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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/2/2005 (3)CELEBRATE COLLEYVILLE COMMITTEE Wednesday, October 26, 2005 CALL TO ORDER- The meeting of the Celebrate Colleyville Steering Committee was called to order at 6:05 p.m. ROLL CALL - Members Present: Tom Westerman, Linda Baker, Leslie Frazier, Mike Taylor, Jamie Thibodeaux, Allison Hinman Members Absent: Richard Myers, Judy Myre, Ed Baker, Michael Muhm, Stan Hall Staff present: Renee Garrett, Mona Gandy III. Approval of September 28, 2005 Minutes Linda Baker moved to approve; motion seconded by Tom Westerman. IV. Discussion of Venues a. Headline Entertainment Staff reported that the contract for Annie & Amy has been signed and the initial payment of $1,500 has been made. The balance of $1,500 is due at the time of the event. The $3,000 fee reflects a discount of $2,200, which the duo wants to contribute as an in-kind donation to the event. The group will be noted as a sponsor of the event. b. General Entertainment Michael Muhm sent a written report (see attached). Entertainment schedule previously provided by Michael Muhm was distributed by staff. Mike Taylor suggests that the entertainment schedule may be too tight to allow for a planned symphony performance. Jamie Thibodeaux thought that sometimes the acts were too short-at least in previous years. Since Holiday Cheer, a strolling carolers group has been contracted; the committee agreed that they get stage time in between performances. c. Children's Craft Area Renee Garrett has placed all the orders for items. The area will feature: glass ornaments, tattoos, sandy candy, wooden art (snowflakes), magnets, scratch art and a color mural. d. Inflatable Area No change since last report on this area. e. Santa's Workshop The Lions Club is looking into the possibility of digital photos for this year's event. Both Tom and staff are pricing tent costs. A location for Santa's Workshop needs to be determined. Tom Westerman and Mona Gandy to work on this on-site Friday. Commemorative photos will cost $5 each. Signage will need to be available. f. Fireworks Mona Gandy reported that she and Fire Marshall Jones had a conference call with Pyrotecnico to discuss specific safety measures. Pyrotecnico should have a musical soundtrack ready by next week for approval by the committee. g. Car Show Staff to contact the organizers of the car show. Jamie Thibodeaux is looking for a sponsor for the trophies. h. Dairy Museum Jamie Thibodeaux has made contact and is still waiting to hear back about specifics. It should be noted that the Southwest Dairy Museum trailer has a door that opens from the left. i. Step Back in Time Museum Jamie Thibodeaux is moving forward with this. They are currently picking the items that will be displayed. j. Adding chili cook-off Jeff Wheeler with the CPD is the contact for this. The committee did not feel that enough details were available to make a decision as to whether this can be included in Celebrate Colleyville. Staff will contact Jeff for specifics and report back to the committee. k. Master of Ceremonies Staff working with television stations to determine who is available. V. Sponsors and Vendors a. Update on sponsorships - DBU (Cash $500) - University of Phoenix (Cash $500) - Crown Life (Cash $500) -Optimal Health (Cash $500) Pending: Lifetime Fitness, Town Center, Market Street All sponsors need booth packets. b. Update on arts and crafts vendors Written listing provided. Leslie Frazier also will contact someone at the Antique Mall. A final packet will be sent to all confirmed sponsors by mid-November. Leslie is working on the packet now. She suggests that vendor packets be sent by June next year, before vendors book up for the holidays. c. Update on food vendors Dana Holland sent an update. Jimbo's is confirmed. She has verbal commitments from ProCatering and Papa John's (in-kind for volunteer food) and Kettle Korn. VI. Budget a. Preliminary Budget Staff submitted preliminary budget. b. Expenditures to date Some expenditures can be removed based on discussions at this meeting. c. Revenue to date VII. Volunteers a. Update on community recruitment Mike Taylor has contacted HOAs, Teen Court, High School Juniors and Seniors for community service hours. He will be going to the senior luncheon later this week and will be contacting the National Charity League. b. Update on city employee recruitment Staff is working to recruit city employees. Monica Walsh is working with staff and is assigning Parks staff. Public Works and Police will be contacted. c. Discussion of change in volunteer area Staff suggests no food be provided in volunteer area. Volunteer area will not be staffed with personnel or with food - it will simply be a rest area. Volunteers will receive food at Papa Johns or other vendors (an as yet number of volunteer vouchers will be made available to volunteers). Volunteers working ahalf-day shift of four hours or less will be allowed to eat before or after their shifts. Food breaks will not be given during a shift. Volunteers, committee and staff will have scheduled breaks during the event. The VIP area will stay the same. VIII. Promotion and Media a. Coloring Contest Jamie Thibodeaux to provide specs for artwork. b. Commercial Jamie Thibodeaux is working on this. c. Media The USO will join Celebrate Colleyville in a partnership to obtain DVDs for distribution to soldiers departing from DFW Airport. They will take part in the media event the morning of Saturday, Dec. 3. d. Flyers/Posters Pending finalization of sponsors. e. Artwork The committee approved the artwork as submitted by Leslie Bardo of Realty Capital. IX. Discussion of 50th Anniversary Kickoff The Historical Preservation Committee will be pre-selling the Colleyville History Book and wants an area close to the museum as was provided last year. X. Additionalltems a. PARKING -Staff needs to finalize approval for parking access at various businesses. b. ADVERTISING OPPORTUNITIES -See memo for details. None were approved. c. Linda Darnell with Youth Sports Association Baseball would like to provide a batting booth or baseball speed gun booth as an additional attraction at the festival and to promote youth baseball. The committee approved the idea. Staff is to contact Ms. Darnell. XI. Citizen Comments XII. Adjournment -Allison Hinman made a motion to adjourn; motion seconded by Linda Baker. Meeting adjourned at 8:00 pm.