Loading...
HomeMy WebLinkAboutCelebrate Colleyville-Minutes-3/28/2007Celebrate Colleyville Steering Committee Committee Minutes Wednesday, March 28, 2007 Call to order and roll call Meeting called to order at 4:03 p.m. Present: Stan Hall, Carol Wollin, Jerome Davis, Patricia Cree (for Richard Myers), Tom Westerman, Pete Challinor Absent: Allison Hinman, Michael Muhm Staff Present: Stephen Seidel, Kelly Cooper, and Mona Gandy Guests: Katie Lewis, Lindsay Jackson, and Jennifer Patterson Approval of Minutes: January 24, 2007 Stan motioned to approve the updated Minutes distributed at the meeting. Jerome seconded the motion. Motion was approved. III. Celebrate Colleyville Committee 1. Potential New Members Jennifer Patterson has filled out an application to be considered by City Council. She attended the March 28 meeting as a guest. 2. Officer Update and Discussion Carol ran unopposed for City Council, but will not take office until late May/early June. She can not serve as Committee Chair, but may be able to serve as a Council Liaison, dependent upon the City Council appointing her to serve in that capacity. Carol suggested that the Committee begin to think about new officers and address the issue at the next meeting. 3. Discussion on Number of Committee Members There are no official Committee by-laws. The Committee discussed the mechanism to trigger a quorum. Stan motioned that a quorum for Celebrate Colleyville consists of the presence of the majority of appointed places. The motion was seconded by Jerome. Motion was approved. Allison Hinman's presence on the Committee was again discussed. Carol Wollin informed the Committee that she had notified the City Secretary recommending Allison Hinman's removal from the Committee due to lack of response and activity for over a year. The Committee again discussed that Allison has not responded to continual phone calls by both staff and Committee members. Additionally, she has not attended a meeting for over a year. The Committee raised no objections to Allison's removal from the Committee, and supported Carol's recommendation. IV. 2007 Preliminary Budget The Committee reviewed the preliminary FY07 event budget of $44,345. Jennifer is going to check on Radio Disney, climbing wall, stage and sound, slides, inflatables, and tables and chairs costs. She may be able to reduce those prices. V. Discussion of changes in funding request A. Dedicated CCV fund for monies generated via sponsorships and vendors. Mona presented a memo to the Committee and Carol read the memo aloud to the Committee for their thoughts. No changes were made to the memo. Pete made a motion to accept the "Funding Change Request Memo". Tom seconded the motion. The motion was approved. VI. 2007 Celebrate Colleyville A. New Activity Options 1. Snow Slide -Mona has been contacted by a snow slide vendor. Pictures were passed out to the Committee that showed what type of snow slide might be available. There is also the possibility of an ice rink. The preliminary price for a snow slide is $10-12K. Committee gave direction to staff to continue working on the slide option. 2. Excitement Technologies: Multimedia and/or fireworks Combines technology/multimedia with firework display at events. The preliminary cost estimate is $10-15K. However, there is the possibility of sponsorships being displayed in the show program. Mona will continue to check into this possibility. 6. Site Layout 1. Stage Location -Committee will review this at a later date. C. Tree Lighting 1. Illuminant Proposal -Staff has not heard back from the vendor regarding this item. Illuminant originally approached staff regarding the Committee's interest in purchasing a 25 foot tree. Staff will continue to pursue this item. D. Review of Updated Vendor Materials Committee reviewed the updated vendor forms. The Committee wants to add that "all tents must be secured without the use of stakes" to the vendor forms. The Committee deleted the word "No food sales" from the "Food Vendor Form" section 10, bullet point two. E. Discussion of Reserving Props The Committee discussed reserving props this summer to ensure that decorations are available. The Lion's Club would like to use the red sleigh again. The Committee would also like to reserve the entrance archway, nutcrackers, and train signs. The Committee is not going to use the penguins or presents. The use of the evergreen trees really added to the event and would like to use them again. F. Development of Work Plan and Committee Assignments for 2007 Event The Committee reviewed a preliminary work plan. The Committee will review it again at the May meeting and make appropriate assignments. The Committee will meet in June if additional planning is needed. VII. Future Meeting Dates May 23, 2007 at 4:00 p.m. August 22, 2007 at 4:00 p.m. VIII. Citizen Comments None IX. Adjournment Tom made a motion to adjourn. Stan seconded the motion. Meeting adjourned at 5:04 p.m.