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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/2/2005 (4)CELEBRATE COLLEYVILLE STEERING COMMITTEE MINUTES Wednesday, September 28, 2005 I. CALL TO ORDER -The meeting of the Celebrate Colleyville Steering Committee was called to order at 6:05 p.m. II. ROLL CALL - Members present: Linda Baker, Ed Baker, Michael Muhm, Tom Westerman, Stan Hall, Leslie Frazier, Allison Hinman, Mike Taylor Members absent: Richard Myers, Judy Myre, Jamie Thibodeaux Staff present: Renee Garrett, Mona Gandy Visitors: None III. Approval of August 31, 2005 Minutes Mike Muhm moved to approve, seconded by Stan Hall. Motion carried. IV. Discussion of Venues Michael Muhm only has one slot open on the entertainment schedule. (An entertainment listing is attached.) Discussion followed about the committee's ability to pay a stipend to certain non-profit groups who would be providing entertainment at the event. Staff to check and report back. Confirmation letters have been sent. Headline Entertainment Amy & Annie confirmed -City staff has contract for execution. Contract will be executed after the start of the city's new budget year. Children's Craft Area Nothing to report at this time. Petting Zoo and Pony Rides Contract has been awarded to Country Critters. Inflatable Area Staff reported that Sky Pirates has bought out Mid-Cities Inflatables and are honoring all contracts. Arts and Craft Booths Leslie Frazier reported that all arts and craft booth packets have been sent out. She has started making calls to prospects. She also found another good list of prospective merchants and will work with staff to get out another large mailing this week. Food Vendors Mike Taylor reported that Dana Holland has three food vendors lined up. She will work on getting contracts signed and back soon. Celebrate Colleyville Committee Minutes -September 26, 2005 Page 2 Volunteer Area Mike Taylor agreed to head the effort to recruit community volunteers. City staff will continue their role in recruiting city employees to volunteer for the event. Santa's Workshop -Sponsored by the Lions Club Tom Westerman has booked a reindeer and sleigh. The cost is $1625 and reindeer hours are from 2:00-6:00 p.m. Sponsorships All sponsor packets have been sent out by staff. Jamie and Allison will start calling next week. Publicity No report. Commercial No report. Theater Area Pending (Jamie is contacting local schools and Oh Look) Car Venue No report. Step. Back in Time Museum No report. Traveling Dairy Museum No report. Tree Lighting No changes since last meeting. Colleyville Chase No report. Coloring Contest/Poster Staff reported that a meeting has been set up with Dana Holland to go over artwork. Meeting is scheduled for next week. Dog Agility Stan Hall has booked Pawsabilities, the dog agility group. They will need a wireless mic and sound system. They will pertorm in the area north of Colleyville Center, where the food court was located last year. There will be three performances lasting approximately 15 minutes each. We will need signage to display show times (i.e. Next Show at 3:00 p.m., etc.) We'll need to establish a show schedule incorporating doggie feats into the rest of the entertainment schedule (doggie feats schedule probably showing at 1:30, 3:30 and 5:00 p.m.) We also will need a barrier around the area. Linda Baker suggested the possibility of some awards to the dog agility show group, possibly sponsored by a local business, to offset any payments. Celebrate Colleyville Committee Minutes -September 26, 2005 Page 3 Sound Equipment A budget allocation of $450 needs to be made for sound equipment from God's Country Kids, which will be paid upon receipt of service. Fireworks Bid Staff reported that Pyrotecnico had been awarded the bid by a unanimous vote of the committee. Both vendors have been notified by staff. Show Animals Decision pending contact by Ed Baker with Ag Dept. V. Discussion of 50th Anniversary Kick-Off No report. VI. Discussion of Proposed Media Event Mona Gandy discussed an event to garner media attention for Celebrate Colleyville. Staff has set up a meeting with the USO rep for later this month. VII. ADDITIONAL COMMENTS: Staff informed committee that the Celebrate Colleyville logo now has an official copyright. The city received notification this week. Allison Hinman is working on a history book, which will provide detailed information about the 2005 event. VIII. 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: 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. IX. Citizen Comments No Comments. X. Adjournment Ed Baker moved to adjourn and Stan Hall seconded. Motion carried. The meeting adjourned at 6:55 p.m.