The council’s primary focus was on the upcoming 5K event. Members identified the necessity of securing ten volunteers to handle various tasks on the event day, emphasizing that a lead volunteer coordinator should remain uninvolved in the race to maintain oversight. This sparked a debate about the suitability of having a veteran serve in this role, considering potential complications if the individual wished to participate in the race.

Logistical concerns extended to water distribution for race participants. The council agreed that runners should have access to water stations rather than relying on bottled water during the race. Reflecting on previous years’ arrangements, they recalled participants needing to visit a specific booth for water. Additionally, the council addressed logistical needs by arranging for the collection of boxes required for the podium from a local business.

Entertainment options for the event were a key topic, with confirmed plans for laser tag and ongoing discussions about securing a snow machine and face painting. The involvement of the Girl Scouts in face painting was proposed, drawing on their past participation in similar events. Concerns were raised about the petting zoo’s ability to attract attendees, but combining it with other attractions like the snow machine and laser tag was seen as a strategy to boost interest. The council recommended the petting zoo set up early, at 6:30 a.m., to avoid previous issues, and they highlighted the need for a Certificate of Insurance.

Securing a Santa Claus for the event was humorously debated, with suggestions to involve local mayors or current candidates. The discussion acknowledged the importance of finding a Santa who embodied the traditional image, and one member agreed to lead the effort to secure a costume, considering purchasing one if necessary.

Budget discussions revealed concerns about outstanding invoices and their impact on the current year’s financial planning. A member highlighted the need to include charges for bus services in the band’s invoice. The urgency of obtaining a Santa costume was reiterated, with a focus on its potential use for future events, particularly a Fun Zone.

Volunteer organization was again emphasized, with a member querying about the timing of a student volunteer meeting. The council recognized the need for effective preparation and coordination of tasks for volunteers to prevent confusion during the event. A task list from previous years was mentioned, with a commitment to compile volunteer names and contact information for event day coordination.

Further logistical considerations included tent reservations and donations. Polar Beverages confirmed their participation, providing drinks and a tent for up to a thousand attendees. Other organizations, such as the FBI, were also confirmed to use tents, though some confirmations from nonprofits like the Warrior Project and United Way were still pending. The council expressed a desire to include military and veteran-related organizations, acknowledging the need for improved communication and follow-up to secure their participation.

The meeting concluded with a focus on fostering a communal spirit through various event attractions. Past participants who contributed military vehicles and fire trucks were fondly remembered for enhancing the event’s atmosphere. The council acknowledged the necessity of delegating tasks appropriately and ensuring clear communication to streamline event planning and execution.