Golf Manor recreation organizers approve expenses, confirm vendors and logistics for Juneteenth event

Golf Manor Village recreation organizers on a recent meeting approved several expenditures and firmed up logistics for the village Juneteenth celebration, including vendor sign-ups, beer and pizza purchases, T-shirt presales and a request for ice and supplies.

The recreation organizer who led the update said vendor interest rose sharply in the week after postcards were mailed: registrations increased from 11 to 19, with payments received from 18 vendors. The organizer reported Square sales and donations tied to merchandise preorders and vendor fees had generated about $639 in gross payments (about $22 in processing fees, net roughly $613), which she said was already reflected in the recreation account balance.

Why it matters: The committee is using a mix of pre-approved ARPA funds for event support and the recreation account for on‑the‑ground purchases. Final vendor commitments, permit approvals and volunteer staffing will determine whether planned sales (beer, pizza, shirts) close the event’s budget gap.

Committee actions and budget decisions came in a series of motions. The group approved: up to $270 to purchase three "six-tap" kegs (three 6-tall, i.e., sixth‑barrel quantities) for beer service; up to $400 to cover two rounds of Juneteenth T-shirt orders (minimum 12 shirts per order); up to $250 to purchase pizza for resale as a fundraiser; and $75 to purchase ice. The committee recorded those motions and the chair called the ayes after each motion.

Organizers said much of the event is prepaid or already underwritten by vendor payments and an ARPA allocation that the finance committee previously approved. The meeting notes show about $2,566 in the recreation account after counting Square receipts; the organizer said the finance committee had already approved a separate $2,000 ARPA allocation to support village events, of which about $1,100 went to postcards.

Operational details confirmed at the meeting include: - Food and vendors: Tiny Bistro (a repeat local vendor) had agreed to waive its vendor fee; another potential food vendor is a local resident planning a taco truck but awaiting Hamilton County permitting. The organizer said vendor interest historically reaches about 30 vendors. - Merchandise and fundraising: Two T-shirt orders were planned — one with a June 5 cutoff (delivery by June 12) and a second order after the event to capture late demand. The group set a sale price of $22 for adult shirts and discussed a minimum print run of 12 shirts per order. Organizers are running presales through Square but noted they cannot spend proceeds until the committee formally approves disbursement. - Concessions and sales: Proposed prices and margins were discussed (example: selling pizza slices and combos, beer priced to generate revenue). Organizers plan to use QR codes tied to Square to accept orders and reduce cash handling. - Supplies and logistics: An Amazon wish list for field-day supplies totaled about $400; organizers expected community donations to reduce the committee purchase. Maintenance and parks staff were asked to set up tents and confirm trash liners and signage. The organizer also noted plans for 20 20‑lb bags of ice to be carried to the park if needed.

Discussion vs. decisions: The meeting clearly separated discussion items (pending food‑truck permit, possibility of additional vendors, shirt design and colors) from formal approvals (motions to spend on beer, shirts, pizza and ice). Several items remain contingent on outside approvals (Hamilton County food permit) or on final vendor confirmations.

Community and implementation notes: Organizers said volunteers are needed for concessions and that they plan to print QR code menus for sales. The committee discussed refrigeration/ice capacity for future events and noted a planned kitchen remodel that may include an ice maker for later seasons.

The organizer closed by forecasting a net revenue range if current vendor and sales trends hold: "you might be able to pull in $800 to $1,000 off this event," she said, while stressing those figures depend on volunteer staffing and final vendor turnout.

Organizers asked council or administration staff to complete the park reservation and liquor-permit paperwork and to route the permit to police and administration for signatures.

The meeting ended with final confirmations of vendor lists, volunteer needs and timetable for presales and second‑order T-shirts.