The village of Arlington Heights Board met Sept. 14 to plan the entertainment for Autumn Harvest.
Here is the meeting's agenda, as provided by the board:
Minutes of the Special Events Meeting held on September 14, 2016 in the Commissions Room of
Village Hall, 33 S. Arlington Heights Road
Attendance: Chairman Joe Musolino, Neil Scheufler, Katie Newport, Matt Ottaviano, Mike Prost, Chris
Fahnoe, Amy Mazurowski, Joseph Skibbie, Colleen Engle, Laurie Mitchell
Absent: Steven Fromm, Kevin Seifert
Task Sheets & Budgets
Liaison Nancy Kluz shared informational sheets with the commissioners that she uses for tracking events,
expenditures, vendors, and vendor contacts.
She also explained which Village Funds are used for the events and gave information regarding the Budget
Process. There was also discussion on how transfers can be made between event budgets, and how the
commission can propose a new event that’s not in their budget at any time during the year and ask the Board
to amend the Village Budget to include a new expenditure for a new event.
It was also discussed that at the start of each event the Commission should have a “Task List” set up so each
commissioner is aware of their responsibilities for the event that is being planned. Liaison Kluz lists
responsibilities on her final Special Event Process Form that she uses to track each event’s progress.
It was suggested that a Task List be created when the Commission discusses the Hearts of Gold at their next
meeting.
Autumn Harvest
Commissioner Katie Newport discussed the entertainment for Autumn Harvest. Vibe (Park District dance
group), South Middle School band, Magic Guy and School of Rock are all set for the event. The information
regarding the entertainment line-up will be shared with the Public Works crew handling the sound system for
the event.
Commissioner Newport got one balloon twister and Commissioner Chris Fahnoe will see if he can get
another balloon twister. Thrown Elements will do the face painting at no cost.
Commissioner Colleen Engle and Commissioner Amy Mazurowski discussed the kids’ craft area.
Commissioner Engle said she is struggling to find small pumpkins to be used for the Craft Area – typically
they need 800 of them. The Commission discussed several different ideas of who to reach out to for securing
pumpkins. Several commissioners said they would check local garden centers, etc. to see if pumpkins can be
purchased.
Commissioner Kevin Seifert is trying to get straw for the Scarecrow contest. He is asking for straw from the
vendor doing the hayride and petting zoo.
For assigned activities at Autumn Harvest: Commissioners Ottaviano and Prost will staff the hayride;
Commissioners Fromm and Skibbie will handle the Scarecrow building contest and set-up; Commissioners
Engle, Mazurowski and Mitchell will handle the Kids Craft Corner; Commissioner Newport is handling the
food vendors and entertainment; Commissioner Seifert is handling the rentals and securing the hay wagon,
straw and petting zoo vendor; Commissioner Neil Scheufler is getting volunteers to help unload straw and
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work the Kids Craft Corner – Commissioner Fahnoe will handle the sign-in of the volunteers at North School
Park. Commissioner Fahnoe will also emcee the event. Chairman Joe Musolino will assist getting clothes and
accessories for the scarecrows. Commissioner Mike Prost will get the prizes for the scarecrow-building
contest. Commissioner Scheufler said he would also try to get tickets for the holiday shows at Metropolis as
gifts.
The Public Works crew that will be on hand will bring out banners and craft supplies.
Commissioner Newport also secured food vendors, which will include JDs BBQ (they will also serve hot
dogs), Rosati’s, and Chicago Cupcakes. Commissioner Fahnoe will get the Kettle Corn vendor.
There was some discussion on whether to allow other Not-For-Profit groups to participate in the event with a
set-up. Commissioner Skibbie suggested that the Commission have a sub-committee that meets to discuss
how to handle interests from outside groups wanting to have a booth at the event.
Hearts of Gold
Chairman Musolino and Commissioner Mitchell will co-chair the next Hearts of Gold event. The event will be
held at Rolling Green on Saturday, February 18.
Having no further business to discuss the meeting was adjourned at 8:45 p.m.
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