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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-5/23/2007Celebrate Colleyville Steering Committee Committee Minutes Wednesday, May 23, 2007 Call to order and roll call Meeting called to order at 4:05 p.m. Present: Stan Hall, Carol Wollin, Jerome Davis, Jennifer Patterson, Candace Hutto (for Ret Stansberger), Jason Williams, Michael Muhm Absent: Tom Westerman, Pete Challinor, Larry Johnson, Richard Myers Staff Present: Stephen Seidel, Kelly Cooper, and Mona Gandy Approval of Minutes: March 28, 2007 Jerome motioned to approve the Minutes distributed at the meeting. Stan seconded the motion. Motion was approved. III. Celebrate Colleyville Committee A. Committee Membership 1. New Member Introductions -All committee and staff members present introduced themselves and provided a little background information to the committee. 2. Officer update and discussion -Carol resigned as the committee chair due to her appointment as a City Councilmember. She provided a brief discussion of the duties of the chair and the need for a co-chair to assist. 3. Election of committee chair and co-chair -Michael motioned to elect Jerome as committee chair. Stan seconded that motion. Motion passed. Stan volunteered to be the co-chair and there was no opposition by the committee for him to serve in that capacity. IV. Update on change in funding request A. Dedicated CCV fund for monies generated via sponsorships and vendors. Stephen provided an update to the committee regarding this item. Anew account will be set up so that monies generated from sponsorships and vendors will not go into the General Fund revenues. The monies generated will be able to carry over year to year to assist in the off-set of event expenses. V. 2007 Celebrate Colleyville A. New Activity Options 1. Snow Slide - Mona provided an update stating that the vendor will not be able to provide a snow slide at the event. However, the vendor would be able to provide an ice rink if the committee would like that instead. There was a question regarding the type of surface the ice rink would need to be placed on. Other vendors are charging approximately $30,000 for a snow slide. Mona is going to check on the cost of a "snowball area" similar to that used in Grapefest. Jennifer is also going to check on prices for other event areas like bounce houses, rock climbing wall, etc and bring those prices back to the committee. 2. Excitement Technologies: Multimedia and/or fireworks To do a laser show the vendor quoted approximately $10,000. For an additional $5,000 the vendor would include a firework show that would coordinate with the lasers. The screen used for the laser show would be 25 feet by 30 feet and 5 feet deep. A 75 KVA generator is required for the equipment and we would have to supply that. Additionally, the vendor would need access to water to assist in cooling the equipment. B. Site Layout 1. Stage Location -The committee reviewed a map with last year's stage location on it. The committee agreed that it would need to be slightly shifted to avoid people looking directly into the sun. However, a final site layout would be determined at a later date. C. Tree Lighting 1. Illuminart Proposal -Illuminart has a new owner. The owner is checking the inventory. Once Mona hears back from the owner she will notify the committee with an update. Illuminart originally approached staff regarding the committee's interest in purchasing a 25 foot tree for $750. D. Vendor Update Mona sent vendor applications to last year's vendor list with a Jufy deadline to reserve their space at the event. There was discussion about utilizing the train again for the Town Center. It was the general consensus that the store owners need to be aggressive with their marketing, similar to what DBU did last year. Most event participants viewed the train as a ride, rather than a means to go and visit shops. The committee needs to work with Town Center merchants on a program that would list what they are offering (like discounts, sidewalk sale, candy, etc). Perhaps use the local high school art classes to decorate the participating merchant windows. Stephen suggested that the committee should get a "conductor" to sit on the train and make announcements to riders. Jennifer is going to check with the merchants about their interest in participating again this year. Jerome is going to check on the cost of costumes, such as elves, carolers, etc. E. Discussion of Reserving Props The committee passed around pictures of various options for props. The committee really liked the oversized chair that the Lion's Club could use for Santa. There was discussion that candy canes could be used on the stage to make it more festive as well as use them as train stops in Town Center instead of street light props. Jennifer offered to check into the cost of building items such as candy canes and storing them year round and letting the committee use them at the event. The committee liked the fountain prop, nutcrackers, and archway. F. Development of Work Plan and Committee Assignments for 2007 Event The Committee reviewed a preliminary work plan. The committee also made sub-committee assignments: Vendors -Stan and Jennifer Local Entertainment -Jerome, Jason, and Jennifer Sponsorships -Jennifer Town Center - Ret and Jennifer Publicity -Jerome Santa's Photo Shop -Tom Volunteer Recruitment - Ret and Jason VIII. Citizen Comments The committee decided to meet on June 27, 2007 at 4:00 p.m. and confirmed August 22, 2007 at 4:00 p.m. The committee is not planning to meet during the month of July. IX. Adjournment Michael made a motion to adjourn. Jerome seconded the motion. Meeting adjourned at 5:53 p.m.