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DDA asks council for guidance as volunteer capacity dwindles; suggests parade subcommittee
Summary
Community development staff told the council that traditional parade organizers (Rotary/Lions) lack volunteer capacity and asked whether the village or the DDA should take a larger role. Councilors recommended a volunteer-driven DDA subcommittee, SOPs, and outreach to schools for summer volunteers; they noted event costs and the need for documented checklists.
Caitlyn Brown, Middleville’s community development coordinator, asked the village council on April 28 for guidance after the Rotary Club signaled it no longer has the volunteer capacity to operate the Heritage Day parade.
Brown said the DDA has been asked to take a lead role for Heritage Day but that volunteer capacity is constrained; the DDA’s events committee currently meets and can help, but staff and members warned against letting parade planning consume the entire DDA board. Council members recommended forming a DDA subcommittee or a volunteer event committee with an SOP/checklist and a small advisory consultant to retain institutional knowledge and make the event repeatable.
Members suggested recruiting high‑school volunteers and sports teams for staffing needs and encouraged the DDA to develop a documented timeline and volunteer signup process. Councilors also warned the event will require funding and cited prior multi‑thousand‑dollar donations for major events, advising Brown to anticipate costs and fundraising needs. Caitlyn said she will circulate volunteer signup information and suggested near‑term steps to assess feasibility for this year’s parade.
The council offered support for a volunteer‑driven solution and asked staff to return with proposed charters, volunteer rosters, and cost estimates if the DDA or village is to take on increased responsibility.
