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Home My WebLink AboutCelebrate Colleyville-Agenda Packets-7/14/2004 city Of Ie Texas Celebrate Colleyville AGENDA July 14, 2004 5:30 p.m. Colleyville City Hall 100 Main Street I. Call to order and roll call II. Approval of Minutes: June 9, 2004 and July 1, 2004 III. Discussion and consideration of a Resolution supporting Celebrate Colleyville citywide celebration IV. Discussion and consideration of street mesh signage and pole banners and location of each V. Discussion and consideration of stage rental VI. Discussion and consideration of funds for purchasing venues to support the November 27th and 28th Celebrate Colleyville event VII. Discussion and consideration of event time frame VIII. Discussion and consideration of final event venue layout IX. Discussion of Venues X. Discussion of the Master Agenda XI. Discussion of future meetings XII. Citizen Comments XIII. Adjournment 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 city Of Ie Texas CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, June 9, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:30 p.m. ROLL CALL - Members present: Linda Baker, Marcus Miller, Linda Newton, Michael Taylor, Dezann Korbuly, and Jamie Thibodeaux Members absent: Tom Westerman Staff present: Dixie Cawthorne, Monica Walsh, Dianne McWethy, Scott Welmaker and Lisa Adan Visitors: Richard Meyers, Charles Hodges, Shannon Campbell, Susan Gregory and Nelson Thibodeaux Council Liaison: Rich Hendler II. Approval of the May 19, 2004 Minutes. Motion by Dezann Korbuly, second by Linda Baker. III. Discussion and consideration: · Entertainment - Dezann Korbuly · Arts and Crafts Booth/Business Booth - Linda Baker, Linda Newton, Marcus Miller and Jamie Thibodeaux · Children's Area - Lisa Adan · Food Vendors - Marcus Miller · Sponsorship/Publicity - Jamie Thibodeaux · Santa's Workshop - Tom Westerman · Theater Area - Mike, Jamie, Dezann · Contract Items - Staff - Fireworks, Inflatables, Petting Zoo, Pony Rides, Radio Station · Volunteers Area - Monica Walsh · Car Venue - Mike Taylor · Stage Area - research Paul Vigaletti - call ask assistance 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 Call professional sound to check out stage area · Suggested to send letters to Kingswood HOA regarding new event location IV. Approved proposed Site Plan, with exception of entertainment stage. Motioned by Linda and seconded by Marcus Miller. Motion carried. V. Adjournment at 7:30 p.m. city Of Ie Texas CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Thursday, July 1, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 9:00 a.m. ROLL CALL - Members present: Linda Newton, Michael Taylor, Dezann Korbuly, and Jamie Thibodeaux Members absent: Tom Westerman, Marcus Miller, Linda Baker, Staff present: Dixie Cawthorne, Dianne McWethy Visitors: Pamela Elliot, Gods Country Kids Paul Vigaletti, Colleyville Center Advisory Committee Lin Przybyl, Colleyville Center Manager II. Review current sound, lighting and electrical equipment at the Colleyville Center. There was a general discussion from Lin Przybyl about the sound equipment on the stage at the Colleyville Center. The system would need to be supported by additional speakers. III. Review the outdoor stage area and other alternate stage areas. There was a mutual understanding that the main stage area should be moved to Riverwalk Drive close to the Justice Center bridge and the Colleyville Center's outdoor stage area should be used as a Theatrical Stage. IV. Adjournment at 10:00 a.m. 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 MEMORANDUM DATE: July 8,2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: III - Celebrate Colleyville Resolution As per the discussion at the last meeting, a draft Resolution is attached for the Council to consider authorizing the allocation of $25,000 for the infrastructure and lighting for the intersections of Main Street and Church Street for the 2004 Celebrate Colleyville event. RESOLUTION R-04-XXXX A RESOLUTION SUPPORTING CELEBRATE COLLEYVILLE CITYWIDE CELEBRATION BEING HELD AT COLLEYVILLE CENTER AND APPROVING THE ALLOCATION OF FUNDS FOR CAPITAL EXPENDITURES WHEREAS, the City Council desires to support the Celebrate Colleyville Citywide Celebration being held at Colleyville Center; and WHEREAS, the City Council believes the Celebrate Colleyville Steering Committee should continue to review and make recommendations to the City Council on the schedule, structure, venue(s), budget and long range planning of Celebrate Colleyville. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the Celebrate Colleyville Steering Committee responsibilities 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. Sec. 2. THAT the City of Colleyville approves the allocation of funds for one-time capital cost for infrastructure and signage at the entrance of Main Street and Church Street, in an amount not to exceed $25,000 from unencumbered funds of the FY2004 budget. AND IT IS SO ORDERED. PASSED BY A VOTE OF THIS THE DAY OF AYES, NAYS AND 2004. ABSTENTIONS ON ATTEST: CITY OF COLLEYVILLE Cynthia Singleton, TRMC City Secretary Joe Hocutt Mayor APPROVED AS TO FORM AND LEGALITY: Ross T. Foster City Attorney MEMORANDUM DATE: July 9, 2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: IV - Street Sign and Pole Banner Quotes Attached are three quotes for street signs and pole banners for the 2004 Celebrate Colleyville event. The three different companies are: 1. Quick Signs and Color Graphics 2. Arnette Marketing 3. Dixie Flags 07/08/2004 14:17 8174884191 QWIK SIGNS PAGE en $.~1@$ Estimate Qwik Signs & Color Graphics 6301 Colleyvllle Blvd . Colleyville, TX 76034. ph. (817)329h2942 , fax. (817)488-4191. Page: 1 Estimate: cv- 3057 Printed: 7/8/2004 1 :51 :24 PM Description: BANNERS FOR'CELEBRATE COLLEYVILLE EVENT Prepared For. Dixie Cawthorne Company: CITY OF COLLI::.YVILLE Dear Dixie: pn: (817) 503-1120 fax: (817) 503-1129 Thank you for considering Qwik Signs & Color Graphics for your sign needs. The quotation we discussed is attached below. If you have any questions, please don't hesitate to call me at 817-329-2942. This price does not include any permits, processing of permits, or municipal f'eQs. Sincerely ~ PAMELA CANNON Product 1 Vinyled Banners Color: White Description: Vinyled 14 ounce banner Text: POLE BANNERS 2 Miscellaneous Color: Description: BRACKETS FOR MOUNTING PUll: BANNERS (WILL BE PERMANENTLY AlTACHED) THIS DOES NOT INCLUDE INSTALL-THIS IS FOR HARDWARE ONLY Text: POLE BANNER BRACKETS 3 Vinyl Mesh Color: White Description: BANNERS TO HANG ACROSS ROADWAY Text:. VINYL MESH BANNER fnce..., In~ qs ldf~ /tJ(:kiiC1~roJtl~.~3.~W I~'" 4 Miscellaneous 1 1 1 1 45.00 0.00 45.00 - Color; Description: SHIPPING FOR MESH BANNERS Text: Font oty Sides Hoight Width 10 2 30 60 Unit Cost 88.00 Install 0.00 Item Total 880.00 10 1 1 1 65.00 0.00 650.00 2 1 48 432 445.00 0.00 890.00 Company: CITY OF COLLEYVILlE Colleyville, TX 76034 Rcocived/Acceptod By: I I Qwlk Signs & Color Graphics 1217/1218/21211214 14:17 $.~. Notes: 8174884191 QWIK SIGNS PAGE 1212 Page: 2 Estimate Qwik Signs & Color Graphics 6301 COlleyville Blvd Colleyville. TX 76034 ph (817)329-2942 fax. (817)488-4191 Estimate: cv~ 3057 Printed: 7/812004 1 :51 :24 PM Line Item Tutal: Subtotal: Taxes: Total: $2,4&5.00 $2,465.00 $0.00 $2,465.00 Deposit Required: $1,232.50 Company: CITY OF COLlEYVILlE Colloyville. TX 7603<1 Qwlk Signs & Color Graphics Received/Accepted By: I I 07/09/2004 10:02 FAX 210+826+9084 PflX Date: QlO: ~om Dixie j ARNETI' MKT LLC 141 01 7/9/04 Number of Pages (2) City of Colleyville Ms. Dixie Cawthorne Phone: 817-503-1120 . Fax: 817-503-1129 Arnett Marketing Sylvia Willbourn Salas Phone: 210-826-9700 Fax: 210-826-9084 quote you requested. Please note that the Net Banners will have your creened onto fabric that is then appliqued onto the net banner. The our silk screened logo do not count towards the 45 letter limit @ no charge & 0 letters at no charge on the 4' X 60'. Also, plea e remember that discounts are based on quantities ordered. Thank yo so very much for your patience. 07/09/2004 10:0~ FAX 210+826+9084 ARNETT MKT LLC IARNETT MA TING, LLC 2137 Zereher Roa SaD Antonio, Tex 78209 (210) 826-9700 0 Ice. (210) 826-9084 Fa 14102 PROPOSAUCONTRACT NAME/ADDRESS City of Colleyville Ms. Dixie Cawthorn P. O. Box 185 Colleyville, Texas 034 817-577-7589 81 -577-7555 Fax SHIPPING ADDRESS QTY DESCRIPTION BANNER OPTtONS 40' Custom Net Street Banner With 3' X 4' oed Logo Patch "Celebmte Colleyville", (45) ers @ no charge. Additional letters charged @ $5.60 pe letter. Silkscreened letters not counted. 2 4' 60' Custom Net Street Banner With 3' X 6' Si creened Logo Patch "Celebmte ColleyviUe", (SO) Le ers @no charge. Additional letters charged @$5.6O pc letter. SiIkscreened letters not counted. Please review and appro e by signing below and return via fax # 210-826-9084 SIGNATURE DATE PROPOSAl. 7~004 3173 P.O-NO. TERMS PRICE EACH Due On Receipt TOTAL 584.50 1.169.00 850.00 1,700.00 84.50 845.00 105.00 210.00 3,924.00 105.00 TOTAL I, Dixie Cawthorne From: Sent: To: Subject: Valerie Saucedo [valerie@dixieflag.com] Tuesday, June 29,20045:38 PM Dixie Cawthorne RE: City of Colleyville On the pole banners, we can totally print them for you double sided on a vinyl which is plastic and very durable. With up to 4 colors in a 2x6' size for approx $ 150.00 each. Additions of text or graphics should not change price, we will draft the image for you once you decide what you want them to say. Any sponsor logos added, I would require vector art in a EPS, Corel or Adobe Illustator for each logo. The net banners that City of Bedford got were 4x40' and with 45 letters or less the cost is $ 465.00 each, additional letters are $ 5.25 each, logos are additional (approx $100.00 each) based on complexity. Production time for everything is 3 weeks, we would require a 50% deposit to process the order and balance is due prior to shipping. Valerie Guillen-Saucedo Net Banner Director Dixie Flag Mfg. 1930 N. Pan Am Expwy SAT, 78208 (210) 227-5039 : Fax (210) 227-5920 valerie@dixieflag.com www.dixieflag.com -----Original Message----- From: Dixie Cawthorne [mailto:CawthorneD@ci.colleyville.tx.us] Sent: Tuesday, June 29, 2004 2:45 PM To: Valerie Saucedo Subject: RE: City of Colleyville Valerie, Attached is the event logo for the pole banners. Please give me the additional cost for letting over and above the logo on the pole banners. We mayor may not use this logo on the street banners, however, we may decide to use top billing sponsor logos on the street banner. Could you give me approximate cost per logo (black and white as well as color). Thank you so much for your assistance. Sincerely, Dixie -----Original Message----- From: Valerie Saucedo [mailto:valerie@dixieflag.com] Sent: Tuesday, June 29, 2004 2:08 PM To: Dixie Cawthorne Subject: RE: City of Colleyville The standard size street banner is 4'x36' and with 45 letters or less costs $ 445.00 each with a 3 week production time. Additional letters are $ 5.25 each and logos are additional based on complexity. Pole banners are custom made with any image you choose, but the pricing is based on Qty, colors and complexity of the design, so I need to see a proposed layout to give you pricing info. Let me know if you have any questions, look forward to working with you. 1 Valerie Guillen-Saucedo Net Banner Director Dixie Flag Mfg. 1930 N. Pan Am Expwy SAT, 78208 (210) 227-5039 : Fax (210) 227-5920 valerie@dixieflag.com www.dixieflag.com -----Original Message----- From: Dixie Cawthorne [mailto:CawthorneD@ci.colleyville.tx.us] Sent: Tuesday, June 29, 2004 9:56 AM To: valerie@dixieflag.com Subject: City of Colleyville Valerie, I would like a price quote on: 1. 1 - large street banner sign - mesh - 4 color - That will extend over a four lane road. (Similar to the City of Bedford's signage). 2. x10- 4 color- pole banners with poles and brackets. (most popular size) . Dixie Cawthorne Communications Manager City of Colleyville office:817.S03.1120 fax: 817.503.1129 2 Dixie Cawthorne From: Sent: To: Subject: Valerie Saucedo [valerie@dixieflag.com] Tuesday, June 29, 2004 2:08 PM Dixie Cawthorne RE: City of Colleyville The standard size street banner is 4'x36' and with 45 letters or less costs $ 445.00 each with a 3 week production time. Additional letters are $ 5.25 each and logos are additional based on complexity. Pole banners are custom made with any image you choose, but the pricing is based on Qty, colors and complexity of the design, so I need to see a proposed layout to give you pricing info. Let me know if you have any questions, look forward to working with you. Valerie Guillen-Saucedo Net Banner Director Dixie Flag Mfg. 1930 N. Pan Am Expwy SAT, 78208 (210) 227-5039 : Fax (210) 227-5920 valerie@dixieflag.com www.dixieflag.com -----Original Message----- From: Dixie Cawthorne [mailto:cawthorneD@ci.colleyville.tx.usJ Sent: Tuesday, June 29, 2004 9:56 AM To: valerie@dixieflag.com Subject: City of Colleyville Valerie, I would like a price quote on: 1. 1 - large street banner sign - mesh - 4 color - That will extend over a four lane road. (Similar to the City of Bedford's signage). 2. x10- 4 color- pole banners with poles and brackets. (most popular size) . Dixie Cawthorne Communications Manager City of Colleyville office:817.503.1120 fax: 817.503.1129 1 MEMORANDUM DATE: July 8, 2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: V - Mobile Stage Rental Information As per our discussions regarding renting a stage for the entertainment use for the 2004 Celebrate Colleyville event, several companies were called for size, features, and cost. Company: EaQle Audio Small Stage: 28' x 24' (sits 3.5 feet off the ground) roof: 30' x 24' Features include: 18K light, black skirting, delivery, set-up and take down, technicians on site during event. $4,000 Medium Stage: 32' x 28' (sits 3.5 feet off the ground) roof: 34'x 28' Features include: 72K lights, black skirting, delivery, set-up and take down, technicians on site during event. $5,500 Large Stage: 40' x 32' (sits 3.5 feet off the ground) roof: 40' x 40' Features include; 90K lights, black skirting, sound wings, structure of deck (mixer), 2 sets of steps, delivery, set-up and take down, technicians on site during event. $6,000 Company: Mobile Grandstands & StaQes Small to Medium Stages: Stage is made with 4' x 8' sections. Mobile Grandstand can tailor a stage with multiple dimensions using the 4' x 8' sections for $65 per section. Features include: Skirting, delivery, set-up and take down. Large Stage: 24' x 32' (sits 3.5 feet off the ground) roof: 24' x 34' Features include: Skirting, delivery, set-up and take down. $2,500 MEMORANDUM DATE: July 8,2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: VI - Venues Below is a cost for two venues to be placed on the November 27 and 28 Celebrate Colleyville event. Train This is a 15' turning radius train that seats 3 to a cart, includes caboose and depot. Y:1 day (4 hours): $600 full day (8 hours): $800 Barn This is a holiday decorated barn that includes baby animal petting zoo. Y:1 day (4 hours): $400 full day (8 hours): $700 MEMORANDUM DATE: July 8,2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: VIII - Final event layout Attached is a draft venue location map. The entertainment sub-committee met with Pamela Elliot with Gods Country Kids and Paul Vigaletti member of the Colleyville Center Advisory Board, it was suggested to relocate the three sources of entertainment. 1. Main Stage Area 2. Theatrical Stage Area 3. Radio Station / OJ After reviewing their suggestions the entertainment sub-committee proposes the following venue location map for the committee to consider for adoption. Attachment: venue location map MEMORANDUM DATE: July 8,2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: X - Master Agenda Attached is the first draft Master Agenda. It was requested that this item remain on the agenda throughout the planning stages for the 2004 Celebrate Colleyville event. 2004 Celebrate Colleyville Master Agenda Friday. November 26 5:00 p.m. - Vendors, magicians, clowns, and carolers: planned and organized by the Village 5: 15 p.m. - Parade - planned and organized by the Village 6:00 p.m. - Light the Holiday Tree - Celebrate Colleyville Steering Committee support through dignitaries 6:00 to 8:00 p.m. - Photographs with Santa - planned and organized by the Village and the Colleyville Lions Club Saturday. November 27 3:00 to 7:00 - Barn with barn animals - Possibly funded by the Celebrate Colleyville Steering Committee - vendor supply workers Trackless Train - Possibly funded by the Celebrate Colleyville Steering Committee - vendor supply workers 3:00 to 5:00 p.m. Santa at the Owl's Nest - planned and organized by the Village 5:00 p.m. - Village Shopping Spree Cash Drawing - planned and organized by the Village 5:30 p.m. - Carriage Rides - planned and organized by the Village 5:30 p.m. to 7:00 p.m. - Carolers, clowns, magicians stroll through the Village _ planned and organized by the Village Friday, December3,2004 7:00 p.m. to 11 :00 p.m. - A Holiday Gala - Private Event - Planned and organized by Charles Hodges Saturday, December 4,2004 8:00 a.m. to 11 :00 p.m. - Lions Club Breakfast with Santa - planned and organized by the Colleyville Lions Club 12:00 p.m. to 2:00 p.m. - Jingle Bell Run - 5-K Run - planned and organized Charles Hodges. 2:00 p.m. to 7:00 p.m. - 2004 Celebrate Colleyville - planned and organized by the Celebrate Colleyville Steering Committee: Scheduled Activities Include: Entertainment - Dezann Korbuly Children's Craft Area - Lisa Adan Pony Rides - Dixie Cawthorne Petting Zoo - Dixie Cawthorne Inflatable Area - Dixie Cawthorne Radio Station - Dixie Cawthorne Businesses Promotion Area - Linda Newton Business Booths - Linda Newton Arts and Craft Booths - Linda Newton, Linda Baker, Marcus Miller, Jamie Thibodeaux Food Vendors - Marcus Miller Volunteer Area - Monica Walsh Santa's Workshop - Tom Westerman Fireworks Show - Dixie Cawthorne Sponsorship - Jamie Thibodeaux Publicity - Jamie Thibodeaux Theater Area - Mike Taylor, Dezann Korbuly, Jamie Thibodeaux Car Venue - Mike Taylor MEMORANDUM DATE: July 8, 2004 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: XI - Future meetings Below is a complete list of meeting dates for the Celebrate Colleyville Steering Committee. It was discussed that all meeting take place on the second Wednesday at 5:30 p.m. of each month. All meetings are scheduled to be at 100 Main Street, 3rd floor conference room. During the month of October we will begin meeting every two-weeks. Please advise if we need to modify this schedule. July 14, 2004 August 11, 2004 September 8, 2004 October 13, 2004 October 27,2004 November 10, 2004 November 24, 2004 November 26 & 27, 2004 - Celebrate Colleyville - City Hall and Library December 1, 2004 December 4, 2004 - Celebrate Colleyville Event - Colleyville Center