The Youth Task Force spent extended time finalizing plans for the committee’s big Halloween event (identified at times in the meeting as “Nightmare on Mount Rose” and the Halloween night program). Organizers said the haunted-house contract alone is $17,860 and the committee’s event line has $15,000 budgeted, leaving an immediate shortfall.

Facing that gap and other last-minute needs (tarps, staple guns, lighting and candy), the committee voted to transfer $700 from an existing holiday line item to the Halloween event as a short-term reserve. The motion passed by roll call.

Why it matters: The Halloween program is one of the committee’s largest annual public events and involves extensive volunteer staffing, tents and contractors (lighting towers, a rented haunted-house attraction). A shortfall in cash or supplies could force last-minute changes affecting safety, volunteer support and attendee experience.

Budget and sponsorships
- Budget referenced: committee members said the event had a $15,000 allotment for the season but cited a haunted-house charge of $17,860, leaving an approximate $2,860 gap.
- Sponsors: committee members reported eight sponsors total (six of those had contributed $1,000 each). Members described a lack of a title or gold sponsor; most sponsors were at a silver level.
- Committee members said they were awaiting proposals for lighting and confirmed that Sunbelt and SFM (maintenance service) had pledged or were reviewing proposals for light towers and other equipment.

Volunteer, safety and logistics
- Volunteers: the committee reported approximately 110 people signed up to volunteer across multiple roles; organizers asked volunteers to arrive early (12:00–12:30 p.m.) the day of the event to tarp and set up the haunted house and tents.
- Tents and staging: members counted 17 movable tents in inventory and discussed allocating 13 for trick-or-treat stations, with additional tents reserved for the haunted house entrance/exit and staging. Tarpping of the haunted house was scheduled to begin at noon.
- Safety: the committee voted to invite the public safety committee and confirmed Officer Amador’s involvement; members emphasized the need for police presence and runner teams to supply water and refreshments to volunteers.

Operational points and decisions
- Motion approved: transfer $700 from the holiday festival line to the Halloween event as an on-hand reserve for immediate needs (tarps, staples, candy). The motion passed by roll call; named affirmative votes recorded during roll call included Maria Rodriguez, Joe Suarez and Maria Nava.
- Other actions: organizers assigned volunteers to specific roles (stage crew, haunted-house staff, tent staffing, runners) and requested that staff post accurate event pages and registration links after members reported poor or missing town postings for past events.

Ending
Committee members asked all volunteers to wear committee shirts, bring flashlights and chargers, and noted that food for volunteers will be provided by a sponsor (World Class Gymnastics). Organizers said they will continue on-the-ground coordination the day before and the morning of the event to verify generators, light towers and tent placement.