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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/2/2005 (6)CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, November 9, 2005 The meeting was called to order at 6:05 p.m. Present: Jamie Thibodeaux, Linda Baker, Michael Muhm, Leslie Frazier, Allison Hinman, Mike Taylor, Tom Westerman Absent: Ed Baker, Stan Hall, Richard Myers, Judy Myre Staff present: Mona Gandy, Renee Garrett Approval of Minutes: Nov. 2, 2005 Leslie Frazier moved to approve the minutes; seconded by Tom Westerman. Motion was approved. Linda Baker voted not to approve the minutes. III. Discussion of Venues a. Headline Entertainment Contract has been signed and initial payment made. Nothing new to report. b. General Entertainment -Report from Michael Muhm Michael Muhm has lined up all the local entertainment; the schedule is full. Jamie is to tweak the schedule to accommodate other activities at the event. Michael has all the signed confirmations back. He is working on getting bios and group descriptions; he wants to make certain that the schedule is finalized before he contacts them again. The last entertainment act is at 4:55 p.m. Jamie said that with all the awards, etc. that we would probably be OK with the entertainment currently scheduled. Michael Muhm reported that the clowns can not commit until Nov. 29 at the next monthly meeting. The head of the organization thinks they will probably have two to three clowns participate. c. Children's Craft Area -Report from Renee Garrett All craft orders are complete. Nothing new to report. d. Inflatable Area (Sky Pirates) -Report from Mona Gandy Mona Gandy reported that she talked to Rhonda Ferguson, vendor. The vendor needs at least two hours to set up. There is no problem to setup in the grass. Ms. Ferguson offered a train to replace one of the bounce houses if the committee was interested. The committee wants to stay with the bounce house and feels that the train is too small. e. Santa's Workshop (Lions Club) -Report from Tom Westerman Mona Gandy reported that the cost fora 20 x 20 tent would be $295.00, plus a $30 delivery fee. Santa is scheduled from 2:00-6:00 p.m. He will light the tree at 5:45 p.m. f. Fireworks - No new report The contract is complete and initial payment has been made. The committee has approved the music submitted by Pyrotecnico, which is timed at 9:59. Car Show -Report from Jamie Thibodeaux The car show organizers present plaques to winners-the mayor's award, etc. The committee agreed to reimburse the organizers for the wholesale costs of the plaques (69 plaques at $250, less than $4 per plaque) instead of buying the plaques ourselves. This represents a saving to the committee over the price the committee would have to pay and will be documented as a fee for service as with some of the other vendors. Last year, 87 cars participated in the show. h. Southwest Dairy Museum -Report from Jamie Thibodeaux Due to a schedule conflict, the Dairy Museum can not participate in this year's event. If there is a change, they will let us know. Step Back in Time Museum -Report from Jamie Thibodeaux Jamie Thibodeaux has confirmed that they will participate again this year. They will need six tables. They're OK to be in the hallway area for greater visibility, rather than the large exhibit space. He will provide descriptions and wants tent cards for the displays. j. Chili cook-off Jeff Wheeler has gotten permission from Market Street to use their parking lot for the chili cook-off. His event will not be an official part of Celebrate Colleyville. His event will be 1:00-6:00 p.m. Linda Baker expressed reservations that the cook-off would interfere with event food vendors. Other members of the committee who have worked with the group pointed out that the cook-off participants only hand out enough fora "taste." Michael Muhm asked about judging or any announcements, etc. that had to be made. Staff will confirm with Jeff Wheeler. Jamie said that the committee would like to cooperate and include him in any way possible as long as it is agreed to by the committee. k. Master of Ceremonies Mona Gandy reported that KTVT is working on finding two talents to split the shift. WFAA has no one available. Kevin McCarthy is out of town that day. Mike Taylor volunteered to contact Rebecca Miller and Mike Snyder at KXAS-5. Dog Agility Mona Gandy met with the contact from Pawsibility. He needs 100 x 100 feet of space and says they will fit nicely onto the north lawn with the other venues. The other animals will pose no distraction or issue for his dogs. They will be set up by 12:30 -they should arrive about 11:00. There will be three shows, each about 20 minutes long. They do need a wireless mike. Stan Hall has made it clear to them that we need a minimum of eight dogs. m. Champion Livestock -Report from Jamie Thibodeaux Jamie has confirmed their participation. They will bring five or six different breeds, two of each. They will need a 10x30 tent. The cost for the tent is $275. Consideration is being given to putting them in the south parking lot of the center. We will need access to water on the south side of the building. We will need to look into disposal of animal waste. Staff will contact IESI to see what we need to do. IV. Sponsors and Vendors a. Update on sponsorships -Report from Jamie Thibodeaux Due to the time limitations, the Colleyville Courier will do four ads -one for the coloring contest, two traditional ads and one post-event ad-instead of the five ads initially negotiated. The coloring contest ad and the post-event ad will be larger than what was negotiated. Other sponsors: Reindeer -Amy & Annie, David Bagwell, Realty Capital; Holly - AboutMyHOA, Local News Only, 360FortWorth, Yard Art; Market Street, Mr. and Mrs. Fitzgerald, Lion's Club; Mistletoe - Crown of Life, Dallas Baptist University, University of Phoenix, Optimum Chiropractic, God's Country Kids, Colleyville Historical Committee, Paul Howard Productions. Jamie mentioned that God's Country Kids is considered an in-kind sponsorship because their actual costs are considerably more than what we're charged. b. Update on arts and crafts vendors -Report from Leslie Frazier Contracts for arts and crafts vendors continue to come in. (An updated list was provided.) A final information packet will be sent in mid-November. Leslie will contact the Antique Mall to see if they're interested in a booth. Deadline is next week. No booth assignment map will be provided. Check-in will be at the barricades on Church Street. c. Update on food vendors - No report Contract received from Pro-Catering. Dana Alexander was checking with a new restaurant in town, Paulies. No final word yet. V. Budget -The latest budget information was presented. After review, there was no discussion from the committee. a. Preliminary Budget b. Expenditures to date c. Revenue to date VI. Volunteers a. Update on community recruitment -Report from Mike Taylor Mike Taylor reported that he has been in contact with Teen Court (agreed to participate), HOAs, Meals on Wheels, etc. He is continuing to follow up. He will be sending back 2-4 notifications to HOAs. He is following up with emails and thinks that everyone will start responding in the next week or so. b. Update on city employee recruitment -Report from Mona Gandy Volunteers are being sought from Public Works, Parks & Recreation and City Hall. The Chamber of Commerce is bringing 20 volunteers from their youth leadership group. (Assign in groups of 2-3.) Working with a UNT group to provide up to 10 volunteers. VII. Promotion and Media a. Coloring Contest Coloring contest camera-ready art is due to The Colleyville Courier by Nov. 11. The ad will run Nov. 18. All entries are due by Nov. 29. We need to bring the display board over -check with Parks & Recreation to see where it may be stored. b. Commercial Jamie is continuing to work on this. She will have this ready by Friday. c. Media Staff continuing to work with USO at DFW Airport. Drop-off locations for DVDs for the soldiers are the Chamber of Commerce, Market Street and City Hall. d. Flyers/Posters Artwork has been approved. Waiting for final list of sponsors and logos. If we can print in time, Tom Westerman can distribute with his Breakfast with Santa contest. e. Artwork Complete and approved. VIII. Discussion of 50"' Anniversary Kickoff No new discussion. IX. Additionalltems Mike Taylor mentioned that the First Baptist Church is doing their Mission Colleyville on Dec. 3. All of the activity will start early in the morning. Stan Hall was out of town this week. However, he sent word that he has talked to the man with the balloon and he prefers the grassy space in front of this year's Christmas tree (north of the center). Linda Baker noted that site maps should be available at the information desk during the event. Mike Taylor suggested that check-in for vendors should be handled at the Church Street barricades (10a.m.-1 p.m.); Information booth will be located on the southeast corner of the entrance to Colleyville Center (1:00 - 7:00 p.m.). We'll need to get about 75 red vests from Parks & Recreation. Public Works, Parks & Recreation and Fire Department will be lending radios to the event. Ad deadlines are: Nov. 11 -coloring contest, X. Citizen Comments None. XI. Adjournment Mike Taylor moved to adjourn; motion seconded by Michael Muhm. The meeting adjourned at 7:35 p.m.