NORTH AURORA DAYS
COMMITTEE MEETING MINUTES
Monday, January 14, 2019
Call to Order
Mark Gaffino called the meeting to order at 6:02 p.m.
Attendance
Mark Gaffino, Kim Haeger, Doug Botkin, Jessi Watkins, Bill Hannah, Steve Bosco, Robyn Stecklein, Dale Berman, and David Hansen.
Approval of Minutes
Mark Gaffino made a motion to approve the December 10, 2018 meeting minutes which were seconded by Jessi Watkins.
Motion to Approve: All in Favor
Discussion
1. Discussion of North Aurora Days
Village Administrator, Steve Bosco, updated the committee regarding the stage contract and firework contract. Bosco mentioned that staff reached out to other staging/lighting/audio companies since the three year contract with the current company expired in 2018. After reaching out to other companies, the company previously used, Quality Concerts, quote was over $1000 less than any of the other three companies. The committee agreed to go with a 3 year contract with Quality Concerts for Friday and Saturday and sign a 1 year contract with Quality Concerts for Sunday. Bosco also mentioned that staff sent out a request for quotes to five firework companies which were due December 7, 2018. Four of the five firework companies submitted a quote for North Aurora Days. Upon review of the quotes, staff felt that the original quote document was not clear regarding shell size and safety for the launch site. Staff decided to allow the four companies that submitted a quote to resubmit an updated quote which was due on January 11th, 2019. However, staff received only two resubmitted quotes that met shell and safety guidelines. Upon discussion, the committee decided to go with Central States. Central States has been the fireworks vendor for North Aurora Days for the past two years. Central states offered to do a $12,000 show for 2019 at a discounted price of $8,000 due to not meeting staff’s expectations. Central States also discounted 2018’s show when staff voiced their concerns that the 2017 show did not meet expectations.
Finance Director Bill Hannah updated the committee on vendors, advertising and sponsorships. Hannah asked the committee if they would like the glow zone vendor to come back for 2019. The committee thought it was a good idea to have the glow zone vendor come back. Hannah also mentioned that a local radio station reached out to the Village regarding an advertisement opportunity. Upon discussion the committee thought the quote was too expensive and believed that the Village could promote the event better on other media/social media platforms. Hannah said that sponsorships should start to come in around March.
Kim Haeger updated the committee on mobile food vendors and beer tent options. Haeger mentioned that she was revising the mobile food vendor application and asked the committee what Saturday’s start time should be. Upon discussion the committee decided to wait until after a carnival company is selected to determine Saturday’s start time. Haeger asked the committee if beer cans were still the direction the beer tent wanted to go. Upon discussion, the committee thought it would be a good idea to use cans since they would be easier to serve, have less foam, and could be recycled. Steve Bosco stated that the Village would ask Waste Management to see if they could supply recycling bins for the event. Haeger also mentioned that she was going to contact beer distributors in the near future to get quotes and beer options.
Jessi Watkins updated the committee on amusement options. Watkins mentioned that she reached out to Bluegrass Rides regarding a slide. Watkins stated that since the slide is rather large it would require Bluegrass to bring another truck and would increase the cost of the proposal. Steve Bosco mentioned that he got a call from another carnival company which may be available for that weekend. Bosco stated that the company would know by the end of January if they were available. The committee also discussed wristband prices and hours, but agreed to wait until after a carnival company was selected to determine the prices and hours of the amusements.
Doug Botkin updated the committee on events. Botkin mentioned that he will be working on contacting the stakeholders for the emergency vehicle parade, fishing derby, pet parade, and softball tournament. The committee also discussed and brainstormed ideas of other possible events that could be added to the weekend.
The committee discussed if there should be a policy in place for festival guidelines such as coolers, pets, etc. Steve Bosco said that staff can work on making a list of potential guidelines that could be reviewed by the committee in the future. If created, the festival guidelines would be posted near the entrances of the event.
North Aurora Days Chairman, Mark Gaffino, updated the committee on bands, volunteers, and Sunday’s event. Gaffino mentioned that all bands that were selected last meeting were available and hoped to sign the contracts in the coming weeks. Marketing for volunteers was discussed. Gaffino mentioned that Sunday’s ‘Party in the Park’ would have a band, food vendors, and start at 3pm. Bosco mentioned that he would reach out to local vendors to see if they are interested in the Sunday’s ‘Party in the Park’ event.
Adjournment
Mark Gaffino made a motion to adjourn the meeting at 7:22 p.m. which was seconded by Doug Botkin.
Motion to Adjourn: All in Favor
Respectfully Submitted,
David Hansen
