Activities - September 20th 2016

Mayfield Village Activities Committee Meeting
Tuesday, September 20, 2016 at 6:45 p.m.
Civic Center

Attending: Jean Britton, Patti Fioritto, Dona Kless, Patsy Mills, Mary Singer, and Debbie Thomas

Also Present: Bill Thomas and Danielle Echt

Absent:  Chris Barni, Mary Ann Brastoff, Diane Catalano, Mary Alice Chandramouli, Terrie Haycox, Randy Hyde, Ron Lew, Elliot Ross, Nona Stella, and Edie Wohlgang

Introduction:  Mary called the meeting to order at approximately 6:50 p.m.  Jean made a motion to accept the May 24, 2016 Minutes as written. Debbie seconded.  All in attendance agreed.  A volunteer sign-up sheet for winter holiday events was passed around.

Memorial Day Celebration Evaluation

  • Mary reported that 4,317 flags were distributed. She had 5,000 so there are left over to use in the future.  Mary said that the Boy Scout troop that helped were tremendous.   The pastor from the Mayfield Village Baptist Church already said that he would like to be part of the ceremony next year.   Mary hopes that his parishioners will attend next year. 
  • Bill said that band told him that they would play at other Village events. Bill said it is probably best to keep them just for the Memorial Day Ceremony. 
  • Mary said that Nick from Heinen’s was great to work with and he donated lemonade. Bill reported that Sam from Showtime Sound donated his time and services for the event.
  • Mary reported that the flags were removed at the cemeteries in September.
  • The committee members agreed that the ceremony went well and that Mary did another great job coordinating the event.

Cruise Night Evaluation

  • Patsy said that people with cars seemed to like it at the Civic Center area better. They like having the restaurant options as well as being able to go to Austin’s for a drink.   Dona said the restaurants lost out this year and we should support them.  Bill said that he knows Pizzazz was happy because they were able to stay open and deliver this year.   Mary said that Heinen’s lost sales.  
  • Terrie was not able to attend but she emailed some comments: set food trucks back further from path, order more food trucks, people requested beer and wine, secure an additional trolley, put tables closer to food trucks, better signage for Billy J and many want it back at center of town.
  • Patsy said that she was disappointed that Billy J did not have any audience during the event. The concession stand and Billy were located by the soccer field bathrooms.  Bill said that they were set back from the main area and we didn’t know that people would not walk there.   Danielle said that if Cruise Night is held at the Progressive area again in the future, we would need to either not have Billy or move him to somewhere like the soccer fields.  .
  • Bill said that approximately 6,000 people attended. Danielle asked how that number was reached and Bill said it was based upon the map that Progressive gave him with the number of parking spots depicted. 
  • Mary said it was hard to leave the event once it was over. Bill said the Police Department learned how to get people out better after the event.
  • Patsy reported that $686.96 was collected and donated to Hillcrest Meals on Wheels.
  • Danielle said that people started leaving before it was over. She said she had volunteers collecting donations during the cruising but cars started leaving at 9:00 p.m. so those volunteers were able to leave.   Danielle said it might have been because it was a Sunday night. Bill said people might have wanted to get home with work the next day.  Bill said that he felt that it was the right choice moving Cruise Night from Saturday to Sunday that weekend.  
  • Patsy said if Cruise Night is moved back to the center of the Village, people will not even know that there is a concession stand in the Community Room. Debbie asked if the Community Room would stay unlocked.   Patsy said she thought so but we would need to find that out ahead of time.  Debbie said if it is open, maybe Maura from the Police Department could be in there instead of the Civic Center.
  • The committee members agreed that for the change of location this year, it went well.
  • Dona said it was hard for people to walk to the event this year. Debbie said she saw a lot of people walking there.  Danielle said there were a lot of people using the Greenway Trial.   Patsy said that a majority of the Village population lives closer to the Civic Center location.
  • The committee members took a vote and a majority in attendance would like to have Cruise Night back at the Civic Center area.

Fourth of July Celebration Evaluation

  • Bill said he would like to keep fireworks at the Progressive area in 2017.   Bill said with the open area of the soccer fields, they shot off bigger shells and it was a great show.  
  • Patsy said it was really nice having activities in the area all day.  There was stuff at the pool, then The Grove and then the fireworks.  
  • Terrie’s comments included that things went well at The Grove but parking was congested.   Bill said that cars were backed up along SOM even after 10:00 p.m.  
  • Patsy said the traffic flowed very well after the event and she congratulated Chief Edelman on this.
  • Patti asked how bingo went.  Danielle said they had it under the pavilion and generally everything went well.    It was difficult to hear because of all the people walking by; including some that walked by and yelled bingo.
  • Bill said he would like to hear some patriotic music next year.  Jean said that Monica Robbins is a big draw but it would be nice to have patriotic music. Patti suggested switching Monica Robbins and the band that played on Friday.  Bill said it depended upon Monica’s schedule this year.  Patsy added that it would be nice to have some decorations at the area as well and she suggested maybe some of the patriotic bunting. 
  • Mary said that there were concerns from some parents at the soccer fields when it get dark.  There was no lighting so parents could not see their children.   Patsy also said that there were people with sparklers and kids were running around with them.  The committee agreed that it was dangerous.  Patsy said that sparklers should not be allowed.   The committee members agreed but was not sure how to enforce it.  Patsy suggested the police officers on bikes.
  • Most of the committee members in attendance agreed that they would like to have fireworks at the Progressive area again.

Summer Concert Discussion

  • Bill reported that he thought the Friends of the Library were happy with their fundraiser and The Blue Lunch Band.   Patsy said that they ordered too much ice cream and did not sell it at a profit so they did not make money on the ice cream.  She said McDonalds does not donate the ice cream anymore; it cost $1.00 and it was sold for $1.00.  Patsy said the only money made was on the popcorn and water.   Patsy said she suggested to the Friends of the Library that they talk to McDonalds about the price or maybe try East Coast Custard or Yours Truly.
  • Terrie’s comments included the concerts were better attended at The Grove instead of the gazebo and she asked if the summer concerts would return to the gazebo.   Bill said the plan was to bring the summer concerts back to the gazebo.
  • Bill said he would like to try some different concerts at the gazebo. He suggested a lunch time concert and the local restaurants could sell food.   Danielle asked who would go there for lunch?  Bill said the local employees around the area.    The committee members said they did not think employees would have enough time for this.  Danielle added that Progressive already has their food trucks during the lunch hour.   Bill suggested after work, 5:00 – 6:00 p.m.   Dona said a lot of people drive by the gazebo on their way home from work so maybe they would stop by.    Bill said that Progressive could advertise it.   Someone suggested making it a family time, maybe 6:00 – 8:00 pm.  Patsy asked if they could sell hotdogs.   Bill said probably.   Danielle said the new Community Room concession stand would need to be inspected by the Board of Health each year.    Dona asked if parking would be an issue for gazebo concerts and Bill said he didn’t think so.  
  • The committee agreed to have 2 regular Thursday night concerts at the gazebo and 2 experimental/family concerts after work with local restaurants providing food.
  • Danielle asked the concession stand would be open or if we would get money from the merchants. Bill said probably not.
  • Danielle also asked who would run the concession stand at the Community Room during the concerts.  Bill said the Activities Committee members.  He said the pool concession staff would run the concession stand at The Grove.  Patsy mentioned that the staff running the concession stand at The Grove needed to be more efficient and that they need to stay open instead of closing early.  The committee members agreed.  Patti suggested that before the season begins, the staff needs to know what is expected of them and the standard should be set then.   The committee members agreed.

Upcoming Holiday Events

  • Tree Lighting Ceremony – Sunday, December 4, 7:00 p.m. at Community Room
  • Singing Angels – Saturday, December 10, 7:00 p.m. at Civic Center
  • Menorah Lighting Ceremony – Monday, December 26, 7:00 p.m.  at Community Room
  • Danielle said she reviewed her notes from last year and the Minutes from the meetings where we evaluated the events and everything went well; there were no major problems.  She said she will work on the planning as she has done previous years.

The meeting concluded at approximately 7:45 p.m.

Next Meeting:  Tuesday, November 15, 6:45 p.m., Civic Center