HomeMy WebLinkAboutCelebrate Colleyville-Minutes-10/3/2007Celebrate Colleyville Steering Committee Meeting
Minutes for Oct. 3, 2007
I. Call to order and roll call
The meeting was called to order at 4:05 p.m.
Members present: Jerome Davis, Michael Muhm, Stan Hall, Jennifer Patterson, Tom Westerman, Nancy
Carroll, and Jason Williams
Absent: Richard Myers, Ret Stansberger, Pete Challinor
Council liaison present: Carol Wollin
Staff present: Mona Gandy, Scott Welmaker, Renee Garrett
I1. Approval of Minutes: September 12, 2007
Michael Muhm motioned to approve the minutes; Jerome Davis seconded the motion. Motion approved.
III. 2007 Celebrate Colleyville
A. Activities
Snow Area
Staff is in the process of completing the contract and arranging for the deposit of $3,750.00. The
committee will need to provide volunteers to collect goggles and protective gear. The company is
responsible for operating the actual snow field.
Inflatables
Jennifer Patterson reported that Colleyville Bounce will provide at least three bounce activities for a cost
of $300, fully insured and fully staffed. Staff asked that Jennifer have Colleyville Bounce submit an invoice
for arrangement of payment.
Bungee Jump
Lone Star Amusements is the provider. They are offering both items from last year-the Hippo Slide and
the rock climbing wall-plus the quad-bungee jump for $7,395.00. Last year the price was $6,395.00, so
that makes the bungee jump $1,000 extra. It would normally be priced at $2,500.
Rappelling Wall
Staff has tentatively reserved the wall from Texas Sumo, pending completion of required quote
procedures.
Promotional Balloon
No update at this time.
Animals
Staff received a quote from Country Critters at a cost of $1,000. This price is up $200 from last year. Staff
will obtain quotes from at least two other companies.
Santa Paws Dog Agility Show
Show times were set for 1:30 p.m., 3:00 p.m., and 4:30 p.m.
Train Ride
The route is to be determined. Staff will confirm with the company for 1:00 to 4:00 p.m. at a cost of $350.
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 October 3, 2007
Page 2
Activities continued...
Holiday Tree & Tree Lighting
The committee discussed the possibility of having candles for the actual tree lighting. Staff will explore
cost but no decision has been made at this time.
Consideration of partnering with a charity
Due to the logistics of working with a variety of charities, the committee will not work with a charity group
for this event.
B. Entertainment
Brian English Orchestra
This committee wants to book this group to play from 5:00 to 6:00 p.m. Choral groups of local schools will
then take over for the actual tree lighting. Scott Welmaker has offered to pay for the orchestra (8-10
people) from his budget.
Radio Disney
Staff is waiting for a contract from Disney but it has been booked and placed on the Radio Disney
schedule.
C. Booth Vendors
Vendor Update
Update provided.
D. Decorations
Props and decorations
Staff has reserved the following items from Bill Reed:
Brick Columns and Black Arch - $175
Railroad Crossing Stands (2) - $125 ea - $250
St. Lamps, black Victorian (3) - $55 ea - $165
Total: $590
Bill Reed representative is checking on a suitable chair for Santa's Photo Stop. The nutcrackers have
already been received by another event. Staff to check with other prop houses for nutcrackers. Michael
Muhm will check for inflatable nutcrackers.
E. Advertising, Public Relations, and Promotions
Poster Artwork
Jerome Davis will visit with Terry at the Colleyville Courier for sponsorship. Staff to check with FWST for
ad rates, plus editorial.
F. Subcommittee Reports
Booth Vendors: Stan Hall. Pete Challinor
See staff report above.
Local Entertainment: Jerome Davis. Jason Williams. Jennifer Patterson
Local groups will perform from 1:00 until 4:45 p.m. The committee will contact them before the next
meeting.
Celebrate Colleyville Steering Committee
Minutes from October 3, 2007
Page 3
Subcommittee reports continued...
Sponsorships: Jennifer Patterson
Jennifer Patterson will work on sponsorships based on venues as opposed to sponsorship packages as
has been done in the past.
Town Center: Ret Stansberger and Jennifer Patterson
No update at this time.
Santa's Photo Shop: Tom Westerman
No update at this time. They will need a tent and electricity.
Volunteer Recruitment: Ret Stansberger, Jason Williams
No update at this time.
G. Event Schedule
Staff to provide a preliminary outline at the next meeting.
H. Budget and Cost Review
Update provided.
IV. Next Meeting Dates
The next meeting is Oct. 24, and the committee will meet every week in November except for
Thanksgiving week.
V. Adjournment
Jerome Davis made a motion to adjourn the meeting; Nancy Carroll seconded the motion. Motion
passed.
The meeting was adjourned at 6:37 p.m