HomeMy WebLinkAboutColleyville Events Steering Committee-Minutes-5/28/2014
City of Colleyville Page 1
City of Colleyville
Colleyville Events
Steering
Committee
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817.503.1000
www.colleyville.com
Wednesday, May 28, 2014
4:30 p.m.
Colleyville Public Library
110 Main Street
1. CALL TO ORDER
Chairperson Amy Redfearn called the meeting of the Colleyville Events Steering
Committee to order at 4:40 p.m.
Roll Call
Present: Chair Amy Redfearn, J. Walt Mills, Mary Lou Dove and Ryan Milakovich.
Staff present: Mary Rodne, Terry Leake, Lisa Escobedo, Kristi Isbell, Brian Riley, and
Kathy Moore.
Absent: Sandra McIntosh, Manjiri Joshi and Patti Tanaka
2. APPROVAL OF MINUTES
March 26, 2014
A motion was made by Walt Mills and seconded by Mary Lou Dove to approve the
March 26, 2014 meeting minutes as presented. The motion carried with a unanimous
vote.
3. REGULAR AGENDA ITEMS
3a Discussion of the Red, White and Sousa Event
Library and Recreation Director Mary Rodne gave an overview of the upcoming Red,
White and Sousa event stating that staff was in the process of requesting quotes for
the stage, tables and chairs. Rodne noted that the cost of the stage would use a
substantial portion of the budget due to accommodating the 130+ member Vocal
Majority Chorus. Rodne added that the chorus needed a larger stage, possibly with a
cover and suspended microphones. Additionally, it was noted that due to a wedding
at the Colleyville Center the following day, there were time restraints regarding tear-
down and clean-up. It was noted that the stage and sound cost estimates received to
date totaled approximately $30,000; Rodne stated that she hoped to cut the cost to
around $20,000.
Colleyville Events Steering
Committee Minutes May 28, 2014
City of Colleyville Page 2
Mary Rodne informed the Committee that staff was researching the cost for the
tables and chairs for reserved seating; noting that 80 tables would fit in the area
designated for this seating. She stated that ticket sales would start on June 9, and
that the cost for reserved seating would remain at $25.00 for a table with four chairs
to accommodate four people.
Staff provided Committee members with a map for the Red, White and Sousa event
detailing the layout. Mary Lou Dove questioned the placement of the stage. Rodne
replied that the current plan, depending upon stage size and anchoring requirements,
would be to place the stage on the north side of the front parking lot. She noted that
the back-up plan was to move the stage into the grassy area next to the parking lot.
Discussion continued concerning traffic control and parking arrangements; Director
Rodne stated that the road closures would be set-up the same as the Old Tyme BBQ
event, with parking at Market Street and Lifetime Fitness. A lengthy discussion
ensued concerning the possibility of offering some type of shuttle and/or valet
service. Mary Rodne reminded Committee members that the service providers would
charge a fee to patrons and that these parking areas do not belong to the City. Rodne
stated that she would contact the City Attorney concerning this issue. Fire Chief Brian
Riley agreed to contact Market Street and Lifetime Fitness in regard to parking.
Rodne wrapped up the overview detailing the eight confirmed vendor trucks, which
would be serving from 6:00-10:00 p.m., the need for an additional beverage vendor,
fencing around the pond and reserved seating area, restroom rentals, and the arrival
date for the event posters. She noted that staff would contact Committee members
once the posters were ready for distribution.
Amy Redfearn questioned if any roving entrainment had been booked for the event.
Mary Rodne replied that staff would look into additional entertainment once the
staging was set, at such time she would know what the remaining budget would be.
Redfearn also questioned if we were doing the glow stick sales this year. Rodne
stated that she would contact Patti Tanaka to see if Xtreme Soccer would provide the
glow stick sale items again this year.
3b Discussion of Items for Future Agendas
The Committee agreed that the Colleyville Special Events Policy should be updated to
better reflect the current goals and objectives of the City. Additionally, the consensus
of the Committee was to re-evaluate current special events and possible future
special events at their next scheduled meeting; the next meeting will be held July 23
or August 27. It was noted that staff would confirm with members at a later date.
4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE
AGENDA
Colleyville Events Steering
Committee Minutes May 28, 2014
City of Colleyville Page 3
There were no citizen’s comments/presentations regarding items not on the agenda.
5. ADJOURNMENT
Chairperson Amy Redfearn moved to adjourn the meeting, and Mary Lou Dove
seconded the motion. The meeting of the Colleyville Events Steering Committee was
adjourned at 5:21 p.m.
APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 23rd
DAY OF July, 2014.
Minutes taken and prepared by:
Kathy Moore
Administrative Secretary