Community Relations Commission

Wednesday, October 4, 2023 7:00 to 8:30 pm Gamon Room, Wheaton City Hall In-Person or Virtual Attendance I. Call to Order Erica called the meeting to order at 7:08 pm II. Welcome III. Roll Call In Person: Meg Beasley, Andrea Clayton, Sam Hardy, Erica Nelson, Laura Peccarelli, and David Sohmer Via Zoom: Ines Valdez* and Ben Waterman* Absent: Scott Chedister, Mike Hodel, Saleha Jawaid, Marco Scola, and Angela Welker *approved work-related commitments IV. Approval of Minutes Motion from Sam to approve minutes as presented, seconded by David. Minutes approved. V. Old Business a. 80th Anniversary (June 6, 2024) of D-Day Veteran and Community Event - Partner Program i. Guest: Paul Bischoff, Sr., Wheaton resident; email: pobischoff1975@gmail.com 1. Retired pastor and WWII aficionado contacted the mayor and is seeking support from CRC 2. Envisions commemorating date by highlighting stories of residents, providing education 3. Looking for D-Day Survivors in the area a. Record stories, library/Cantigny presentation, or a booklet i. Dick Rung - part of the D-Day Invasion and long-time Wheaton resident ii. CRC has interviews with veterans on website 4. David and Laura expressed interest in working with Erica and Paul Bischoff, Sr. b. Month-long Observances i. Erica shared WCRC purpose statement and objectives 1. In 2022, added a partner program line item ii. Ben wanted to understand the criteria for emphasizing certain observances 1. He looked through government sites and could not find any consistency 2. Question of how we represent groups without missing other groups? a. Having criteria could generate long list and hold groups to an expectation of partner programming that is difficult to achieve as a volunteer-based commission iii. Current list comprised groups typically represented in other city or commission groups and/or nationally recognized observances 1. The list of observances on website have a link with the city and can be laddered up to city and commission strategic plans COMMUNITY RELATIONS COMMISSION MEETING MINUTES October 4, 2023 a. Currently highlight: Black History Month, Women’s History, Asian Pacific Islander Heritage Month, Hispanic Heritage Month, and Pride Month as well as a partner program featuring Native American culture. 2. Also highlight those that have a link with what the city is doing (proclamations, programs, etc.) iv. Ideas 1. Create a drop-down with city comms department a. Categorize observances with links 2. Determine how to add value to the website and relevant tie-ins 3. Link the CRC programs aligned with observances on the website c. Wheaton Gives Back - WCRC program with partners i. Stuff-a-Truck event - October 27 ii. Collection drive with Downtown Wheaton Association and People’s Resource Center is expanding to include the Wheaton Park District VI. New Business a. Festival of Cultures Debrief i. Feedback 1. Emcees Tony Asta and Harris Uddin complimented WCRC and event 2. Sound coordinator wants more time in between groups; prefers 30 minutes between. a. While we can’t commit to 30 minutes. Recommendation is to have an identified stage crew, perhaps high school theater departments or Key Club/NHS members. ii. Rain limited attendance; some booth participants didn’t attend or left early 1. CRC received positive feedback from, the mayor, council members, booth participants and attendees despite the weather 2. Follow up with Andrea Rosedale regarding extra canopies and see if commission members have canopies iii. Discussed whether we should have food trucks 1. Some trucks require guaranteed minimum purchases a. Food trucks were successful in 2018 - weather was good b. Did not have trucks in 2021 due to Covid 2. Look into food options that aren’t served from food trucks (Five & Hoek, Nothing Bundt Cake, etc.) iv. Kids passports and stickers worked out well and engaged families by encouraging them to visit booths. 1. Make sure there are enough containers for prizes and programs v. Suggestion: Have two welcome tables at both ends of the park (far northeast end) to ensure that all receive programs and passport activity vi. City Council table was well-received and met CRC objective of involving council in our programs 1. Mayor and council members found it worthwhile vii. Renting tables - $1,000 expense - well worth it 1. Include basic plastic table cover viii. Student artwork was great! 1. Continue to display artwork at both the event and at City Hall ix. Booths 2 COMMUNITY RELATIONS COMMISSION MEETING MINUTES October 4, 2023 1. Placement of the tables - have booths on the pathways; some booths seemed far away 2. Observation that Constitution Day booth didn’t fit with purpose of festival 3. Suggestion that the CRC provide gift baskets to booth participants, a. City mugs or other items b. Notecard from CRC featuring student artwork. 4. Festival-specific t-shirts were great and helped attendees and participants identify WCRC commissioners x. Volunteers - They were helpful and want to continue having them 1. Ask for a few more volunteers in case those who sign up are unable to make it 2. Ensure that there are activities for them to do xi. Suggestions for 2024 (September 15, 2024) 1. Mid-February announce that the festival will return; we can start earlier with a save-the-date. a. Start earlier in lining up cultural booth participants i. June is busy for groups, which led to a slow response rate for booth participation 1. May help increase booths ii. Outreach to College of DuPage Student Activities Coordinator in March to secure 2024 involvement 2. Look into bringing back a community mural a. Wheaton College created a mural that kids colored in b. Completed mural to be displayed in Wheaton 3. Increase efforts to promote festival a. Banners and light post banners i. Determine banner locations such as the French Market b. Increase quantity of and opportunities to distribute handouts c. Vendors, sponsors d. Introduce yard signs in high traffic areas b. CRC invitation to Wheaton-based not-for-profits to monthly meetings to share their mission, vision, and areas of outreach i. Compile list of organizations ii. Work to build alliances and include information about these groups on our website iii. Take group photos and submit to city comms department to share information about groups that present to CRC and promote on website c. Review of CRC 2023 Annual Report and 2024 Projected Budget - due on October 15 i. Erica reviewed the budget and outlined highlights 1. Reducing budget request by $660 due to money saved through the Good Citizens Awards program. Came in $1,000 under budget. This could change with more recipients or a group recipient, but agreed that the change is fiscally responsible 2. Partner programs came in at $300 less than budgeted 3. Sister City line item increase to $100 for 2024. $50 is dues for Sister City membership a. Will determine how to address Sister City in coming year 3 COMMUNITY RELATIONS COMMISSION MEETING MINUTES October 4, 2023 i. Include a booth at Festival of Cultures 4. Christmas trees and poinsettias remain in budget a. Adding senior centers to poinsettia deliveries 5. Continue to focus on WCRC anchor events ii. Erica urged WCRC members to attend council meeting on 10/23 at 7 pm when commission and board annual reports and budgets will be reviewed iii. A motion was made by Laura to approve the submission of the draft of the WCRC annual report and budget to the city. Meg seconded. Motion was approved. VII. Public Comment Oak Brook Park District Superintendent of Recreation Mike Contreras joined via Zoom to learn more about Festival of Cultures. The City of Oak Brook is looking into hosting a similar event. VIII. Adjournment Meeting was adjourned at 8:48 pm. November 2, 2023 Chair, Community Relations Commission Date 4