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HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-1/12/2005 city of Texas Celebrate Colleyville AGENDA January 12, 2005 5:30 p.m. Colleyville City Hall 100 Main Street I. Call to order and roll call II. Approval of Minutes: December 1, 2004 III. Discussion of Venues IV. Discussion of Surveys V. Discussion of Term Limits VI. Discussion of future meetings VII. Citizen Comments VIII. Adjournment I certify that this notice was posted on the bulletin boards at City Hall on Friday, January 7,2005, at 5:00 p.m. Dixie Cawthorne Communications Manager 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, December 1, 2004 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:30 p.m. II. III. ROLL CALL - Members present: Jamie Thibodeaux, Dezann Korbuly, Tom Westerman, Linda Newton, Linda Baker, Mike Taylor, Marcus Miller Members absent: Staff present: Dixie Cawthorne, Monica Walsh, Lisa Adan Council Liaison: Jon Ayers Guest: None Approval of the November 10, 2004, Minutes. Dezann Korbuly moved to approve, second by Tom Westerman Motion carried. Discussion of Venues Entertainment - no other entertainment changes, 8 to 9 clowns. Do we have a name for the show Ohlook? Santa's Workshop - golf cart will take Santa to the stage area at 4:00 Arts and Craft Area - 11 confirmed booths, possibly 12. One business booth response Edward Jones Investments. Sponsorship - same Publicity - reprint due to the ad in black and white, advertising Sunday 11/28/04, Wednesday 12/1/04, Friday 12/3/04, the weekend before ad (Saturday) was in color. Colleyville Journal had two ads. Promotion - place sign at City Park to let people know the event location has changed. Commercial - Commercial available tonight - staff will program to run every 30 minutes until Saturday December 4 at 2:00 PM. Volunteers - need more volunteers. Encouraged the committee members to recru it. Children's Arts and Crafts - Glass ornaments, face painting, sandy candy, wooden snowflakes, spin art, reindeer antlers, snowman out of socks and popcorn, snowman catch game with wooden paddle, Market Street cooking decorating. 40 plus volunteers from the National Charity league Car Show - Riverwalk and Hall Johnson barricade from 1 :00 to 2:30. Where are the cars queuing? Call Nelson and work out the details. The run starts at 1 :00. Food Vendors - 3 vendors are secure. Coloring Contest - 124 entries, 5 of the winners are from Colleyville, five confirmed to accept award. Add a suggestion box at the Information booth. When do the terms expire? Ask City Secretary if the change shortens the terms. The Village poster did not cross promote for Celebrate Colleyville as originally arranged. Need to discuss if we continue to have Celebrate Colleyville for two consecutive weekends and if we decide to continue, we need to discuss who the liaison representing the Village that will attend Celebrate Colleyville meetings. The Village did not provide 4 artificial trees that were promised. Yard Art delivered 4 pieces to add to the Holiday Tree lighting the day of the event (November 27, 2004). Marcus arrived with the commercial and the committee members viewed the tape. IV. Discussion of Master Agenda No changes to the master agenda V. Discussion of Future Meetings January 12, 2005 @ 5:30 PM VI. Citizen Comments There were no citizen comments. VII. Adjournment Linda Newton motioned to adjourn at 7:00 p.m., second by Dezann Korbuly. 2004 Survey Response Excellent (4) Good (3) Fair (2) Poor (1) Total Response Average Response per Venue Response Total # Total # Total # Total # Restroom 11 44 5 15 2 4 0 0 63 18 3.5 Facilities Inflatable 5 20 7 21 2 4 0 0 45 14 3.21 Area Volunteers 10 40 6 18 0 0 0 0 58 18 3.22 Staff Time of 6 24 8 24 3 6 0 0 54 17 3.17 Event Location 12 48 1 3 3 6 0 0 57 16 3.56 Day Event 6 24 7 21 2 4 1 1 50 16 3.12 Area 10 40 2 6 4 8 0 0 54 16 3.37 Conditions Parking 7 28 6 18 2 4 1 1 51 16 3.18 /Entering Entertainme 6 24 5 15 1 2 3 3 44 15 2.93 nt Santa's 5 20 7 21 3 6 0 0 47 15 3.13 Workshop Fireworks 11 44 2 6 3 6 0 0 56 16 3.5 Volunteer 6 24 6 18 2 4 2 2 48 16 3 Area Southwest 5 20 7 21 2 4 1 1 46 15 3.06 Museum Food 1 4 9 27 3 6 1 1 38 14 2.71 Vendors Museum 3 12 10 30 1 2 1 1 45 15 3 Art Vendors 2 8 10 30 2 4 0 0 42 14 3 Coloring 7 28 6 18 2 4 1 1 51 16 3.18 Contest Children's 5 20 8 18 1 2 0 0 40 14 2.85 Craft Area VIP Area 6 24 6 18 2 4 1 1 47 15 3.13 Car Show 8 32 4 12 3 6 0 0 50 15 3.33 Petting Zoo 5 20 3 9 6 12 0 0 41 14 2.92 Radio 4 20 5 15 4 8 1 1 44 14 3.14 Disney What new programs would you suggest for next year? · Do not have race route in the middle of the special event this caused too many problems during set up and during event. · Hack sack contest · Missed Santa's big entrance · Portables at car show area · Maybe a rockwall or something for the older kids What are your suggestions or comments on how to improve the event? · Move the event back to the park, did not like this location as well · Could not access the restrooms due to the Theatrical performers using the restrooms as a changing location · Parking and entering could not track attendees as well and feel it was too far for them to walk · Volunteer area too loud · Not many visitors at the Theatrical area - people may not have been able to see - announcements were made at the stage area several times regarding their location · Attendance was down perhaps due to location and confusion over the 2 dates. It was better weather this year than last which should have increased attendance all things equal. Apparently, the "higher visibility" from Hwy 26 didn't help either. Maybe the parking problems hindered attendance as well. The lower attendance needs to be assessed and changes for next year to increase attendance. · Fireworks need to be more under control or moved; size of show was too close to visitors and vehicles. · Site change difficult for set up and tear down · All activities coordinated through same people · Not enough buffer for fire works · Main stage to close to fire works area · If at Colleyville Center again, move food vendors to concrete area · Coordinate with Center activities better to allow more time for setup. · Move to Friday to have more help · No way to measure attendance at this location · I did like it spread out more but harder to cover all areas or get to a certain area fast. · Need to rent a nice utility vehicle to assist the elderly or sick citizens back to their vehicles. · Incorporate VIP, Volunteer area together · If event stays, incorporate holiday tree lighting · Use event as toy drive and food drive for needy · Need to put temporary chain link fence at fireworks area · Move food trailers to dry concrete · Turn off volume in volunteer area · Vendors should not park in grass · More help at end of event to help cleanup · Volunteer area was way too loud . Have Radio Disney closer to the kids · If we are going to have food vendors on the grass we need to have an alternate plan for wet conditions · Split children's area into multiple booths rather than one long booth midway (breaks up the crowd and volunteers). · Rotate the volunteers between booths to keep them interested. · Volunteer area was too loud when performance began due to sound system being setup for both inside and outside. People were looking for a quiet spot to eat and rest. . Event was good. Staff and volunteers were very helpful and responsive. . Maybe shorten the event by an hour. . Better entertainers. Other Comments Art and Craft booths . What was their response? · Whoever is in charge needs to be at event or replacement needs to know what is going on. Linda Baker did a great job but did not have info prior to that morning. · Unload/load process is critical, it changed several times due to plan changes. · Several Vendors come to the Center in person to pay for space. The mailing to Vendors did not appear to include directions on where to mail form and payment. Car Show · Banners up were not consistent with sponsor package . Selling t shirts? · Communicate set up process early in the planning process · Staff member and committee member work on this area together · What was purpose of car show? Did it bring in more people to the event? Seems like car people left after the awards were given. Barricades · Set up by 5 am and make sure all are up at that time. · People were frustrated about barricades being up. Children Crafts . 41 volunteers · Market Street thought they were suppose to be inside and they were not happy at first, but all worked out and they were happy in the end . It was a little dark toward the balustrade side. · I ordered 500 of each craft last year and this year. Last year we ran out of ornaments 30 minutes prior to the end of the event. This year we had 100 left over. Last year snowflakes ran out 10 minutes before the end of the event. This year we have 150 left over. Last year we used 750 sandy candy tubes, this year we used 350. Electrical . Ed needs to get there at schedule time. . Cords exposed at food area. Entry . Welcome signage if possible. . Balloons dancers, spotlights. Fireworks Security . More rope, people around stage area. Pettinq zoo . To small, use barn like in past. Holiday Cheer . Drop them unless come up with better environment. Yard Art . Schedule out earlier. . Make sure pieces are working before they leave the event. Tree Liqhtinq . One location, same day. Ponds . People located by them. Food Vendors . On concrete. . How did they do? . On church street. I nflatables . Layout- generators loud, not enough variety add climbing wall. I nfo tent . Not needed. Main staqe . Great very professional looking. . Sponsor announcement before a big act so they have a crowd. . More elementary and Middle schools to increase attendance. . Check sound the High School had to start over. Museum . Attendance? Parkinq . Handicap? . Vehicle to transport handicap attendees. Photoqrapher . Have video camera that works. Rad ios . Nextel sponsorship. Radio Disney . Location. . Inflatables covered them up. Santa's arrival . Do something spectacular. Santa's Workshop . Attendance-low? . Location. Siqns . Holiday color. . Order earlier. . More directional parking. . Banners great. . Hall Johnson change to other direction. . More pole banners closer to Grapevine. . Vendor parking. Theatrical area . Set up earlier than 250 pm. . Schedule prior top event. . Set up needs discussed early in planning process. . The person directly responsible for and in contact with the talent needs to secure all the necessary equipment required for the production. In past years all equipment required and placement of such equipment including show times was formally signed off by the talent. In earlier meetings with the Celebrate Colleyville committee, Center staff had explained that as the outdoor berm venue had never been used, it was also not equipped to supply sound and/or lighting. This production needed to have an A V professional set the existing stage lighting, a portable sound system brought in and outdoor spots directed at the stage. Center staff was able to improvise with what was available but the sound and lighting for the production was compromised. . Attendance was light, mostly parents and friends of the talent company, I don't know if the issue was location, positioning of food vendors, or just light attendance. Talent quality was excellent. Trash cans . Had plenty. VIP . Okay. Volunteer . Music too loud, good and bad, people did not hang out long. . Move speakers. . Smaller trays. . Kitchen access. General . Marketing earlier, fliers to school, postcard. . One venue, one date several comments confusing with two, people went to other location since it said Celebrate Colleyville. . Run does not need to go anywhere near set up of event. . Attendance seemed to be lower. . Cell phone numbers to all City staff involved. . No vehicular traffic in pedestrian area after 2 PM. . Venues spread out too much- not enough stuff, location hard to find, conflict w/Santa's breakfast, ponds dangerous, Storage-none, set up and tear down that day, clean up that night, businesses need to coordinate more with committee/staff prior to event. . Change it back to Friday in Park. . Saturday attendance numbers seem to be low. . Parks staff provided excellent clean up of Center and grounds. Gum and stains left on porch and hay in parking lot were removed by Monday morning. Restroom usage was light with less than 200 people during the entire event time. MEMORANDUM DATE: January 7,2005 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Term Limits Term limits was a topic of discussion at the last meeting. Staff researched the term limits of each member. The following member's term will expire in April 2005. . Dezann Korbuly . Marcus Miller . Linda Newton The new appointed members in April 2005 terms will expire December 2007. The members that were appointed April 2004 are: . Linda Baker . Mike Taylor . Jamie Thibodeaux These members' terms will expire December 2006. Until December 2007, the committee members appointed will serve 2.8 year terms. Celebrate Colleyville Steering Committee Linda Baker 4900 Behrens Road Colleyville, TX 76034 H: 817.545.6898 chovawon~aol.com TERM: May 2004 - December 2006 Dezann Korbuly 5101 Camelot Colleyville, TX 76034 W: 817.437.8055 H: 817.355.0935 TERM: April 2003 - 2005 Marcus Miller 5902 Montford Drive Colleyville, TX 76034 W: 817.416.0436 H: 817.416.1646 TERM: April 2003 - 2005 Linda Newton 1208 Holly Lane Colleyville, TX 76034 H: 817.329.0100 TERM: April 2003 - 2005 Mike Taylor 5209 Coventry Place Colleyville, TX 76034 H: 817.267.5407 M: 817.366.5557 michaeltavlor~swbell.net TERM: April 2004 - December 2006 Jamie Thibodeaux 5612 Coventry Court Colleyville, TX 76034 W: 817.416.6934 H: 817.858.9012 F: 817.329.1828 TERM: April 2004 - December 2006 Tom Westerman 308 Oak Valley Colleyville, TX 76034 H: 817.485.0911 M: 817.300.0881 C0026011 ~airmail.net TERM: May 2004 - December 2006 LIAISON Jon Ayers 4808 Meandering Way Colleyville, TX 76034 W: 817.267.9009 H: 817.267.1630 F: 817.318.0663 M: 972.571.6647 aversi~ci. collevville. tx. us Revised 06/21104 RESOLUTION R-04-2358 A RESOLUTION AMENDING THE TERMS OF THE CELEBRATE COLLEYVILLE STEERING COMMITTEE AND APPOINTING MEMBERS WHEREAS, the Council desires to change the terms to follow a calendar year; and WHEREAS, four positions on the Celebrate Colleyville Steering Committee have expiring terms and two applications have been received. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT the terms are changed from April to March to follow a calendar year, January to December. Sec. 2. THAT the following persons are hereby appointed to the Celebrate Colleyville Steering Committee to serve a two-year term expiring December 2006: · Jamie Thibodeaux · Michael Taylor AND IT IS SO RESOLVED. PASSED BY A VOTE OF -r AYES, 0 NAYS AND 0 ABSTENTIONS ON THE ~ ~ DAY OF ~ 2004. '"-' A~Clffku Cynthia Singleton, TRMC City Secretary