The Corporation of the Town of EssexEssex Festival Committee Meeting MinutesThursday, April 11, 2024 at 6:00 P.m. - 7:00 P.m.60 Fairview Ave W, Essex, ON N8M 1B6Present:Member - Hellinga, ChrisMember - Knapp, DerekMember - McGuire-Blais, KatieMember - Verbeek, KimMember - Nichol, LeighanneMember - Atkinson, NicoleMember - Back, CateVice Chair - Tapping, RichardMember - Desjardins, TiffanyCouncillor - Garon, Joe, Ward 1Also Present:Jake Morassut, Director, Community ServicesAccessible formats or communication supports are available upon request. Please contact the Clerk’s Office at [email protected] or 519-776-7336 extension 1100 or 1101.1.Call to Order 2.Land Acknowledgement We acknowledge that this land is the traditional territory of the Three Fires Confederacy of First Nations (comprised of the Ojibway, the Odawa, and the Potawatomi Peoples), and of the Huron-Wendat Peoples. We value the significant historical and contemporary contributions of local and regional First Nations and all of the Original Peoples of Turtle Island who have been living and working on the land from time immemorial.3.Declarations of Conflict of Interest No Conflicts of Interest came forward.4.Adoption of Published Agenda 4.1Essex Festival Committee Meeting Agenda for April 11, 2024 FC24-04-014Moved ByNicole AtkinsonSeconded ByDerek KnappThat the published agenda for the April 11, 2024 Essex Festival Committee Meeting be adopted as presented.Carried5.Adoption of Minutes 1.Post-Meeting Minutes - Essex Festival Committee_Apr11_2024 - English.pdf5.1Essex Festival Committee Minutes for March 7, 2024 1.Post-Meeting Minutes - Essex Festival Committee_Mar07_2024 - English.pdfFC24-04-015Moved ByKim VerbeekSeconded ByLeighanne NicholThat the minutes of the Essex Festival Committee meeting held March 7, 2024 be adopted as circulated.Carried6.Financials Jake Morassut, Director, Community Services, provided a verbal update on theinvoices paid to date. 7.Unfinished Business FC24-04-016Moved ByCate BackSeconded ByDerek KnappThat the verbal updates listed in Agenda Item 7 be received.Carried7.1Operations and Site Management 7.1.1Festival Grounds Layout Joe Garon, Chair, circulated a revised layout for the event to the membership for review and discussion. 7.1.2Set-up and Take Down No new update to report. 7.1.3Perimeter Fencing Arrangements have been secured for perimeter fencing for the event. 7.1.4Signage No new update to report. 7.1.5Admission Fees No new update to report. 7.1.6Park Hours No new update to report. 7.1.7Parking No new update to report. 7.1.8Off-Site Parking No new update to report. 7.1.9Shuttle Transportation Katie McGuire-Blais, Committee Member advised that the route utilized last year went well and may require amendment dependent on Town construction in the area at that time and will be determined closer to the event. Katie McGuire-Blais, Committee Member further advised that the company she has been working with doesn't have available drivers at this time and asked her to check back closer to the date. Committee discussion had to offer each driver a tip of $100.00 each day/each driver was agreed upon if that will better secure the transportation. Joe Garon, Committee Chair will be contacting the local sign company to get some large signage to better identify route pick-up/drop-off designated locations. 7.1.10Family Tent Require extra portable fan to circulate air when people are inside. 10' x10' tent with walls for privacy is required. Sponsorship secured for this area. 7.2Marketing, Social Media and Advertising Releases of social media announcements will be forthcoming in the coming weeks. Committee Members, Cate Back and Tiffany Dejardins will be creating various tik tok's up to and including during the event. 7.3Sponsorship Sponsorships are moving forward with a couple new areas opening up for funding. 7.4Volunteers Cate Back, Committee Member provided an over-view of the process they will be coordinating this year. 7.5Vendors 7.5.1Vendor Rates No new updates to report. 7.5.2Food and Beverage Vendors A list of all Food and Beverage Vendors were circulated and Joe Garon, Chair advised he will review the final submissions and forward in a list of vendors who have been accepted this year and email those who didn't early next week as the final date of submissions close on Sunday, April 14. 7.5.3Non-Food/Craft Vendors The list of submitted non-food vendors were circulated to the committee. Final due date of submissions is May 31 or until all available spots are filled. Joe Garon, Chair, and Katie McGuire-Blais will be reviewing applications in the coming weeks and notifying those not accepted. 7.6Attractions 7.6.1Youth Talent Show Several applications have been submitted with a couple spots remaining open. 7.6.2Kid Zone Jake Morassut, Director, Community Services will liaison with the town's programming staff to assess level of support they will be providing to this event. Confirmation that we will have a colouring wall again. 7.6.3Teen Zone Same inflatables as last year will be secured. Sub-committee are working on the events and will review supplies left-over from previous year's event. This will now be called the 'Chill Out Zone' instead of teen zone. 7.6.4Parade Theme for this year's parade is "Harmony in Colour" Joe Garon, Chair will forward committee member, Richard Tapping with the registration form for updating and posting. Start time 10:30 on Saturday. Line-up on Medora and Harvey Streets. Approximately 5 volunteers required. 7.6.5Parade Float Decoration Team No new updates to report. 7.6.6Car Show Jake Morassut, Director, Community Services, advised he will be doing a report to council for the road closure on the Friday night as well as the closure of the road on Saturday for the parade. Chris Hellinga, Committee Member advised he is working with a local car group to facilitate entries for the car show. There will be a pre-registration form created for car owners to sign up for the event. FC24-04-017Moved ByChris HellingaSeconded ByKim VerbeekThat motion FC24-03-012 be rescinded and the new motion will read the committee will move the parade to the Friday night event listing in the downtown Essex corridor.Carried7.6.7Watermelon Contest No new updates to report. 7.6.8Visual Display (Fireworks / Drone show) No new updates to report. 7.6.9Bingo No new updates to report. 7.6.10Horse Show Due to the horse show getting rained out last year, they have been secured for a Saturday show this year. 7.6.11Wacky Olympics No new updates to report. 7.6.12Thrill Zone No new updates to report. 7.6.13Midway & Amusement Rides No new updates to report. 7.7Sip 'N Shop Wine Mixer 7.7.1Decor/Decorations/Back-drop Sub-committee looking for wine barrels, at least 5 for the event. 7.7.2Non-Profit Beneficiary Same as previous year. 7.7.3Wineries Three wineries have been secured. Hoping on securing 6 wineries in total. 7.7.4Caterer/Food Vendors No new updates to report. 7.7.5BIA Vendors Katie McGuire-Blais, Committee Member advised that she is working with the BIA for vendors for the event. 7.7.6Hours of Operation No new updates to report. 7.7.7Admission Fees No new updates to report. 7.7.8Entertainment Joe Garon, Chair, advised he has secured the entertainment for this year's event. 7.7.9Raffle The grand-prize winner of last year's event who didn't get their prize will be provided with a certificate for Longivito in Harrow and an additional prize package will be the prize for this year's raffle. 7.7.10Ticket Pricing No new updates to report. 7.7.11Parking No new updates to report. 7.7.12Layout No new updates to report. 7.8Beer Tent 7.8.1Hours of Operation No new updates to report. 7.8.2Admission No new updates to report. 7.8.3Product and Pricing No new updates to report. 7.8.4Bar Management No new updates to report. 7.8.5Security and Crowd Control Joe Garon, Committee Chair advised that they need to find a solution to better protection of stage area at this years event. 7.8.6Entertainment No new updates to report. 7.8.7Parking No new updates to report. 7.8.8Power No new updates to report. 7.8.9Layout No new updates to report. 7.9Main Stage 7.9.1Entertainment Joe Garon, Committee Chair advised that he has booked the main stage country act as well as the second stage act. 7.9.2Stage Rental No new updates to report. 7.9.3Production No new updates to report. 7.9.4Bar Management No new updates to report. 7.9.5Security and Crowd Control No new updates to report. 7.9.6Parking No new updates to report. 7.9.7Power No new updates to report. 7.9.8Other Rentals and Operation No new updates to report. 7.9.9Layout No new updates to report. 7.10Secondary Stage 7.10.1Location No new updates to report. 7.10.2Entertainment No new updates to report. 7.10.3Stage Rental No new updates to report. 7.10.4Production No new updates to report. 7.10.5Power No new updates to report. 7.10.6Other Rentals and Operation No new updates to report. 8.Adjournment FC24-04-018Moved ByKim VerbeekSeconded ByRichard Tapping, Vice-ChairThat the meeting be adjourned at 8:30 pm.Carried9.Future Meetings The next meeting is to be held on Thursday, May 9, 2024, at 6:00 p.m. in the Barnett Room of the Essex Centre Sports Complex.No Item Selected This item has no attachments.1.Post-Meeting Minutes - Essex Festival Committee_Mar07_2024 - English.pdf1.Post-Meeting Minutes - Essex Festival Committee_Apr11_2024 - English.pdf