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HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-3/9/2005 city Of Texas Celebrate Colleyville AGENDA March 9, 2005 5:00 p.m. Colleyville City Hall 100 Main Street I. Call to order and roll call II. Approval of Minutes: February 9, 2005 III. Discussion of term limits for members IV. Discussion of Celebrate Colleyville final report V. Discussion of the use of Celebrate Colleyville logo VI. Discussion and consideration of event location VII. Discussion and consideration of the holiday tree VII. Discussion of future meetings VIII. Citizen Comments IX. Adjournment I certify that this notice was posted on the bulletin boards at City Hall on Friday, March 4, 2005, at 5:00 p.m. Dixie Cawthorne Communications Manager 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, February 9, 2005 I. CALL TO ORDER - The meeting of the Celebrate Colleyville Steering Committee began at 5:05 p.m. ROLL CALL - Members present: Dezann Korbuly, Tom Westerman, Linda Newton, Mike Taylor and Marcus Miller Members absent: Linda Baker Staff present: Dixie Cawthorne, Monica Walsh, Lisa Adan Council Liaison: Guest: Nelson Thibodeaux II. Approval of the January 12, 2005, Minutes. Linda Newton moved to approve, second by Marcus Miller with corrections to Item III. Discussion of Venues: Entertainment "Jill and Matthew Lord were scheuduled to entertain, however their entertainment time was cut short due to the fireworks starting at 7:00 p.m. Motion carried. III. Discussion of Venues Car Show - Nelson Thibodeaux gave an update for the 2004 Car Show. Local News Only spent $2,132 on expenses such as t-shirts and plaques for the Car Show. Nelson Thibodeaux did not share the Car Show accounting revenues. Entertainment - No update Santa's Workshop - No update Breakfast with Santa - For Tom Westerman submitted written comments to the committee. Arts and Craft Vendors - No update Sponsorship - Jamie reported that Celebrate Colleyville collected additional funds from Life Time Fitness Volunteers - No update Publicity - No Update Children's Craft Area - No update Food Vendors - Sales were good. They would like to return. Coloring Contest - No update Inflatables - It was restated that the rides were good, but they were to close together and the generators were too loud. IV. Discussion of Celebrate Colleyville Logo The committee asked staff for an opinion from the City Attorney regarding future use of the Celebrate Colleyville name and logo. V. Discussion of Resolution establishing Celebrate Colleyville The committee asked for clarification for Resolution04-2358 from the City Secretary VI. Discussion and consideration of the placement of the holiday tree donated by David Bagwell The committee tabled this item of discussion VII. Citizen Comments There were no citizen comments VIII. Adjournment Dezann Korbuly motioned to adjourn at 7:15 p.m., second by Linda Newton MEMORANDUM DATE: March 4, 2005 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item III: Discussion of Term Limits Attached is a memo from Cynthia Singleton, City Secretary outlining term limits for the Celebrate Colleyville Steering Committee. MEMORANDUM TO: FROM: Dixie Cawthorne, Communications Manager Cynthia Singleton, City Secretary ~~ ~ February 11, 2005 DATE: SUBJECT: Celebrate Colleyville Steering Committee Per your request, I am providing information related to the terms of the Celebrate Colleyville Steering Committee. Resolution R-00-1639 established the committee with nine members serving two year terms. Applicants are usually appointed the second Council meeting of April. Resolution R-01-1816 reduced the membership to eight members. The Committee has consisted of seven members since August 2002, as advertising open positions, resulting from terms expiring and resignations, did not produce enough applicants to fill eight positions. On April 20,2004, Resolution R-04-2358, provided for the appointment of members and for the terms to follow the calendar year January through December. Staff will advertise in March to fill four positions, whose terms expire April 2005, to be appointed to serve through December 2007. MEMORANDUM DATE: March 4,2005 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item IV: 2005 Celebrate Colleyville Final Report Attached is the 2005 Final Report. Staff will be prepared to make suggested changes to the report during the meeting. Staff will be taking final recommendations from the Celebrate Colleyville Steering Committee. After approval of the Final Report, staff will place the report in the City Manager's Information Packet for City Council review. MEMORANDUM TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communication Manager DATE: February 28, 2005 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 4, 2004 at the Colleyville Center (5301 Riverwalk Drive). The Master of Ceremonies included Rebecca Miller, from Channel 5 KXAS TV. Celebrate Colleyville is an annual event 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 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 was accomplished as follows: . Promote economic development To further promote economic development the committee changed the location of the event from City Park to the Colleyville Center. The Celebrate Colleyville Steering Committee recommended utilizing SH 26 as a prime marketing center for increased drive by traffic for the annual holiday event Celebrate Colleyville. Per Resolution R-04-2414 the City of Colleyville approved the allocation of funds for a one-time capital cost for infrastructure and electrical enhancements at the entrance of Main Street and Church Street, in an amount not to exceed $25,000 from unencumbered funds of the FY2004 budget. In addition to the new location for the event, Celebrate Colleyville steering committee planned to light the holiday tree in the Village on November 28, 2004. Celebrate Colleyville kicked off on Saturday, November 27 at Colleyville City Hall, with the lighting of the Holiday Tree and photos with Santa, from 6:00 p.m. to 7:00 p.m. and ended Saturday, December 4, 2004, with the traditional city event from 3:00 p.m. to 7:00 p.m. at the Colleyville Center, 5301 Riverwalk Drive. 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: Lifetime Fitness, Fort Worth Star Telegram, David Bagwell Company, Ayers & Ayers Plaza Ltd., Emlers Swim School, Inc., Colleyville Historical Preservation Committee, OH Look Performing Arts Center, Colleyville Journal, Town Center Colleyville, Market Street, LocalNewsOnly.com AboutMyHOA.com, Colleyville CAN, Colleyville Lions Club, Qwik Signs and Color Graphics, Southwest Dairy Museum, Yard Art and Colleyville Area Chamber of Commerce. 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. Many city departments promoted Celebrate Colleyville by volunteering time to work the event. The Police Department helped coordinate the Luke's Locker Run. 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. Many other police officers attended the event for added safety and support of the event. The Colleyville Center staff worked the Santa's Breakfast event followed by Celebrate Colleyville. The Center staff provided outstanding support for the Theatrical entertainment. This was the first time the stage was used for its original design. 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. The two weekend event featured: Saturday November 27,2004: location 100 Main Street * Holiday Tree Lighting Photos with Santa * Saturday December 4, 2004: location 5301 Riverwalk Drive * Live Entertainment * Theatrical Entertainment * Children's Activities * Arts and Craft Booths * Inflatable Slides / Rides * Car Show * Food Court * On-Site Appearance of Radio Disney * Santa's Workshop * Petting Zoo * Coloring Contest * Southwest Dairy Museum * "Step-Back-in-Time" Museum * Fireworks as the Grand Finale The Celebrate Colleyville Steering Committee feels the two consecutive weekends were confusing to the public. The committee would prefer to return to having one citywide event in 2005, with the lighting of the holiday tree as a main venue item. Structure The Communications Manager served as the primary support staff for this event including planning, implementation and evaluation. The Communications Manager worked closely with a seven-member Celebrate Colleyville Steering Committee. Members of the Celebrate Colleyville Steering Committee are: Dezann Korbuly Marcus Miller Jamie Thibodeaux Mike Taylor Tom Westerman Linda Newton Linda Baker Jon Ayers, 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. Venues Live Entertainment 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 Tera Beall and the Disney Super Stars Show and Oh Looking Performing Arts Center for providing excellent crowd pleasing entertainment. 3:00 to 3:30 3:30 to 4:00 4:00 to 4:10 4:10 to 4:30 4:30 to 4:50 4:50 to 5:00 5:00 to 5:30 5:30 to 5:40 5:40 to 6:00 6:00 to 6:30 6:30 to 7:00 OC Taylor Honor Choir Pat Riddle Dance Studio Coloring Contest Announcements and Santa Colleyville Elementary School Show Choir Colleyville Heritage High School Jazz Band Sponsor Awards God's Country Kids Local News Only Car Awards Disney Drawing with Tera Beall Disney Super Stars Show Oh Look Performing Arts Center Theatrical Entertainment The Colleyville Center's outdoor stage area was utilized for the first time during Celebrate Colleyville. Oh Look Performing Art Center featured scenes from their world famous tours with Matthew and Jill Lord. The schedule was as follows: 3:00 to 4:00 Scenes from Chicago 4:00 to 5:00 Junior Master Class 5:00 to 6:00 Senior Master Class 6:30 to 7:00 Jill and Matthew Lord on the Main Stage Children's Activities 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: Glass Ornaments, Face Painting, Sandy Candy, Wooden Art, Reindeer Antlers, Snow Socks, and Market Street providing cookie decorating. Lisa Adan did an outstanding job choosing fun and exciting crafts for kids of all ages to participate. Lisa also utilized volunteers from The National Charity League, DFW Chapter, and a few volunteers from teen court, and Colleyville Heritage High School assisted with this venue. Arts and Craft Booths This is the third year that Arts and Craft Vendors were invited to sell wares at Celebrate Colleyville. The first year was in 2001, with 13 vendors participating. We provided this venue again in 2003 with 33 vendor spaces available. This year there were fifteen (15) 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 $25 per space. Exhibitors were responsible for all display equipment including tables and chairs. Booths were assigned on a first come first serve basis. Linda Newton, arts and craft sub-committee member does not recommend that we continue this venue in the future. We did not have a good vendor response this year, and sales were poor for each vendor. There are other competing craft shows on the first Saturday in December. A local high school conducts their annual craft fair on this same date. Continuing this venue is unfair to the vendors involved. Inflatable Rides This venue was so popular last year that we continued this year, but offered it free to all participants. The inflatable area was in the west parking lot of the Colleyville Center. The rides included: a. Tiger Slide b. Rat Race Obstacle Course c. Bounce House for small children d. Bounce House (2) larger for older children Car Show LocalNewsOnly and Autobahn partnered to provide the first car show at Celebrate Colleyville. There were 78 entries for the car show. Colleyville CAN also participated with this venue by showing extravagant vehicles for display. Mr. Thibodeaux was instrumental in helping with this venue. Food Court Celebrate Colleyville had returning food vendors for this year's event. The committee members have contacted many local restaurants to encourage their participation in this event. Papa John's pizza was the only local restaurant that participated. Marcus Miller, food sub-committee member, spoke with each food vendor after the event. Each vendor has a very successful night and would be interested in returning next year. The only suggestion for next year would be to move the food court from grass to concrete. There were some challenges with the food vendor's set-up due to being placed in the grass area. The food vendors and menus were as follows: · Jimbo's Gourmet: Smoked Turkey Legs, Smoked Sausage on a stick, Sliced Smoked Brisket, Tennessee Smoked Pulled Pork Sandwiches, Hamburgers, Hot Dogs, Frito Pie, Nachos, French Fries · Pro Catering: Funnel Cakes, Corn Dogs, Texas Tators · Papa John's Pizza in Colleyville: Pizza by the Slice Radio Disney Provided music and games for children of all ages with Tera Beall, 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. In addition to the on-site appearance, Tera Beall performed on Stage for 20 minutes. She was crowd pleasing and conducted a "Daddy Contest" that was very successful. This was the largest crowd at the main stage area and Dezann Korbuly, entertainment sub-committee member, would recommend Tera Beall's return on the main stage area for next year. Immediately following Tera Beall was the Disney Superstars. Each performer was very talented and the crowd remained at the main stage for this entertainment venue. Santa's Workshop The Colleyville Lion's Club sponsored Santa's Workshop. They decorated a designated area on the porch of the Colleyville Center and provided pictures with Santa for a minimal fee. The main challenge with Santa's workshop at the Colleyville Center was parking during the Pancake Breakfast. Due to the event taking place on Church Street and Rivewalk Drive the streets were closed for event set-up and safety. The City placed reader signs on Glade Road and Hall Johnson Road, two weeks prior to the event, to inform the community to access Bluebonnet Road for parking during the Pancake Breakfast. The Lions Club stated they lost attendance due to the fact that parking was on allowed on Riverwalk Drive. If the event continues at this location Tom Westerman, the Lions Club liaison to Celebrate Colleyville, suggested that the Pancake Breakfast chose an alternate date prior to or after Celebrate Colleyville. Petting Zoo A returning venue was the petting zoo from Country Critters Farm Animals. This company also provides services, for the same day, at the City of North Richland Hills for their annual holiday event. We were unable to book the barn, which is an elaborate set-up for a petting zoo area. This year the set-up seemed small and was not well attended. The committee needs to either book early or find an alternate company that is not already booked at another event. Coloring Contest The City awarded $300 in cash prizes for the Celebrate Colleyville Coloring Contest. LaChapelle agency reformatted the 2004 theme logo as a black and white coloring image. We had over 124 coloring contest entries, which is the largest return number in four 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 2004 Coloring Contest judges. This is the third 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. Southwest Dairy Museum This was a first time venue for Celebrate Colleyville. The Southwest Dairy Museum is a Mobile Dairy Classroom featuring a fully operational milking parlor. This demonstration teaches modern milking practices, characteristics and anatomy of dairy cows, importance of dairy foods in a healthy diet, and modern environmental and food safety practices. The event and exhibits were free to the public. Step Back in time Museum This is the second year that Celebrate Colleyville included a special exhibit called "Step Back in Time" Museum. This special exhibit was set-up on the kitchen side of the Colleyville Center. The Historical Preservation Committee helped with set- up and gave educational tours along with the dairy implement owners Francis and Bobby Fitzgerald. Included in the exhibit were some special items that have been collected over the past 50 plus years. 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. and Ms. Fitzgerald, to provide details and demonstrations of the different antique items on exhibit. The event and exhibits were free to the public. Fireworks Pyrotecnico of Louisiana provided a ten minutes combination aerial and ground effects fireworks display choreographed to music. The display was fired from the open space in front of Lifetime Fitness. The City had written authorization for the use of this site from Robert Farrell, President, Melvin and Martindale, Ltd. The show was custom designed and choreographed by Pyrotecnico, which provided superb precision and an outstanding fireworks show. Publicity After Celebrate Colleyville 2003 we had a balance of $5,097.20 for the purchase of capital items. These fees were generated by collecting money for vendors to sell food and wares at the event, as well as collecting and entry fee of $5 for the inflatable area. The Celebrate Colleyville Steering Committee allocated these funds to purchase ten banners to be placed on SH 26 and two street mesh signs to be placed on Glade Road and Hall Johnson Road. The banners and street mesh signs were strategically placed to provide the most visibility to help market the new location for the event. The committee placed signage on all main arterial roads leading to the event; placement of two lit Celebrate Colleyville signs on Main Street and Church Street intersections. Also ten banners on SH 26 and two street mesh signs that stretch across both Glade Road and Hall Johnson. The committee's hopes were to increase visibility for the event by placing signage at all main corridors throughout the city. The purchase of the banners and street mesh signage is an investment, due to the fact that these signs can be reused each year to promote the event. A central element of the publicity included designing the 2004 color poster that consistently appeared on all promotional items distributed to the community. LaChapelle agency designed the artwork for the ads placed in the Star- Telegram, as well as other publications. 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. WSM Advertising designed, developed and implemented our second Celebrate Colleyville commercial. The commercial was a 30 second spot that highlighted the event from past photos and videos. The voice over for the 2004 Celebrate Colleyville commercial was performed by a long-time Colleyville resident Jerome Davies. The commercial ran on Channel 15 every 30 minutes for two-days prior to the event. 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. With the joint efforts of the Celebrate Colleyville Steering Committee, this event was promoted to the community and the surrounding areas. Promotions include professional commercial aired on Channel 15, paper promotion through Star Telegram, Colleyville Journal, LocaINewsOnly.com, Colleyville Courier, Northeast Arts Council calendar, Colleyville Parks and Recreation Activity Guide, Colleyville Police Department citywide newsletter, "The Neighborhood Net". Also community quarterly newsletters such as the Colleyville Communicator, Colleyville Area Chamber Commerce newsletter and broadcast faxes, broadcast email announcements from the City, LocaINewsOnly.comandAboutMyHOA,as well as Radio Disney commercials and promotional announcements. Radio Disney provided the following elements: 1) Radio Disney Promo crew during event 2) Radio Disney talent for 2 hours 3) $500 worth prizes 4) Games, Drawings and prizes 5) 20:30 second prerecorded announcements to run prior to event 6) 30:60 second prerecorded announcements to run prior to event 7) Inclusion on Kids Connection Line 8) Inclusion on web site event calendar 9) Distribution of flyers about event at other Radio Disney events prior to Celebrate Colleyville The total promotion value was $6,500 with a net investment of $3,000. Celebrate Colleyville made front page on the LocalNewsOnly 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. LocalNewsOnly 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 include public service announcements, news releases, posters displayed at local businesses and city facilities. Also additional coverage on the City's web site and LocalNewsOnly web site. 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 Lifetime Fitness Market Street Town Center Colleyville Ayers & Ayers Plaza Ltd $ 3,500 $ 1,000 $ 1 ,000 $ 500 $ 6,000 In addition to the monetary contributions for this event, the City also received the following in-kind contributions: In-Kind Sponsor Donation David Bagwell Star - T elegram/Colleyville Jou mal AboutMyHOA Autobahn Francis and Bobby Fitzgerald LocalNewsOnly WSM Advertising Colleyville CAN Oh Look Performing Arts Center Quick Signs & Color Graphics Colleyville Lion's Club God's Country Kids Southwest Dairy Museum Yard Art Ed's Electric Colleyville Area Chamber of Commerce Emlers Swim School Colleyville Historical Preservation Committee $15,000 $ 5,100 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 2,500 $ 2,500 $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 500 $ 500 $ 500 $ 250 $ 250 $57,000 The sponsorship funding, in the amount of $6,000, was below last year's $11,700. The in-kind contributions for this event provided holiday tree, publicity, signage, entertainment, food and beverage, electrical needs, and venue attraction for an additional $57,000. 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 $11,000. Additional Fees Collected There was fee generating venues this year, which included: arts and craft vendors and food vendors. Fees Arts and Craft Vendors Food Vendors $ 625 $ 300 $ 925 Budget On September 21, 2004, the City Council approved a total project of $35,098. The actual budget expenditures for Celebrate Colleyville were as follows: E d.t xpen lures Fireworks 9,750.00 Decoration 5,700.00 Vandalism Replacement 1,367.50 Inflatable Area 1,800.00 Arts and Craft Area 1,144.64 TXU Enerqy 465.03 United Equipment Rental 725.32 Rentals Tables and Chairs 355.00 Printing Posters, flyers 647.78 Radio Disney 3,000.00 Food VIPNOL 957.89 Petting Zoo 475.00 On-Site Electrician 1,020.00 Main Stage 3,850.00 Staqe Generator 675.00 Awards 197.50 Clowns 100.00 Development of Artwork 850.00 VIP Badges 109.74 Oh Look Performinq Arts 2,000.00 Postaqe 38.43 Additional Signage 492.50 Cash for Coloring Contest 300.00 Credit Return items -223.45 Total Event Cost 35,798 Personnel Resources City personnel provided administrative oversight, security, 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 (hours) Time (hours) (hours) City Manager's Office 4 24 Finance 2 6 Fire Department 11 32 16 4 Police 9 3 83.50 Parks and Recreation 12 86.25 62.25 Colleyville Center 5 15.25 11 Public Works 19 10 32.5 96 Building Inspection 1 6 Engineering 1 3 Total 64 $1,439 $4,768 $6,439 On the basis of the above, the City's estimated overtime costs is $6,439, this is an increase from last years $5,900. The major contributor to the increase in overtime cost is due to the event location change from City Park to Colleyville Center and adjacent public streets. The main stage was installed the evening before the event (Friday, December 3, 2004) all adjacent streets were closed at 5:00 a.m. due to stage and event set-up. There was additional staff for stage and barricade security as well as additional park staff for set up and break-down of the event. 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, the Celebrate Colleyville Steering Committee has developed the following recommendations for consideration by the Colleyville City Council: cc: Bill Lindley, City Manager Paul Frederiksen, Assistant City Manager Monica Sue Walsh, Parks and Recreation Director MEMORANDUM DATE: March 4,2005 TO: Celebrate Colleyville Steering Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Agenda Item V: Use of Celebrate Colleyville Logo Per the last meeting the committee requested staff to seek a written opinion for the City Attorney regarding the use of the Celebrate Colleyville logo. Attached is the opinion. 03/04/2005 09:25 8174852836 ROSS T FOSTER P C PAGE 02/03 MEMORANDUM TO: Dixie Cawthorne, Communication Manager FROM: Ross Foster DATE: March 4, 2005 RE: Celebrate Colleyville copyright You have asked me to provide "a written opinion regarding the copyright use of the City's special event logo and name, 'Celebrate Colleyville.'" You have provided me a copy of a Co:pyri~t Registration Form VA, which you filed with the Library of Congress in order to register the Celebrate Colleyville logo and name. I understand that you want to know generally what protections the copyright registration gives the City with regard to the logo and name. A copyright generally protects works of original authorship fixed in a tangible medium, suc.h as works of literature, music, and art. A copyright gives the author the exclusive right to reproduce, distribute, perfonn, or display the work as well as the right of attribution. Copyright law prohibits the copying of a protected work but not the independent creation of a similar work. Copyright law does not protect trade names or trademarks. A copyright exists in a work when it is created. The registration process, although not legally necessary to create a copyright, puts the public on constructive notice of the author's copyright and is a prerequisite to an enforcement action. Also, including a copyright notice on the work itself puts potential infringers on notice. Such a notice would consist of the word, "Copyright," the abbreviation, "Copr.", or the symbol, "@"; the year of first publication; and the copyright owner. For example,"c 2004 City of Colleyville, Texas. All Rights Reserved. " The Celebrate Colleyville logo (art work) itself might be considered an original graphic work, protectable under Copyright law. For instance, if someone copied the logo and thereby damaged the City of Colleyville. the City may be able sue to recover damages and stop the infringement, potentially by injunction. It does not appear. however, that copyright laws would pr(:vent someone from using the words, "Celebrate Colleyville," as those appear to fall more squarely into the arena of trademarks or trade names. In order to protect the words "Celebrate Colleyville," the graphic logo, or both, the City may want to assert that the words and logo constitute a trademark or service mark. Trademarks and service marks, which indicate the source or origin of goods and services. respectively, and are protectable under common law, federal statutory law, and Texas statutory law. "McDonald's" and its golden arches, for example, are trademarks. Assuming the "Celebrate Colleyville" words and logo are protectable as a trademark or service mark, the City would automatically have acquired protection of the mark upon use thereof. Trademarks and service marks can be registered nationally, if used in interstate commerce, through the U.S. Patent and Trademark 03/04/2005 09:25 8174852836 ROSS T FOSTER P C PAGE 03/03 Office. and in Texas through the Secretary of State's Office. 1 The City may want to add the symbols "N" or 'SM" to the Celebrate Colleyville logo to put the public on notice that the mark is protected. (If a trademark or service mark registration is granted by the U.S. Patent and Tra.demark Office, the mark may contain the symbol CCQl>" designating it as a registered mark.) As with copyrights, registration of a trademark or service mark is not necessary but provides constructive notice to the public of the ownership of the mark and may ultimately provide, to put it simply, a higher level of protection. As stated above, the mark's owner has a protectable interest upon first use of the mark. Whether it is registered or not, in order to prevent dilution of the mark, the owner of a trademark or service mark must police its rights by taking steps, such as seeking an injunction, to stop any known infringement of the mark. The registration process for trademarks and service marks is a bit more complicated and lengthy process than registering copyrighted works, and a detailed explanation of that process appears to be beyond the scope of your request. If you need further information, however, please let me know. RTF 1 If the "Celebrate Colleyville" words or logo constitute an "insignia of a municipality," they may not be registrable, but fully researching and analyzing that possibility was beyond the scope of this memorandum.