Community Events Committee Agenda
Pingree Grove Village Hall
Wednesday, March 19th, 2014
6:30 PM
1. Call to Order
2. Approval of February 19th 2014 Meeting Minutes
3. Discussion on Pingree Grove Touch-A-Truck
a. Activities:
i. Touch-A-Truck:
1. Registration Form – Confirm all obtained
2. Waiver/Insurance – Confirm all obtained
3. Layout Parking / Spaces / Additional Visitor Parking
ii. Passport – Confirm book design
iii. Music – Confirm DJ
iv. Sell – Confirm La Hacienda (Attendance, Menu, Insurance)
v. Food – Confirm La Hacienda (Attendance, Menu, Insurance)
b. Photographer – Confirm Faye Licari
c. Flyer – Sign off on flyer
d. Signage – Review proofs
e. Committee Table / Volunteers – Discuss where / number needed
f. Event Logistics – Discuss required elements
g. Attendance – Devise plan to track attendance
h. Total Cost – Confirm final costs
4. Discussion on Garage Sale
a. Time – To be confirmed
b. Advertising – Review ad costs (Daily Herald, Northwest Herald, Courier)
c. Registration Forms – Review / Signoff
d. Flyers – Review / Signoff
e. Signs – Ross to provide estimate on number of available signs. Discussion on purchasing
new signs, if needed.
f. Total Cost – Confirm final costs
5. Discussion on Independence Day Activities
a. July 4th Events – High level / brainstorm discussion
b. July 5th Events – High level / brainstorm discussion
6. Old Business
7. New Business
8. Adjournment
1.
2.
3.
Community Events Committee Meeting Minutes
Pingree Grove Village Hall
Wednesday, February 19th, 2014
6:30 PM
Call to Order
a. Committee Attendance: Ross Cartwright, Carol Lussky, Amber Ninow, Jackie Pierce
b. Additional Attendees: Mary-Anne Merchut, Rick Fryer
Approval of February 5th 2013 Meeting Minutes: Committee Approved
Discussion of Pingree Grove Spring Festival:
i. Name: Touch A Truck
ii. Date: May 10th 2014
iii. Time: 12-3:00pm NOTE: Quiet Hour 12-1
iv. Location: Charter School & Soccer Fields
NOTE: Carol to confirm soccer field weight limit
v. Activities:
1. Touch-A-Truck:
a. Companies:
i. Comed (Confirmed)
ii. Fire Dept – Ambulance (Confirmed)
iii. Fire Dept – Firetruck (Confirmed)
iv. Police Dept – Car (Confirmed)
v. Flood Brothers (Confirmed)
vi. Goebberts – Hayride (Confirmed)
vii. Schwans (Confirmed)
viii. Ozinga – Cement Truck (Confirmed)
ix. Kona Ice – Shaved Ice Truck (Confirmed)
x. Antique Pick Up Truck (Confirmed)
xi. Public Works – Dump Truck with Plow (Confirmed)
xii. Buck Brothers – (Confirmed)
xiii. Armory – Unavailable
xiv. Shocks Towing – (Confirmed)
xv. UPS – (Confirmed)
xvi. School Bus - (Confirmed)
xvii. Army Recruiters – Pending
xviii. Amvets Post 202 – Pending
b. Registration Form: Kelly to update, distribute to committee and committee to hand out.
MUST be returned by cob March 14th 2014
c. Waiver/Insurance: Distribute to committee and committee to hand out. MUST be
returned by cob March 14th 2014
2. Passport:
a. One page, folded. Title page, grid inside, sponsor recognition on back. Kelly to bring
proof to next meeting
b. All completed booklets will receive a prize (estimated 300 booklets/prizes) needed)
c. Jackie and Amber to look for prize donations
3. Music: Pauley Productions pending response
4. Sell:
a. Village t-shirts and hats
b. 50/50 raffle ($1 for 1 ticket, $5 for 6, $20 for arm length) - 2 Prizes: 50/50 Winner and 1
ComEd bucket lift winner [Locate ticket roll]
5. Food:
a. Kona: Shaved Ice (Confirmed)
b. Schwans: Products (Pending)
c. La Hacienda (Ross to obtain confirmation, menu, and license information)
vi. Photographer: Kelly to contact Faye Licari
vii. Flyer: Kelly to bring final proof to next meeting
4.
5.
6.
7.
viii. Signage: Ross presented information/cost from Public Works and Hagg Printing. Ross to obtain proofs
and cost analysis (banners, posts, poles, inserts, etc)
ix. Committee Table / Volunteers / Positions:: To be discussed at next meeting. Advertise for all upcoming
events. Kelly to make one page flyer
x. Total Cost: Passport book printing, Passport prizes?, etc… Final cost still to be determined
Discussion of Garage Sale:
i.
Date: June 19-21 2014 (Thursday – Saturday)
ii.
Location: Village Wide
iii.
Advertising:
a. All standard Village posting locations
b. Craigslist
c. Newspaper: Northwest Herald, Daily Herald, Courier. Amber to obtain costs
d. Touch-A-Truck Flyer
iv.
Registration Form: Kelly to updated and bring to next meeting
v.
Total Cost: To be determined
Old Business:
a. Independence Day: Discuss at next meeting
b. Survey: Committee reviewed and approved. Posting 2/20 – 3/14
c. Park Naming Contest: Kelly to contact Mayor for next step approval
New Business:
a. SmartSheet: Discussed new village project management tool. Trial run with Touch-A-Truck. Kelly to send link
to whole committee and volunteers
Adjournment - Next Meeting: Wednesday March 19th 2014 at 6:30pm at Village Hall