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Glenarden City council approves event-management and catering contracts for holiday party amid cost questions
Summary
At a Nov. 3 special meeting and subsequent work session, Glenarden City approved a $12,500 contract for event management and discussed a separate $8,800 catering contract. Council members pressed staff for itemized invoices, grant documentation and competitive bidding options.
Glenarden City’s council approved a resolution at a Nov. 3 special meeting authorizing Trio’s Event Planning to provide event-management and décor services for the city’s annual holiday party, with a not-to-exceed cost of $12,500.
The resolution (R092026), sponsored by Mayor Pro Tem Angela Ferguson, was read into the record by Mayor Curtis and adopted by unanimous roll-call vote. The resolution says the funds will come from FY26 budget line 10.30.10.8647 and takes effect immediately.
The item resurfaced in the 7 p.m. work session when council members reviewed a related contract for Kohl’s Creative Catering Services, quoted at roughly $8,800 for food, beverages and service for an anticipated attendance of about 240 residents. Councilwoman Jones said many constituents had asked whether the city is regularly using the same vendors and urged that future events be competitively bid to allow local businesses to participate.
"We need to bid these items — the caterer and the decorations — because there are vendors in the city that feel like they're being overlooked," Councilwoman Jones said during the meeting.
Councilwoman Cross asked staff to provide itemized invoices showing exactly what the décor and catering fees cover — specifically whether tablecloths, plates, napkins, utensils and servers are included. Mayor Pro Tem Ferguson and staff said some items are purchased and kept in storage and that previous events had been well-received. Parks and Recreation staff noted that a parks grant (approximately $100,000) previously covered last year’s event and that the same grant award may reduce the amount the city must expend from its general fund for several community events.
City Manager Simpson and other staff agreed to attach the full contract packages and the grant documentation to the public hearing materials so citizens and council members can review the invoices and line items in advance.
What was approved: Resolution R092026 awarding event-management/decor services to Trio’s Event Planning, not to exceed $12,500. What remains: staff will circulate the caterer invoice, the grant paperwork and the full contract package in advance of the public hearing and will confirm whether any portion of the event costs will come from the parks grant rather than from general reserves.
Council members said they appreciated the event but emphasized fiscal stewardship. "$20,000 for 240 people is a lot of money," Councilwoman Cross said, and asked that staff ensure transparency by posting the contract and invoices on the city's website before any final payments are made.
The council adjourned the special meeting and moved the related work-session review to the public hearing schedule; staff said the contracts will be updated and posted with supporting documentation for citizen review before final execution.
