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HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-4/21/2004 citY of Ie TexaS Celebrate Colleyville AGENDA April 21 , 2004 5:30 p.m. Colleyville City Hall 100 Main Street I. Call to order and roll call II. Approval of Minutes: April 7, 2004 III. Discussion of infrastructure and lighting ./ Electric Bid ./ Oncor Bid ./ IlIuminart Bid ./ Holiday Tree Lighting at Village ./ Temporary Fencing ./ Lighting city facilities o City Hall o Library o Colleyville Center o Justice Center IV. Discussion of Celebrate Colleyville site plan ./ Entertainment ./ I nflatable Area ./ Art Vendors ./ Business Vendors ./ Petting Zoo and Pony Rides ./ Santa's Workshop ./ Food Vendors ./ Museum ./ Other additional venues 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 V. Correspondence between city staff and the Village at Colleyville and Town Center developments VI. Discussion and consideration of the 2003 Final Report VII. Celebrate Colleyville Steering Committee Update VIII. Citizen Comments IX. Adjournment CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES VVednesday,ApriI7,2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:30 p.m. ROLL CALL - Members present: Tom Westerman, Linda Newton, Dezann Korbuly, Jamie Thibodeaux, Marcus Miller and Rich Hendler Members absent: Charlene Hostin Staff present: Dixie Cawthorne, Dianne McWethy, Lisa Adan and Stephen Seidel Visitors: Mike Taylor, Nelson Thibodeaux, Jon Ayers and Lee Skaallurd II. Approval of the March 10, 2004 Minutes. Motion by Linda Newton second by Dezann Korbuly III. Discussion and Consideration of amending the terms of the Celebrate Colleyville Steering Committee from January through December following a calendar year. This agenda item was moved to item number seven. The remaining members voted to approve. IV. Celebrate Colleyville program and budget FY 1998 and 1999. There was no discussion on this item. V. Discussion of research on surrounding cities and special events. There was no discussion on this item. VI. Update of the Village at Colleyville and Town Center Developments by Nelson Thibodeaux. Nelson Thibodeaux visited with Ri~hard Myers and Charles Hodges to discuss their involvement with Celebrate Colleyville. Richard Myers is looking to have an event called "Light up the Village" on Friday, November 26 and would like the committee's cooperation with planning the lighting of the tree and providing dignitaries for the event. Richard Myers will be planning an additional event in the Village the following day on November 27, 2004, which will be operated by the Village at Colleyville staff. Nelson Thibodeaux also discussed Charles Hodges's plan for his private event to take place at the Colleyville Center on Friday, December 3, 2004. On December 4, 2004 the traditional Celebrate Colleyville could move to the Colleyville Center and utilize the adjacent public streets. Charles Hodges will also be planning is private event on Saturday, December 4, 2004, after Santa's Breakfast sponsored by the Colleyville Lions Club. His idea is to sponsor "Jingle Bell Run", which will be some type of marathon beginning at noon. VII. Discussion and consideration of Celebrate Colleyville citywide event location. Motion by Dezann Korbuly for the Celebrate Colleyville annual event to remain at Colleyville City Park. The motion died due to lack of second. Motion by Linda Newton and second by Marcus Miller to move the event from Colleyville City Park to Colleyville Center and adjacent public streets. VIII. Discussion and consideration of the 2003 Final Report. Discussion to add to the following recommendations to the 2003 Final Report. 1 . FY 2004 - Celebrate Colleyville to move to the Colleyville Center and adjacent public streets. 2. Work with the Village at Colleyville during the holiday tree . lighting ceremony. 3. Work with Town Center for the December 4, 2004 Celebrate Colleyville event. 4. Encourage cross promotion. IX. Discussion and consideration of funds Discussion regarding using remaining funds from the Celebrate Colleyville line item account and the established Celebrate Colleyville Enterprise Fund to invest in additional lighting and infrastructure at the two median intersections of Church Street and Main Street. X. Citizen Comments. There was no discussion on this item. XI. Adjournment at 7:00 p.m. MEMORANDUM DATE: April 16, 2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item III: Infrastructure and lighting As a follow-up to discussions at the meeting related to moving the event from City Park to the Village at Colleyville and the Golleyville Center and adjacent public streets, staff requested bids to perform the infrastructure and lighting cost to prepare these locations for the event. The preliminary cost estimates for infrastructure and lighting are as follows: ./ Medians o Electric Residential and Commercial Company: · Church Street median - $4,878 · Main Street median - $3,545 In addition to the above cost, the "Celebrate Colleyville" lighted sign will cost $2,120. The location of this additional sign will need to be detennined. ./ Oncor o Submitting Cost Estimates early next week. Staff will forward those estimates to the committee when received. ./ lnfrasture o lIIuminart · Church Street median and Main Street median - $14,800 ./ Holiday Tree lighting o Donation of Tree - to be detennined o Location - to be detennined o Decorations and Lighting - to be determined ./ Temporary Fencing o Chain Link Panel Fencing - $1,250 per 1,000 feet o Chain Link Fence - $1,150 per 1,000 feet / l"-.,_~ r"\. ~\~ ' -:Q\ ~.\, '0"' , X , \ \ i ./ Lighting City Facilities o City Hall-. 550 linear feet - $214.50 o Library - 650 linear feet - $240.50 o Colleyville Center - 475 linear feet - $175.75 o Justice Center - 1,400 linear feet - $518.0~ . , , , Attachments: Electric Residential and Commercial Company Quote IlIuminart Art Quote Arnett Marketing, LLC Quote Temporary Fencing Quote 04/15/2004 16:11 1:l1 {-4:LI-I::lQ I':J lJI::.NN1~ I:LI::t. Il'(it. rH\2:.. VLIUJ ~{t!t;;I PROPOSAL Date: Aori115. 2004 Project service & Electrical outlets for Seasonal DecoratiOn Colleyville Texas \ \ To: Ken Tvwater City of Collewille Colleyyille. Texas I" '- ( - Dear Sir: We appreciate the opportunity to provide you with our Proposal for the electrical installation of the above Project. We propose to furnish Electrical Materials. Labor and Supervision for items as listed below. A. Bid Items: 1 Church Street media -, Description of Electrical Work Install new 100 amp Pedestal service with meter base by existing Oncore pole. At this location We will provide 6 new circuits controlled by time clock. Run new 2" conduit from service over to existing Oncore pole. From the new service, run 6 new circuits in new 2" conduit under road (conduit instaUed- by city) to new underground j box and hand hole: In the hand hole provide 6 weatherproof cord caps for use during seasonal time. The city currently has 6 quad outlets with cord attached to these. Ale estimate includes using this existing cord and quad outlets. We wm InstaR new weatherproof cord caps on these cords and check for safe operation. .. Church Street Electrical Price........................... $ 4.878.00. Conditional -.dder for Oncore $ 500.00 See attached sketch Oennts Electric 121 Central Ave. Grapevine, TX 16051 Metro (81.7) 481-1506 '. Fax (817) 421-0475 . . Page.1_of 2 04/15/2004 16:17 817-421-1:'1475 UI:J'.'U ~ l::.Ll::.L. I t( ~ L. rHUC V..,:JFUJ B. Bid Items: 1 MaIn Street media Description of E\ectrical Wo~ Install new 100 amp Panel with 6 new 20amp circuit breakers. At this location we will provide new contector controlled by existing time clock. . From the new service, run 6 new circuits in existing 2" conduit under road to existing light pole. From the 1 M light pole we Will pull new circuits to 2nd pole light at intersection. From 1st. - pole light we will also run new underground conduit to center of media end set 2 quad . outlets mounted at 6" above ground. Eirll light pole will have (2) quad outlets. . Total quad outlets is 6. Church Street Electrical Price..........................$ 3.545.00 See attached sketch C. Qualifications: D. Exclusions: 1 The following Items are not included in our price: a Builder's Risk Insurance. b No directional boring or conduit under roads are included... c Cutting or patching of concrete surfaces unless specifically noted in the bid documents. d Stete and local Sales Taxes except as apply to materials purchased for 'new constructionft . j. NO Oncore or electric utility fees are included. Estimated for new service .only The above pro~alls based upon our Interpretation of the following Bid documents. Unless specilicJllly noted, no other a&um!)tiOTls are made or 1mp1Ied. We appreciate this opportunity to be of service to you and if we may be. of further assistance please do not hesitate to contact us. Sincerely.Yows, - . ~d Dan Woodson. . Dennis Electric 121 Central Ave. GrapeviM. TX 76051 Metro (817)481.1508. Fax (817) 421-0475 : Page2ot2. 02/09/2004 10:31 FAX 210+826+9084 ARNE'IT MlIT LLC fdJ02 \ ARNETT MARKETING, LLC 2137 Zercher Road San Antonio, Texas 78209 (210) 826-9700 Office (210) 826-9084 Fax PROPOSAUCONTRACT DATE PROPOS.\l.' 21812004 3016 NAME/ADDRESS City of Colleyville Ms. Dixie Cawthoroe P. O. BOx 185 Co11eyviUc. Texas 76034 811-S77-7S89 817-577-7555 Fax ------- . I SHIPPING ADDRESS , P.O. NO. TERMS PLEASE ADVISE Due On Receipt -- QTY DESCRIPTION PRICE EACH TOTAl "SPECIAL DISCOUNT PRICE" PRICES VALID THROUGH FEBRUARY 27. 2004 "CELEBRATE COLLEYVILLE" SKYLlNE [Skyline Display with steel frame with C11ights includes clamps and hardware to hanglattaoh to a cable - (Cable to be furnished by client)] I S' 6" H x 40' L - "Celebrate Colleyville- Skyline Sign - 2,120.00 2,120.00 Silhouette (Retail Price - S3,025.) -Prices Do Not Include Tax, Shipping, Installation, Electrical Requirements, etc... ~ 50% Deposit Required. . Please review and approve by signing below and retUrn via fax # 21 0-82~9084 TOTAL S~l20.00 SIGNATURE p.3 ~IIum9 t 548 W. HARWOOD -HURST, TEXAS 76054 PI/ONe: 8/7.605.6JOl FAX: 8/7.605.6/04 www.i!lumillaitillc.cOII1 Apri116,2004 City of Colleyville Attn: Dixie Cawthorne P.O. Box 185 Colleyville, TX 76034 Dear Ms. Cawthorne, Enclosed is the pricing for the infrastructure to hang the two'" Celebrate Colleyville" signs. This infrastructure pricing is for the complete one time installation of the following: . Below grade concrete blocks . Sleeves for the installation and removal of poles . Pole~ for sign support . Guy wires . Clamps . Misc. accessories needed for a safe and secure installation . L~bor Price - $14,800.00 The following pricing is for installation of the signs onto the infrastructure which includes: . Picking up the two "Celebrate Colleyville" signs and transporting them to the install locations . The installation of the two signs . Take down of the two signs, the pole supports and hardware . Transporting the take down items to the storage location Price- $3,600.0Q 02/07/2004 18:44 8007562830 PAGE 01 National Event Services National Rent-A-Fence . National Mobile Storage National Sanitation PH#(800)527 -4166 FAX#(800)756-2830 Special EvenfBid Form ILl! 1 Date ApnI14,2004 Cusl Rap Gloria R_ Salas Attention Russell Bruce . Terms P 0 # 'Required Install Date Fri. After Thanksgiving . Pull Date Mon. After Thank~iving EventOates ?????? 11 Company Phone # Fax# Eventsite City/State Colleyvllle, Texas Job/Cell# Event Name City of Colleyvllle 817-223-3750 L 617-503-1099 J I I L (Z'~ Quantity Oe8crlPUon Unit PrtC& Total 1,000 Ft. of 6' Temo. Chain Unk Panel Fenoina $ 1.25 $ 1.250.00 .. . ! . j 1r4We Provide World Class Service..... . - . **Visit our web..lt. a www,rentnatlonal.oom- . ; Sub Total S 1,250.00 lIr*There Is a S 1,000.00 Minimum for thl. event Plus Tax Total $ 1,250.00 Extra charge. may Include: Trip Charge., Hard Ground, Core Drill, Hand Carry, Inacces8lbl., Waiting TIme, Weekend/After Hours The above price Includes a one time Installation and a one ttme removal. THIS QUOTE IS VALID FOR 30 Da~ SUBJECT TO TERMS AND CONDITIONS. BID ACCl:PTEO BY: BID MUST BE SIGNED & FAXED BACK BEFORE AN ORDER WILL BE TAKEN. 02/07/2004 18:44 8007562a30 PAGE 02 National Event Services National Rent-A-Fence . National Mobile Storage National Sanitation PH#(800)527-1166 FAX#(800)756..2830 Special Event Bid Form Company City of Colleyvllle Phone # 817-223-3750 Fax # 817-503-1099 Eventsite J City/State Colleyville, Texas Job/Cell# . Event Name Date April14t 2004 Cust. Rep Gloria R. Salas Attention Russell Bruce Term$ P 0 # Required Install Date Fri. After Thanksgiving Pull. Date Mon. After Thanksgiving L EventDates ?????? - @ Quantity O.scriptlon Unit Prloe . Total 1.000 Ft. of 6' Temp. ChaIn Unk Fencing $ 1.15 $ 1.150.00 , -We Provide World Class S.rvlc..... **VIsit our web-slte @ www.I'Cmtnatlonal.com- ~ , , Sub Total $ 1,150.00 "*There Is a $ 1,000.00 MInimum for this event. PI..... Tax Total $ 1,150.00 Extra charges may Include: Trip Ch.~.. Hard Ground, Core Drill. Hand Carry, Inaccessible, Waiting TIm., Weekend/After Hours The above price Includes. ()ne time Installation and a one time removal. THIS QUOTE IS VALID FOR 30 Days SU8JeCT TO TERMS AND CONDITIONS. BID ACCEPTED BY: BID MUST BE SIGNED & FAXED BACK BEFORE AN ORDER WILL BE TAKEN. MEMORANDUM DATE: April 16,2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item IV: Site Plan . Attached is the site plan for the Colleyville Center and adjacent public streets for the committee to begin venue planning for the 2004 Celebrate Colleyville event. Attachments: Site Plan i ! MEMORANDUM DATE: April 16, 2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item V: Correspondence between City Staff and developers Since the Celebrate Colleyville Steering Committee voted to move the event from City Park to the Village at Colleyville and the Colleyville Center arid adjacent public streets, city staff wrote a letter to the two developers updating them on the committee's decision. Attachments: Letter to Mr. Charles Hodges Letter to Mr. Richard Myers city Of Ie April 16, 2004 Texas Charles Hodges Hodges and Associates 13642 Omega Road Dallas, TX 75244 Dear Mr. Hodges: The Celebrate Colleyville Steering Committee would like to thank you for your input regarding enhancing the Celebrate Colleyville annual holiday event. Mr. Nelson Thibodeaux has attended the last several Celebrate Colleyville Steering Committee meetings and shared your ideas with the committee. The committee took your ideas into serious consideration and met again last week and voted to move the annual event from City Park to the Village at Colleyville and Town Center. The committee is very interested in working with your company to plan the 2004 Celebrate Colleyville event. On April 7, 2004, Mr. Nelson Thibodeaux presented to the committee that the Village at Colleyville development would like to plan the event, "Light up the Village" on Friday, November 26 (the day after Thanksgiving). This will involve the committee providing dignitaries for the lighting of the holiday tree. The next day, Saturday, November 27, would be planned and operated by the Village at Colleyville. The following weekend the Celebrate Colleyville event will move to the Colleyville Center and adjacent public streets. On Friday, December 3, Town Center Development will be planning a private event at the Colleyville Center. The traditional Celebrate Colleyville event will take place on Saturday, December 4, 2004. The committee is currently working on a cost estimate to have two identical lighted Celebrate Colleyville signs positioned on Main Street and SH26, as well as Church Street and SH26. These signs will run parallel with the median in both developments. The Celebrate Colleyville Committee is looking forward to growing this event, while utilizing SH26 to our advantage to bring additional people into our City. Please contact me at your earliest convenience to discuss this exciting opportunity at 817 -503-1120. I would like to discuss this new venture with a designated staff liaison from the Town Center Development Corporation. Sincerel.y, /I ~ / I _ ~ (;{lj).J~ ~ Dixie Cawthorne Communications Manager CC: Colleyville City Council Celebrate Colleyville Steering Committee 100 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1000 citY Of April 16, 2004 Texas Richard Myers Realty Capital Corporation 32 Village Lane Suite 200 Colleyville, TX 76034 Dear Mr. Myers: The Celebrate Colleyville Steering Committee would like to thank you for attending the meeting last month to share your ideas to enhance the Celebrate Colleyville annual holiday event. The committee took your ideas into serious consideration and met again last week and voted to move the annual event from City Park to the Village at Colleyville and Town Center. The committee is very interested in working with your company to plan the 2004 Celebrate Colleyville event. On April 7, 2004, Mr. Nelson Thibodeaux presented to the committee that the Village at Colleyville development would like to plan the event, "Light up the Village", on Friday, November 26, 2004 (the day after Thanksgiving). This will involve the committee providing dignitaries for the lighting of the holiday tree. The next day, Saturday, November 27, would be planned and operated by the Village at Colleyville. The following weekend the Celebrate Colleyville event will move to the Colleyville Center and adjacent public streets. On Friday, December 3, Mr. Charles Hodges will be planning a private event at the Colleyville Center. The traditional Celebrate Colleyville event will take place on Saturday, December4, 2004. The committee is currently working on a cost estimate to have two identical lighted Celebrate Colleyville signs positioned on Main Street and Hwy 26, as well as Church Street and SH26. These signs will run parallel with the median in both developments. The Celebrate Colleyville Committee is looking forward to growing this event, while utilizing SH26 to our advantage to bring additional people into our City. Please contact me at your earliest convenience to discuss this exciting opportunity at 817 -503-1120. I would like to discuss this new venture with a designated staff liaison from the Village at Colleyville development. 0214~~1UL Dixie Cawthorne Communications Manager CC: Colleyville City Council Celebrate Colleyville Steering Committee 100 MAIN STREET COLLEYVILLE, TEXAS 76034 (817) 503-1000 MEMORANDUM DATE: April 16, 2004 . TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item VI: 2003 Celebrate Colleyville Final Report As per discussions at the last Celebrate Colleyville Steering Committee meeting, future recommendations are reflected in the 2003 Final Report. Attachments: 2003 Celebrate Colleyville Final Report MEMORANDUM TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communication Manager DATE: April 15, 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 Perso'nnel 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 Colleyville, 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, LNG'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 elementl?: 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 and Recreation's 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 Korbuly Marcus Miller Jamie Thibodeaux Tom Westerman Linda Newton Charlene Hostin Rich Hendler, Council Liaison As per Resolution R-OO-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 4:10 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 llefore 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 toMt. 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 OJ, 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 arrqy 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, LocalNewsOnly.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 In-Kind In-Kind LocalNewsOnly.com AboutMyHOA.com Yard Art Quick Signs' & Color Graphics Ed's Electric Colleyville Area Chamber of Commerce La Hacienda 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 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 Colleyville Center 1 5 Finance 2 5 Public Works 10 93 Parks 12 307 108 18.5 Total 50 1035 221.5 166 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 I 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 downs 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 th~ Celebrate Colleyville Steering Committee: ./ FY 2004 - Celebrate Colleyville to move to the Colleyville Center and adjacent public streets. ./ Work with the Village at Colleyville during the holiday tree lighting ceremony. ./ Work with Town Center for the December 4, 2004 Celebrate ColJeyville event. ./ Encourage cross promotion. Attachments: Celebrate Colleyville Itemized Expenses xx: Bill Lindley, City Manager Dianne McWethy, Deputy City Manager MEMORANDUM DATE: April 16, 2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item VII: Application Appointment Process Please see attached public notice for the applications for the Celebrate Colleyville Steering Committee. Applications will be accepted April 8, 2004 through May 10, 2004 at 5:00 p.m. Attachments: Public Notice PUBLlC NOTICE APPLICATIONS ARE BEING ACCEPTED FOR THE CELEBRATE COLLEYVILLE STEERING COMMITTEE The Colleyville City Council will accept applications for positions on the Celebrate Colleyville Steering Committee April 8 through May 10, 2004, at- 5:00 p.m. The Committee reviews and makes recommendations to the City Council on the schedule, structure, venue(s), budget and long range planning of the Celebrate Colleyville event. If you are interested in serving on this Committee, contact Cynthia Singleton, City Secretary, 100 Main Street, 817.503.1132 or e-mail singletonc@ci.colleyville.tx.us t -- ,.; , /}) .1,' i c,:" ,/ , 'i . '. I, J) II CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, April 7, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:30 p.m. ROLL CALL - Members present: Tom Westerman, Linda Newton, Dezann Korbuly, Jamie Thibodeaux, Marcus Miller and Rich Hendler Members absent: Charlene Hostin Staff present: Dixie Cawthorne, Dianne McWethy, Lisa Adan and Stephen Seidel Visitors: Mike Taylor, Nelson Thibodeaux, Jon Ayers and Lee Skaallurd II. Approval of the March 10, 2004 Minutes. Motion by Linda Newton second by Dezann Korbuly III. Discussion and Consideration of amending the terms of the Celebrate Colleyville Steering Committee from January through December following a calendar year. This agenda item was moved to item number seven. The remaining members voted to approve. IV. Celebrate Colleyville program and budget FY 1998 and 1999. There was no discussion on this item. V. Discussion of research on surrounding cities and special events. There was no discussion on this item. VI. Update of the Village at Colleyville and Town Center Developments by Nelson Thibodeaux. Nelson Thibodeaux visited with Richard Myers and Charles Hodges to discuss their involvement with Celebrate Colleyville. Richard Myers is looking to have an event called "Light up the Village" on Friday, November 26 and would like the committee's cooperation with planning the lighting of the tree and providing dignitaries for the event. Richard Myers will be planning an additional event in the Village the following day on November 27, 2004, which will be operated by the Village at Colleyville staff. Nelson Thibodeaux also discussed Charles Hodges's plan for his private event to take place at the Colleyville Center on Friday, December 3,2004. On December 4, 2004 the traditional Celebrate Colleyville could move to the Colleyville Center and utilize the adjacent public streets. Charles Hodges will also be planning is private event on Saturday, December 4, 2004, after Santa's Breakfast sponsored by the Colleyville Lions Club. His idea is to sponsor "Jingle Bell Run", which will be some type of marathon beginning at noon. VII. Discussion and consideration of Celebrate Colleyville citywide event location. Motion by Dezann Korbuly for the Celebrate Colleyville annual event to remain at Colleyville City Park. The motion died due to lack of second. Motion by Linda Newton and second by Marcus Miller to move the event from Colleyville City Park to Colleyville Center and adjacent public streets. Motion approved. VIII. Discussion and consideration of the 2003 Final Report. Discussion to add to the following recommendations to the 2003 Final Report. 1 . FY 2004 - Celebrate Colleyville to move to the Colleyville Center and adjacent public streets. 2. Work with the Village at Colleyville during the holiday tree lighting ceremony. 3. Work with Town Center for the December 4,2004 Celebrate Colleyville event. 4. Encourage cross promotion. IX. Discussion and consideration of funds Discussion regarding using remaining funds from the Celebrate Colleyville line item account and the established Celebrate Colleyville Enterprise Fund to invest in additional lighting and infrastructure at the two median intersections of Church Street and Main Street. X. Citizen Comments. There was no discussion on this item. XI. Adjournment at 7:00 p.m. Celebrate Colleyville AGENDA June 9, 2004 5:30 p.m. Colleyville City Hall 100 Main Street I. Call to order and roll call II. Approval of Minutes: May 19,2004 III. Discussion and considerations of venue assignments IV. Discussion and consideration of venue locations V. Discussion and consideration of Resplution VI. Adjournment r1 ' CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, May 19, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:45 p.m. ROLL CALL - Members present: Tom Westerman, Marcus Miller, Linda Baker, Linda Newton, Michael Taylor, Dezann Korbuly and Jamie Thibodeaux. Members absent: Rich Hendler. Staff present: Dixie Cawthorne, Dianne McWethy and Lisa Adan. Visitors: Shannon Campbell, Susan Gregorory and Charles Hodges. II. Approval of the April 7, 2004 Minutes with changes to Item VII. Motion by Linda Newton, second by Tom Westerman. III. Discussion of infrastructure cost by Charfes Hodges . Electrical . Schedule of Charles Hodges part in CCV. . Outside Charity and Local Charity to be co-benefit. . Saturday - 7:00 Breakfast. . 10:00 Close streets- . Prepare Vendors and race . Kohlman Run . Colleyville Classic - 12:00 -2:00 p.m. . 3:00-7:00 p.m. Vendors setup at the 'Total T' at Church and River Walk. . Get info on all local charities for donations. · 13 acres Lifetime Fitness . Holiday tree lighting @ Village · Research . Balcony . Entry City Hall Temp fencing . Charles - hire off duty fireman to protect waterway - Charles cover cost. No need for fencing bid. · Lighting facilities . Light tree trunks . Yard art to decorate. . Find out what Richard plans to decorate at Village of Colleyville. Fireworks . Discussed alternate fireworks location. . Jamie works with Life Time Fitness for permission. IV. Entertainment . Security on Bluebonnet . Schedule time to look @ center. Call Lin 8:30 - schedule tour. . Santa's Workshop . Call and book pony rides - · Museum - Webb House/Polar Express . Sponsorship !in-kind - add $ to each sponsorship V. Correspondence between city staff and the Village at Colleyville and Town Center developments. · There was no discussion on this item. VI. Discussion and consideration of the 2003 Final Report. . Motion to approve Final Report for 2003 by Marcus Miller, second by Dezann Korbuly. VII. Celebrate Colleyville Steering Committee Update . Regular Scheduled Meetings: Second Wednesday of every month. Send out complete schedule through August 2004. VIII. Citizen Comments - None. IX. Adjournment at 7:25 p.m.