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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/2/2005 (8)CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, November 30, 2005 The meeting was called to order at 6:05 p.m. Present: Jamie Thibodeaux, Linda Baker, Michael Muhm, Leslie Frazier, Tom Westerman, Stan Hall, Mike Taylor Absent: Richard Myers, Judy Myre, Ed Baker, Allison Hinman Staff: Mona Gandy Guest: Ed Havran Approval of Minutes: Nov. 22, 2005 Michael Muhm made a motion to approve the minutes; Leslie Frazier seconded the motion. Motion passed. III. Discussion of Venues a. Headline Entertainment -Report from Mona Gandy Contract has been signed and initial payment made. Nothing new to report at this time. b. General Entertainment -Report from Michael Muhm Final entertainment agenda provided. All have been confirmed and biographical information has been provided for the introductions. Only one clown from the clown group was interested. The clown group did not mention as cost, but there may be a $25 stipend/service fee. c. Children's Craft Area - Report from Mona Gandy The Parks and Recreation Department will have this set up that morning. Once Santa's Breakfast is complete, tents, etc. will be moved onto the parking lot. d. Inflatable Area (Sky Pirates) -Report from Mona Gandy Everything is ready to go. e. Santa's Workshop (Lions Club) -Report from Tom Westerman The Lions Club has this ready to go. The cameras have been tested and are ready. Mona has arranged for the electrician to provide a generator to power the hardware needed for the cameras and lights. f. Fireworks -Report from Mona Gandy Contracts have been signed and initial payment made. Fireworks arrangements are complete and ready to go. Security information regarding protecting the perimeter was shared-more substantial fencing will be used and room will be allowed for parents to photograph their performing children without encroaching on the fireworks perimeter. Staff reminded the committee that the fireworks show is dependent upon weather conditions at the time of the show. g. Car Show -Report from Jamie Thibodeaux All details have been finalized and the car show is ready to go. Car awards will be at 4:25 to avoid any disruption when the cars leave. h. Step Back in Time Museum -Report from Jamie Thibodeaux All arrangements have been made and this venue is ready to go. Ed Havran reported that he will be helping with this venue. Mr. Fitzgerald will make the display cards for the venue. i. Master of Ceremonies Mike Taylor has arranged for Rebecca Miller to serve as master of ceremonies. Staff has made contact with her and we're ready to go. Friends of the committee will fill-in as emcees prior to Ms. Miller's arrival. j. Dog Agility -Report from Stan Hall Twelve dogs will comprise the show. Stan has confirmed all information with them and they're ready to go. Celebrate Colleyville Committee Minutes November 30, 200.6'5 Page 2 k. Champion Livestock -Report from Jamie Thibodeaux Staff to meet with Mr. Burton on arrangements. First meeting was cancelled by Mr. Burton due to an emergency. This meeting has been rescheduled for tomorrow. He will have 10 different types of animals - two of each-for a total of 20 animals, including lams and cattle. The F.F.A. kids will do their own clean-up. The F.F.A. group will bring hay and shavings. He will bring portable stalls. They plan to arrive around 11:00. I. Hot Air Balloon -Report from Stan Hall The balloon display he was working to arrange has been cancelled. The pilot will not be available. m. Christmas Tree -Report from Mona Gandy When the lights were turned on after the decorations were put up, it blew the breaker in the building-turning off all lights. We'll put a generator behind the tree and hide it behind the mayor's fire truck. We'll use a silent generator. The event schedule will be distributed on Saturday Yard Art is bringing seven pieces of art. They draw 1000 watts each. Staff will arrange for another generator for the additional power requirements. These need to be stored at the fire station after the event for pick up on Monday. God's Country Kids will need to move equipment from the center to the stage area at 11:00 a.m. They may need volunteer help to get the equipment moved in time. IV. Sponsors and Vendors a. Update on sponsorships -Report from Jamie Thibodeaux Nothing new to report. b. Update on arts and crafts vendors -Report from Leslie Frazier Jasmine Jewels is a new booth vendor. Fourteen vendors in total, including sponsors. Mona Gandy reported that another vendor, Bright Ideas, has come in. They will pay that day. Some packets have not been received. Some have been emailed. Leslie will have extra parking passes for anyone that didn't receive their mail. Staff delivered sponsor packets. Leslie reported that some vendors have expressed concern that it may be too dark to clean up. There will be five light towers on the site, so lighting should not be a problem. Check needs to go back to the Antique Mall; staff will handle. Leslie has final vendor layout. c. Update on food vendors - No discussion Palio's donating food for VIPs and volunteers. Food vendors are ProCatering, Jimbo's, and Papa Johns. Contract is in for Papa Johns. Palio's wants to be included on the vendor list for next year. V. Budget There were no budget changes since the previous meeting. After review, there was no discussion from the committee. a. Expenditures to date 1. Alexanders called yesterday, they have pulled out on doing the chairs. 2. We are using extra generators this year, so there will be additional expenses involved with that beyond what was budgeted. 3. Updated budget sheet provided. Celebrate Colleyville Committee Minutes November 30, 200/5 Page 3 The committee would like to consider purchasing additional decorations for the event. Suggestions included: items from Yard Art, large snow globe inflatable decoration, oversized toy soldiers or ornaments. This item will be put on the agenda for further discussion at the next meeting. VI. Volunteers -Report from Mike Taylor a. Volunteer check-in will be at the desk inside Colleyville Center. Mike has told everyone they will get their assignments when they arrive. It looks like we have enough volunteers from these efforts to staff the event. b. Update on city employee recruitment -All of the parks staff will be on hand, most of the staff of public works. Staff will start at 6:00 a.m. Saturday. An additional 10 staffers will be on hand from city hall. VII. Promotion and Media a. Coloring Contest Library staff has determined the winners. The winning entries were displayed. Names will be on the event schedule to be distributed Saturday. b. Media All releases have been sent. The event is also being promoted on the city's website and cable channel. Placement of the ads in The Colleyville Courier was poor - it appeared in the interior of the sports pages.. Committee should start earlier to garner a media sponsor. Scott Price with the Courier has called and a story should be in Friday's paper. c. Flyers/Posters Tom Westerman distributed flyers at schools and businesses throughout Colleyville. VIII. Discussion of 50~h Anniversary Kickoff Lila Coley will staff a table in the center during the event. IX. Citizen Comments None. X. Adjournment Mike Taylor moved to adjourn at 7:05 ;seconded by Michael Muhm. Motion passed.