Because the cost is under $15,000 the motion does not have ... · Ghost Light Enterprises submitted their bid for $23,662.00. It is staff’s recommendation to ... discounted hourly

APPROVAL

Community Events Commission 1 January 15, 2009

VILLAGE OF DOWNERS GROVE COMMUNITY EVENTS COMMISSION

COMMITTEE ROOM DOWNERS GROVE VILLAGE HALL

JANUARY 15, 2009 PRESENT: Chairman Martin Tully, Mr. Dave Humphreys Ms. Patti Marino, Ms. Kelsey Navins, Ms. Ellen Pendola, Ms. Becky Rheintgen, Ms. Linda Kunze, ex-officio, Staff: Ms. Mary Scalzetti, Ms. Barb Martin, Ms. Susan Larson ABSENT: Ms. Tessa McGuire, Mr. Rich Szydlo I. APPROVAL OF DECEMBER 18, 2008 MEETING MINUTES

There being no additions or changes, the minutes of December 18, 2008 were approved. II. PUBLIC COMMENT – None III. DIRECTOR’S REPORT A. Heritage Festival RFP’s 1. Sound Vendor Several responses have been received to date. The deadline for response is January 27, 2009. 2. Friday Benefit Concert The RFP deadline for the Friday Benefit Concert is January 27, 2009. One inquiry has been received to date. 3. Lighting Vendor

MLH Electrolite was the only vendor to respond to the RFP. Their proposal came in at $5,770. MLH has provided lighting service for the festival over the past years and they have also been the lowest bidder for the past several years. Staff is very satisfied with their service they have provided over the years and is recommending approval of their RFP. Because the cost is under $15,000 the motion does not have to go to council.

MR. HUMPHREYS MOVED TO RECOMMEND TO THE VILLAGE MANAGER APPROVAL OF THE PROPOSAL SUBMITTED BY MLH ELECTROLITE FOR $5,770 TO PROVIDE LIGHTING SERVICE FOR THE 2009 HERITAGE FESTIVAL. MS. RHEINTGEN SECONDED.

Yea: Mr. Dave Humphreys Ms. Patti Marino, Ms. Kelsey Navins, Ms. Ellen Pendola, Ms. Becky Rheintgen

Nay: None

The motion carried 5:0

APPROVAL


4. Stage Vendor Two proposals were received in response to the Stage Vendor RFP. North Park Rental submitted their bid for $12,587.42. Ghost Light Enterprises submitted their bid for $23,662.00. It is staff’s recommendation to hire North Park Rental for the 2009 festival as they came in lowest and staff is satisfied with the service they have provided in the past. Ms. Scalzetti noted that for this year’s festival, the public works dept. will be on hand during the stage setup to observe how the stage canopy must be secured in the event of stormy weather. MS. MARINO MOVED TO RECOMMEND TO THE VILLAGE MANAGER APPROVAL OF THE RFP SUBMITTED BY NORTH PARK RENTAL FOR $12,587.42 TO PROVIDE STAGES FOR THE 2009 HERITAGE FESTIVAL. MS. PENDOLA SECONDED.

Yea: Mr. Dave Humphreys Ms. Patti Marino, Ms. Kelsey Navins, Ms. Ellen Pendola, Ms. Becky Rheintgen

Nay: None

The motion carried 5:0 5. Bingo Ms. Scalzetti explained that the organization that has provided Bingo service for the past few years declined to respond because of the 60/40 revenue split. As a result of this, staff went out for a rebid on the RFP and still no response was received. The Arts Council has indicated an interest in running it. They are reviewing the RFP to see it they have the capability to handle it. Chairman Tully suggested that maybe some of the groups that applied for grants and did not receive funding might be interested in the opportunity to run the bingo game. Ms. Scalzetti advised she would rebid for a third time and send to the groups who were not awarded community grants.

IV. OLD BUSINESS

A. Ice Sculpture Festival Update Ms. Martin reported that twenty-five street sculptures have been purchased to date from downtown merchants. A final meeting with public works is scheduled to review the layout and setup of the competition area. A half-page, 4-color ad for the event is scheduled to run in the Chicago Tribune on Thursday, February 5 in the “At Play” section and again on Friday in the their “On The Town” section. The Downers Grove Reporter will also run a half-page black and white ad on January 30 and February 4. Ms. Scalzetti noted that Community Events is also working with Economic Development and the Downtown Management Corp. to develop ads for Comcast Cable featuring the “In” (Live In, Stay In, Play In) theme tying it in with the ice sculpture festival. A total of 78 ads are scheduled to run a week before the ice sculpture festival. B. Heritage Festival Entertainment Ms. Scalzetti distributed a draft copy of the festival entertainment schedule to Commission Members. She reported that Blue Oyster Cult, Starship and Greg Rollie from Santana are already booked at other locations and not available to play for the Friday Night Benefit Concert. Others entertainers who might still be available are Patty Smyth, Rick Springfield, Boston, Lover Boy and Night Ranger. Ms. Scalzetti is waiting to hear from the booking agent as to their cost and availability.

APPROVAL


V. NEW BUSINESS Chairman Tully discussed the necessity to find a way for staff to get an early start on the entertainer hiring process for key contracts. The problem staff has encountered in past years with regard to hiring top entertainers is that they have had to wait for the next year’s budget to be passed in November thus putting staff at a booking disadvantage as many of the top entertainers have already been booked by that time. In order to expedite the top entertainer booking, the Commission determined that staff needs to at least have the ability to make a commitment to hire top entertainers before the budget is approved. Ms. Scalzetti said that she plans to talk to the Legal Dept. regarding this issue. Mr. Humphreys mentioned that the Vietnam Traveling Wall Memorial will be in Downers Grove some time in October. VI. ADJOURNMENT The meeting adjourned at 7:10 p.m. The next meeting is scheduled for Thursday, February 19, 2009 @ 6:00 p.m. in the Committee Room.

APPROVED

Community Events Commission 1 February 19, 2009



FEBRUARY 19, 2009 PRESENT: Chairman Martin Tully, Ms. Patti Marino, Ms. Kelsey Navins Ms. Ellen Pendola, Ms. Becky Rheintgen Staff: Ms. Mary Scalzetti, Ms. Barb Martin, Ms. Susan Larson ABSENT: Mr. Dave Humphreys, Ms. Tessa McGuire, Mr. Rich Szydlo, Ms. Linda Kunze, ex-officio GUEST: Mr. Gordon Goodman I. APPROVAL OF JANUARY 15, 2009 MEETING MINUTES

There being no additions or changes, the minutes of January 15, 2009 were approved. II. PUBLIC COMMENT – Mr. Goodman stated that his purpose in attending the meeting was to answer any questions regarding the Heritage Festival Friday Night vendor contract. III. DIRECTOR’S REPORT A. Heritage Festival RFP’s 1. Sound Vendor Two bids were received in response to the Sound Vendor RFP. R.J. Recording and Sound submitted a proposal totaling $15,650 and Sound Works Productions submitted a proposal totaling $14,925. Although Sound Works Productions came in with a lower bid, staff strongly feel that a sound company should be selected based on their performance and quality, rather than low price alone. Staff feels that sound quality is not a commodity and the vendor should not be determined by cost. A considerable amount of money is spent on the entertainment for the festival and a quality sound company is needed to ensure great performances. Staff is not comfortable with Sound Works Productions as they are not familiar with their sound output. R. J. Recording has provided sound at the festival in the past and staff is very satisfied with the quality of their sound output. In addition, staff was able to negotiate R.J. Recording’s proposal price to $14,650, which places them lower than Sound Works Productions. The Commission unanimously recommended contracting with R.J. Recording to provide sound at the 2009 Heritage Festival. MS. MARINO MOVED TO RECOMMEND TO THE VILLAGE MANAGER APPROVAL OF THE PROPOSAL SUBMITTED BY R. J. RECORDING TO PROVIDE SOUND FOR THE 2009 ERITAGE FESTIVAL. MS. RHEINTGEN SECONDED.

Yea: Patti Marino, Ms. Kelsey Navins, Ms. Ellen Pendola, Ms. Becky Rheintgen

Nay: None


APPROVED


2. Electric Vendor Two bids were received in response to the Electric Vendor RFP, one from Goorsky Electric and one from Cattaneo Electric. Goorsky Electric’s bid for 85 hours of service was $6,600 and Cattaneo Electric’s bid

came in at $12,488. Goorsky’s Electric’s bid includes an in-kind donation of $3,000 which reflects a discounted hourly flat rate of $77.64 throughout the weekend. His hourly rate is usually $97.50, and Saturday is usually charged at time and half with Sunday being double time.

At the conclusion of discussion, the Commission unanimously recommended contracting with Goorsky Electric to provide electric service at the 2009 Heritage Festival. MS. PENDOLA MOVED TO RECOMMEND TO THE VILLAGE MANAGER APPROVAL OF THE PROPOSAL SUBMITTED BY GOORSKY ELECTRIC TO PROVIDE ELECTRIC SERVICE FOR THE 2009 HERITAGE FESTIVAL. MS. NAVINS SECONDED.


Nay: None

The motion carried 4:0 3. Tables, Tents & Chairs vendor Staff went out for RFP for tables, tents and chairs in 2007. Classic Party Rental, was the selected vendor. They have agreed to hold their pricing for 2009. Per the RFP process, this would be the second and last renewal to their contract. They have also agreed to give an inkind donation of $500.00 off their costs. The estimated total tent rental cost is, $31,304. We anticipate recovering approximately $9,000 from vendors thru tent rentals for their booth space, and this would bring down our tent costs to $22,304. The quantity of tents or other related items may vary slightly as plans for the layout of the street fair booths have not been finalized. At the conclusion of discussion, the Commission unanimously recommended extending the 2007 agreement with Classic Party Rental Inc., as the tent rental vendor for the 2009 festival. MS. RHEINTGEN MOVED TO RECOMMEND TO THE VILLAGE COUNCIL EXTENTION OF CLASSIC PARTY RENTAL’S 2007 CONTRACT TO PROVIDE TABLES, TENTS AND CHAIRS FOR THE 2009 HERITAGE FESTIVAL. THIS WOULD BE THE LAST EXTENSION TO THE CONTRACT. MS. MARINO SECONDED.


Nay: None

The motion carried 4:0 4. Friday Benefit Concert The Downers Grove Heritage Preservation Corporation (DGHPC) was the only group to submit a bid in response to the RFP for Friday Night Benefit Concert Vendor. They have experience as the Friday Night Benefit Concert Vendor from the past two years and also have the necessary staffing to assist with the duties involved in the coordination and planning of the event. There will be a $5.00 cover charge to enter the beer garden area on Friday evening. In addition to collecting the cover charge the DGHPC will assist with checking I.D.’s and issuing colored wrist bands. The cover charge revenue will be split 60% (village)/40% (DGHPC) revenue.

APPROVED


At the conclusion of discussion, the Commission made the following motion to approve the Friday Night Concert vendor: MS. RHEINTGEN MOVED TO RECOMMEND TO THE VILLAGE MANAGER APPROVAL OF THE FRIDAY NIGHT CONCERT VENDOR RFP SUBMITTED BY THE DOWNERS GROVE HERITAGE PRESERVATION CORPORATION (DGHPC) FOR THE 2009 HERITAGE FESTIVAL. MS. MARINO SECONDED.

Yea: Patti Marino, Ms. Kelsey Navins, Ms. Ellen Pendola, Ms. Becky Rheintgen Nay: None

The motion carried 4:0 5. Portable Toilet Vendor The following three proposals were submitted in response to the Portable Toilet RFP: Service Sanitation for $11,625, Waste Management for $13,645, and Portable John for $11,856. Service Sanitation was the lowest bidder. They have provided portable toilets for the festival over the last couple years. Staff is satisfied with the service they have provided in the past and is recommending approval of their RFP for the 2009 Heritage Festival. MS. PENDOLA MOVED TO RECOMMEND TO THE VILLAGE MANAGER APPROVAL OF THE PORTABLE TOILET RFP SUBMITTED BY SERVICE SANITATION FOR THE 2009 HERITAGE FESTIVAL. MS. NAVINS SECONDED.

Yea: Patti Marino, Ms. Kelsey Navins, Ms. Ellen Pendola, Ms. Becky Rheintgen Nay: None

The motion carried 4:0 6. Bingo Vendor After going out three times for RFP, staff is still working on getting a Heritage Festival Bingo Vendor to run the attraction. Several groups have expressed interest but no responses have been received to date. Ms. Rheintgen said she would contact Lois Kopis, President of the Grove Foundation to see if the group would be interested in teaming up with SEASPAR to run Bingo. 7. Generator Vendor Staff has gone out to bid for Generator Vendor. The RFP deadline is Wednesday, March 11, 2009. IV. OLD BUSINESS

A. Ice Sculpture Festival Post Event WrapUp The unusual warm weather drew crowds of spectators to the downtown for the festival. The ice carving competition on Saturday and Sunday was also very crowded. Thirty street sculptures purchased by downtown merchants were on display throughout the downtown. Several downtown merchants reported that their sales were brisk that weekend because of the event.

APPROVED


B. Heritage Festival Entertainment Ms. Scalzetti reviewed a draft copy of the festival entertainment which was distributed to Commission Members for their review. With the exception of a few time slots, the entertainment schedule is complete. Ms. Scalzetti noted that additional revenue from the Friday Night Benefit Concert 60/40 split will help offset entertainment costs. CHAIRMAN’S UPDATE Chairman Tully discussed the issue brought up at the January Commission meeting regarding expediting top entertainer bookings for Heritage Festival. He discussed this matter with the Village Manager and it was determined that money would be set aside during budget planning process so that staff could move forward and contract with top entertainers before next year’s budget was approved. The ability to act promptly will give staff a “jump” at booking top entertainers of their choice at a good price instead of having to consider hiring their second, third or even fourth pick because of availability.

V. NEW BUSINESS VI. ADJOURNMENT The meeting adjourned at 7:30 p.m. The next meeting is scheduled for Thursday, March 19, 2009.

APPROVED

Community Events Commission 1 March 19, 2009


ANTE ROOM DOWNERS GROVE VILLAGE HALL

March 19, 2009 PRESENT: Chairman Martin Tully, Mr. Dave Humphreys, Ms. Patti Marino, Ms. Ellen Pendola, Ms. Becky Rheintgen attended by phone Staff: Ms. Mary Scalzetti, Ms. Barb Martin ABSENT: Ms. Tessa McGuire, Ms. Kelsey Navins Mr. Rich Szydlo, Ms. Linda Kunze, ex-officio I. APPROVAL OF FEBRUARY 19, 2009 MEETING MINUTES

After several changes were noted, the minutes of February 19, 2009 were approved. II. PUBLIC COMMENT – None III. DIRECTOR’S REPORT A. Heritage Festival RFP’s 1. Bingo Vendor Ms. Scalzetti reported that a member of the Downers Grove Moose has expressed an interest in the possibility of that organization running the Bingo game at festival. She gave a copy of the old RFP to the interested party so the group could review the specs and requirements. If the Moose is interested in participating as the Bingo vendor, staff would then go out for another RFP. 2. Generator Vendor A Request for Proposal was sent out in February of 2009 for a Generator company to provide generator service for the 2009 Heritage Festival. Gen Power was the only company to submit a bid for $19,089. Gen Power has provided generator service at the festival for the past couple years. In 2008 Gen Power worked with staff to relocate all electrical lines and place festival vendors in the middle of the street providing a walkway with visibility for downtown businesses and festival booths. This year, Gen Power’s bid reflects the additional cost for equipment and supplies that are required for relocating the booths to the middle of the street. Gen Power will also donate bleachers, including delivery and pick-up service, as well as light towers in the Beer Garden for a total in-kind donation of $2910.00. The following motion was made at the conclusion of discussion: MR. HUMPHREYS MOVED TO RECOMMEND TO THE VILLAGE COUNCIL APPROVAL OF THE PROPOSAL SUBMITTED BY GEN POWER TO PROVIDE GENERATOR SERVICE FOR THE 2009 HERITAGE FESTIVAL. MS. MARINO SECONDED.

Yea: Chairman Martin Tully, Mr. Dave Humphreys, Patti Marino, Ms. Ellen Pendola, Ms. Becky Rheintgen

Nay: None


APPROVED

Community Events Commission 2 March 19, 2009

IV OLD BUSINESS A. Heritage Festival Entertainment Update Ms. Scalzetti distributed a copy of the latest Heritage Festival entertainment schedule to Commission members for their review. She noted that all of the entertainment time slots have been filled with the exception of a few local dance groups. Ms. Scalzetti reported that she has been working closely with James Fairs of The Jamez Band on their Saturday night performance in Fishel Park. The band would like to bring in two big screens to be place on each side of the band shell. Additionally, they will be bringing in three notable guest stars from the music industry for the performance. V. NEW BUSINESS A. Oktoberfest, September 18-20, 2009 Ms. Scalzetti reported that the Downers Grove Rotary had not turned in all their paperwork to date and asked that discussion on the event be moved to the April meeting. Ms. Scalzetti explained that several Illinois State University artists have started a glass blowing business and they have indicated to her an interest in bringing their craft to the festival. The artists would need to bring in a propane furnace to heat the glass. There is a safety concern regarding the furnace because it would have to run continuously throughout the weekend. Staff is checking with the Legal Dept. and Fire Prevention to see what liability and safety requirements are involved with this type of attraction. VI. ADJOURNMENT The meeting adjourned at 7:05 p.m. The next meeting is scheduled for Thursday, April 16, 2009.

APPROVED

Community Events Commission 1 April 16, 2009



APRIL 16, 2009 PRESENT: Chairman Martin Tully, Mr. Dave Humphreys, Ms. Patti Marino, Ms. Ellen Pendola- attended by phone, Ms. Becky Rheintgen Staff: Ms. Mary Scalzetti, Ms. Barb Martin ABSENT: Ms. Tessa McGuire, Ms. Kelsey Navins Mr. Rich Szydlo, Ms. Linda Kunze, ex-officio Guest: Scott Jacaway, Resident I. APPROVAL OF MARCH 19, 2009 MEETING MINUTES

There being no changes; the minutes of March 19, 2009 were approved. II. PUBLIC COMMENT – None III. DIRECTOR’S REPORT A. Heritage Festival Brochure - draft Ms. Scalzetti distributed a draft copy of the Heritage Festival brochure to the Commission. Copies of the brochure for proofing will be ready the first week in May. The brochure will be sent to the printer around May 12. Recycling Ms. Scalzetti reported that Green initiatives at festival include a free bike corral sponsored by the Downers Grove Bike Club. The bike corral will be located on Main Street just north of Warren. Also, additional recycling containers with lids for cans and bottles will be placed next to each garbage can at the festival. A youth group might volunteer their service to pick up cardboard for recycling from the vendors. Arc Disposal will be weighing the garbage and recycling to determine how much of each is produced at the festival. Announcements regarding recycling will be made periodically from the stages to remind festival attendees to use the recycling containers. IV OLD BUSINESS A. Heritage Festival Update 1. Vendors Ms. Larson is currently processing vendor applications for placement in the festival. The deadline for vendor applications was Monday, April 13. Despite Monday’s deadline, vendors are still calling to participate in the festival. If there is no Bingo vendor, the extra space will be used for vendor placement.

APPROVED

Community Events Commission 2 April 16, 2009

IV OLD BUSINESS (continued) 2. Entertainment Ms. Scalzetti reported that all the festival entertainment is complete with the exception of a few local dance groups who are not paid. All the festival entertainment has been placed on the festival web site. 3. Work Assignments A signup sheet will circulate at the May meeting for Commission Members to volunteer 2-3 hours of their time to work at Heritage Festival. 4. Sponsorship Ms. Scalzetti reported that Sponsorship to date is $55,000. The water bill insertion mailing has just been sent out. Last year’s water bill insertion generated approximately $7500.00. B. Downers Grove Rotary Oktoberfest The Rotary has submitted an application for this year’s Oktoberfest. The dates for this year’s Oktoberfest are September 25-27, 2009. The festival will be set up in the Library parking lot which is the same location as last year. The hours of operation will also be the same. Instead of the traditional German/Bavarian Oom-Pha music, a rock band will play on Friday and Saturday night after 9 p.m. and again starting on Sunday afternoon after 2 p.m. in an effort to draw more attendees to the event. Mr. Humphreys disclosed his Rotary membership before voting. A motion was then made to approve the Rotary’s application to host the 2009 Oktoberbest. MS. RHEINTGEN MOVED TO APPROVE THE DOWNERS GROVE ROTARY CLUB APPLICATION TO HOST THE 2009 OKTOBERFEST. MS. MARINO SECONDED.

Yea: Chairman Martin Tully, Mr. Dave Humphreys, Patti Marino, Ms. Ellen Pendola, Ms. Becky Rheintgen

Nay: None

The motion carried 5:0 V. NEW BUSINESS A. July 4 Parade The July 4 Parade applications have been recently sent out to community groups and local businesses desiring to be in the parade. Ms. Martin asked for volunteers from among the Commission Members to assist with the parade staging. A signup sheet will be distributed at the May meeting for those interested in helping out. B. Bike & Buggy Parade The Bike and Buggy Parade will be held on Sunday, June 12 @ 1:00 p.m. After the parade, at approximately 1:30 p.m., there will be popsicles and entertainment in Fishel Park provided by children’s entertainer Jason Kollum who is a juggler, balloon artist and stiltwalker. Ms. Scalzetti noted that the National Championship Bike Races are still on track for August 15 & 16. Mr. Humphreys reminded Commission Members that the American Legion is sponsoring the “Vietnam Moving Wall” October 1-5, 2009. VI. ADJOURNMENT The next meeting is scheduled for May 21, 2009

DRAFT

Community Events Commission 1 May 21, 2009



MAY 21, 2009

PRESENT: Chairman Geoff Neustadt, Former Chairman Martin Tully Mr. Dave Humphreys, Ms. Patti Marino, Ms. Ellen Pendola, Mr. Rich Szydlo, Ms. Linda Kunze, ex-officio Staff: Ms. Mary Scalzetti, Ms. Barb Martin, Ms. Susan Larson ABSENT: Ms. Tessa McGuire, Ms. Kelsey Navins GUEST: Mr. Scott Jacaway, Resident

Commissioner Geoff Neustadt introduced himself to Commission members as the new Chairman of the Community Events Commission and thanked Mr. Martin Tully for his past service to the Community Events Commission. I. APPROVAL OF APRIL 16, 2009 MEETING MINUTES

One change was noted to the minutes. The minutes of April 16, 2009 were then approved. II. PUBLIC COMMENT Mr. Martin Tully extended heartfelt thanks to the Community Events Commission members for their dedication and service to the community and also added special thanks to staff for their hard work. III. DIRECTOR’S REPORT A. Ms. Scalzetti provided an update on festival sponsorship noting that last year’s sponsorship total was $60,000. Total sponsorship to date for Entertainment, Attraction and Corporate sponsorship is $59,750 and the total in-kind sponsorship to date is $40,000. In-kind sponsorships includes Comcast Advertising, ARC Disposal, JACK 104.3 FM, print advertising in The Sun, DG Reporter and The Bugle. Several Downers Grove Hotels: The Comfort Inn, Holiday Inn and Doubletree Hotel have donated rooms for entertainers. B. Heritage Festival Bus RFP Last year the Village buses were utilized during the festival and supplemented with buses from First Student through sponsorship. The cost to utilize the Village buses last year was $12,000. This cost includes the bus driver’s salary, gas, and an on-duty mechanic. For this year’s festival, Staff asked First Student Bus to provide a projected cost for running their buses only during the festival. The cost savings was $4,000.00; bringing the total cost to a little over $8,000.00. Because the cost is over $7,000.00, staff went out for RFP per the Village’s purchasing policy. RFP’s are due back May 22. The buses will all have color coded signs to identify their route. IV OLD BUSINESS A. Heritage Festival Update 1. Vendors Ms. Larson reported that 143 vendors are scheduled to participate at this year’s festival. At this time, there is one 12x13 space available on Sunday as well as several partial time slots in Sunday’s Info/Expo area. The vendor meeting is scheduled for June 11, 2009 at 7 p.m. in the Council Chambers. All Commission members were encouraged to attend.

DRAFT

Community Events Commission 2 May 21, 2009

Ms. Larson reported that Sunday’s Car Show has 45 pre-registrations to date which is down a bit from last year. She noted that another large Car Show being held at the same time could account for the lack of preregistrations. 2. HF Brochure Copies of this year’s Heritage Festival brochure were distributed to Commission members. Ms. Scalzetti extended thanks to those who assisted with the proof-reading of the brochure. 3. Work Assignments/HF/July 4 Ms. Scalzetti thanked Commission members who signed up to work the festival. She explained that their assignments would be sent to them via email. Ms. Scalzetti also noted that several time slots were available on Sunday in the Information Booth. All who had not signed up to work the festival or the July 4 Parade were encouraged to do so. V. NEW BUSINESS A. HF Appreciation Picnic The date for this year’s picnic is Friday, July 10, 2009, at 11:30 am. All Commission members were invited to attend. B. June Meeting The June Community Events Commission member has been cancelled due to Heritage Festival. CHAIRMAN’S UPDATE Chairman Neustadt explained that he had recently met with members of the Downers Grove Moose regarding running Bingo game at the festival. He suggested to the group that they try to mobilize some manpower to run the game, even for one day at the festival to at least try it out. Chairman Neustadt said he would follow up with the group on the matter. VI. ADJOURNMENT The next meeting is scheduled for July 16, 2009.

APPROVED

Community Events Commission 1 August 20, 2009



AUGUST 20, 2009

PRESENT: Chairman Geoff Neustadt, Mr. Dave Humphreys, Ms. Patti Marino,

Ms. Ellen Pendola, Ms. Becky Rheintgen, Ms. Linda Kunze, ex-officio Staff: Ms. Mary Scalzetti, Ms. Barb Martin, Ms. Susan Larson

ABSENT: Ms. Tessa McGuire, Mr. Rich Szydlo, Ms. Kelsey Navins GUESTS: Ms. B.J. Boyd, Consider It Done; Mr. Scott Jacaway, Resident; Ms. Rebecca Joers, Jolie Boutique; Ms. Kathleen March, Anderson’s Bookshop; Ms. Marta Cullen, Dream Interiors Ms. Cindy Klima, Downers Grove Economic Development Corp. I. APPROVAL OF JULY 16, 2009 MEETING MINUTES

There being no changes, the minutes of July 16, 2009 were approved. II. PUBLIC COMMENT Ms. Kunze and guests representing the Downtown Marketing Committee presented and discussed their new tentative schedule for the 2009 Hospitality Weekend in November. The new schedule would move the Village’s Tree Lighting Ceremony from the traditional Sunday to Friday evening in an effort to draw shoppers out of the “box” stores and into the downtown restaurants and stores. The Santa Parade would remain on Sunday. Chairman Neustadt noted that consistent store hour and advertising for special promotions would be key to drawing the shoppers to the downtown. He thanked the group for their presentation and added that before a decision regarding the plan could be made, the plan would have to go through a Village process and be put on an agenda first. Also, staff will have to meet with the Village Manager to discuss scheduling issues and overtime costs as that Friday is considered a holiday for Village staff. Also, it would have to be determined if there are any policy issues involved. If so, it would have to go to the Village Council Workshop. A preliminary meeting with Village staff and the Downtown Management was set up for the following week to discuss the new schedule of events. III. DIRECTOR’S REPORT

A. Heritage Festival Annual Report - Draft Ms. Scalzetti explained that she is currently working on the Heritage Festival Annual Report. She reviewed a draft copy of the Financial Summary from the Annual Report. Ms. Scalzetti noted that the Beer Garden revenue was down some on Saturday night due to rain which also shut the festival down early. However, total revenue from the event covered all expenses with a balance of approximately $27,000. After the July 4 activities were expensed a balance of $7,316 remained. A final copy of the report will be emailed to the Community Events Commission on Tuesday, August 25 for their review. B. Heritage Festival Economic Impact Study As part of their sponsorship package, Best Buy employees provided over forty hours of service at the festival taking economic impact surveys at various locations. Ms. Scalzetti reported that work on the economic impact study is almost complete. The final report will be presented at the next meeting.

APPROVED

Community Events Commission 2 August 20, 2009

IV OLD BUSINESS – None

V. NEW BUSINESS Chairman Neustadt commented that the Bike Race on August 15 & 16 was a huge success and thanked staff for their work on the event. He observed that everything seemed to run smoothly with the race course and the rerouting of vehicular traffic during the races. Also he stated that he was not aware of any problems with regard to accessing the parking deck before or after the event. Chairman Neustadt reported that Ms. Tessa McGuire will be resigning from her position on the Community Events Commission. Mr. Scott Jacaway will fill that vacancy after Village Council has approved his appointment to the Commission. He also stated that Ms. Rheintgen has agreed to renew her term on the Commission. He noted that currently he is interviewing applicants for the Youth in Government program to fill positions on selected Village Commissions. VI. ADJOURNMENT A motion was made to adjourn the meeting at 6:54 p.m. The next meeting is scheduled for September 17, 2009.

APPROVED

Community Events Commission 1 September 17, 2009



SEPTEMBER 17, 2009

PRESENT: Chairman Geoff Neustadt, Mr. Dave Humphreys, Ms. Patti Marino,

Ms. Ellen Pendola, Ms. Becky Rheintgen, Mr. Rich Szydlo, Ms. Linda Kunze, ex-officio Staff: Ms. Mary Scalzetti, Ms. Barb Martin, Ms. Susan Larson

ABSENT: None GUESTS: Mr. Scott Jacaway, Resident, Ms. Julie Elser, Downers Grove Junior Woman’s Club Ms. Joanne Walthius, Downers Grove Junior Woman’s Club I. APPROVAL OF AUGUST 20, 2009 MEETING MINUTES

There being no additions or changes, the minutes were approved.

II. PUBLIC COMMENT Ms. Julie Elser, President of the Downers Grove Junior Women’s Club (DGJWC) stated that her group was recently informed by letter from the Village Manager that the Village intends on issuing a Request For Proposal (RFP) for the 2010 Heritage Festival Craft Show. The RFP will include a revenue sharing requirement whereby the gross proceeds of the operation of the Craft Show will be divided between the selected not-for-profit and the Village (60% to the Village, 40% to the not-for-profit). Ms. Scalzetti explained that the current contract with the DGJWC states that pursuant to Section IX, the Village can exercise its right to terminate the contract effective immediately if either party gives the other written notice of the intent to terminate the contract by October 1. She stated that the 60/40 revenue split is consistent with other Heritage Festival agreements containing a revenue sharing requirement component such as the Beer Garden operations, which is conducted by the Downers Grove Rotary Club and the Parking Garage operations, conducted by the J. Kyle Braid Leadership Group from Downers Grove North and South High Schools. Ms. Elser explained that the 60/40 split would greatly impact the DGJWC operational budget leaving them with only one-third of the Craft Show revenue to run their organization. Her organization contends that the 60/40 revenue split is unfair due to the fact that the other groups, such as the Rotary, bring in larger revenues at Heritage Festival than theirs. Ms. Elser asked if the revenue sharing requirement could be implemented incrementally over several years. Chairman Neustadt explained that it that would be unfair to the other not-for-profit groups who asked and were denied the same option. He advised them that they could take the matter to the Village Manager for further discussion. III. DIRECTOR’S REPORT

A. Heritage Festival Annual Report – Final B. Heritage Festival Economic Impact Survey Ms. Scalzetti noted that several minor changes were made to the draft copy of annual report. She thanked the Commission members for their comments on the two reports. Chairman Neustadt referred to the Heritage Festival financial statement noting that it showed a positive balance of $7,316. He stated this would be a benefit in favor of the festival in the upcoming budget discussions. The following recommendation was made at the conclusion of discussion:

APPROVED

Community Events Commission 2 September 17, 2009

MR. HUMPHREYS MOVED TO APPROVE TO THE VILLAGE COUNCIL THE 2009 HERITAGE FESTIVAL ANNUAL REPORT AND THE 2009 HERITAGE FESTIVAL ECONOMIC IMPACT STUDY. MS. RHEINTGEN SECONDED.

Yea: Mr. Dave Humphreys, Ms. Patti Marino, Ms. Ellen Pendola, Ms. Becky Rheintgen Mr. Rich Szydlo

Nay: None The motion carried 5:0

C. Ordinance Establishing Heritage Festival Ms. Scalzetti reported that except for the date change, the only other change to the ordinances was on page 5, Section 5. The section number was changed to 4-102. This section refers to a temporary use violation of the Municipal Code.

MS. RHEINTGEN MOVED TO APPROVE THE 2010 HERITAGE FESTIVAL ORDINANCE TO THE VILLAGE COUNCIL FOR THEIR REVIEW. MS. MARINO SECONDED. Yea: Mr. Dave Humphreys, Ms. Patti Marino, Ms. Ellen Pendola Ms. Becky Rheintgen, Mr. Rich Szydlo

Nay: None The motion carried 5:0

IV OLD BUSINESS Tree Lighting Ceremony Ms. Scalzetti reported that the date for the Tree Lighting Ceremony will be changed from Sunday, November 28 to Friday, November 27 at 4:30 p.m. The date change is a result of a new marketing plan presented by the Downtown Management Marketing Committee at the August Community Events Commission meeting. The purpose of the plan is to draw shoppers out of the “box” stores and into the downtown restaurants and stores. The Downtown Marketing Committee is encouraging all the stores to keep later hours throughout the weekend. Ms. Larson reported that information regarding the new date for the Tree Lighting Ceremony has been put up on the Community Events website. V. NEW BUSINESS Heritage Festival National Acts Commission members reviewed several entertainer videos that are under consideration for the Friday Benefit Concert in the Beer Garden. The entertainers include Sugar Ray, Bruce in the USA, and Patti Smyth. Opening acts under consideration for the national acts include American Taxi, Dot Dot Dot, & Judas Beast. Also under consideration is the possibility of charging a $5.00 cover fee to enter the Beer Garden on all three days. VI. ADJOURNMENT A motion was made to adjourn the meeting at 6:54 p.m. The next meeting is scheduled for October 15, 2009 at 6 p.m.

APPROVED

Community Events Commission 1 October 15, 2009



OCTOBER 15, 2009 PRESENT: Chairman Geoff Neustadt, Mr. Scott Jacaway, Mr. Dave Humphreys, Ms. Patti Marino,

Ms. Becky Rheintgen Staff: Ms. Mary Scalzetti, Ms. Susan Larson

ABSENT: Ms. Ellen Pendola, Mr. Rich Szydlo, Ms. Colleen GUESTS: Mrs. Shirley Johnson, Tivoli Theater Mr. Mel Gregory, Heritage Festival Car Show Committee Member I. APPROVAL OF SEPTEMBER 17, 2009 MEETING MINUTES


II. PUBLIC COMMENT Mr. Mel Gregory a volunteer of the Heritage Festival Car Show Committee spoke about the proposed recommended elimination of the Car Show from the 2010 Heritage Festival. He discussed his desire to brainstorm with the volunteer committee reference cost saving ideas and report back to this commission at the November meeting. He requested a list of expense items associated with the Car Show budget and asked if the volunteer committee could meet at Village Hall. Ms. Mscalzetti advised she will set the meeting and provide the list to the car show committee. Mrs. Shirley Johnson from the Tivoli Theater spoke about the proposed 2010 Heritage Festival layout. Her concern is the closure of Warren Avenue and buses that drop off patrons for the afternoon movie, staff advised that we will continue to work with the police department as we have in the past and advise Mrs. Johnson as the festival nears. .

III. DIRECTOR’S REPORT

A. Heritage Festival Layout – Ms. Scalzetti explained that currently there are no substantive changes to the 2010 Heritage Festival layout. Changes that were made in 2009 will remain the same in 2010. B. Heritage Festival Fee Assessment – Ms. Larson presented staff recommendations on the 2010 Heritage Festival fee assessments. Staff asked the Commission members to review the recommendations so that they can be discussed at the next board meeting. C. Heritage Festival Rules and Regulations – Ms. Larson explained that any changes made on the fee assessment for 2010 Heritage Festival will be reflected in the Rules and Regulations. D. Heritage Festival Entertainment – Ms. Scalzetti discussed several acts that she has contacted reference pricing and availability including the B-52’s, Blues Traveler, Gypsy Kings, KC and the Sunshine Band, Peter Frampton, UB40, Lucas Nelson as well as a few others. Many were out of our price range. Ms. Scalzetti is still in discussions with other entertainers and awaiting the entertainment budget for the 2010 Heritage Festival.

IV OLD BUSINESS No old business presented. V. NEW BUSINESS

A. Ice Festival – Currently the 2010 Ice Festival is recommended for elimination from the 2010 budget but there has been discussion of Downtown Management perhaps holding the event on a much smaller level without the competition element. Ms. Scalzetti, Ms. Cindy Klima from Economic Development Corporation and Ms. Linda Kunze from Downtown Management will be discussing the possibilities of this taking place.

APPROVED

Community Events Commission 2 October 15, 2009

VI. ADJOURNMENT A motion was made to adjourn the meeting at 7:20 p.m. The next meeting is scheduled for November 19, 2009 at 6 p.m.

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Community Events Commission 1 November 19, 2009



NOVEMBER 19, 2009 PRESENT: Chairman Geoff Neustadt, Mr. Dave Humphreys Mr. Scott Jacaway Ms. Colleen Mahoney, Ms. Patti Marino, Ms. Ellen Pendola Staff: Ms. Susan Larson, Ms. Barb Martin ABSENT: Ms. Becky Rheintgen, Mr. Rich Szydlo GUESTS: Mr. Joe Domijan, Mr. Frank Giancola, Mr. Bob Markert, Mr. Bill Horwath Mr. Joe Heiberger, Mr. Edward Earl, Ms. Margaret Earl, Mr. Garry Kornack Mr. Len Clair, Ms. Mary Gregory Chairman Neustadt stated that he and Mayor Sandack wanted to extend a giant and hearty “thank you” to the Community Events Commission for their many years of dedicated service on the Community Events Commission. He also introduced and welcomed Ms. Colleen Mahoney as the new Youth-In-Government representative to sit on the Community Events Commission. I. APPROVAL OF OCTOBER 15, 2009 MEETING MINUTES


II. PUBLIC COMMENT III. DIRECTOR’S REPORT A. Tree Lighting Ceremony Ms. Larson reported that the 2009 Tree Lighting Ceremony will be held on Friday, November 27 at 4:30 p.m. at the Main Street Train Station and will kickoff “It’s A Wonderful Weekend” holiday festivities in the downtown. The Community Events Dept. has received 1,072 ornaments for the holiday tree representing sixty- nine (69) community groups. Staff will be serving cookies and apple cider inside the train station starting at 4:00 p.m. Ms. Larson extended an invitation to all Commission Members to attend the event. B. Heritage Festival Layout Modifications Chairman Neustadt explained that at the last Budget Meeting of November 10, the Village Council had agreed to move forward with the 2010 Heritage Festival at a reduced budget. He reported that the Bike Race and Ice Sculpture Festival would, however, be cut from the 2010 budget. He stated that the Downtown Management and the Economic Development will be sponsoring the 2010 Ice Sculpture Festival excluding the ice carving competition. He challenged the Commission to re-evaluate all aspects of the festival and consider ways to make it truly a “community” event going back to the original theme and thought for the festival. Chairman Neustadt asked the Commission to put together and prioritize a list of items from the festival according to importance to them and email it to Ms. Scalzetti. He noted that whatever the 2010 festival plan turns out to be, it will become the model for future festivals with a tweaking here or there.

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Community Events Commission 2 November 19, 2009

III. DIRECTOR’S REPORT (continued) C. Heritage Festival Sponsorship Brochure Ms. Martin reported that Ms. Scalzetti is working with Village’s communications technician on the 2010 Sponsorship Brochure. Ms. Scalzetti is also working with Linda Kunze of the Downtown Management Corporation and Cindy Klima of Economic Development to put together a marketing plan tying in sponsorships for the three groups. IV OLD BUSINESS A. Heritage Festival RFP’s: Beer Garden , Bingo, Craft Show Ms. Martin reported that should the Heritage Festival Ordinance pass in December, staff will go out for

RFP for Bingo and the Craft Show. For the past several years staff has gone out for RFP for the beer garden and the Downers Grove Rotary has been the only group to submit a proposal. Staff would like to extend the Beer Garden contract for 2010. Per the Village’s purchasing policy, the RFP can be extended twice as long as the cost does not exceed a 2% increase over the life of the contract. The RFP’s will be discussed further at the December Commission meeting. B. Heritage Festival Car Show Budget Considerations Mr. Joe Domijan of the Heritage Festival Car Show Committee gave a presentation detailing the festival’s Car Show history. He explained that the Car Show Committee is seeking a recommendation from the Community Events Commission for inclusion in the 2010 Heritage Festival. Now in its 27th year, the Heritage Festival Car Show is the longest running “all volunteer” show in the Western suburbs. Mr. Domijan discussed various ways to significantly reduce costs to make the Car Show revenue neutral. At the conclusion of the presentation Chairman Neustadt noted that the reduction of the administrative burden and public works services costs associated with the Car Show could make it possible for the event to be re-evaluated for inclusion in the festival depending on the outcome of the approved final budget.

V. NEW BUSINESS A. December Meeting Dates Chairman Neustadt explained that the Commission will be meeting twice in December. Staff would like to schedule an additional meeting for Tuesday, December 1 @ 4:00 p.m. to discuss layout and planning ideas for Heritage Festival. Also, staff would also like to reschedule the regular December 17 meeting to Tuesday, December 15 @ 4:00 p.m. Chairman Neustadt directed staff to email the Commission for their availability to attend the meetings.

VI. ADJOURNMENT A motion was made to adjourn the meeting at 7:20 p.m. The next meeting is scheduled for December 1, 2009 at 4pm for a brainstorming session and a follow up meeting on December 15, 2009 at 4 p.m.

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Community Events Commission 1 December 1, 2009

VILLAGE OF DOWNERS GROVE COMMUNITY EVENTS COMMISSION MEETING

DOWNERS GROVE VILLAGE HALL COMMITTEE ROOM

DECEMBER 1, 2009 4:00pm

PRESENT: Chairman Geoff Neustadt, Mr. Dave Humphreys Mr. Scott Jacaway, Linda Kunze, Ms. Colleen Mahoney, Ms. Patti Marino, Ms. Ellen Pendola, Ms. Becky Rheintgen Staff: Ms. Mary Scalzetti, Ms. Susan Larson, Ms. Barb Martin ABSENT: Mr. Rich Szydlo GUESTS: Mr. David Fieldman, Village Manager; Ms.Cindy Klima, Economic Development, Mr. Thomas Cawthorn, Resident; Joanne Walthius, Resident; Cathy Darrah, Resident; Keith Hoffman, Resident; George Swimmer, Resident; Barb Wysocki, Resident Elaine Johnson I. APPROVAL OF NOVEMBER 19, 2009 MEETING MINUTES


II. PUBLIC COMMENT (under Manager’s report) III. DIRECTOR’S REPORT -None Village Manager’s Report Village Manager, Mr. David Fieldman, explained that the 2010 budget contains the suspension of Heritage Festival, the elimination of the Bike Race and Ice Sculpture Festival. He stated that the elimination of the events is a reflection on the current economic conditions and the financial issues the village is facing as a result of those economic conditions and in no way is it a reflection on the effectiveness of the events done in the past or the effectiveness of the Community Events Commission. Mr. Fieldman said the Village Council has charged the Community Events Commission with developing a report and recommendation for Village community events for 2011 and beyond to be presented to the Village Council in July 2010 based on the parameter that all events must fully cover all direct and indirect Village costs. Mr. Fieldman discussed various criteria for the group to consider in developing a future model as well as Commission and Staff roles. At the conclusion of his discussion, Mr. Fieldman opened the floor up for questions or comment by the Commission.

Mr. Humphreys stated that Heritage Festival provides so much for the whole community and it’s loss in 2010 will certainly be felt by many. He advised that the suspending of the festival will hurt many including not-for-profit organizations who typically fundraise, and in many cases, collect their entire yearly operating budgets at the festival; downtown merchants including restaurants and local businesses who all have approximately 100,000 visitors at their doorstep via the festival. Additionally, Downers Grove hotels will be impacted thus affecting our hotel tax. The indirect economic impact of return visits to Downers Grove will be immeasurable but certainly felt. Ms. Marino advised that we have been working with downtown businesses for the past two years making positive changes at the festival because of their input and involvement. Mr. Humphreys asked Village Manager, Dave Fieldman to describe the level of involvement the Community Events Commission would have in assisting NFP’s who were planning events. Mr. Fieldman advised that the CEC would be involved by reviewing the plans and providing their years of experience in order to help

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Community Events Commission 2 December 1, 2009

develop a good event. This would be done as part of the permitting process and that final approval would be through Community Development.

Public Comment: Mr. George Swimmer, President of the Noon Lions Club explained that he was very upset with the Village’s decision to suspend Heritage Festival. He noted that his group has had a presence at Heritage Festival for many years selling corn and steak sandwiches. Funds that are raised at Heritage Festival help to provide many humanitarian services for Downers Grove such as the Halloween Parade and Window Painting activity in the downtown, a Christmas Party at the Tivoli, Fishing Party at Barth Pond for kids, and they also provide assistance to the blind and hearing impaired. He suggested several ways to raise funds to keep the Festival going. Ms. Barb Wysocki, President of the Downers Grove Rotary Club, agreed that it was disappointing to not have Heritage Festival for 2010. At the same time, it offered an opportunity for the community to come together, working with the Community Events Commission, to come up with an event for Downers Grove that would hopefully help the not-for-profits make money.

Public Comment: (continued)

Keith Hoffman, member of the Downers Grove Rotary and past member of the Downers Grove Kiwanis Club discussed the Rotary’s commitment to the community by way of providing scholarships and donations to SEASPAR and Divehart. Funds raised at Heritage Festival assist with these endeavors. He suggested that Heritage Festival continue to have the rides on the north side of the track, and have a completely enclosed area and charge a $5.00 entry fee.

Tammy of the Humidor Cigar on Burlington noted that the not-for-profits are very interested in having a festival for 2010 as that is where they feel they get the most exposure for marketing and gain volunteers not to mention raise funds for their organizations. She explained that at a Chamber meeting earlier that morning it was discussed that a non-for-profit group could be created to spearhead a Saturday/Sunday event and partner with the Downtown Management, Downers Grove Rotary, Jr. Women’s Club and the EDC to work together to help businesses in the downtown as well as the not-for-profits.

Cindy Klima of Economic Development Corporation advised that she would work with the village in any way as requested and provide a positive marketing effort in what ever way was appropriate.

Chairman Neustadt explained that whatever event is created it will still need to be firmed up by an approval process by ordinance or permitting process. Village Manager Fieldman noted that all Heritage Festival financial information would be made available to interested parties and to call Tom or Jeff in Community Development to determine what the permitting process is and appropriate application fee. Not-for-profits can request a waiver for the application fee. Out-of-pocket expenses for operating the event should it require Police, Fire, Public Works assistance will need to be reimbursed by the not-for-profit organization. IV OLD BUSINESS - None

V. NEW BUSINESS

Ms. Colleen Mahoney discussed a survey she conducted at her high school with regard to Heritage Festival. The Commission was very interested in the findings.

VI. ADJOURNMENT A motion was made to adjourn the meeting at 6:00 p.m.

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