14700 Ravinia Avenue Orland Park, IL 60462 www.orland-park.il.us Monday, 7:00 PM Village Hall Community Events & Outreach Chairman Kathleen M. Fenton Trustees Bernard A. Murphy and Patricia A. Gira Village Clerk David P. Maher
CALL TO ORDER/ROLL CALL The meeting was called to order at 7:20 PM. Present: 2 - Trustee Murphy and Chairman Fenton APPROVAL OF MINUTES 2008-0129 Approval of the February 11, 2008 Community Events and Outreach Committee Minutes I move to approve the Minutes of the Regular Meeting of the Community Events and Outreach Committee of February 11, 2008. Kathleen Fenton, that this matter be APPROVED. The motion CARRIED by the following vote: ITEMS FOR SEPARATE ACTION 2008-0165 Three - I Regional Chili Cook-Off - Approve Media and Events Coordinator Patty Vlazny reported the CASI (Chili Appreciation Society International) has asked Orland Park to be one of the nine Regional Chili Cook-Offs in 2008. Orland Park hosted the Three - I in 2005. The event would take place on Saturday and Sunday, May 17 & 18, 2008 at the ice rink and warming house at Centennial Park. Contestants pay a $25 CASI fee on Saturday and an $18 Morning After fee for Sunday. The public is invited to taste for a $5.00 fee. Saturday would benefit Special Recreation and Sunday would benefit the American Cancer Society. The Village provides the winners trophies, judges t-shirts, cooks shirts or pullovers, supplies, palette cleanser, drinks, volunteer judges and staff as we do for the Chili Willie Challenge in January. Chairman Fenton asked how much of the $3,000.00 budget adjustment will the Village spend for this event. She also asked if there is any way to host this event with little or no cost to the Village. Coordinator Vlazny stated she would do her best to find a way to cut costs in terms of this event. Page 2 of 7
Interim Village Manager Ellen J. Baer stated due to staff working this event there will be some cost to the Village. At this time she is researching a solution to decrease staff hours at community events. I move to recommend the Village Board approve funding for the Village of Orland Park to host the CASI Three - I Open Regional Cook-Off in an amount not to exceed $3,000; And I move to recommend the Village Board approve a budget adjustment in the amount of $3,000. Kathleen Fenton, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion CARRIED by the following vote: 2008-0171 Taste of Orland Park - Increase Alcohol Vendors Coordinator Vlazny reported that Taste of Orland Park will be held August 1, 2 & 3. Up to 20 Orland Park restaurants will participate in the event. In the past, we have only allowed six restaurants to sell alcohol at the event, two vendors in each row. This event is a huge success, drawing more and more crowds each year. With new breweries in town and restaurants that have participated from the beginning but have not had the opportunity to sell alcohol, the committee believes that allowing two more vendors to sell alcohol would help the restaurants and keep the lines moving and would have no negative impact on the event. One more alcohol vendor would be added in the front and second rows. Because of the set up of the last row, we do not recommend adding a third alcohol vendor in the last row at this time. Chairman Fenton asked how it is determined which vendors sell alcohol. Coordinator Vlazny stated that vendors who sell alcohol are selected on a first come first serve basis. Also vendors from the previous year are given a priority application with a deadline, if they do not hand their application in by that deadline that alcohol slot is opened up to other vendors. I move to approve allowing two additional alcohol vendors, bringing the number of alcohol vendors to eight at the Taste of Orland Park. Page 3 of 7
Kathleen Fenton, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion CARRIED by the following vote: 2008-0172 Arts Commission -Youth Art Expo Coordinator Vlazny reported the Arts Commission has hosted a Youth Art Expo in conjunction with the Art Fair each year. Winning artwork from Sandburg s Art Show and artwork chosen by District 135 art teachers are submitted and displayed at the Expo. Winners are given ribbons and cash awards and those pieces are displayed at the Art Fair in June. This year the Commission is suggesting that instead of displaying the art work and having the short awards presentation at the Cultural Center, the winners will be presented with their awards at the June 16th Board of Trustees meeting. The artwork will not be displayed at the Cultural Center for several days since it has already been on display at Sandburg and District 135. Winning artwork can be displayed on the boards at the back of the boardroom that evening and will also be displayed at the Art Fair, July 12 & 13 at Orland Park Crossing. Winners will be notified and invited to attend the Board meeting to receive their awards. I move to recommend the Village Board approve changing the Youth Art Expo to awarding the winners at the June 16 Board meeting and eliminating the display at the Cultural Center. Kathleen Fenton, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion CARRIED by the following vote: 2008-0168 Upcoming Special Events - No Action Necessary GENERAL INFORMATION Event Banners New event street pole banners for the Farmers Market, Garden Walk, Taste of Orland, Art Fair and Times of Civil War are being ordered. This has been budgeted for this year. Each event will be printed on a different color banner using white ink to make the event pop-out. Special Events is working with Public Works to determine number of poles. Page 4 of 7
Sponsors Staff is starting to follow up with businesses that were mailed sponsor packets last November for sponsor commitment for special events. Staff is also meeting with The SouthtownStar this week to discuss a tab pullout section for the Summer Events section in their Newspaper. Christopher B. Burke Engineering has committed to a $10,000 sponsorship SPECIAL EVENTS HELD IN FEBRUARY 2008 The Chefs Auction on February 21, 2008 was a sold out event and raised approximately $28,000 for ACS Breast Cancer Research after expenses. This year the silent auction was eliminated and replaced with a raffle which was well received and raised $2,321. The live auction raised $17,900 and ticket sales were $11,495. The dessert tables were moved into the hallway which allowed four additional tables to be set up for ticket sales. The dessert vendors were very pleased with the set up. A suggestion for next year would be to call raffle winners earlier and throughout the evening rather than wait until after the live auction, because too many people leave before the end of the event. Another suggestion is to raise the ticket price next year. The price, $45 per person or $75 per couple, has remained the same for eight years. CURRENT EVENTS March 2008 The Annual Lucky Easter Egg Hunt is scheduled for Saturday, March 22nd. Central Credit Union is the main sponsor with a donation of $2,000. The FOP is donating candy and the Orland Fire District will be brining the Easter Bunny to the park via fire truck. The Camp-in at Sportsplex is scheduled for Saturday, March 29th-30th. There are 11 families registered for this event and the featured film will be Ratatouille. FUTURE EVENTS April Due to April being National Kite Flying Month, The Kite Kaboodle will be a new event this year. This event will be held on Sunday, April 13 at the Civic Center. Page 5 of 7
May Times of the Civil War are scheduled for May 3rd & 4th. Staff is looking into adding to the event by possibly hiring Abe & Mary Lincoln re-enactors and getting a merchandiser to sell wares to make the event more attractive. Randy s Market has generously agreed to supply the food again. June The planning for the June 7th Duke O Malley Fishing Derby is well under way. This year the event will be organized by the Village. New this year to the Duke O'Malley Fishing Derby is the help of the Sierra Club. They will be able to donate backpacks for the fishing literature and misc giveaways, as well as reimburse the Village $1,000. The Southtown/Star has secured a beverage donation. The Southtown/Star will also find a sponsor to pay for the hats. The Village is in the process of purchasing the cane poles and tackle boxes for the event. Garden Walk There will be a planning committee meeting within the next week or two to discuss the Garden Walk. The one confirmed house for the tour is last year s Garden Contest winner. A recommendation has been made to invite crafters as vendors to attract more people to the event. The Village is currently looking to plan some events at the new Crescent Park that is located adjacent to the Metra station. The Encore Band has asked to play this venue for 3-4 dates this summer. It is the Village's hope to offer a concert their mid June prior to the concert series at Ravinia. Also, the Village is looking into offering a Back to School Bash at this park. July Currently the Village is all set for the Summer Entertainment Series and Fun in the Parks. The Village is working on the kid s entertainment for July 3 & 4. Nova Soul will be the band for July 4. Art Fair The Youth Art Expo will change the Awards Presentation to the June 16th Board Meeting, there will not be a display at the Cultural Center. A couple of artists from The Center in Palos and McCord House will be invited to participate in the Art Fair. Each artist will be given a free booth space as community goodwill gesture and ask that they help publicize the event. There are 35 artists confirmed at this time. Community art activity will either be painting picnic tables or park benches again to use at village events. The Commission also suggested a henna tattoo artist or caricature painter for the event. Page 6 of 7
August ADJOURNMENT Taste of Orland Park The first committee meeting has been held. Individual committee meetings are scheduled for Wednesday, March 14th. New letterhead will be developed for the Taste of Orland Park. An emergency plan is being developed to use in case of severe weather or other emergencies. Police will not check IDs at gate. Instead there will be more of a presence throughout the grounds during the Taste of Orland Park. The Committee recommends allowing two more liquor vendors, bringing the total to eight rather than six. This matter was NO ACTION Kathleen Fenton, that this matter be ADJOURNED. The motion CARRIED by the following vote: /sb APPROVED: April 14, 2008 Respectfully Submitted, /s/ David P. Maher David P. Maher, Village Clerk Page 7 of 7