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Home My WebLink AboutCelebrate Colleyville-Agenda Packets-2/12/2004 city Of l~ Texas Celebrate Colleyville AGENDA February 12, 2004 5:30 p.m. Colleyville City Hall 100 Main Street I. Call to Order II. Approval of the November 25,2003, December 2,2003 and January 14, 2004 Minutes III. Marketing Presentations IV. Discussion of Venues V. Discussion of Location V. Discussion of Time and Date VII Review Final Report VIII. Discuss Final Budget IX. Schedule Future Meetings X. Adjournment 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Tuesday, November 25,2003 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:30 p.m. ROLL CALL - Members present: Linda Newton, Charlene Hostin, Jamie Thibodeaux, Dezann Korburly and Marcus Miller Members absent: Council Liaison Rich Hendler, Tom Westerman Staff present: Dixie Cawthorne, Staff absent: Dianne McWethy, Cindy Martin, Lisa Adan, Monica Sue Walsh II. APPROVAL OF THE NOVEMBER 19, 2003 MINUTES. Motion by Marcus Miller, seconded by Charlene Hostin. Motion approved. III. Update for venue assignment: Sponsorship - Finalized Entertainment - All but two entertainers confirmed. Trying to locate choir risers. Publicity - Star Telegram place color poster in Novermber 29, December 4 and 5. Web site commercial, Channel 16 commercial, Kids voice confirmed for radio Disney. Deliver of reader signs to Nature Center, Glade/121, Glade/26, Bluebonnet/Glade, Hall Johnson/26, Post Office, John McCain/26, Bransford/26, Pleasant Run Road, CV Middle School, Pool/Hall Johnson, Colleyville Elementary, Little Bear Creek, Brown Trail/26, Cheek Sparger/Brown Trail. Marque at Southtrust bank read date and time of event. Inflatable Rides / Slides - Everything set and ready to go Food Vendors - 3 confirmed Children's Craft Area / Coloring Contest - everthing set and ready to to Volunteer Coordinator - Working on securing additional volunteers. Business A wareness -Arts and Craft Vendors - 30 confirmed vendors Santa's Workshop - everything is ready to go Museum - Decoration by Colleyville CAN, make trail of candy canes to help pedistrian traffic cross street. Place officer at crossing area to ensure safety IV. Budget Review: We are within9 budget V. Poster Districbution: Delivery of posters to Dentist and Doctors offices, The Village at Colleyville, Town Center, Banks, Restraunts, Shopping Centers. VI. Future Meetings: December 2,2003 VII. Citizen Comments: VIII. Adjournment: 7:00 p.m. CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Tuesday, December 2,2003 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:30 p.m. ROLL CALL - Members present: Linda Newton, Charlene Hostin, Jamie Thibodeaux, Dezann Korburly and Marcus Miller Members absent: Council Liaison Rich Hendler, Tom Westerman Staff present: Dixie Cawthorne, Staff absent: Dianne McWethy, Cindy Martin, Lisa Adan, Monica Sue Walsh II. NO MINUTES WERE APPROVED: III. Update for venue assignment: Sponsorship - Finalized Entertainment - Finalized Publicity - Banners with sponsor names on stage area Inflatable Rides / Slides - Everything set and ready to go Food Vendors - Finalized, 4 confirmed Children's Craft Area / Coloring Contest - everthing set and ready to to Volunteer Coordinator - Working on securing additional volunteers. Business A wareness -Arts and Craft Vendors - 30 confirmed vendors Santa's Workshop - Finalized Museum - Finalized IV. Citizen Comments: V. Adjournment: 6:45 p.m. CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, January 14, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:35 p.m. ROLL CALL - Members present: Charlene Hostin, Jamie Thibodeaux, Dezann Korbuly and Marcus Miller Council Liaison Rich Hendler, Tom Westerman Members absent: Linda Newton, Staff present: Dixie Cawthorne, Lisa Adan, Monica Sue Walsh, Cindy Martin, Staff absent: Dianne McWethy Visitors: Amber Cartwright, Teen Court Representative and Mike Taylor II. Comments for each venue area: Amphitheater Stage / Entertainment- Feature entertainment excellent. Check out the cost to fix the conduits running from the stage area to the kiosk. Arts and Craft Vendors - Find a better location for vendors Childrens Craft Area - switching in between shifts was difficult, 500 ornaments ran out at 7:30 - next year buy more, snowflakes ran out at 7:45, Bought 1000 sandy candy have 200 to 250 remaining, Marketing Street left at 6:30 Food Vendors- All food vendors expressed that they did very well Glow Magnets - Did not sell all magnet, too many did not work, do not recommend this next year. Inflatables - started 45 minutes late due to their own generators not working. Next year get with Ed and reserve large generators for that venue. Museum -Not much traffic, too far awary from other activities, 1000 good humor bars brought - 100 left after event. Pony Rides - Net year reserve Country Critter Farm animal earlier Parking - All city personnel did an excellent ensuring safety while makining sure each available parking space was utilized throughout the entire event. Did not use additional parking lots Public Tent - Good. Was helpful when the sun went down and it was cold Publicity/Commercial - This year was the most publicized event. Marcus Miller did an excellent job with the poster, flyers and commercial. Radio Disney - Some complaints about being too loud. Served as back-up DJ after 5:30. Next year use one DJ for the entire event. Suggested to use Radio Disney on the main stage area next year. Santa's Arrival - Santa arrival was too slow. Tree Lighting - Add additional lights. VIP Tent - La Hacienda food was excellent. Volunteer Area - Good, did not run out of food III. Discussion and Preparation of Final Report: First draft of the final report will be available at the next meeting scheduled for February 18, 2004. IV. Schedule Date for Next Year's event: Saturday, December 4, 2004 V. Schedule Final Meeting: February 18, 2004 VI. Adjournment: 7:15 MEMORANDUM TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communication Manager DATE: February 12, 2004 SUBJECT: Celebrate Colleyville ~ Winter Nights, Winter Lights Background The purpose of this report is to provide a review of the holiday event, Celebrate Colleyville ~ Winter Nights, Winter Lights, held on Saturday, December 6, 2003 at Colleyville City Park. Celebrate Colleyville is an annual event serving as a venue to provide local and area residents the opportunity to participate in a fun-filled holiday event. Issues The following issues are being used to evaluate Celebrate Colleyville ~ Winter Nights, Winter Lights and assist the City to plan future events: Scope Structure Venues Publicity Sponsorships Budget Personnel Resources Schedule Planning and Evaluation Recommendations These considerations are discussed below: Scope The scope of this year's citywide holiday event, Celebrate Colleyville ~ Winter Nights, Winter Lights was consistent with the past events, which was to 1) promote economic development; 2) promote citywide pride and spirit; and 3) provide a celebration event. Each of these objectives were accomplished as follows: . Promote economic development Over 5,000 local and area residents attended the City's annual holiday event, Celebrate Colleyville ~ Winter Nights, Winter Lights. This event assisted the City to accomplish the following economic development objectives: · Attract visitors, local and non-local, to the City of Colleyville, who may return to experience what the City has to offer; · Support current businesses and promote new business development to increase sales tax revenue; and · Keep local residents and their "dollars" in the city to promote continued and increased economic development activity. It is the City's hope that Celebrate Colleyville will continue as an annual event and connect directly with local businesses. . Promote citywide pride and spirit Several local businesses and organizations participated in Celebrate Col/eyville, which include: Fresh Express, Town Center Colleyville, United Community Bank, Market Street, LocalNewsOnly.com (LNO), Netmonthly.net, AboutMyHOA.com, Colleyville CAN, La Hacienda Ranch, Colleyville Lions Club, Qwik Signs and Color Graphics, Yard Art and Colleyville Area Chamber of Commerce. Other area businesses and individuals include: Heartland Fellowship Church, Ecorners.com, WSM Advertising, Francis and Bobby Fitzgerald, Velma and Danny Walker, Paul Howard Production Services, God's Country Kids, Rich Box, Ed's Electric, and Tommy Taylor. Each one of these businesses, organizations and individuals played an integral part in making this year's event successful through cash or in-kind sponsorship. A central element of the publicity program included Marcus Miller, Celebrate Colleyville Steering Committee member volunteering his company WSM Advertising to assist in designing the 2004 color poster that consistently appeared on all promotional items distributed to the community. WSM Advertising agency designed the artwork for the ads placed in the Star-Telegram, 11 x 17 posters and flyers. The different types of promotional pieces designed were 1) Poster (11" x 17") full color graphic illustrating name, date of event and all participating sponsors. 2) Flyers (8.5" x 11 ") color image printed on color paper. The poster and flyers were distributed to local area businesses and schools. The Celebrate Colleyville Steering Committee is grateful to WSM Advertising for their talent and resources for artwork design at no additional cost to the Celebrate Colleyville budget. WSM Advertising also designed, developed and implemented our first Celebrate Colleyville commercial. The commercial was a 30 second spot that highlighted the event from past photos and videos. The voice over for the 2003 Celebrate Colleyville commercial was performed by Amy and Annie the top billing entertainers. The commercial ran on Channel 16 every 30 minutes for two- weeks prior to the event. It was also run on the City's web site, LNO's web site, as well as emailed to over 10,000 individuals for viewing. The Celebrate Colleyville Steering Committee is grateful to WSM Advertising for their talent and resources to produce this commercial at no additional cost to the Celebrate Colleyville budget. This event was also highlighted in the Northeast Arts Council calendar, Colleyville Parks and Recreation Activity Guide, Colleyville Police Department citywide newsletter, "The Neighborhood Net" and promoted several times in the Colleyville Area Chamber of Commerce newsletter. This event was also featured on the City web site. Radio Disney provided the following elements: 1) 30:thirty second recorded Promotional Announcements highlighting the event and the appearance by Radio Disney 2) 30:sixty second commercials for the event. Commercials ran from 6 am to 9 pm beginning November 29 through December 6. Radio Disney assisted in writing the Promotional Announcements and Commercials at no additional charge 3) a three hour on-site appearance at the event with Radio Disney, including music, games and prizes for the kids 4) Radio Disney distributed flyers about the event at various Radio Disney events and appearances leading up to Celebrate Colleyville 5) Event information on the Radio Disney local web site (radiomickey.com) 6) Event information on the Radio Disney Kid Konnection line (817.695.3570). The total promotion value was $11,250 with a net investment of $3,000. The Police and Fire Department promoted citywide pride. The Fire Department featured clowns, and served as security for the fireworks display at the event. Other Fire Department personnel provided first aide for the children at the event. The Police Department's Community Service Division representative, Bill Hudgins, showcased Officer Robbie, a talking motorcycle robot, whom helps promote safety for children. Many other police officers attended the event for added safety and support of the event. The Parks and Recreation Department provided citywide pride by providing full staff support in preparation and clean-up crew before, during and after the event. The Colleyville Steering Committee is grateful for the Parks staff full time support. . Provide a celebration event Celebrate Colleyville provided an opportunity for local and non-local persons of all ages to participate in this holiday event. It featured attractions including live entertainment, Santa arriving by the Colleyville Fire Department, Santa's workshop, the lighting of the 25-foot holiday tree, on-site appearance of Radio Disney, coloring contest, pony rides, children's craft area, arts and craft vendors, inflatable rides, "Step Back in Time" museum, and a fireworks display for the grand finale. Structure The Communications Manager served as primary support staff for this event including planning, implementation and evaluation. The Communications Manager worked closely with a six-member Celebrate Colleyville Steering Committee. Members of the Celebrate Colleyville Steering Committee are: Dezann Korburly Marcus Miller Jamie Thibodeaux Tom Westerman Linda Newton Charlene Hostin Rich Hendler, Council Liaison As per Resolution R-00-1659 the responsibilities of the committee are 1) to review and make recommendations to the City Council on the schedule, structure, venue(s), budget and long range planning of Celebrate Colleyville; and 2) to provide the City Council with a written report of the committee's activities and future plans of this event. The Steering Committee is scheduled to meet in February to review the success of the event, inclusive of budget revenues and expenditures, and to identify areas that need improvement and identify enhancements for Celebrate Colleyville 2004. Venues Venues for Celebrate Colleyville were held throughout the park. Featured venues were live entertainment, Santa arriving by the Colleyville Fire Department, Santa's workshop, the lighting of the 25-foot holiday tree, on-site appearance of Radio Disney, coloring contest, pony rides, children's craft area, arts and craft vendors, inflatable rides, "Step Back in Time" museum, and a fireworks display for the grand finale. The entertainment schedule for Celebrate Colleyville was as follows: 3:00 Pat Riddle Dance Studio 3:30 Bransford Elementary Choir 4:00 Doubletake Dance Studio 4: 1 0 Steven Presnell - Pianist 4:20 Doubletake Dance Studio 4:30 OC Taylor Honor Choir 5:00 Santa's Arrival and Announcements 5:10 CHHS Jazz Choir 5:45 Tree Lighting and Announcements 6:00 Little Flat Rocks 6:30 God's Country Kids 7:30 Amy and Annie The entertainment was a mix of local and professional entertainment. The local schools and dance studios provide an excellent source of entertainment for this event, while at the same time, showcasing a glimpse of upcoming events already on their calendars. We are very grateful for the professional entertainers such as Amy and Annie with their crowd-pleasing wit and singing. The Colleyville Fire Department assisted Santa's arrival into the Park. Santa's workshop began at 5:30. The Colleyville Lion's Club sponsored Santa's Workshop. They decorated a designated area of the park and provided pictures with Santa for a minimal fee. The lighting of the holiday tree is always a special treat for the children attending the event. The Celebrate Colleyville holiday tree is an American Holly. The historical significance to this tree dates back to our founding fathers. When the Pilgrims landed the week before Christmas in 1620 on the coast of what is now Massachusetts, the evergreen, prickly leaves and red berries of American holly reminded them of the English holly, a symbol of Christmas for centuries in England and Europe. George Washington was so fond of holly. That he planted thirteen of them around his home. In fact, visitors to Mt. Vernon can still observe these same thirteen holly trees that encircle Washington's home, which were planted over 200 years ago. American holly grows somewhat slowly, eventually reaching a height of 15 to 30 feet in an erect but compact pyramidal or columnar form. It's also not uncommon to see a tree grow nearly 50 feet tall. Branching from the trunk begins at ground level; holly's can live for 100 years or more. Radio Disney provided music and games for children of all ages. Jay Jenson, a very popular DJ, had a two-hour on-site appearance. The Radio Disney Van was stationed close to the inflatable areas to entertain children waiting their turn in line. The Radio Disney Van was far enough away from the main stage area so they did not compete with the main stage entertainers. This provided an added entertainment venue at Celebrate Colleyville. The City awarded $300 in cash prizes for the third Celebrate Colleyville Coloring Contest. WSM Advertising agency generously reformatted the 2003 theme logo as a black and white coloring image. We had over 115 coloring contest entries, which is the largest return number is three years. The majority of the Coloring Contest winners were children that live in Colleyville. The logo was placed in the Star Telegram and on the city's web site for participants to download and mail back into the city for judging. Lisa Adan was the staff liaison overseeing this venue. She worked directly with the seniors, who served as the 2003 Coloring Contest judges. This is the second consecutive year that the seniors judged the Coloring Contest. During a scheduled seniors meeting all entries were judged within each age category. The names were covered and the seniors voted for first and second place winners of the age categories of 1-3, 4-6, 7-9 and 10-12. All first place winners received $50 in cash and second place winners received $25 in cash. The winner's coloring entry was displayed on the holiday card during the event. The children's craft area was a huge success this year. The area was decorated with city tents and holiday lights. The different crafts were: Face Painting, Reindeer Antlers, Spin Art, Cookie Decorating (sponsored by Market Street), Ornament Decorating, Sandy Candy, Build Your Own Bug, face painting, clowns, and balloon artists. The children's craft area was busy all evening. Lisa Adan did an outstanding job choosing fun and exciting crafts for kids of all ages to participate. Lisa also utilized volunteers from Colleyville Heritage High School to help pre-set all crafts and work the event that evening. Teen Court was also used throughout the event, with the main emphasis assisting the children's craft area. A returning venue was pony rides, although we used a different company due to Country Critters Farm Animals already having an event scheduled for the December 6th date. The committee highly suggests that we book Country Critters Farm Animals in advance to secure appearance at our next event. This is the second year that Arts and Craft Vendors were invited to sell wares at Celebrate Colleyville. The first year was in 2001, with 13 vendors participating. This year, we had 33 vendor spaces available. There were thirty (30) booth exhibitor spaces reserved from the DFW area as well as other surrounding areas. Booths were 10' x 10' in size and the cost was $50 per space. Electricity was available at an additional cost of $15 per space. Exhibitors were responsible for all display equipment including tables and chairs. Booths were assigned on a first come first serve basis. A new and exciting venue this year was the inflatable area. The inflatable area was placed within the confines of baseball field #8 to ensure safety of the children. The cost to enter the inflatable area was $5 per person. A wristband was placed on the participants arm. This one-time purchase allowed them to enter the inflatable area during the entire event. The rides were for all age groups including adults. The cost for this new venue was $2,995, which included: 1. Rides: a. Rock Climbing Wall b. Spiderman Obstacle Challenge c. Extreme Obstacle Challenge d. Mickey's Fun House e. Dual Slide 2. Five hours of operation 3. Professional staff operating each ride At the event, approximately 453 participants entered the inflatable area collecting $2,267 in fees. This new venue was the most popular feature this year. The inflatable area had an array of challenges for each age group, from the Mickey's Fun House for smaller children to the 25' Rock Climbing Wall for all age groups. This year the Celebrate Colleyville included a special exhibit called "Step Back in Time." The special exhibit was set-up at the old police station bays on Bransford Road. Included in the exhibit were some special items that have been collected by Colleyville's Bobby Fitzgerald over the past 50 plus years. In addition, the exhibit included antique and special event vehicles. Tommy Taylor's 1958 Texas Highway Patrol Car and Rich Box, the Good Humor Man in his 1960 vintage ice cream truck. Colleyville CAN sponsored the exhibit, a Colleyville based citizens action group. The "Step Back in Time" exhibit was opened from 3pm to 7pm. Colleyville CAN and the Colleyville Historical Preservation Committee donated their time, along with Mr. Fitzgerald, to provide details and demonstrations of the different antique items on exhibit. The event and exhibits were free to the public. Pyrotex, Inc. provided a close-proximity ground effects based fireworks display choreographed to music with an approximate run time of ten minutes. The display was fired from the three fields behind the stage. The display consisted of ground effect items designed to fire in a range from 40 to 200 feet in height. The show was custom designed and choreographed and synchronized between the three fields. Pyrtoex, Inc. provided not only superb precision but provided the City another superb fireworks show. Publicity With the joint efforts of the Celebrate Colleyville Steering Committee, LocaINewsOnly.com, Netmonthly.net and the Star Telegram and the City, this event was promoted to the community and the surrounding areas. Promotions through professional commercial aired on Channel 16, paper promotion through LocaINewsOnly.com, Netmonthly.net, Star Telegram, Grapevine Sun, and the Colleyville Courier. Also community newsletters such as the Colleyville Communicator, Colleyville Area Chamber Commerce quarterly newsletter and broadcast faxes, Radio Disney commercials and promotional announcements, broadcast email announcements from the city and LocaINewsOnly.com. Press releases and public service announcements were sent to the media one-month prior to the event highlighting each artist and venue at Celebrate Colleyville. Celebrate Colleyville made front page on the netmonthly.net newspaper for the months of November and December. The December issue was dedicated to Celebrate Colleyville by offering a four-page (full color) pullout as a promotional ad. The ad contained a venue map, listed all participating arts and craft vendors, highlighted the entertainment schedule, promoted each venue, listed all participating sponsors as well as the schedule of events. Netmonthly.net was distributed to over 15,000 residents in the Northeast Tarrant County area and this four-page pullout served as the program for the event at no additional cost to the City. Other publicity efforts included the Northeast Tarrant County Arts Council newsletter, public service announcements, news releases, commercial; posters displayed at local businesses, city facilities and payroll stuffers. The Parks and Recreation Department also advertised Celebrate Colleyville ~ Winter Nights, Winter Lights in the Colleyville Parks and Recreation Brochure. Other publicity efforts include coverage on the city's web site and channel 16 cable access channel. Sponsorships Sponsorships were identified as a vehicle to supplement the City's funding allocation. Jamie Thibodeaux served as the chair to secure sponsorships for this holiday event. Sponsorships for this event included the following monetary contributions: Cash Sponsor Donation Fresh Express Star Telegram Heartland Fellowship Church Ecorner.com Town Center Colleyville United Community Bank $ 5,000 $ 2,000 $ 1,200 $ 1 ,000 $ 1,000 $ 1.000 $11,200 In addition to the monetary contributions for this event, the City also received the following in-kind contributions: In-Kind Sponsor Donation Star- Telegram Colleyville Lion's Club LocalNewsOnly.com AboutMyHOA.com Yard Art Quick Signs & Color Graphics In-Kind In-Kind In-Kind In-Kind In-Kind In-Kind Ed's Electric Colleyville Area Chamber of Commerce LaHacienda Ranch Francis and Bobby Fitzgerald Colleyville CAN Danny and Velma Walker Market Street Paul Howard Production Services Rich Box WSM Advertising In-Kind In-Kind In-Kind In-Kind In-Kind In-Kind In-Kind In-Kind In-Kind In-Kind $37,000 The sponsorship funding, in the amount of $11,200, was above last year's $8,300. The in-kind contributions for this event provided publicity, signage, entertainment, food and beverage, electrical needs, and venue attraction for an additional $37,000. The cash and in-kind sponsors are both needed to maintain this level of event for the public. Each sponsor is an integral part of this event and the Colleyville Steering Committee is grateful to each and every sponsor of this event. This year the in-kind sponsorships increased from last year by more than $20,000 and without this continued community support the event would require additional monies from either sponsors or the City's budget. Additional Fees Collected There was several fee generating venues this year, which include: inflatable area, arts and craft vendors, glow magnets, and food vendors. Fees Inflatable Area Arts and Craft Vendors Food Vendors Glow Magnets Amounts $2,460.20 $1,977.00 $ 660.00 $ 107.00 $5,097.20 Budget On September 24, 2003, the City Council approved a total project of $35,098. The actual budget expenditures for Celebrate Colleyville were as follows: Expenditures Categories Amounts Venues Radio Publicity Food Park Decoration Rentals Awards Printing Electric Sound Supplies Cleaners Park Preparation Misc. Supplies Mementos $ 12,695.00 $ 3,000.00 $ 500.00 $ 6,300.00 $ 1,432.96 $ 271.00 $ 1,500.00 $ 1,373.00 $ 500.00 $ 1,200.00 $ 94.00 $ 1,000.00 $ 1,021.81 $ 515.67 $ 31,403.00 Personnel Resources City personnel provided administrative oversight, event set-up and breakdown, facility and grounds maintenance and cleaning and support services for this event. Planning an event of this magnitude takes many hours of pre-planning. Every department contributed to the event to ensure success. A break down of personnel, by department, for the day of the event only: Department # of Regular Comp Overtime Employees Time Time Communications 1 680 70 Administration 3 17.5 Police 13 8 51.5 Fire 8 40 16 Building Inspection 1 3 Collevville Center 1 5 Finance 2 5 Public Works 10 93 Parks 12 247 18.5 Total 50 967 113.5 166 On the basis of the above, the City for overtime costs spent an estimated total of $5,900 is an increase from last years $3,744.56. The increase in overtime cost is due to the event being on a Saturday. The Police and Fire Department provided security throughout the event to ensure safety. The Parks and Recreation Department helped with prepare City Park as well as cleanup after the event. The Public Works Department helped with security and parking before and during the event. Security began at 1 :00 p.m. on Saturday afternoon. Schedule Celebrate Colleyville ~ Winter Nights, Winter Lights was held on December 6, 2003. The hours were 3:00 p.m. until 8:00 p.m. The Master of Ceremonies included Scott Murray, Sports Director for Channel 5 KXAS TV. The scheduled activities included Santa's Arrival 5:00, Santa's Workshop 5:00 to 8:00, Holiday Tree Lighting 5:45, Amy and Annie Performance 7:30, Fireworks Finale 8:00. Other activities included pony rides, children's craft area, on-site appearance of Radio Disney, Coloring Contest, Inflatable Area, Arts and Craft Vendors, "Step Back in Time" museum, Colleyville Fire Department clowns and Holiday Cheer strolling carolers. Planning and Evaluation As illustrated by this report, special events are time consuming and labor intensive. Major special events such as Celebrate Colleyville should be planned continuously year round. Planning consists of funding, budget, purchasing, personnel allocations according to planned venues, security, scheduling, preparation, set-up and break down and evaluation. Special event planning will also be impacted by the complexity of the event. Recommendations On the basis of this report, staff has developed the following recommendations for consideration by the Celebrate Colleyville Steering Committee: . Initiate planning efforts in March 2004 . Initiate sponsor conta.ctJn.ApFH-2004- , i/. J-'.l -~ " rr .i. i -'I I, J ' / <" 'l" r (>+. -r' /))1 , 1"_,,, V j , " i; :'(\ /~i ~(tJ ': ~ " 1)/ ., ~~.-t.{ ." .;.'i '- Attachments: Celebrate Colleyville Itemized Expenses xx: Bill Lindley, City Manager Dianne McWethy, Deputy City Manager Celebrate Colle Be innin Balance Venues Fireworks Pon Rides Inflatables Decoration Rentals Printin Radio Disne Sup lies Food VIPNOL Sound Utilities S onsor awards Removal of Shade Structures Cleaners Mementos Misc Su lies 35,098.00 (tents, generators, lights) Posters, flyers 9,100 600 2,995 6,300 1 ,433 1,500 3,000 1,200 500 500 1,373 271 1,000 94 516 1,022 31,403 (arts and crafts for children) \, \ / /7,'~-!" "' /'1 , ,/' :~'''- ,~) /: ~ /"', ,,-,,' ,"/\ u r;: .J MEMORANDUM DATE: February 12, 2004 TO: Jamie Thibodeaux, Celebrate Col/eyvil/e Committee Chairman CC: Celebrate Col/eyville Steering Committee Bill Lindley, City Manager Dianne McWethy, Deputy City Manager FROM: Dixie Cawthorne, Communication Manager SUBJECT: Celebrate Col/eyville Logo Copyright Notice: All editorial content and graphics of this logo are protected by copyright and may not be copied without the express permission of the City of Colleyville, which reserves all rights. 02/09/2004 10:31 FAX 210+826+9084 ARNETT MKT LLC i4J 01 FAX Date: 2/8/04 To: City ofColleyville Ms. Dixie Cawthorne I .., Q Phone: 817-503-1120 I ~ f Fax:Bl~1-1S,;s '11 ..5D3... feeD From.: Arnett Marketing Betty Arnett Phone: 210-826-9700 Fax: 210-826-9084 Pages: 4 RE: "Celebrate Colleyville" Dixie, Here's your quotes you requested. As we disCussed., we have submitted (3) quotes for your corrunittee and businesses to consider. Skyline Sign Display Building Front Sign Display Self Standing Sign Display As you can see, whichever way you decide to go, your savings are substantial. We're very competitive with our pricing. If you need additional infonnation or help - we could make a presentation to your conunittee and businesses. Please call to discuss. Thank. you so very much. Betty Arnett Marketing 02/09/2004 10:31 F~~ 210+826+9084 ARNETT MKT LLC [4]02 I ARNEIT MARKETING, LLC 2137 Zercber Road San Antonio, Texas 78109 (210) 826-9700 Office (210) 826-9084 Fax PROPOSAUCONTRACT DATE PROPOSAL ., 21812004 3016 NAME/ADDRESS City of CoUeyville Ms. Dixie Cawthorne P. O. Box 185 coneyviUe, Texas 76034 817-577-7589 817-577-7555 Fax .-. .-. ....-.. - . ~ : SHIPPING ADDRESS : P.O. NO. TERMS PLEASE ADVISE Due On Receipt .. QTY DESCRIPTION PRICE EACH TOTAl "SPECW. DISCOUNT PRICE" PRICES VALID THROUGH FEBRUARY 27,2004 I I "CELEBRATE COLLEYVILLE" SKYLINE [Skyline Display with steel frame with C7 lights includes clamps and hardware to bang/attach to a cable - (Cable to be furnished by client)] I 5' 6" H x 40' L - "Celebrate Colleyville" Skyline Sign - 2,120.00 ~120.00 Silhouette (Retail Price - $3,025.) -Prices Do Not Include Tax, Shipping, Installation, I Electrical Requirements, etc... I 50% Deposit Required. -- Please review and approve by signing below and return via fax # 210-826-9084 TOTAL L_____ $2,120.00 - SIGNATURE 02/09/2004 10:31 FAX 210+826+9084 ARNETT MKT LLC 14103 IARNEIT MARKETING, LLC 2137 Zercher Road San Antonio, Teus 78209 (210) 826-9700 Office (210) 826-9084 Fax PROPOSAUCONTRACT DATE PROPOSAL. 21812004 3017 NAME/ADDRESS City of Colleyville Ms. Dixie Cawthorne P. O. Box 185 Colleyville. Texas 76034 817-577-7589 8]7-577-7555 Fax Please revie ... - SHIPPING ADDRESS P.O. NO. TERMS ... - ........,.-- VISE Due On RfD!:ipt - - .. -~. ---- ..- DESCRIPTION PRICE EACH TOTAL -----'...'-_. lfSPECIAL DISCOUNT PRICE" PRICES VALID THROUGH FEBRAURY 27, 2004 "CELEBRATE COLLEYVILLE" BUILDING FRONT [Building Front Display with steel frame with C7 lights includes stand off bracket hardware to attach to a building - (hardware/lag bolts, etc. to be furnished by client)] i I 7' 8" H x 12 112' W - "Celebrate Colleyville" Building Sign 1,715.00 1,715.00 - Silhouette (Words Are Stacked) (Retail Price - $2,445.) - ."Prices Do Not Include Tax, Shipping, Installation, Electrical Requirements, etc- ** 50% Deposit Required.. -- - - -. wand approve by signing below and return via fax # 210-826-9084 TOTAL $1,715.00 ... PLEASE AD QTY SIGNATURE 02/09/2004 10:31 FAX 210+826+9084 ARNETT MKT LLC III 0 4 I ARNETT MARKETING, LLC 2137 Zercher Road San Antonio, Texas 78209 (210) 826-9700 Office (210) 826-9084 Fax PROPOSAUCONTRACT DATE PROPOSAL' 21812004 3018 NAME/ADDRESS City of Colleyville Ms. Dixie Cawthorne P. o. Box 185 CoUeyvil1e, Texas 76034 817-577-7589 817~577~ 7555 Fax 50% -- .. SHIPPING ADDRESS P.O. NO. TERMS -...- ,,,.. ,~- Due On Receipt -- - - DESCRIPTION PRICE EACH TOTAL "SPECIAL DISCOUNT PRICE" ES VALID THROUGH FEBRAURY 27, 2004 BBRATE COLLEYVILLE" - SELF S1 ANDING Standing Dispaly with steel frame with C7 lights es structural frame and ground base5 ware/stakes, etc. to be furnished by client)] H x 12 112' W - "Celebrate Colleyville" SelfStanding 1,925.00 1,925.00 - Silhouette (Words Are Stacked) il Price - $2,745.) ces Do Not Include Tax., Shipping, InstaUation, . cal Requirements, etc- ** Deposit Required. - by signing below and return via fax # 21 O~826-9084 TOTAL $1.925.00 --. .--............ PLEASE ADVISE QTY PRIC .eEL [Self includ (bard 1 7' 8" Sign (Reta ....Pri Electri Please review and approve SIGNATURE To: The Celebrate Colleyville Committee From: Nelson Thibodeaux, on behalf of the private "Z Marketing Team" Date: Feb. 12,2004 The recommendations in this report are based on private meetings held between Richard Myers of the Village, Charles Hodges of Town Center and hosted by Nelson Thibodeaux. The purpose of the meetings were to explore the potential of bringing the two largest retail projects in Colleyville together in a common goal to support the future efforts of Celebrate Colleyville. This action was taken on my own and not in any official capacity on behalf of the city or certainly this committee. As a result of the ongoing discussions, I asked your consideration for a bold proposal to change the dynamics and future of Celebrate Colleyville. Most importantly, I bring to you the message that Mr. Myers and Mr. Hodges are on board and eager to immediately move forward. The proposal suggests this committee continue its traditional role and take on as much or as little additional responsibilities as you decide. However, the approach allows each developer the freedom to promote certain segments of events in his venue using his own funds but adding to the overall Celebrate Colleyville event. Assuming adoption of the general concept by this committee, there are numerous items the committee will want to tweak and finalize. However, there are a few items proposed that are considered critical to move forward: 1.) The separate dates by the two venues. 2.) The location and date of the city tree lighting. 3.) The location and date of the fireworks. 4.) The location and focus of the city's additional efforts, ego Banners in the "Z" area defined. 5.) The ability of this committee and the city to function with Celebrate Colleyville as an overall umbrella city sponsored event, while ancillary functions on private property will insist on no restrictions to the use of "Christmas" in their activities. For example, the Town Center "Christmas Ball, or Christmas Gala." CELEBRATE COLLEYVILLE Feb. 12, 2004 Nelson Thibodeaux Background: The decision to locate at City Park was partially based on the proximity to the planned Village at Colleyville. There was speculation that Celebrate Colleyville would spill into the Village when it became viable. Celebrate Colleyville at inception in 1998 was an event planned to be a city-wide and city sponsored event but also grow into an economic engine benefiting area business, especially retailers and restaurantsLRecent consideration to limit future events to a few hours would not perpetuate the original vision or provide a platform , that could reasonably be expected to grow attendance. \. Limitations: Past Celebrate Colleyville Committees have done an admirable job providing innovative approaches to many past challenges from available monies to physical layout of the park. However, if the event remains solely a city funded function on city property, the potential growth will be restricted due to factors from funding, manpower and separation of government considerations. Approach: (I) Request advice from successful marketing sources and (2) seek private enterprise partners that could enhance the Celebrate Colleyville effort by exploring alternative methods to enhance the success of future events. Criteria: Celebrate Colleyville Committee should build from past success, coordinate overall events and invite more active participation from local private enterprise. Considemtions for Cit (Private Ente rise Effort :, "':,- ,',- '~\:--:>::":"'~<.<::~ /,'::,"",,' Advantages .(Jr. Cty l.."o!v~e..~.. ..' =~~;~;,;" -Critical cOOrdination;Qfa11Qi. departm~i$<d' '..:' -Utilization of CitY. . . -SUPP~)lt~f'~i~&\. ..;~. -Experi~cerif'Co~~e:, -Deco~ati<>n~~~~J\h~~;.:.. Advantages of Private Involvement -Additional marketing ideas -Flexible Venues -Celebrate Colleyville umbrella but addl events on private property -Involvement of many private merchants -Advertising and promotions paid for by pri vate funds -Get businesses to buy into event by common decoration of facilities. Additional benefit: Encourage more involvement with private churches and businesses that actively embrace "Christmas" where the city government has elected to remain politically correct. Recommendation: Based on private discussions initiated by N. Thibodeaux and a private meeting held with the developers of the Village and the Town Center, the following recommendations are being brought forth with a request for this committee to immediately take action. This will allow the long term planning and adjustments necessary per the proposal. The "Z Marketing Group" is a private committee formed to encourage business involvement, enhance and add to events surrounding Celebrate Colleyville. Initially to concentrate in the "Z" made by Main St., Hwy 26 and Church St. this group will work to coordinate a much more robust city/private effort with this committee. Committee: Richard Myers - Village at Colleyville, Charles Hodges - Town Center, (Frank Harbor) via Joe Deupree - First Baptist Church, Nelson Thibodeaux - LNO. Other businesses within this corridor may be contacted as details are determined. Requested Liaison to this committee be Nelson Thibodeaux. Village of Colleyville Proposed Activities Fri. Nov. 26 & Sat. Nov. 27, 2004 Light up the Villagel FRIDA Y NOVEMBER 26. 2004 5:00 pm - 8:00 pm: Vendors, magicians, clowns, carolers 5: 15 pm: Santa and Kids Parade (starts behind City Hall, loops through The Village and ends back at City Hall; no motor vehicles in parade, Santa leads parade on golf cart with elves walking along side; kids can dress up, and use bicycles, tricycles, wagons, Big Wheels, electric scooters, or just walk; unlike the Grapevine parade, kids may throw candy to the crowd. 6:00 pm: From the balcony of City hall, dignitaries and Santa flip the switch to tum on the City's Holiday Tree and then flip a switch to turn on all the lights outlining every building, including City Hall and the Library in the Village. (Similar look to KC's Country Club Square) 6:00 pm - 8:00 pm: Santa takes photos with children under a tent set up at the front of City Hall; carriage rides are available, local choirs entertain from City Hall steps, magicians, clowns and carolers continue to stroll through Village. Other activities could be scheduled in the Library. SA TURDA Y NOVEMBER 27. 2004 3:00 pm - 5:00 pm: Free "bounce houses" for kids (location to be determined) 3:00 pm - 7:00 pm: Vendors, magicians and clowns 3:00 pm - 5:00 pm: Santa at Owl's Nest 5:00 pm: Village Shopping Spree Cash Drawing 5:30 pm - 7:00 pm: Carriage Rides 5:30 pm - 7:00 pm: Carolers clowns and magicians stroll through the Village Celebrate Colleyville Committee: Coordination of all events The Village: Lighting on all buildings Cash shopping spree drawing City of Colleyville: Holiday Tree and Lights Police supervision including parade Tent in front of city hall Banners overhead Glade & HJ Street Banners in Z Marketing Area Financial Considerations for Committee Bounce Houses / $to '. ; ~ j J( I Payments to carolers, carriage drivers, etc. Portable generators for vendors Search Lights Town Center Proposed Activities Fri. Dec. 3 & Sat. Dec. 4, 2004 A ColJeyv;lle Christmas FRIDA Y DECEMBER 3. 2004 A Holiday Gala - The Christmas Ball To be held in a large tent near the intersection of River walk and Church, the function is a dress up affair for the community. Proceeds will benefit a charity (to be determined). Plans to have this as an annual event. 7:00 pm -11:00 pm: SA TURDA Y DECEMBER 4. 2004 8:00 am -11:00 am: Lions Club Breakfast with Santa Noon - 2:00 pm: Jingle Bell Run - a 5K holiday run and events 2:00 pm - 6:30 pm: Santa at Colleyville Center, (could include local arts/crafts inside tables) 4:00 pm -7:00 pm: Entertainment (coordinated by Celebrate Colleyville Committee) in large tent 7:15 pm -7:30pm: Fireworks set up in the area between Justice Center and Colleyville Center 8:00 pm -10:00 pm: "Tentative based on availability" Major entertainer in large tent. Celebrate Colleyville Committee: Coordination of entertainment from 4 to 7 and any activities at Center. Town Center: Lighting on all buildings Supply Large Tent Payment for all Friday activities and Saturday big name entertainment (if any) City of Colleyville: Lighting on Colleyville Center and Justice Closing off streets as necessary Police supervision as needed Financial Considerations for Committee Fireworks Moving of Decorations and adding as needed to Town Center and to Village (Sponsor could be offered multiple year contract and name in lights for payment of custom made additional lighting) First Baptist Church to be determined after approval by Celebrate Colleyville committee. Christian oriented activities, e.g. live nativity scene, animals, plays, etc. during the week and during day on weekends scheduled. city Of Ie TexaS Celebrate Colleyville AGENDA March 10, 2004 5:30 p.m. Colleyville City Hall 100 Main Street I. Call to Order II. Approval of the February 12, 2004 Minutes III. Discussion and consideration of the "l" Marketing Plan VIII. Adjournment I certify that the above notice was posted on the Bulletin Board at City Hall on Friday, March 5, 2004, at 5:00 p.m. Cynthia Singleton, TRMC City Secretary 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES VVednesday, February 12, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:35 p.m. ROLL CALL - Members present: Linda Newton, Jamie Thibodeaux, Marcus Miller, and Council Liaison Rich Hendler Members absent:, Charlene Hostin, Dezann Korbuly, Tom Westerman Staff present: Dixie Cawthorne, Lisa Adan, Cindy Martin and Dianne McWethy II. Approval of the November 25, 2003, December 2, 2003 and January 14, 2004. III. Marketing Presentation: Nelson Thibodeaux presented information from the "Z Marketing Team" IV. Discussion of Venues: Discussion regarding adding additional venues from other developers V. Discussion of Location: Discussion regarding changing location from City Park to other developments VI. Discussion of Time and Date: Discussion regarding increasing the dates and time for Celebrate Colleyville VII. Review Final Report: Discussion about additional items to place in the final report regarding future recommendation. VIII. Discuss Final Budget: Discussion regarding monies remaining to purchase additional capital items for the event. IX. Adjournment: Friday, December 3, 2004 Friday, December 3, 2004 Village at Colleyville Town Center Colleyville 3:00 to 7:00 - Parade, clowns, 7:00 to 11 :00 - Private Gala magicians, Santa's Workshop, Holiday Tree Lighting, Art and Craft Vendors, Food Vendors, Entertainment Saturday, December 4, 2004 Saturday, December 4,2004 Town Center Colleyville Village at Colleyville 8:00 to 11 :00 - Breakfast with Santa 2:00 to 6:00 -Inflatables, Carriage Ride, Clowns, art vendors, food vendors, etc 12:00 to 3:00 - Radio Disney (possibly) 5:00 Village Shopping Spree Indy Racing (possibly), entertainment, Fly FishinQ, etc. 7:30 - Fireworks 3:00 to 5:00 - Santa's Owl's Nest 8:00 to 11 :00 - Major Entertainer VILLAGE MANAGEMENT , LTD. The Village at Colleyville Proposed Plan for Celebrate Colleyville in The Village Friday, November 26, 2004 5:00 pm to 8:00 pm "Celebrate Colleyville and Light Up The Village!" 5:00 pm - 8:00 pm: Food vendors, magicians, clowns, and carolers. 5:15 pm: Santa and Kids Parade (starts behind City Hall, loops through The Village and ends back at City Hall; no motor vehicles in parade, Santa leads parade on golf cart with elves walking along side; kids can dress up, and use bicycles, tricycles, wagons, Big Wheels, electric scooters, or just walk; unlike the Grapevine parade, kids may throw candy to the crowd. 6:00 pm: A celebrity and Santa flip the switch to turn on the City's Christmas Tree and all the Christmas lights outlining every building in The Village. 6:00 pm - 8:00 pm: Santa takes photos with children under a tent set up at the front of City Hall; carriage rides are available, local choirs entertain crowd from City Hall steps, magicians, clowns and carolers continue to stroll around The Village. Saturday, November 27, 2004 3:00 pm to 7:00 pm 3:00 pm - 5:00 pm: Free "bounce houses" for kids (location to be determined) 3:00 pm -7:00 pm: Food vendors, magicians and clowns 3:00 pm - 5:00 pm: Santa at The Owl's Nest 5:00 pm: Village Shopping Spree Cash Drawing 5:30 pm -7:00 pm: Carriage rides 5:30 pm - 7:00 pm: Carolers, clowns and magicians stroll The Village The Village and Celebrate Colleyville provide the following: 1. Lights on all buildings 2. Coordination of all events 3. Payments to carolers, choirs, celebrity, Santa, clowns, magicians, carriage drivers 4. Cash for shopping spree drawing The City of Colleyville provides the following: 1. Christmas tree and lights for it 2. Police supervision, especially for the parade 3. Payment for the bounce houses 4. Tent in front of City Hall 5. Street banners advertising the event on Highway 26, Glade Road, and Hall-Johnson Road 32 Village Lane, Suite 200, Colleyville, Texas 76034 (817) 488-4200 Fax (817) 424-2448