At the forefront of the meeting was the selection of caterers for the upcoming event. The council highlighted Exquisite Catering by Robert, which offers a $10 per person package featuring burgers and hot dogs, and an Italian meal option for $16 per person, including dishes such as ziti, lasagna, and fettuccine, along with salad and garlic bread. The Italian option was considered a refreshing alternative to the Latin-themed menu used previously, which some felt had become repetitive. Ensuring quality and affordability from caterers was a concern, particularly as the event approaches during the busy holiday season. Members planned to reach out to the preferred vendor, Miguel, to secure equipment and services early.

Financial contributions from sponsors were a critical part of the planning discussions. The meeting revealed that $4,000 in sponsorships had been secured, with $250 from Payway and $250 from Miami Auto Mall. Additional sponsorships were being pursued, including potential support from Baptist Hospital, which had shown interest in health-related activities within the community.

The council also addressed the nomination process for community awards, noting that no public nominations had been received yet. The deadline for submissions was set for August 1, with an emphasis on increasing public participation. There was a consensus on the importance of soliciting nominations through local media, such as the Miami Laker, and online platforms to enhance engagement. The criteria for nominations were to be made available on the town’s website, with plans to hold a meeting in early August to finalize and approve nominees ahead of the council’s agenda later that month.

Logistics for the event were another significant topic. Securing tables, chairs, and catering services well in advance was deemed essential. The council discussed the previous year’s experiences, with some members expressing dissatisfaction with the quality of food from the last event’s vendor. The preferred vendor had charged $1,000, compared to $600 for the most recent event, prompting a quality versus cost debate.

Bartending services also drew attention, particularly regarding payment and arrangements. Ensuring that the bartender who had worked previously was compensated appropriately was a priority, with suggestions to cap the fee at $200. There was a push for clear communication to prevent confusion concerning drink service logistics and to provide better service for VIP guests.

Youth involvement in the event was encouraged, with local sports teams being invited to participate to enhance the event’s appeal. Members suggested that junior optimist students could assist with logistics, though limitations concerning alcohol service were noted. Marketing strategies to promote the event included utilizing social media, distributing flyers, and setting up booths at local events such as the tree lighting ceremony and Veterans Day parade.

In administrative matters, the council confirmed the re-election of the current chair, vice chair, and secretary.

Lastly, the meeting touched on scheduling for upcoming council gatherings, considering members’ availability and constraints. A consensus was reached to tentatively schedule the next meeting for July 29 at 6:30 PM, allowing time to finalize nominations, menu options, and sponsorship details.