorder