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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-8/23/2006 (5)Celebrate Colleyville Steering Committee Committee Minutes Wednesday, November 1, 2006 Call to order and roll call Meeting called to order at 4:30 p.m. Present: Stan Hall, Carol Wollin, Jerome Davis, Michael Muhm, Pete Challinor, Patricia Cree (for Richard Myers), Tom Westerman Absent: Allison Hinman Staff Present: Stephen Seidel, Mona Gandy II. Approval of Minutes: October 4, 2006 and October 24, 2006 Stan motioned to approve the minutes with a correction to the October 24, 2006 minutes under section IV "L" it should be corrected from "1000 passports" to "4000 passports". Michael seconded the motion. Motion passed. III. Discussion of 2006 Artwork Carol recommended gong with a medium red/burgundy background or keeping the original green. She asked if she could have the discretion to choose which color looks best with the font and lettering due to time constraints. Stan motioned to approve; Jerome seconded the motion. Motion passed. IV. Discussion and updates of 2006 Venues A. Children's craft area - No new updates B. Radio Disney -Mona will be developing some talking points for the radio spots over the next few days and weeks. C. Santa's workshop -Santa will have a tent (approx. 20x20). Tom plans to have the area decorated with poinsettias. D. Inflatables - No new updates E. Animals -Price went up to $800 on the pony rides due to extended hours. Stan said that the Santa's Paws contact is already buying decorations to decorate the prop's and area. F. Entertainment -Pat Reynolds Dance Studio was confirmed. Jerome contacted Mary at the elementary school regarding risers but has not heard back from her. Pete offered to assist Jerome with the logistics of performance times and moving groups between performances. G. Train - No new updates. H. Activities 1. Hippo Slide -booked and confirmed 2. Rockwall -booked and confirmed 3. Balloon -booked and confirmed from 5 - 6 p.m. He will need 5-6 volunteers to assist with set up and take down. He plans to begin setting up at approximately 4:30. Michael would like to know how large of an area he needs so he can adjust for it in the site plan. I. VIP -Eric Cook is on vacation, but they are interested in working with Celebrate Colleyville for catering. They will work out the details next week once Eric returns. J. Apparel -Patricia passed out information chart on apparel costs. The committee does not want the actual date of the event on the shirt/sweatshirt so they can be used year to year. The turn around time on printing them would be about 10 days. Mona is going to refigure the budget with the new pricepoints and bring some of her samples that she has from when she worked for Irving. K. Town Center Merchants -Pete put together a list of Town Center merchants. Pete suggested that he and Stan go door to door and speak with the merchants directly. Mona is going to work with Borders, Metrocinema, and Marketstreet for sponsorships. There was discussion on making Passport merchant participants donate a minimum of $50 in- kind donation that could be used as a raffle prize for those who complete passport. Celebrate Colleyville attendees would have to have their card stamped by "X" number of merchants to be eligible for the drawings. Additionally, the merchant would also offer some type of discount or activity for those patrons with a passport. Stan would like to have some type of agreement or contract to give to the merchant so they are committed. A deadline of the middle of November was discussed for merchant response on whether or not they want to participate. L. Sound/Stage -Large festival sound setup is $1500 and $500 for small sound setup. There will be choir mic's for the groups who are entertaining. They will have sound tech's there to adjust sound throughout the day. The company will provide the sound specifications over the next couple of days. They are also going to provide a price for a stage. Mona is checking with Radio Disney about their sound system setup. V. Discussion of 2006 vendors Committee reviewed vendor attachment. There will be a craft fair at LD Bell High School on the same day thus providing competition to Celebrate Colleyville. Stan is attending the Chamber Expo on November 2 to pass out vendor information forms. Carol is going to try to attend a couple of craft fairs over the next few days to hand out flyers. Mona is going to the Canton in the City event on November 11th at the Colleyville Center to pass out information. VI. Discussion of 2006 decorations and site plan No new update. Michael and Patricia are continuing their work on the site plan. VII. Discussion on volunteers: Committee assignment number and placement of volunteers. Carol sent information to the community service organizations at the schools, but has not heard anything from them. VIII. Update on public relations and sponsorships Borders has sponsored $1000 toward to the event. Just Signs has given a $1000 in-kind donation towards the cost of the banner and additional signage. Carol and Mona are still working with Marketstreet and Metrocinema for sponsorships. IX. Budget Update Committee reviewed the attached budget. X. Discussion of future meeting dates The next meeting will be held on November 8, 2006 at 4:30 p.m. XI. Citizen Comments None. XII. Adjournment Jerome made a motion to adjourn; Patricia seconded the motion. Motion passed. The meeting adjourned at 5:37 p.m.