Town of Leesburg Commission Meeting - September 24, 2026

The commission met to discuss the Mistletoe Market, the Memory and Melody senior event, the annual report to town council, and future planning. The meeting included a presentation from a representative of the Leesburg Main Street organization, staff reports, and votes on stage rental and event scheduling.

Consent Calendar

• The agenda was adopted as amended to include the Memory and Melody item (previously omitted). The motion passed 6-0-0 (six in favor, zero opposed, zero abstentions).
• The minutes from the previous meeting were approved with a vote of 5-0-2 (five in favor, zero opposed, two abstentions), with one member abstaining because they were not present at that meeting.

Public Comments & Testimony

• Aaron (Leesburg Main Street) presented on the Mistletoe Market, the historic downtown main street organization's marquee event held in conjunction with the tree lighting. They described the vendor application process (over 80 applications received), planned expansion within the courthouse grounds, and requested continued partnership for entertainment. Aaron expressed openness to a local celebrity MC and discussed logistical coordination to avoid conflicts with vendor setup and performer staging. The commission and Aaron discussed pathways for vendor load-in, stage placement, and timing to ensure a smooth event.

Discussion Items

• Mistletoe Market Entertainment and Stage Rental: The commission reviewed two stage rental quotes. Vendor 1 offered a 20'x12' stage for $1,750; Vendor 2 offered a 24'x15' mobile stage for $2,500. After clarifying that a mobile stage would require driving onto the courthouse lawn (not allowed) and that the larger stage exceeded the available footprint, the commission selected Vendor 1. The stage height (24 inches) was confirmed not to require fire marshal inspection (over 30 inches or canopy >400 sq ft would). The possibility of purchasing retractable banners with marketing funds was discussed to promote the commission at events.
• Memory and Melody Senior Event: Commissioner Marjorie presented a proposal for a senior-focused indoor concert. Two timeline options were considered: January (ideal for seniors and musicians due to low activity) or March (to allow more preparation time). Despite a tight timeline for January (artist call must close by Oct 21, review and vote on Oct 22), the commission prioritized January to serve seniors when they have few activities. The venue (Senior Center of Leesburg) stage was deemed small; alternative setup without a stage was considered for better visibility. A January 30 date was suggested, subject to venue availability. The commission voted to proceed with a January event, granting staff (Whitney and Marjorie) flexibility to finalize dates and the call to artists.
• Annual Report to Town Council: The chair reported on the commission's presentation to council, noting feedback on the senior event timing, a request to reflect on grant-driven operations, and acknowledgment of council members who attended past events.
• Future Vision and Goals: Commissioner Peter proposed examining the commission's trajectories, goals, and vision over the next two meetings (October and November). Members were asked to email their ideas to the chair to avoid collaboration issues, with discussion planned for future meetings.

Key Outcomes

• Mistletoe Market Stage Vendor: Motion to select Vendor 1 (Nova Stage and Sound) passed 6-0-0. The chair will contact the vendor, confirm setup by 8 a.m., and coordinate with Leesburg Main Street on MC and pathway clearance.
• Memory and Melody Event: Motion to hold the event in January (with staff authority to finalize date and call to artists) passed 5-0-2. The call to artists will be posted by October 7 and close October 21; artist selection will occur at a special virtual meeting on October 8.
• Upcoming Meetings: A special virtual meeting on October 8 (5:30 p.m.) for Mistletoe Market artist selection. Regular meeting on October 22 will include Memory and Melody artist voting and future vision discussion. Council endorsement dates: Mistletoe Market on October 27, Memory and Melody on November 10.
• Action Items: Marjorie and Whitney to prepare the Memory and Melody call to artists; chair to contact stage vendor, research retractable banners, and coordinate with Aaron on MC and logistics. Members to email ideas for commission re-visioning to the chair.