The Estacada Arts Commission finalized logistics for its Arts at the Creek festival and approved two small expenditures for the summer program, commissioners said during a regularly scheduled meeting that began at 6:31 p.m.

Commissioners said the event has grown rapidly: “As of July 2 … we have 26 adult vendors, art vendors who have paid and confirmed, with 2 more who have confirmed and we're just waiting on payment,” commission member Alicia reported, and she added there are 15 youth vendors occupying a total of 10 booths and 13 community organizations signed up. The commission estimated “over 50” booth spots in total for the event.

Why it matters: Arts at the Creek is a signature community event the commission runs to showcase local artists, youth projects and community organizations. Commissioners told the meeting the increased vendor count and confirmed volunteer support affect logistics for site layout, food service, parking, and shade/cooling plans.

Key event details and logistics

- Vendor numbers: The commission reported about 28 paid or confirmed adult vendor slots, 15 youth vendors (in 10 booths), and 13 community-organization tables, for a combined total of more than 50 booth spots.

- Food vendors: Commissioners said the food-cart situation remains limited. One regular vendor (Christie) confirmed she will attend and declined a guaranteed minimum payment; another food cart that had requested a daily guarantee could not commit because it booked other dates. The group noted any guarantee to a food vendor would need to be covered in the event budget.

- Programming and schedule: Music blocks were planned (1–3 p.m. and 4–6 p.m.), with smaller acts and a community raffle scheduled midafternoon. Commissioners discussed having a family activity area with bubbles, rock painting and yard games at the far end of the site, and face painting and community art tables inside the community room.

- Site operations: The commission discussed opening the Wade Creek community room for shade and the practicalities of leaving doors open while running air conditioning. They said they will print small “Come on in” signs if doors are closed and use the PA system to direct attendees. Commissioners also discussed water access for possible misting/cooling stations and noted water and hose access points would need to be checked before the event.

- Signs and placement: Members discussed rules for signs visible from Highway 211 and noted that ODOT (or county jurisdiction on some roads) can restrict signs in view of the highway. The commission agreed to place signs on private property only with owner permission and to coordinate with city parks staff for city-property placements.

Volunteers and setup

Commissioners reported a staffing plan that relies on a mix of commission members, pre-registered volunteers and families. One volunteer group confirmed they would arrive for morning setup and return for take-down. Commissioners mapped two-hour shifts (12–2, 2–4, 4–6 p.m.) for raffle/snack/children’s-activity coverage and said they will follow up by email to finalize assignments.

Purchasing, petty cash and equipment

Commissioners discussed small purchases required for the family area (bubbles, paint markers, spray paint for rock bases) and for event supplies and signage. City staff Melanie made clear there is no authorized practice of “fronting” petty cash: “Petty cash? Yeah. That all purchases. There's no such thing as fronting petty cash,” commissioners recorded, and members said they will follow city reimbursement procedures and keep receipts.

Commissioners also raised an ongoing facilities issue: several doors at the community room are difficult to prop open and they discussed buying industrial doorstops to ease setup and flow.

Poetry in Public Places and future events

The commission reviewed Poetry in Public Places submissions and agreed to ask selected authors with duplicate submissions whether the same poems remain available for future installations. Members also discussed outreach channels (local papers, downtown commission newsletter, Clackamas Arts Alliance calendar) and social media promotion.

Votes at a glance

- Reprint posters and sandwich-board materials — motion to spend approximately $50 for reprinting (motion made during the Arts at the Creek discussion; second recorded). Vote: ayes recorded and chair announced the motion passed (three recorded ayes).

- Sponsor Bridal Gallery block-printing workshop — commission approved a $100 sponsorship to make a block-printing class free to participants. Motion: Alicia (mover); Deborah (second). Vote: in favor; chair announced the motion passes.

- Approval of June meeting minutes — motion to approve the minutes as circulated was moved and seconded during the meeting; chair called for ayes and the motion passed (no nay votes recorded).

What commissioners emphasized

Commissioners repeatedly emphasized the practical priorities of safety, flow and accessibility: moving attendees through the site, providing a cooling option if weather is hot, keeping the community room available as a staffed refuge area, and making the family activity area simple to run.

Commission personnel notes

Longtime commission member Deborah said she is stepping down from the commission but will continue to support library-based programs and act as a library contact for future arts partnerships. Commissioners thanked Deborah for her service and discussed recruitment outreach to local arts organizations and the library staff to fill open seats.

Next steps

Commissioners said they will finalize booth layout and sign placement, confirm water access and any cooling equipment, finalize volunteer assignments by email, place social promotion in the final month before the event, and follow city purchasing and reimbursement rules for small supplies.