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Home My WebLink AboutColleyville Events Steering Committee - Agenda Packets - 5/27/2015City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Wednesday, May 27, 2015 4:30 p.m. Colleyville Public Library 110 Main Street – 2nd Floor 1.CALL TO ORDER 2.APPROVAL OF MINUTES April 29, 2015 3.REGULAR AGENDA ITEMS 3a Discussion and Update on Red, White and Sousa 2015 3b Discussion of Future Events 4.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 5.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, May 22, 2015 by 5:00 p.m. Kristi Isbell Administrative Assistant A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Administrative Assistant at least 48 hours in advance at 817.503.1150, and reasonable accommodations will be made to assist you. City of Colleyville Colleyville Events Steering Committee Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Wednesday, April 29, 2015 4:30 p.m. Colleyville Public Library 110 Main Street 1.CALL TO ORDER Chair Amy Redfearn called to order the Colleyville Events Steering Committee meeting at 4:46 p.m. ROLL CALL Present: Chair Amy Redfearn, Mary Lou Dove, Walt Mills, Catherine Torrez. Staff Present: Library and Recreation Director Mary Rodne, Recreation Manager Lisa Escobedo, Administrative Assistant Kristi Isbell Absent: Sandra McIntosh, Ryan Milakovich 2.APPROVAL OF MINUTES March 25, 2015 A motion was made by Catherine Torrez and seconded by Mary Lou Dove to approve the March 25, 2015 minutes as presented. The motion carried with a unanimous vote. 3.REGULAR AGENDA ITEMS 3a Discussion and update on Red, White and Sousa 2015 Library and Recreation Director Mary Rodne provided an update on Red, White & Sousa planning, thus far, including requisition of stage and sound quotes, submission of a grant application, update of signs/posters/banners, and confirmation of food trucks. Rodne further explained that staff has confirmed rental of reserved seating tables/chairs/cloths and purchased additional centerpiece buckets for additional tables. Rodne stated that the event will feature two stilt walkers, an Uncle Sam and Statue of Liberty character to roam the grounds, greet guests and take photos, and/or pass out items. Rodne stated that staff is researching lighted decoration options for the bella strada, or entrance area of the Colleyville Center. Mary Lou Dove suggested a lighted bunting option. City of Colleyville Page 1 Colleyville Events Steering Committee Minutes April 29, 2015 Regarding sponsorships, Rodne explained that Baylor Regional Medical Center of Grapevine has already submitted a $2500.00 sponsorship check. Rodne stated that the counter proposal presented to the local realtor’s proposed sponsorship package has gone unanswered. Recreation Manager Lisa Escobedo explained the beginning stages of researching and creating a Colleyville events sponsorship package. Torrez suggested offering sponsorship space in a small program for the event. Escobedo explained that the distribution of paper would conflict with the City’s attempts to be more earth friendly and paper-free. Additionally, the paper could create more trash to clear. Amy Redfearn suggested an app for the event and Walt Mills supported the idea citing its low cost and ease of development. Torrez questioned whether it’s possible to have veterans represented or recognized in some manner at the event. Rodne explained that a presentation of colors is included already and that attempts have been made, in past years, to procure uniformed military representation, without success. Rodne stated that some veteran recognition occurs The Vocal Majority’s rendition of the Armed Forces Medley. Walt Mills stated that his son is responsible for scheduling military representation and might be of assistance in the future. Rodne explained that Police and Fire presence is confirmed for the event and that the Fire Department will be stationed, again, with their paramedics and hydration station. Rodne stated that Fire Chief Riley develops the emergency plan and also contacts the area businesses regarding parking lot use. Discussion ensued regarding the seating reservation process and the fact that it is a manual process completed by in-person reservation paid by cash or check only. Rodne explained credit card fees must be absorbed by the purchaser, not the City, and that the reservation of a specific table number cannot be accommodated with current online bill pay system. Director Rodne requested assistance from committee with distributing event posters. Catherine Torrez requested an addition to the next meeting’s agenda regarding a future event. The committee agreed to meet again on Wednesday, May 27, 2015. 4.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen’s comments/presentations regarding items not on the agenda. City of Colleyville Page 2 Colleyville Events Steering Committee Minutes April 29, 2015 5.ADJOURNMENT APPROVED BY A VOTE OF __ AYES, __ NAYS, AND __ ABSTENTIONS ON THIS THE ________ DAY OF _______________ _____. Minutes taken and prepared by: Kristi Isbell Administrative Assistant City of Colleyville Page 3 City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 05/27/2015 Number Type Regular Agenda Items Department Library Title Discussion and Update on Red, White and Sousa 2015 Explanation The following will be discussed under this item: A. Budget Report B. Sponsorships C. Entertainment D. Reserved Seating E. Publicity F. Food Vendors G. Volunteer Needs H. Site Layout City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 05/27/2015 Number Type Regular Agenda Items Department Library Title Discussion of Future Events