Community Relations Commission

CITY OF WHEATON COMMUNITY RELATIONS COMMISSION Festival of Cultures Subcommittee Meeting Minutes – Wednesday, 25 July 25 2018 I. Call to Order: by Tony Asta at 6:35pm II. Welcome and Roll Call: Commission Members Present Tony Asta Erica Nelson Leslie Day Larniecia Smith Gail Forrest Julie Kulovits III. Citizens to be heard None IV. Approval of Agenda Tony Asta moved and Erica Nelson seconded to approve the agenda V. Meeting Objectives/Goals The purpose of the meeting was to discuss Festival of Cultures planning VI. Meeting Synopsis Reviewed the cultural groups that are confirmed these are on the Google Doc. Please update your assigned groups as they are confirmed. Be sure to have the participating group complete the registration form and return it to you. Tony is collecting the forms. Gail will contact Shayne and Alex regarding the communication plan/activities. Julie will contact the food vendors that have not responded to her. Several were interested but already booked. Julie is recruiting an ice cream truck vendor. Gail is assisting Julie and will call three of the food truck vendors and follow-up with Julie to confirm yes or no. Tony has emails confirming the performers – Chicago Folklore Ensemble and performer from Cameroon Tony will update the budget for the next meeting. Leslie was told we cannot use the city seal on sponsorship documents. Sharon Barrett-Hagen, City of Wheaton, will let Leslie know what we might be able to use from the city. Erica will develop an invitation for local city leaders – send to Shayne and Alex for editing then to Sharon Barrett-Hagen to distribute. Will develop a Google doc of checklist items for the event. Committee members are asked to add to the document as well. Discussed some evaluation items for follow-up after the event. a. Revisit the $1 million liability policy for vendors – can we change that for 2019 to allow for sales of small items.  b. Seek option for rental places to provide tents at a discount to make it easier for groups – “preferred provider” c. Reach out to Food Truck vendors early next year March/April 2019 for a September 2019 event. Follow-up with individual areas – next meeting August 1, 2018 at 6:30pm – City Hall second floor conference room. VI. Adjournment: Tony moved to adjourn the meeting at 7:45pm. Erica seconded.