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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-1/24/2007Celebrate Colleyville Steering Committee Committee Minutes Wednesday, January 24, 2007 Call to order and roll call Meeting called to order at 4:09 p.m. Present: Stan Hall, Carol Wollin, Jerome Davis, Michael Muhm, Patricia Cree (for Richard Myers), Tom Westerman, Pete Challinor Absent: Allison Hinman Staff Present: Stephen Seidel, Renee Garrett, and Mona Gandy II. Approval of Minutes: November 29, 2006 Stan motioned to approve the minutes. Tom seconded the motion. Motion passed. III. Committee Membership Update Carol and Tom were reappointed to Celebrate Colleyville. Allison Hinman has not been present or has responded to emails or phone calls. Carol is going to speak with Jennifer Patterson about joining the Committee. IV. Update of 2006 Budget Staff reported expenditures for 2007 Celebrate Colleyville were $37,510.13, exclusive of Magic Snow, Inc. The additional expenditures were used for props and a stage, and were approved in advance by the city manager. The committee generated $1500 in sponsorships and an additional $575 in vendor fees. V. Review of Celebrate Colleyville 2006 and suggestions for 2007 The committee viewed a slide show of the 2006 event. A. Attendance -Approximately 5000 attended the event. The most people were present between the hours of 3:00 - 5:00 pm. B. Date and Hours -From 6:00 - 7:00 pm, the attendance dropped significantly. Perhaps do the vent from 1:00 - 6:00 pm on the first Saturday in December next year. If the Lion's breakfast could vacate the parking lot by 11 a.m., then the event could begin a little earlier in the day. C. Location and Parking -Request dimensions from the vendor booths and trailers prior to the event. Many vendors commented that this is one of the most organized events that they had been to that year. The Committee felt that the vendor and activities locations were in good places. The stage needs to be turned because of the audience looking into the sun for much of the afternoon. There was no designated handicap parking. Perhaps designate spaces and have volunteers watch to ensure that they are not taken by non-handicap attendees. Special note: A significant portion of the back parking lot that is normally used for VIP or handicapped parking was reserved for the hot air balloon setup. This availability of this additional parking should be considered for future years. D. Sound and Stage -Good sound throughout the event. Better than the 2005 event. We might need to reduce the sound equipment next year. The stage was great. E. Decorations -Many attendees gave positive feedback on the decorations. Christmas trees were a nice addition and added to the holiday flare. The Committee might want to investigate purchasing decorations for future events. The penguins could be eliminated next year and the sleigh was a success at Santa's Photo Shop. F. Tree Lighting - No one noticed the tree lighting. The guys who did our Celebrate Colleyville signage would sell us a 25 foot artificial tree for $750. Mona is going to explore the tree, and if there is not a tall tree for next year, then the Committee will eliminate that part from the event. G. Entertainment: Radio Disney -Keep them at the end of the event because they were a huge hit. However, they do need to start drawing for prizes earlier in the afternoon. Local Groups -need to keep them because they help generate a crowd. H. Fireworks -Outstanding fireworks this year. Committee would like to keep them for next year although cost may be an issue. I. Holiday Express Train -Long lines the entire day. The Committee would need to tweak the train route through Town Center. Most people viewed the train as a ride rather than a means to go visit merchants. J. Activities -Hippo Slide - Was a huge success and keep for next year. Rock wall -Good activity and keep for next year. Balloon -Did not show up at the event. K. Inflatables -Always about 10-20 people in line for them and we need to keep them for next year. L. Animals -Keep the dog agility show. Keep the pony rides and maybe put straw down to keep the mud at a minimum. M. Children's Craft Area -Craft area was a huge success. Using the tent with tables was a successful addition and need to keep next year. N. Santa's Photo Shop -Was steady with people the entire event. About 120-130 people participated. The student volunteers worked really well and were appreciated. Maybe get a box or crate as a step to get into the sleigh. The location was great. O. Magic Snow -The Committee has a hard time justifying the expense for the snow. The wind definitely affected the snow. P. Vendors -Charge them a $50 vendor fee (food or craft). Only Colleyville food vendors would get the spot free, but they would still have to pay a $25 electricity fee. Stan motioned and Patricia seconded. The motion passed. The Committee would send out information to vendors on June 1 to reserve a spot. However, they do not have to pay until October 1. Q. Town Center Merchants and Passport Plan -Merchants need to take a little more effort to get people off of the train. Passports need to be given out at the train and "sold" at that time. Perhaps announcements should be made on the train about the Passport opportunities. The Passport Plan needs to be revamped for 2007. A meeting with local merchants to get their insights and thoughts into how to make it more successful. R. VIP area - No changes next year. Reserve additional VIP parking. S. Volunteers -Lots of volunteers at the beginning of the event and then lacking towards the end. Get the schedule set prior to September in order to get the word out. In order to do that, the Committee needs to have that information completed by the August meeting. T. Publicity and Sponsorships -The Star-Telegram provided quite a few newspaper advertisements and the Committee was pleased with that service. The print media over all was very good this year. The Committee did recommend that the art and posters need to be sent out earlier than this year. Additionally, the Committee decided to keep the same artwork as 2006 with minor changes/tweaks. Tom suggested that we send flyers out to the pre-schools and home with the children. The Committee would also like to explore with City Council about keeping the revenue generated from selling sponsorships for specific activities or items. U. Sweatshirts -White is hard to keep clean. Perhaps look at another color for next year. VI. Discussion of future meeting dates The Committee agreed to meet the fourth Wednesday of each month at 4 p.m, with no meeting in February. The following are future scheduled meetings: March 28, 2007 at 4 p.m. May 23, 2007 at 4 p.m. August 22, 2007 at 4 p.m. Tom made a motion to approve the future meetings. Michael seconded the motion. Motion passed. VII. Citizen Comments None VIII. Adjournment Michael made a motion to adjourn. Stan seconded the motion. Meeting adjourned at 5:45 p.m.