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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-8/23/2006 (6)Celebrate Colleyville Steering Committee Committee Minutes Wednesday, November 8, 2006 Call to order and roll call Meeting called to order at 4:35 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, Renee Garrett II. Approval of Minutes: November 1, 2006 Michael motioned to approve the minutes with the correction listed below. Tom seconded the motion. Motion passed. Correction to November 1, 2006 minutes: Section IV -under section "F" the name Reynolds should be changed to Riddle. III. Discussion of 2006 Artwork No new update. Carol continues to work on the artwork design. IV. Discussion and updates on 2006 Venues A. Children's craft area -Renee updated that everything is ordered and will be ready by the event. B. Radio Disney - no new updates. C. Santa's workshop -Going to decorate the area with garland, wreaths, etc along with the poinsettias. D. Inflatables -The company is bringing 2 bounce houses and 1 small slide. E. Animals -Renee is going to check to see if there are any hay bales left over from the Halloween event. If so, we will use those in the animal areas. F. Entertainment -There are seven groups currently lined up to perform at the event. Planning to have a three foot tall stage. Colleyville Elementary has also stated that we can utilize their risers. Jerome wanted to make sure that there is a `holding area' for the groups in the Colleyville Center. G. Train - No new updates. H. Activities 1. Hippo Slide -booked and confirmed; contract is signed 2. Rockwall -booked and confirmed; contract is signed 3. Balloon - he needs a 125ft x 75ft footprint and needs approximately 4 people to assist the entire time. I. VIP -Eric Cook and Mona are setting an appointment to meet to discuss food and refreshments. J. Apparel -Committee reviewed attachment with prices and pictures of Mona's sweatshirts from other events. Jerome motioned to buy a white, crew neck sweatshirt with lettering on the front from the vendor listed on the left side of the attachment. Patricia seconded the motion. Motioned passed. K. Town Center Merchants -Pete has approached 12 businesses thus far about participating in the passport program. - 3 `Yes' - Art Impressions, Celebrity Bakery, Back in Time Barbershop - 5 `Probable' -Penny Lane, Moxie Scooters, Nick-n-Willy's, Luke's Locker, Royale Maison - 4 `Questionable' - Sprint/Nextel, Portrait Innovations, Wolfe Camera, Lee Lighting. Merchants are going to initial the visitor's passport when they visit the location. DBU is planning to do Santa's Mailbox, Borders is committed to helping do something, and Mona is meeting with Metrocinema. November 20 is the last day to sign up as a Passport Merchant. 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. V. Update on vendors Stan attended the Chamber Expo and gave away 20 vendor flyers. Carol went to 2 craft fairs at Trinity High School and Grapevine High School. She handed out 50 - 60 vendor flyers. There will be a craft fair at LD Bell High School and Keller High School on the same day thus providing competition to Celebrate Colleyville. Mona estimates that there will be about 20 - 25 booth vendors at Celebrate Colleyville. VI. Update on decorations and site plan Mona is talking with the snow vendors again. If we book the snow vendor, it will snow every 30 minutes. She is still working on price and logistics. Michael and Patricia continue to work on the site plan. Committee reviewed the decoration order that was placed with Bill Reed. VII. Discussion on volunteers: Committee assignment number and placement of volunteers. The Grapevine High School community service organization has placed asign- up sheet for the event on their bulletin board. VIII. Update on public relations and sponsorships The event is listed on the front page of the City website. The event is advertised in the Colleyville Women's Club newsletter. The Grapevine Sun and Colleyville Courier are placing the event on their event calendar. Mona will be sending out press releases as it gets closer to the event. United Community Bank called about sponsoring a portion of the event. IX. Budget Update Committee reviewed the attached budget. Jerome said that there is a new owner of Jobe's printing (Paul Powell) who may be interested in sponsoring some printing for the event. X. Discussion of future meeting dates The next two meetings will be held on November 15, 2006 and November 29, 2006 at 4:30 p.m. XI. Citizen Comments None. XII. Adjournment Tom made a motion to adjourn; Patricia seconded the motion. Motion passed. The meeting adjourned at 5:49 p.m.