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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-9/12/2007Celebrate Colleyville Steering Committee Meeting Minutes from September 12, 2007 I. Call to order and roll call The meeting was called to order at 4:10 p.m. Members present: Jerome Davis, Michael Muhm, Pete Challinor, Stan Hall, Jennifer Patterson Absent: Tom Westerman, Nancy Carroll, Larry Johnson, Richard Myers, Ret Stansberger, Jason Williams Council liaison present: Carol Wollin Staff present: Mona Gandy, Scott Welmaker II. Approval of Minutes: August 22, 2007 Michael Muhm motioned to approve the minutes; Stan seconded the motion. Jerome Davis asked that the reference to "snow slide" be changed to "snow area." The committee agreed and the motion passed. III. 2007 Celebrate Colleyville A. Activities Snow Area Michael Muhm made a motion to make the snow area an official activity and proceed with the contract; Pete Challinor seconded the motion. The motion was approved. Inflatables Jennifer Patterson is to check with Colleyville Bounce on prices for three inflatable bounce activities. All three must be fully insured and staffed. She will report to the committee at the Oct. 3 meeting. Bungee Jump The committee is interested in adding a bungee jump activity to the event. Staff will check on prices and report to the committee at the Oct. 3 meeting. Rappelling Wall Stan Hall made a motion to make the rappelling wall an official activity and proceed with obtaining quotes; Michael Muhm seconded the motion. The motion was approved. Promotional Balloon Michael Muhm suggested using a large promotional balloon to attract attention to the event. He will explore options and report to the committee at the Oct. 3 meeting. Animals Michael Muhm made a motion to make pony rides an official activity and proceed with obtaining quotes; Pete Challinor seconded the motion. The motion was approved. Santa Paws Dog Agility Show Stan Hall confirmed arrangements with the dog agility group at a cost of $250. Train Ride Stan Hall made a motion to make the train ride an official activity and proceed with obtaining quotes; Jerome Davis seconded the motion. The motion was approved. Hippo 2 Slide Staff reported that the slide has been reserved for this year's event. Children's Craft Area No update at this time. Celebrate Colleyville Steering Committee Minutes from September 12, 2007 Page 2 Activities continued... Holiday Tree & Tree Lighting Staff reported on the proposal from the Illuminart Company. Michael Muhm made a motion that the purchase of the tree be approved; Stan Hall seconded the motion. The motion was approved. Consideration of partnering with a charity The committee would like to consider partnering with a charity for the event. Staff will review city policies and report to the committee at the Oct. 3 meeting. B. Entertainment Northeast Orchestra Scott Welmaker reported that the Northeast Orchestra, or portions of the orchestra, could be available However, there would be a fee involved. Irving Community Concert Band Update Stan Hall reported that the typical charge for an appearance by this band is $500. Radio Disney Staff presented prices and a preliminary contract from Radio Disney. Michael Muhm made a motion to approve booking Radio Disney and radio personality Tara Bell from 2:00-4:00 p.m; Jerome Davis seconded the motion. The motion passed. C. Booth Vendors Vendor Update Staff provided an update on booth vendor reservations. Staff has sent all members of the committee a flyer to assist them in promoting booth spaces at the event. D. Decorations Props and decorations Staff to check on the availability and prices for props selected by the committee. E. Advertising, Public Relations, and Promotions Poster Artwork The committee chose to use the same poster art developed last year to create a recognizable "brand" for the event. The verbiage on the poster will be updated and some elements may be re-colored to provide a fresh look, while still maintaining a "brand" appearance. See subcommittee reports below on local business involvement, sponsorships, and public relations. F. Subcommittee Reports Booth Vendors: Stan Hall, Pete Challinor See staff report above. In addition, Stan Hall plans to contact Costa Vida and Red Brick Pizza to gauge their interest in being food vendors at the event. Pete Challinor will contact Red Barn Bar-B-Q. Michael Muhm made a motion to extend a $25 price break off the cost of a booth space for Colleyville- based businesses; Jerome Davis seconded the motion. The motion was approved. Local Entertainment: Jerome Davis, Jason Williams, Jennifer Patterson The subcommittee will contact all participants from last year's event by the Oct. 3 meeting. Entertainment will start at 1:00 p.m. Jerome Davis will check with Colleyville Elementary to inquire about borrowing the school's risers. Celebrate Colleyville Steering Committee Minutes from September 12, 2007 Page 3 Subcommittee reports continued... Sponsorships: Jennifer Patterson Potential sponsorship opportunities: train, stage, Santa Paws, snow area, Hippo 2 slide, inflatables, repelling tower, holiday tree, food court, pony rides, children's craft area, VIP area. Jennifer to have sponsorship packages back to the committee by the Oct. 3 meeting. Town Center: Ret Stansberger and Jennifer Patterson Scott Welmaker volunteered to work with Ret Stansberger and Jennifer Patterson in working with Town Center merchants to promote merchant involvement with the event. He will also ensure that the tree lights erected for the summer concert series are lit for the event. Public Relations: Jerome Davis Jerome Davis will contact the Star-Telegram about a print media sponsorship. He may also contact KXAS about involvement with the event. Scott Welmaker offered to let the committee use his upcoming ad in the Colleyville Chamber magazine to promote the event. The event is scheduled for a brief in the October issue of the Colleyville Courier. It will be featured in the November issue. Santa's Photo Shop: Tom Westerman No update at this time. Volunteer Recruitment: Ret Stansberger, Jason Williams No update at this time. G. Event Schedule Staff to provide a preliminary outline at the Oct. 3 meeting. H. Budget and Cost Review Update provided. IV. Next Meeting Dates The committee will meet Oct. 3 and Oct. 24, and every week in November except for Thanksgiving week V. Adjournment Michael Muhm made a motion to adjourn; Stan Hall seconded the motion. The motion was approved. The meeting was adjourned at 6:10 p.m.