Fund Commission approves event purchases and sets multiple event budgets for summer and fall

Commissioners at the Village of Villa Park Fund Commission meeting moved forward on multiple event planning items for the spring, summer and fall season.

Leslie Ellison, reporting for the VillaFest subcommittee, said event planning is underway with Parks and Recreation and vendor outreach, and she said she submitted a request for the weekend of Aug. 20–22 and asked for a $35,000 budget to cover two headliners, a beer tent, food trucks, children’s entertainment and other costs. “I asked for a budget of $35,000 to cover the cost of the event,” Ellison said, adding the number is about $10,000 higher than 2012 spending but reflected current costs for headliners and other needs.

Separately, commissioners approved immediate purchases for promotional items for Kites & Kinetics and related marketing: the commission voted to buy pinwheels and kites (an estimate discussed by Mary Brenner Hines) and approved a motion not to exceed $750 for certain event line items. Mary presented purchases for the “Happy 200 Birthday, America” gallery — poster boards, matting and stickers — and the commission amended and approved purchasing authority so those items could be procured within the established budget lines.

Autumn Jubilee organizers reported vendor confirmations (food trucks, face painter, rescue group) and discussed vendor payment and tax paperwork; staff and commissioners clarified that vendors should submit W‑9s and invoices to village staff for processing through the village portal rather than direct peer‑to‑peer payment. Leslie and village staff agreed to provide a vendor sign‑up form and payment instructions so vendors can be processed correctly.

Commissioners emphasized volunteer recruitment and intercommission coordination for all events; Trustee Alfano offered to promote volunteer requests through the village board’s communications channels. Several motions on purchases and not‑to‑exceed amounts passed by voice vote or roll call where required, and the commission directed staff to continue vendor and permit coordination with village departments.