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HomeMy WebLinkAboutCelebrate Colleyville-Minutes-11/7/2007Celebrate Colleyville Steering Committee Meeting Minutes for November 7, 2007 1. Call to order and roll call The meeting was called to or Members present: Members absent: Staff present: der at 4:05 Jerome Davis, Michael Muhm, Jennifer Patterson, Tom Westerman, Ret Stansberger, Stan Hall, and Pete Challinor Richard Myers, Jason Williams, and Nancy Carroll Mona Gandy II. Approval of Minutes: October 24, 2007 Ret Stansberger made a motion to approve the minutes; Pete Challinor seconded the motion. The motion was approved. III. 2007 Celebrate Colleyville A. Activities Snow Area Complete. Inflatables Details regarding the generators and personnel still need to be resolved. Jennifer Patterson will contact the company. Bungee Jump Complete. Rappelling Wall Complete. Promotional Balloon Staff is following up on the recommendations of the committee on the options presented by Michael Muhm at the last meeting. Animals Country Critters has been contracted. Complete. Santa Paws Dog Agility Show Show times were set for 1:30 p.m., 3:00 p.m., and 4:30 p.m. No new update. Staff pointed out that because of the location of this show, this group can not leave as they have done in years past. Their new location n is dictated by the need for power from other events and trying to keep them away from the noise of Radio Disney. Train Ride Blue Choo is confirmed from 1:00 to 4:00 p.m. at a cost of $350. Complete. Hippo 2 Slide Complete. Children's Craft Area Craft materials are being ordered. Complete. Holiday Tree & Tree Lighting Complete. B. Entertainment Brian English Orchestra Staff has communicated to Mr. English that the event cannot accommodate his time frame. Radio Disney Complete. C. Booth Vendors Vendor Update Staff provided the latest list of confirmed booth vendors. Committee members will make all vendor contacts before the next meeting. D. Decorations Props and decorations All props, including the Santa chair have been ordered. Complete. Decorative Inflatables Complete. Celebrate Colleyville Steering Committee Minutes from Nov. 7, 2007 Page 2 E. Advertising, Public Relations, and Promotions Poster Artwork The graphic artist is working on the poster and ads now. We should have them back by early next week The print quantity is 250. The posters must be printed and delivered by next week so that it can be distributed, along with Breakfast with Santa posters, by Tom Westerman. Promotions Ret Stansberger discussed the possibility of including information about the event in the inserts sent by area banks. She will check into the possibility. Advertising The Courier ad is currently being produced by the graphic artist. Staff will finalize insertion and development of the Fort Worth Star-Telegram ad. F. Subcommittee Reports Booth Vendors: Stan Hall, Pete Challinor See staff report above. Jennifer Patterson will also finalize contact with some of her vendor booth contacts. Local Entertainment: Jerome Davis, Jason Williams, Jennifer Patterson Jerome Davis will send an entertainment list to staff for incorporation in the master schedule. Sponsorships: Jennifer Patterson Jennifer Patterson provided an update on sponsorship prospects. Town Center: Ret Stansberger and Jennifer Patterson No final update at this time. Santa's Photo Shop: Tom Westerman Complete. Volunteer Recruitment: Ret Stansberger, Jason Williams Volunteers will work in three-hour shifts: 11:00 a.m. - 2:00 p.m., 1:00 - 4:00 p.m., and 3:00 - 6:00 p.m., with 10-15 volunteers needed per shift. Ret Stansberger is working on securing volunteers through several sources. Staff will assign volunteers to various areas of the event, depending on the number of volunteers and the priorities needed to produce a successful event. G. Event Schedule Entertainment schedule is still TBD. Staff presented a site layout and walked committee members through the actual site at Colleyville Center.. H. Budget and Cost Review Staff is working through the bid process. The budget update will be available for the next meeting. IV. Next Meeting Dates Due to scheduling conflicts, the committee chose to eliminate the Nov. 14 meeting. The next meeting will take place on Wednesday, Nov. 28, at 4:00 p.m. in the City Manager Conference Room. V. Adjournment Tom Westerman made a motion to adjourn the meeting; Stan Hall seconded the motion. The motion was approved. The meeting was adjourned at 5:07 p.m.