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HomeMy WebLinkAboutMinutes - 9/13/1999 - Millennium Committee Millennium Committee Meeting Report � September 13, 1999 7:00 P.M. Attendance: Mayor Cuda, Bobbie Pantaleo, Valorie Hobson, Joyce Story, Sheila Beil, Lisa Benoit, Anne Cuda, and Marci Geraghty. Also in attendance was Director Peter Merkel. Director of Parks & Recreation was in attendance to report on the progress of organizing the Millennium Fishing Derby and bonfire. Fishing Derby: The Committee decided that an alternate date in February would be chosen in case of inclement weather. Director Merkel will investigate when other lakes are hosting a derby so that the Millennium Derby does not interFere. A copy of Director Merkel's report to the Committee is attached. Bonfire/ Fireworks: The bonfire will begin at 6:00 P.M. and the fireworks will begin at 7:00 P.M. An alternate date of Saturday, January 1 was set. Merkel reported that the Parks Concessions would be open to sell food and drinks during the festivities. � A copy of Director Merkel's report to the Committee is attached. Banners: The Committee was told that Gary Janowiak of Sign Works would be attending the September 27, 1999. He will bring a sample banner and will assist in the selection of colors for the Millennium banner. Time Capsule: The time capsule inscription entry form will be in the Northwest Herald and is in the recently published City of McHenry Newsletter. Entries will be reviewed at the September 27 meeting. Lisa Benoit will report to the Committee on quotes for the time capsule marker. Calendars: Lisa Benoit will report to the Committee on September 27 firm prices and quantities for poster and "tear-off' calendars. Mayor Cuda reported on his meeting with aerial photographer Robin Predergast. It was decided that Mr. Predergast would wait a few weeks to take a photograph depicting the fall colors. � Sweatshirts: The style and weight of Millennium Sweatshirts was decided. `' However, there was some debate on the color. Due to time constraints, a decision will have to be made at the September 27 meeting. Quilt Case: The proposal for the quilt case has been signed. Delivery is expected mid to late November. Total cost of the case is $3,070.00. Budget: Total dollars pledged: $8,250 Total dollars received: $8,250 Banner Contest Prize Money ($500) Praise Celebration Auditorium Rent ($311) Tapes for Praise Celebration ($108) Music Praise Celebration ($48.52) Sheet Music Praise Celebration ($172.12) Quilt Case ($3,070) Balance: �5,i�5:36 �`�� � �� C. �(�' �. 9/23/99/mmg � . , MILLENNIVM BONFIRE AND FIREWORKS PETERSEN PARK BEACH FRIDAY EVENING DECEMBER 31, 1999 � PROGRAM � Bonfire and fireworks display on the evening of Friday, December 31, 1999. Program open to afl area residents. Schedule of events is: Bonfire at 6:00 pm and Fireworks at 7:00 pm. LOCATION The bonfire and fireworks display will be set up in the beachfront property north of the existing beach -�se M �**��"��+ . This is the area used for the Independence Day Fireworks Program sponsored by the McHenry Area Jaycees. The open seating area in the beach will be available for any residents wanting to view the bonfire and fireworks. The hayfield area will be used for all spectator parking. Sanitary facilities will be provided by Summers Portable Toilets. These units will be placed in the beach area as weli as some additional units in the parking area. Heated washrooms are also available at the Park Maintenance facility. STAFFING � Parks and Recreation Department staff will supervise the bonfire and fireworks display. Part-time college and high school students will be available during the holiday period. Additional help may be needed from the Public Works Department if snow removal from the parking area and fireworks firing site is needed. This will only be needed if snow on the ground exceeds 3-4" in depth. The Police Department will be contacted to provide patrol officers and traffic control. CONTINGENCY PLANS No alternate date has been planned for the fireworks and bonfire. The only date we might want to consider would be Saturday, January 1, 2000. All equipment will be in place to accommodate a one day postponement. Weather will be the main reason to consider any change in the date of the event. Cold weather will be the best conditions for this event. The ground would be firm/frozen and will allow us to use the grounds with minimal damage �o the turf area. Mild winter temperatures and rain/wet snow will create some real problems. Access to the beach by large vehicles could be severely limited.� This would include the fireworks � equipment trucks and emergency vehicles. The hayfield parking area could also be limited as to the number of vehicles it can accommodate. Additional parking at shopping areas on Route 31 may be advised. Page 2 FINANCIAL � `-- This event will not be viewed as a profit making event. The only source of day of the event revenue could be parking fees for vehicles in the hayfield. This would be collected similar to the summer fireworks program. �. 9 � MILLENIIIM HAYRIDES PETERSEN PARK FRIDAY EVENING DECEMBER 31, 1999 � PROGRAM LOCATION Hayrides for area residents prior to the fireworks program at 7:00 pm. Hayrides would start at 5:30 pm and would travel around the facilities in Petersen Park. This route would be similar to the route used for the fail hayride program. Changes in the route would be made according to weather conditions and condition of the grounds in the park. STAFFING Assigned to Parks 8t Recreation part-time staff that operate the hayride program in the fail. Additional part time students could be assigned to help in organizing this program. CONTINGENCY PLANS The hayride route may have to be revised if there are mild, wet conditions or deep snow cover. Rain on the day of the event may cause cancellation for these rides. There is no cover or top on the haywagon. FINANCIAL This event is not viewed as a profit making event. � /pete/fishdrby , � MILLENNIUM ICE FISHING DERBY McCULLOM LAKE IN MCHENRY, IL SUNDAY, JANUARY 2, 2000 �. PROGRAM Open Ice Fishing Derby open to all area residents. Registration will be held the morning of January 2, 2000. Angiers will compete for a variety of prizes in different categories. Age group divisions will also be established. LOCATION The derby can be based at either Petersen Park Beach or at the McCullom Lake Village Hall. The village hall site has hosted many ice fishing derby's sponsored by the McCullom Lake Conservation Club. This is a heated building with washrooms and food service capabilities. If the village hall is not available, Petersen Park Beach will be used as the derby headquarters. A commercial tent with heaters can be rented and Summers Portable Toilets can provide sanitary facilities. �, Food service can be set up with a catering or concession firm. City of McHenry concession staff can also provide some food and beverages. PUBLICITY 8z PROMOTION All Millennium news releases and printed materials can include the details of the fishing derby. Flyers wiil be distributed to bait and tackle dealers in the Chain O' Lakes area. This will be the primary method of targeting ice fishermen in the surrounding communities. Information will also be published in the Winter-Spring Parks 8t Recreation brochure that will be mailed in early December. COMMITTEE FORMATION Committee meetings for the fishing derby will begin in August 1999. I have talked to three individuals who live on the lake that are interested in assisting in this program. This is a fairly simple program to set up and administer. A small committee of 5-6 people should be all that is needed to promote, develop and supervise this event. � Page 2 L- CONTINGENCY PLANS The January 2, 2000 date for the derby is early in the winter season. If sufficient and safe ice surface has not developed by this time, we may want to consider an alternate date if ice conditions ar�e not in our favor. The problem with scheduling or attempting to pick an alternate date is the large number of fishing derbys held on ]anuary and February weekends. We might be going head to head with some other well established derbys. FINANCIAL The derby wili not be viewed as a profit making or fundraising event. A small entry fee will be charged to help offset costs and purchase fishing prizes for contestants. Vendors will be solicited to provide food and supplies (bait sales) for participants. There will be no costs for the vendors. /pete/fishdrby � �