Special Events Commission

Village of Mount Prospect Special Events Commission Regular Meeting Agenda Village Hall | 50 S. Emerson St. January 6, 2025 Executive Conference Room 7:00 PM 1. Call to Order 2. Citizens To Be Heard 3. Approval of Minutes 3.1. Minutes of the December 2, 2024 Special Events meeting 4. Current Financial Report 4.1. December, 2024 5. OLD BUSINESS 5.1. Recap of 2024 Holiday Decorating Contest 5.2. 2024-2025 Shining Stars Gala 6. NEW BUSINESS 6.1. 2025 Event Calendar and Update 6.2. New Sponsorship Opportunities 7. ANY OTHER BUSINESS 8. Adjournment Any individual with a disability who would like to attend this meeting should contact the Village Manager's Office at 50 S. Emerson St., 847-391-6000 or djarosz@mountprospect.org Page 1 of 14  Village of Mount Prospect Special Events Commission Meeting Minutes – December 2, 2024 Mount Prospect Village Hall Members in Attendance: Brian Lambel (Chair), Chris Gordon, Denise Peterson, Vicki Chung, Katie Cousino, Christina Greco, Patti Quill, Kylie Cerk (Staff Liaison) Absent: Fred Steinmiller, Alan Cervenka, Jeannie Macatangay, Hazel Oreluk, Bill Grimpe 1. Call to Order at 7:05pm 2. Citizens to be Heard a. None 3. Approval of Minutes a. Motion to approve the November 4, 2024, meeting minutes by Commissioner Quill; Second by Commissioner Chung i. In Favor – All ii. Opposed – None 4. Current Financial Report a. Motion to approve by Commissioner Chung; Second by Commissioner Quill b. In Favor – All c. Opposed – None 5. Old Business a. Christkindlmarket i. Commissioner Greco reported a successful event with a total of 22 vendors. ii. Commissioner Greco stated that many of the vendors are repeats from prior years, though some new ones joined this year. Nine vendors already expressed interest in returning. iii. One of the changes implemented this year was a request to leave strollers outside, as the room gets very full. Commissioner Cervenka attended to the strollers and reported no issues. iv. Commissioners Gordon and Oreluk will be co-chairing the Christkindlmarket for 2025. v. Chairperson Lambel would like to schedule a recap meeting with Public Works. b. Holiday House Decorating Contest i. Commissioner Chung reported six registrations to date. c. Shining Star Awards/Shining Stars Gala i. Liaison Cerk reported that all winners have been notified, though one has not responded. Cerk stated that the official notice to the public will go out once a response is received. For the future, the commission considered putting a timeline on acceptance of the award. ii. Commissioner Quill got a quote from Station 34 for providing sliders as the late night snack. Commissioner Grimpe presented a quote from Raising Cane’s at the previous meeting. Since not all were in attendance, Page 2 of 14  the Commission agreed to allow Commissioners Quill, Grimpe, and Cervenka to make the final decision between the two options. iii. Commissioner Cousino recommended sending an email blast to ticket buyers beforehand to ease any confusion about confirmation of the registration, how tickets are acquired, etc. Liaison Cerk suggested also putting an FAQ on the ticket website page. Commissioner Quill offered to assist with putting an FAQ together. iv. It was also discussed sending a thank you email to attendees after the event with a link to the gala photos. v. Commissioner Gordon reported that he has verbal commitments from sponsors totaling $4,000. 6. Any Other Business i. Liaison Cerk stated that planning will begin soon for the 2025 Celebration of Cultures, and commissioners are invited to participate if they are interested. 7. Next Meeting – Monday, January 6, 2025, 7pm at Village Hall 8. Adjournment at 8:03pm a. Motion to adjourn by Commissioner Chung; Second by Commissioner Gordon b. In favor – All c. Opposed – None Minutes recorded by Kylie Cerk Page 3 of 14  SPECIAL EVENTS COMMISSION Treasurer's Report December 31, 2024 Cash Balance November 30, 2024 $ (7,626.10) Receipts: ChristKindl Market $ 910.00 Shining Stars Gala $ 3,150.00 Total Receipts $ 4,060.00 Disbursements: Holiday Decorating Contest $ 118.49 Total Disbursements $ 118.49 Cash Balance December 31, 2024 $ (3,684.59) Page 4 of 14  SPECIAL EVENTS COMMISSION Celestial Celebration XXXI - 2024 Statement of Receipts and Disbursements December 31, 2024 Current Period Total Receipts: Sponsors Wingspan 500.00 Prospect Place 1,500.00 Chokshi Filippone Law 500.00 Mt Prospect Lions Charities 1,500.00 Le Peep of Mt Prospect 250.00 Vince Dante Real Estate 500.00 MP2 Holdings, Inc 1,500.00 - - - Tickets Sales - Tickets 3,850.00 PayPal 10,420.00 $ - $ 20,520.00 Disbursements: Olive Place Banquets - Deposit + Remaining Balance 19,021.00 Out of Control Music 2,200.00 Lauren Korosa - balloons 350.00 DG Prospect - late night snack 735.00 CBS Awards - Trophies 700.00 Michael Dziadus - Photographer 1,000.00 G&J Associates - Banner Printing 489.48 Z Search Recruting - Roaming Photographer 1,000.00 Pro-Mix Audio & Lighting - AV Services 3,800.00 Purple Rose Florist 2,490.00 Lisa Eckert - Design of Program and Banner 250.00 Amazon - Candles and Candle Holders 475.78 Etsy - Chocolate Stars 345.86 PayPal Fees 404.93 Amazon - Table Décor 42.55 USPS - Overnight postage 30.45 $ - $ 33,335.05 Excess/(Deficiency) of Receipts Over Disbursements $ - $ (12,815.05) Page 5 of 14  SPECIAL EVENTS COMMISSION Celestial Celebration XXXII - 2025 Statement of Receipts and Disbursements December 31, 2024 Current Period Total Receipts: Sponsors - Friedrichs Funeral Home 500.00 500.00 Peterson Roofing 1,500.00 1,500.00 B&E Accounting 500.00 500.00 Busse Automotive 500.00 500.00 - - - Tickets Sales - Tickets 150.00 150.00 PayPal - $ 3,150.00 $ 3,150.00 Disbursements: The New Crystal Palace Banquets - Deposit 5,000.00 Out of Control Music 500.00 - - - $ - $ 5,500.00 Excess/(Deficiency) of Receipts Over Disbursements $ 3,150.00 $ (2,350.00) Page 6 of 14  SPECIAL EVENTS COMMISSION Family Bike Ride - 2024 Statement of Receipts and Disbursements December 31, 2024 Current Month Total Receipts: Event sponsorships: Mt Prospect Lions Club 371.96 Mt Prospect Lions Club - Helmets 1,000.00 $ - $ 1,371.96 Disbursements: Costco - Treats for Family Bike Ride (CC Expense) 76.89 Bell Sports - Helmets (CC Expense) 1,100.00 Amazon - Supplies for bike ride 18.99 - $ - $ 1,195.88 Excess/(Deficiency) of Receipts Over Disbursements $ - $ 176.08 Page 7 of 14  SPECIAL EVENTS COMMISSION Holiday Market Statement of Receipts and Disbursements December 31, 2024 Current Month Total Receipts: Vendor Fees Ashley Adams 35.00 35.00 Nicole Youngquist 35.00 35.00 Susan Churchill 35.00 35.00 Agnes Ernst 35.00 35.00 Amanda Rosa 35.00 35.00 William Kaempfe 35.00 35.00 Pamela Weiglein 35.00 35.00 Marabeth Kime 35.00 35.00 Kenneth Adams 35.00 35.00 Felicien Sirois 35.00 35.00 Sandra Ziesak-Serrano 35.00 35.00 Diane Winkler-Pinna 35.00 35.00 Diane Winkler-Pinna 35.00 35.00 Crafty Chicks Chicagoland LLC 35.00 35.00 Valerie Lorens 35.00 35.00 Soapie Squad LLC 35.00 35.00 William Brancato 35.00 35.00 Busse Automotive 105.00 105.00 Various Vendors 210.00 210.00 $ 910.00 $ 910.00 Disbursements: - - Excess/(Deficiency) of Receipts Over Disbursements $ 910.00 $ 910.00 Page 8 of 14  SPECIAL EVENTS COMMISSION Holiday House Decorating Contest Statement of Receipts and Disbursements December 31, 2024 Current Month Total Receipts: - - - - - - - - - - $ - $ - Disbursements: Halloween Yard Signs 2024 - Precise Digital Printing 75.00 Single Yard Sign 2024 - The Stevens Group LLC 20.00 - Christmas - Yard Signs - The Stevens Group LLC 118.49 118.49 - 118.49 213.49 Excess/(Deficiency) of Receipts Over Disbursements $ (118.49) $ (213.49) Page 9 of 14  SPECIAL EVENTS COMMISSION 2024 Event Activity For the Twelve Months Ending December 31, 2024 Event Receipts Disbursements Profit/(Loss) Celestial Celebration XXXI - 2024 20,520.00 33,335.05 (12,815.05) Celestial Celebration XXXII - 2025 3,150.00 5,500.00 (2,350.00) Family Bike Ride 1,371.96 1,195.88 176.08 Holiday Market - ChristKindl Market 910.00 - 910.00 Holiday Decorating - 213.49 (213.49) Other: PO Box annual fee - - Total Activity $ 25,951.96 $ 40,244.42 $ (14,292.46) Page 10 of 14  Item Cover Page Subject Recap of 2024 Holiday Decorating Contest Meeting January 6, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category OLD BUSINESS Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 11 of 14  Item Cover Page Subject 2024-2025 Shining Stars Gala Meeting January 6, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category OLD BUSINESS Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 12 of 14  Item Cover Page Subject 2025 Event Calendar and Update Meeting January 6, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category NEW BUSINESS Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 13 of 14  Item Cover Page Subject New Sponsorship Opportunities Meeting January 6, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT SPECIAL EVENTS COMMISSION Fiscal Impact (Y/N) Dollar Amount Budget Source Category NEW BUSINESS Type Presentation Information Discussion Alternatives Staff Recommendation Attachments None Page 14 of 14