HomeMy WebLinkAboutColleyville Events Steering Committee-Minutes-4/29/2015
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, Linda Barton
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.
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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.
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Colleyville Events Steering
Committee Minutes April 29, 2015
5. ADJOURNMENT
Mary Lou Dove moved to adjourn the meeting and Walt Mills seconded the motion.
The motion carried with a unanimous vote. The meeting of the Colleyville Events
Steering Committee was adjourned at 5:30 p.m.
APPROVED BY A VOTE OF 5 AYES, _0 NAYS, AND _0 ABSTENTIONS ON THIS
THE _27th_ DAY OF _May__ _2015_.
Minutes taken and prepared by:
Kristi Isbell
Administrative Assistant
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