The Corporation of the Town of Essex Fun Fest Committee Meeting Minutes 22 March, 2018 Minutes of a meeting of the Essex Fun Fest Committee held on Thursday 22 March 2018 at 6:00 PM at the Barnett Board Room. This meeting was called to order by Joe Garon, Chairperson of the Essex Fun Fest Committee at 6:05 PM. 1. Roll Call Present: Joe Garon, Chair Kim Verbeek, Vice Chair Natalie Sinn Steve Bjorkman Jake Morassut, Recording Secretary Doug Sweet, Director of Community Services Regrets: Riley Jones Kyle Flood Pam McDermott Absent: Ryan Siverns 2. Additions to Agenda Arts, Culture and Tourism (ACT) Awards 3. Adoption of Agenda Moved by Steve Bjorkman Seconded by Kim Verbeek (FF18-03-005) The agenda of the 22 nd of March, 2018 be approved as circulated. Carried 4. Declaration of Conflict of Interest There were no declarations of conflicts of interest. 5. Approval of Previous Minutes Moved by Kim Verbeek Seconded by Steve Bjorkman (FF18-03-006) The minutes of the meeting on the 16 th of February, 2018 be approved as circulated. Carried.
6. Old Business: a) There is no old business. 7. Sub-Committee Updates a) Sponsorship i. Joe sent out packages for sponsorships and will be following up. ii. Joe and Kim will look for the watermelon and pony ride sponsors. b) Vendors i. One registered Food Vendor at this point and Joe has received verbal confirmation from many others. ii. Doug will clarify about politicians promoting themselves, as well as religious based booths. c) Parade i. The committee will have to take care of the barricades and the signage on the posts downtown to prevent parking. ii. Jake and Kyle will also need to find an announcer for the event. d) Entertainment and Attractions i) Main Stage ACDC Tribute on Friday, Country Thunder (Garth and Keith Urban) on Saturday, and gaps are going to be filled by reviewing the applications submitted. ii) Picnic Stage Will be ongoing, but several acts are planned. iii) Bavarian Gardens No new updates. iv) Attractions Fun Fest Attractions The Ben Show Booked with no new updates. Classic Championship Wrestling Booked with no new updates. Cra-Z-Crew BMX Stunt Team Booked with no new updates. Birds of Prey Now booked. Youth Talent Show Booked with no new updates. Watermelon Eating Contest Now booked. Fireworks Booked with no new updates. Page 2 of 5
Pony Rides Now booked. Silver Stars Precision Drill Team Now booked. Third Party Attractions BIA Classic Car Show The BIA will not have a classic car show this year. Kinger s Horseshoe Tournament Booked with no new updates. Essex Legion Fun Fest Pickerel Dinner Booked with no new updates. Essex Fun Fest Flower Show Will be contacted by Doug. Train Puzzle/Train Movies Will be contacted by Doug. v) Kids Zone No new updates. 8. Volunteers 9. Admission Fees, Park Hours and Credentials 10. Parking a) We cannot use the bike lanes as accessible parking, but if the back gate is open then we can use the few spaces available in the arena parking lot. 11. Amusement and Midway a) Volunteer appreciation will be from 7:00pm to midnight. b) Ticket prices will be $25.00 this year due to the minimum wage increase. 12. Bavarian Gardens a) Hours of Operation b) Tents i. No new updates. c) Serving Staff d) Permit/Insurance e) Product Inventory/Ordering Page 3 of 5
13. Shuttle Service Delete from Agenda next meeting. 14. Security 15. Financial a) Kate Bailey, Manager of Finance and Business Services, will be a member of the committee. 16. Marketing and Promotion 17. Website and Social Media 18. Operations and Site Management a) Water Fill Station i. All good to go. b) Back Gate i. Will have for this year. The committee needs to make sure we are working to draw in volunteers so we can accommodate this. c) ATM i. Look into a truck service for the weekend. 19. New Business a) Possible themes for 2018 i. The theme will be hometown heroes. b) Request for Information Regarding Bavarian Gardens i. Has been sent out and will close prior to next meeting. c) Windsor-Essex Compassion Care Community (WECCC) i. WECCC would like to recognize people that are providing volunteer services to members in the community that are helping with their organization. They would need 30 minutes on Saturday and would have a booth for the weekend. Add this as third party attraction. Page 4 of 5
d) Arts, Cultures and Tourism Committee (ACT) Awards i. The ACT Committee would like to present The Arts Excellence Awards while at the Fun Fest. More information is needed on what their exact plan is, but the Festival Committee would like to work with them. They are looking for 30 minutes. 20. Next Meeting Date: a) The next meeting will take place on the April 19 th, 2018 at the Essex Centre Sports Complex s Barnett Board Room. This meeting will begin at 6:00PM. 21. Adjournment: The meeting was adjourned at 7:05PM. Moved by Natalie Sinn Seconded by Kim Verbeek (FF18-03-007) that the meeting be adjourn at 7:05PM. Carried Joe Garon, Chair Jake Morassut, Recording Secretary Page 5 of 5