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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/2/2005 (2)CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, August 31, 2005 I. CALL TO ORDER -The meeting of the Celebrate Colleyville Steering Committee was called to order at 6:00 p.m. ROLL CALL - Members present: Jamie Thibodeaux, Linda Baker, Ed Baker, Michael Muhm, Tom Westerman, Stan Hall, Leslie Frazier, Allison Hinman Members absent: Richard Myers, Judy Myre, Mike Taylor Staff present: Paul Frederiksen, Bill Lindley, Renee Garrett, Mona Gandy Visitors: None II. Approval of July 26, 2005 Minutes Mike Muhm moved to approve, seconded by Stan Hall. Motion carried. III. Discussion of Entertainment and Event Hours New event hours will be 1:00-7:00 p.m. The Lions Club Breakfast with Santa will have the Colleyville Center space that morning. Church Street will remain open from 6:00-10:00 a.m. to provide access to Colleyville Center for the Lion's Club. (If we need to close one lane of Church Street, it's OK-as long as the Lions Club has access to the Center via one lane.) Lions Club will be finished and cleaned up by 11:00 a.m. Headline Entertainment (Mike Muhm) Amy & Annie confirmed -City staff has contract for execution. Mike is trying to confirm other acts and hopes to have final confirmation back by next meeting. So far he has confirmed the following: Colleyville Elementary Show Choir, Pat Riddle School of Dance, God's Country Kids, Doubletake Dance Studio, Colleyville Heritage High School Jazz Choir and Champion Kids. He'll send out confirmation letters at the end of this week to all acts that have confirmed. Children's Craft Area (Rene Garrett) Nothing to report at this time. Petting Zoo and Pony Rides Contract has been awarded to Country Critters. Inflatable Area Contract has been awarded to Mid-Cities Inflatables Arts and Craft Booths (Leslie Frazier & Jamie Thibodeaux) Now that new hours have been finalized, revised letters with new hours to be sent this month. Leslie and Jamie to get revised letters and materials to Mona Gandy. Mona will handle the mailing. Food Vendors (Mike Taylor & Richard Myers -Dana Holland) Dana was not present for this meeting but sent word that there were three food vendors contacted to date. Gimbo Gourmet has sent in contract and payment. Volunteer Area (Monica Walsh) Nothing to report at this time. Santa's Workshop -Sponsored by the Lions Club (Tom Westerman) Tom is looking into the reindeer and the sled. For two hours, the company wants $1125; three hours is $1500. From previous meeting: Hours for this will be 2:00-6:00 p.m. Santa will be brought in on Mayor Kelly's Fire Truck. Tom will update committee in August regarding reindeer. Sponsorship (Ed Baker, Linda Baker, Judy Myre, Jamie Thibodeaux & Allison Hinman) Now that new hours have been confirmed, sponsorship letters will be mailed this month. Publicity (Judy Myre and Jamie Thibodeaux) Working with Star Telegram -details have not been confirmed. Commercial (Linda Baker and Jamie Thibodeaux) Jamie will probably being doing it out of their office. Theater Area -Pending (Jamie is contacting local schools and Oh Look) Car Venue -Stan Hall and Mike Muhm -Jamie Thibodeaux is trying to find a sponsor to cover the plaques. They will still charge a $15 registration fee to cover promotions, mail outs, graphics, etc. The cars will arrive at 12:30 p.m. Step Back in Time Museum (Jamie Thibodeaux) Jamie has spoken with Mr. Fitzgerald and he's on board. He'll pick out some items that are appropriate to the show. Traveling Dairy Museum (Jamie Thibodeaux) Jamie is still working to confirm the date; she hasn't heard back from the yet. Tree Lighting -Linda Baker -Tree will be lit at 5:45 PM David Bagwell donated the tree, which has been planted at Colleyville Center. It should be 15-ft tall by the holidays. From previous meeting: Tree will be lit at 5:45 p.m. Colleyville Chase (Jamie Thibodeaux) Jamie will contact Luke's Locker and see if they would like to continue this run. Coloring Contest/Poster - No update available. Dana Holland has staff that will create graphic for poster at no charge -sponsorship by The Village at Colleyville. Dana's group will provide graphics for flyers, posters, as well as the coloring contest. Jamie is to meet with her. Dog Agility -Stan Hall is working to book this act. Show Animals - Ed Baker stated he would make contact with Ag Dept and see if this venue is possible. Sound Equipment -Allocate $450 for sound equipment from God's Country Kids to be paid upon receipt of service. 817.428.9078 IV. Discussion of Fireworks Bid Bids were submitted by Pyrotex and Pyrotechnico; Atlas was a no bid. These are bid as non-breaking fireworks. The committee is concerned about the length of the show. Previous shows have seemed shorter in length than the contracted 10 minutes. Mona Gandy to get additional information on controlling the time of fireworks from each vendor and let committee members know findings via email. V. Discussion of 50th Anniversary Kick-Off Pending information from the Colleyville Historical Preservation Committee. VI. Discussion of Proposed Media Event Mona Gandy discussed an event to garner media attention for Celebrate Colleyville. She'll contact the local USO representative at DFW Airport. VII. Next Meeting The committee will meet on the last Wednesday of each month at 6:00 p.m. in the city manager's conference room. Following are the dates through October, after which the committee will meet weekly up to the event: September 28, 2005, October 26, 2005, November 2, 2005, November 9, 2005, November 16, 2005, November 22, 2005 (This is a Tuesday meeting -Thanksgiving week) and November 30, 2005. VIII. Citizen Comments No Comments. tX. Adjournment Ed Baker moved to adjourn and Stan Hall seconded. Motion carried. The meeting adjourned at 7:05 PM.