VillageFest Meeting Notes June 25, 2018

Present:  Julianne Hunter, Sharon Marsh, Denise Wells, Chris Provenzano , Dale Gunderson, Mike Gondek, Chris Farhet, Stephanie Lindgren, Faye Kerber, Jerry Kerber,  Jean Rarick, Megan MacLeod, Kirsten Stendahl

Kiwanis’s – Dale Gunderson

  • Everything is ready.

Food Vendors – Jean Rarick & Julianne Hunter

  • Coldstone Creamery – Friday to sell product, Saturday to hand out coupons.
  • Suggestion for next year on the website, make it known that the vendor fair is different from being a food vendor.  May want to add to the vendor fair information  “This is not a food vendor”.

Petting Zoo – Kirsten Stendahl

  • Pay the zoo vendor on Saturday of VillageFest.
  • St. Anthony Lions will no longer be the sponsor as club disbands on June 30th.
  • Discussion: The zoo does not make money and is operating at a significant loss.  Do we raise zoo entrance fees to $3/child and have only 1 adult be free?  VillageFest Committee would like to keep the zoo for the younger children.  More discussion at next meeting.

Silent Auction –  Faye & Jerry Kerber

  • Looking for silent auction donations (personal baskets, business donation).  Post  on Village Fest web page (Garrick) and Village People (Stephanie)
  • No other supplies (baskets, wrap, etc…) are needed.

Solicitation – Megan MacLeod & Stephanie Lindgren

  • Have been making calls for donations.  Will continue to reach out to people.
  • Have had some donations dropped off.

Parade – Chris Provenzano

  • Deadline for signing up on the VF website (July 21st)
  • Parade safety – Mike Huddle is putting a plan together and will present this to Chris P.
  • There are currently 27 registered parade participants
  • St Charles has given the approval to use the parking lot
  • Parade volunteers are still needed.  Post “volunteers needed” on the Village People Facebook page (Jean)
  • Edison band will be at the parade, Irondale band is interest but have not decided yet
  • Candy can be handed out but not thrown
  • Order 20 shirts (Julianne). Parade shirts with VillageFest logo and “Parade Staff” on the back.  Neon yellow.
  • Order general VillageFest shirts (Julianne to contact Mike Wandell).  Purple.
  • Suggestion for next year – Parade sponsor at $1500 donation, make being the parade sponsor bigger.  Currently they get: Front of the parade banner that they can carry themselves, a booth Friday night, name on the parade brochure.  Does the Sponsor this year have stickers that we can put on our parade shirts?
  • On the VillageFest website parade page make sure that the parade sponsor’s name is listed.  For example, “Parade Sponsored by ….” (Garrick)

Beverages – Michael Garrett sent in an update

  • Free 80 cases of water; Pop will be purchased at $0.25/can.
  • Ice will be from Cub or Wal-Greens (new Managers).
  • Gatorade will be purchased from Costco.
  • Jim goes through about 68 bags of ice total.
  • Any water left over will be donated to the Police and Fire Departments.
  • Four new coolers were purchased for the soda and water.

Facilities –  Jean Rarick

  • Walters – $65.38 for pick-up, Friday $260.04 includes taxes.  Need boxes at St. Charles.  Walter’s will be dropping off extra barriers for us, per our request.  Jean will reach out to Sue with Walters to see if they would donate anything.
  • Biffs – all set.
  • Will send out an email to the Shopping center to ask for donations (Jean).
  • Would love to have Builders Club to help out on Friday to set up chairs and pick up trash.  Have them at the Shopping Center on Friday between 3 – 4 pm (Dale).
  • Volunteers needed to pick up garbage (Denise).


  • Check with the Band Boosters on the Dunk tank and children’s games (Stephanie).

Car Show – Mike Gondek

  • Last year’s car show video is on the VillageFest website.
  • Promotional car show cards/flyers have been printed and sent out to the car owners.

Treasurer – Denise Wells

  • Income $6085, expense $4681
  • Go Daddy, fireworks, soda coolers, office supplies – paid.
  • Orders on-line – Denise has visibility to these orders.
  • Biffs – They need tax exempt forms from us ; Denise may have to fill out a form for the Federal sales tax exempt status.  We already have tax exempt status for the state of Minnesota.  Ask Tom Brever for the articles of incorporate (Julianne).

Beer / Wine – Jim Webb provided an update to Julianne

  • We have 6 walkie Talkies/three sets of two –Jim and  pop people will coordinate
  • Working on Permits to serve alcohol.

Kick ball – Jim Webb provided an update to Julianne

  • 2 teams registered so far.

Yard signs

  • Pick the stickers up on Friday.
  • Sticker the signs (Megan & Stephanie)
  • Leave some signs at Jean’s store (Megan)
  • Yard signs can be picked up at Stephanie’s; She will let people know when they are ready.

Next meeting

  • Monday, July 9th, 7 pm, Community Center.
  • Will meet every week until VillageFest:  July 19th – Central Park, July 21st or 26th, August 2nd – Parking lot

May 8, 2018 VillageFest Meeting Notes

Present: Julianne Hunter, Sharon Marsh, Megan McCloud, Denise Wells, Chris Provenzano , Neil Carlson, Garrick Van Buren, Stephanie Lindgren, Jennifer Huebner

1. Budget discussions
a. The following committees (Silent Auction, Parade, 10K Tot trot, Advertising/Publicity) should submit a budget to Denise. Will discuss budget requests at next meeting.
2. Website committee emails to be set up (Garrick)
a. goes to Megan, Stephanie and Sharon
b. goes to Denise
c. goes to Julianne
d. goes to Faye
3. Solicitation letter
a. Print off solicitation letters (Julianne)
b. Mailchimp list to be set up (Garrick)
i. Provide snail mail and email lists to Sharon (Megan)
ii. Garrick to provide Sharon access to create the mailing list in Mailchimp
4. Saturday band act from 2 – 4:30 pm
a. Decision: Broken Spoke has committed to playing on Saturday in the afternoon, (Umbrella Bed is not available)
5. Graphic Design
a. Working on a tentative schedule to put on the web-site
6. Technical Writer
a. Intern will start in May documenting Julianne’s duties
7. Volunteer information on the website
a. Garrick already loaded what our volunteer needs are on the website- if you have other needs, please get something to Garrick
b. Parade help is needed (Chris P will send info to Garrick
8. Treasurer
a. Stage rental. The deposit check has been sent. Stage rental check will be ready when the stage is dropped off
b. Firework deposit has been paid; Decision: Will pay the rest of the money due for fireworks in June
c. Biffs estimate was approximately the same amount as last year. Decision: Will go with Biff’s.
d. Car show request. Decision: Approved $500 for the car show.
9. Kiwanis’s will have the following
a. Waffle breakfast instead of pancake breakfast
b. Will have a float in the parade
c. Will have the tennis ball roll off
d. Will be a Sponsor
10. Food Vendors
a. Follow up on food vendors from last year to confirm they are coming back (Julianne)
11. Petting Zoo
a. Zoo is already booked by the Lions club and will transition to VillageFest going forward.
12. Band Boosters Game booth. Follow up to see if they are going to participate this year (Jennifer H)
13. Whiffle Ball – Will be part of VillageFest this year.
14. T-shirts for Volunteers. Decision: Will purchase t-shirts. No year or schedule on the parade shirt so if we have extra shirts we can use them other years.
15. Next meeting will be May 30th at 7 pm, Location TBD

Committee Meeting Notes April 17, 2018

Present: Jim Webb, Chris Provenzano, Sharon Marsh, Julianne Hunter, Stephanie Lindgren, Denise Wells, Chris Farhet, Garrick van Buren, Jennifer Huebner, Michael Garrett, Mike Gondek

VillageFest will be the weekend of August 3rd, 4th and 5th.

Finance / Denise
· A little over $9000 in the account, over $15K in savings
· Deposit made for the fireworks ($7000), no deposit for the stage yet
· Last year we ended in the black $4300 (after 501c fees)

· In2ition – This is their 3rd year; we know they are solid & people enjoy their music; decision was to book the band.
· Other bands were considered but after some discussion and review of video of one of the bands, the decision was made to start earlier next year to vet out the bands.

· Suggestion to get an unpaid intern to help create Standard Operating Procedures (SOP’s) for duties of VillageFest committee members. The suggestion was agreed upon by members to pursue.

Schedule / Registration
· Proposed: Can we get registrations before VillageFest starts vs registrations on the day-of VillageFest? The members agreed with this proposal. Denise will figure out a drop dead date for registration.
o Registration for the Vendors & Craft prior to VillageFest (vs day of VillageFest) worked great.
o For the parade, pre-registration makes sense.
o 5K is more difficult. The suggestion is to have Registration on-line with credit card, and then day-of-race cash only.
o Tennis tournament – Registration on-line with credit card, day-of-tournament cash only.
o Kickball tournament – Sign up through the website
· We will need to come up with a refund policy.
· Committee Members need to touch base with Garrick if you have on-line registrations; Garrick will set things up.
· Nothing really is on the VillageFest website currently. Garrick will coordinate with committee members to look at the 2017 schedule to determine which items need to be updated and loaded onto the website.

Miscellaneous Updates (Julianne)
· We have the following commitments:
o Electricians are on board
o Bouncy houses have been reserved
o Nick K will be available for the kids & teen show;
o Umbrella Bed has been contacted
o In2ition has been booked
o Biffs and garbage have been contacted
o A stage has been reserved through the city of Minneapolis
o Jim Webb will check with Papa John

Beer/Wine (Jim Webb)
· We will not have a second vendor for additional beer and wine.
· Unsold wine returnability is not available, so will have to manage this tightly
· We will stay with JJ Taylor for the beer

Kickball (Jim Webb)
· There are 12 max teams for the kickball tournament.

Car Show (Mike Gondek)
· Last year we had too many cars.
· This year the goal will be to try to get more Villagers to see the car show.
· Batmobile will be at the car show this year

Parade (Chris Provenzano)
· Registration – Try to get this on the website before school is out (Garrick)
· VillageFest Parade & volunteer shirts suggestion is to not have the schedule on the back of the shirts. This was agreed upon by the members.
· Proposal – If parade participants have candy, they should not be throwing it. They must have walkers handing candy out. This proposal was agreed upon by the members.

· Pull the permit sooner for the fireworks (Will)

Next meeting: May 8th, Tuesday, 7 pm, Julianne’s house 2801 St. Anthony Blvd