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HomeMy WebLinkAboutCelebrate Colleyville-Agenda Packets-11/2/2005 PUBLIC NOTICE CELEBRATE COLLEYVILLE COMMITTEE AGENDA Wednesday, November 16, 2005 6:00 PM Colleyville City Hall 100 Main Street 3rd Floor - City Manager Conference Room I. Call to order and roll call II. Approval of Minutes: November 9,2005 III. Discussion of Venues a. Headline Entertainment b. General Entertainment c. Children's Craft Area d. Inflatable Area e. Santa's Workshop f. Fireworks g. Car Show h. Dairy Museum i. Step Back in Time Museum j. Master of Ceremonies k. Dog Agility I. Livestock Champions Display IV. Event Schedule V. Sponsors and Vendors a. Update on sponsorships b. Update on arts and crafts vendors c. Update on food vendors VI. Budget a. Budget Status VII. Volunteers a. Update on community recruitment b. Update on city employee recruitment VIII. Promotion and Media a. Coloring Contest b. Commercial c. Media d. Flyers IX. 50th Anniversary - Historical Preservation Committee\ X. Additional Items XI. Citizen Comments XII. Adjournment CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, November 16, 2005 The meeting was called to order at 6:00 p.m. Present: Jamie Thibodeaux, Linda Baker, Michael Muhm, Leslie Frazier, Mike Taylor, Tom Westerman, Stan Hall Absent: Ed Baker, Richard Myers, Judy Myre, Allison Hinman, Staff present: Mona Gandy Approval of Minutes: Nov. 9, 2005 Michael Muhm moved to approve the minutes; seconded by Tom Westerman. Motion was approved. III. Discussion of Venues a. Headline Entertainment - No new report. Contract has been signed and initial payment made. Nothing new to report. b. General Entertainment -Report from Michael Muhm Michael Muhm will be sending a map and final request for bios to all entertainers. Announcements will be made throughout the day between the acts. Holiday music on CD can play from the stage as well. Jamie Thibodeaux mentioned that the stage should never go quiet. c. Children's Craft Area - All craft orders are complete. Nothing new to report. d. Inflatable Area (Sky Pirates) -Report from Mona Gandy They will be arriving by 11:30. They should be set up by 12:30. They will have their own personnel at each station. Mona will have them talk to the electrician to ensure they bring enough generators. e. Santa's Workshop (Lions Club) -Report from Tom Westerman Tom needs power to his tent. The Lions Club will be doing digital photography. He probably needs another generator. Mona to check with the electrician. 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. Fireworks will start at 7:00. g. Car Show -Report from Jamie Thibodeaux We will try to get their awards given out by 4:30 so that the car show participants can leave without disrupting the main entertainment. Jamie says they will give out five to six awards from the stage, which can be done in one of the 10-minute timeframes between acts. 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. i. Step Back in Time Museum -Report from Jamie Thibodeaux Mr. Fitzgerald is happy to be a part of the museum event this year. Jamie says Historical Preservation Committee usually helps him move things. Mona will send Joe Dupree and an email to inquire about their participation. j. Chili cook-off Update: Due to a scheduling conflict, the chili cook-off will be held from 9:00 a.m. to 1:00 p.m. k. Master of Ceremonies Mike Taylor has secured Rebecca Miller as the emcee from 5:00-7:00 p.m. He also will contact Mike Snyder about serving as emcee during another time frame. Jamie is going to check with Scott Murray. Jamie to email Mike to let him know if Scott can do it. Mike Taylor suggests finding a fallback emcee for other times not covered by bigger name local celebrities. Dog Agility Nothing new to report. The following report was from the previous week: 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 Cost of the tents has gone up because they cannot be put up until Saturday, so we're paying weekend rates. One company is charging an additional $200 set-up and $200 removal, plus $10 per barrel for the tent on the parking lot. Mona to check for the most favorable prices and to check on getting a 20x20 rather than a 10x30. We will need to look into disposal of animal waste. Staff will contact IESI to see what we need to do. He will be responsible for bedding, hay, etc. n. Hot Air Balloon -Report from Stan Hall The pilot will not know his schedule until later this week. Weather will play a significant factor in what he can do. The pilot would like to receive a fee for service -could be talking about as much as $500. The pilot is asking if we want aglow-which is after dark. Stan says it could also be free or we may simply have to pay for propane. Stan will check on all and report back. If the committee chooses to pursue this, we need to finalize a location. We can't put the balloon on the south lane of Church because this is the path that Santa will enter at 2:00 p.m. If we do the balloon, it will probably go up on the south lawn in front of the Christmas tree; time between 1:00 and 2:00 p.m. There is some concern about the noise, especially during the 6:00-7:00 hour and the costs. Stan will check on a daytime stand-up, including time and costs. Note to Parks & Recreation: He will need to stake the balloon down on the south lawn. IV. Sponsors and Vendors a. Update on sponsorships -Report from Jamie Thibodeaux Nothing new to report. Jamie will follow up with sponsors to see who wants a booth as provided in the contract. She will confirm Courier, Amy & Annie and the Village at Colleyville. b. Update on arts and crafts vendors -Report from Leslie Frazier Nothing new to report. 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. 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. No contract received yet from Papa John's. Palio's will provide the food for the VIP area. Food booths will be at the corner of Church and Riverwalk. Due to electrical needs, they'll need to be clustered. V. Budget -There were no budget changes since the previous meeting. 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 Two responses since last meeting. Sending out emails over the next two weeks. He'll touch base with Teen Court next week. We may not hear from the community until closer to the event. b. Update on city employee recruitment -Report from Mona Gandy No new report. VII. Promotion and Media a. Coloring Contest Library staff will judge the contest at a silent judging on the second floor on Nov. 30 from 9:30 - 10:00 a.m. Committee members are welcome to be a part of the judging at that time, if they choose. We need to bring the display board over -check with Parks & Recreation to see where it may be stored. b. Commercial Jamie has had trouble with her editing equipment so there will be no commercial this year. 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. Sponsors have been finalized; waiting on a few logos to come in. If we can print in time, Tom Westerman can distribute with his Breakfast with Santa contest. We added holiday shopping to the poster. e. Artwork -Complete and approved. Nothing new to report. VIII. Discussion of 50th Anniversary Kickoff No new discussion. IX. Citizen Comments None. X. Adjournment Michael Muhm moved to adjourn; Tom Westerman seconded. Motion passed. The meeting adjourned at 7:15 p.m.