APPROVED Special Events Committee meeting 06052025 Minutes

Village of Hammond Special Events Committee Meeting Minutes Date: Thursday, June 5, 2025 Time: 7:00 PM Location: Village Hall 1. Call to Order Meeting was called to order at 7:00 PM by Lauren Molby. 2. Roll Call Lauren Molby – Present Pam Thompson – Present Billie Larkins – Present No public attendees were present. 3. Discussion and Action: Fourth of July Celebration (July 4–5, 2025) Key Topics Discussed: Event Components: Vendor market, band, bake sale, food trucks, concession stand, fireworks, silent auction. Items Removed: No car show or kickball tournament. Vendor Deadline: June 20th – forms and $25 fee due. Flyers: Lauren created flyers seeking vendors and donations; updates needed to reflect canceled items. Fireworks: Permit and insurance discussions. Josh may handle fireworks. Forms must be submitted to the state; fireworks are state-regulated. Committee Member Updates: Lauren Molby: Created flyers, working on updated versions. Reached out to Shawnee about sponsoring a bounce house (awaiting response). Collecting donations and silent auction items. Billie Larkins: Contacted Ponders (no response). Reached out to Jason about a car show—too late to organize. Pam Thompson: Recommended placing flyers at County Market in Monticello, J/T in Bement, and Casey’s in Atwood. Other Event Details: Concession Stand: Food: hot dogs, popcorn, candy, soda. Operated by Dante (Amber & John’s son) has a food handler license. Committee discussed the possibility of compensating him. Food Trucks: Options being considered include Joe’s Sno Cone and or Kona Ice. Road Closures Needed: 1st Street/Don Ryan C Street/1st Street D Street/1st Street Sponsorship Needs: Bounce house Concession stand food Fireworks Committee Coordination: Assigning responsibilities, recruiting volunteers, and finalizing logistics are a priority. Updated flyers will reflect finalized plans and current needs. All recommendations will be brought to the Village Board for approval. 4. Adjournment Lauren made a motion to adjourn the meeting at 7:56 PM. Pam seconded the motion. Meeting adjourned.