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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/2/2005 (5)CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, November 2, 2005 The meeting was called to order at 6:05 p.m. Present: Jamie Thibodeaux, Ed Baker, Stan Hall, Linda Baker, Michael Muhm Absent: Leslie Frazier, Allison Hinman, Richard Myers, Mike Taylor, Judy Myre, Tom Westerman Staff: Mona Gandy, Renee Garrett Approval of Minutes: October 26, 2005 Michael Muhm made a motion that the minutes be approved; the motion was seconded by StanHall. The motion carried. III. Discussion of Venues a. Headline Entertainment Completed. General Entertainment Michael Muhm has lined up all the local entertainment. Jamie is to tweak the schedule to accommodate other activities at the event. c. Children's Craft Area All craft orders are complete. Renee will be ordering table covers and buckets for crayons. d. Inflatable Area Completed. Mona will follow-up with the company to see if they are okay to set up on the grassy lawn area instead of the parking lot. e. Santa's Workshop Complete pending a final decision on the tent. f. Fireworks The contract is complete. The committee has approved the music submitted by Pyrotecnico, which is timed at 9:59. g. Car Show The car show will be working with the event this year in the same capacity as last year. They will be selling t-shirts again this year to assist them in covering their costs. Stan Hall made a motion that the committee approved the use of the logo for the organizers of the car show to be used in promotion of the car show and the Celebrate Colleyville event including, but not limited to, t-shirts on sale at the event. The motion was seconded by Ed Baker. The motion carried unanimously. Dairy Museum Confirmation pending. Jamie will contact them again this week. Step Back in Time Museum Staff suggested that the museum be on display in the hallway of the center rather than the large meeting space to increase its visibility. Committee approved the suggestion. Jamie is to check to see how many tables they will require for display. Adding chili cook-off The committee approved adding the event to the show. A location is still to be determined. Master of Ceremonies Staff is checking with local stations for availability of talent. Michael Muhm suggested radio personality Kevin McCarthy with WBAP. Staff will contact. Dog Agility Relocating the event to the north lawn of the center has displaced the dog agility show. Stan Hall will contact the organizers at Pawsibilities to view the site and determine a new location. He has no need for the outdoor stage of the center. IV. Sponsors and Vendors a. Update on sponsorships Jamie reported that Market Street will do a sponsorship. They are still determining which level. Market Street is uncertain about the cookie demonstration due to a scheduling issue with their staff. Jamie is negotiating with the Colleyville Courier for an in-kind sponsorship of five ads. Update on arts and crafts vendors Contracts for arts and crafts vendors continue to come in. A final information packet will be sent in mid-November. c. Update on food vendors Contract received from Pro-Catering. V. Budget -Nothing new to report from initial submission of preliminary budget. a. Preliminary Budget b. Expenditures to date c. Revenue to date VI. Volunteers -Nothing new to report a. Update on community recruitment b. Update on city employee recruitment VII. Promotion and Media a. Coloring Contest Jamie to provide specs once sponsorship with the Colleyville Courier has been finalized. b. Commercial Jamie is continuing to work on this. c. Media Staff continuing to work with USO at DFW Airport. d. Flyers/Posters Artwork has been approved. Waiting for final list of sponsors and logos. e. Artwork Complete and approved. VIII. Discussion of 50'h Anniversary Kickoff No new discussion. IX. Additionalltems Parking: Pending decision by Lifetime Fitness and Town Center. Change in festival locations: In order to accommodate the setup needs of Celebrate Colleyville, the occurrence of the Breakfast with Santa event, and the short time in between the two events, staff suggested moving venues onto the north lawn of the center. This way setup can take place during the Lions Club Breakfast with Santa event. Committee approved the concept pending mapping of the new venue locations and the addition of venues in the south parking lot. Hot Air Balloon: The committee reviewed several possibilities for a location for a static hot air balloon. Stan Hall will check with the owner of the balloon on the possibilities suggested. The suggested time frame is one hour, from 1:00 to 2:00 p.m. X. Citizen Comments None. Xf. Adjournment The meeting adjourned at 8:15 p.m.