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HomeMy WebLinkAboutColleyville Events Steering Committee-Agenda Packets-09/06/2017City of Colleyville Page 1 City of Colleyville Colleyville Special Events  Ad Hoc Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Wednesday, September 6, 2017 6:00 p.m. Colleyville Library – 2nd Floor 110 Main Street  1.CALL TO ORDER 2.APPROVAL OF MINUTES August 2, 2017 3.REGULAR AGENDA ITEMS 3a Discussion of proposed Movies in the Village 3b Discussion of proposed Farmer's Market 3c Discussion of proposed Fine Arts Fair 3d Discussion of items for future agendas 4.ADJOURNMENT I  hereby  certify  this  agenda  was  posted  on  City  Hall  bulletin  boards  Friday,  September 1, 2017 by 5:00 p.m. Kristi Isbell Administrative Assistant A quorum of the Colleyville City Council or any Board, Commission, or Committee  may be in attendance at this meeting. Any  matter on  this  agenda  may,  at  the  discretion  of  the  governing  body,  be  opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special  accommodations, please advise the Administrative Assistant at least 48 hours in  advance at 817.503.1180, and reasonable accommodations will be made to assist  you. City of Colleyville Page 1 City of Colleyville Colleyville Special Events Ad Hoc Committee Minutes City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Wednesday, August 2, 2017 6:00 p.m. Colleyville Library – 2nd Floor 110 Main Street 1.CALL TO ORDER Chair Rich Hendler called the Colleyville Special Events Ad Hoc Committee to order on Wednesday, August 2, 2017, at 6:06 p.m. ROLL CALL: Chair Rich Hendler and members Laurie Crisci, James Gulizia, Amy Redfearn, Cheryl Searle, and Elizabeth Zeitlin; City Manager Jerry Ducay, Interim Assistant City Manager and Economic Development Director Mark Wood, Marketing Coordinator Dustin Dangli, Library and Recreation Director Mary Rodne, and Administrative Assistant Kristi Isbell Absent: Chris Putnam 2.APPROVAL OF MINUTES June 28, 2017 A motion was made by Cheryl Searle and seconded by James Gulizia to approve the June 28, 2017 minutes as presented. The motion was approved unanimously. 3.REGULAR AGENDA ITEMS 3a Review of Calendar of Events Mary Rodne presented the proposed Calendar of Events for the remainder of 2017 and 2018. 3b Discussion of proposed Movies in the Village Rodne explained that the calendars included the proposed dates of the outdoor movie events on a quarterly basis, with the first movie tentatively scheduled for December 2017. Amy Redfearn questioned the desirability of hosting an outdoor movie event in December weather. Discussion ensued regarding the feasibility of hosting the event in the fall or even adding it to an existing event such as National Night Out. Members agreed that the week of Thanksgiving could be the best consideration because the school holidays would allow the use of a weeknight. Rodne agreed to pursue reserving the necessary equipment and licensure for Monday, November 20, 2017 and would inquire about using Tuesday, November 21, 2017 as a backup date. Colleyville Special Events Ad Hoc Committee Agenda August 2, 2017 City of Colleyville Page 2 Rodne questioned members regarding proposed 2018 movie events. Rich Hendler stated that he favored the proposal of four outdoor movie events and members agreed. Jerry Ducay stated current proposed dates provide a place holder on the calendar and the dates could be adjusted based on success and citizen feedback. Redfearn stated that, in the past, it had been difficult to effectively market special events and that it seemed most people were unaware of all of the events hosted by the City throughout the year. Discussion ensued regarding the current forms of publicity (roadside banner, water bill insert, E-News, and social media). Cheryl Searle suggested that a visually attractive Calendar of Events could be mailed to all citizens. Jerry Ducay encouraged members to think “outside the box” regarding promotional ideas and explained that special events had a direct link to economic development and therefore worthy of funding. Dustin Dangli provided examples of publicity options such as a quarterly events calendar, an annual magnetic trifold, and more. Dangli further explained that the current water bill insert was already being redesigned. 3c Discussion of proposed Fine Arts Fair Elizabeth Zeitlin suggested that, based on feedback from a local artist familiar with art fairs, Colleyville’s niche could be to showcase local artisans only, including former GCISD students, rather than commercial artisans. Zeitlin described the event as being a “product of our community.” Dangli stated that his research supported Zeitllin’s idea of not competing with larger art festivals with national artisans, but rather creating a fair of “homegrown” artisans. Dangli proposed the first event be held in fall of 2018 and added that it could include: art and artists from local school districts and Arts Council Northeast, a children’s craft tent, award categories similar to a county fair, local musicians, and food trucks. Additionally, Hendler proposed that the event could include a local photography element and Zeitlin suggested that an event t-shirt could feature the winning art from a contest. 3d Discussion of proposed Farmer's Market Mark Wood provided information on Four Seasons Markets, a farmer’s market vendor that contracts with several local cities. Wood stated that a meeting was scheduled for the near future between City of Colleyville officials and the vendor in order to tour The Village at Colleyville and discuss possibilities. Wood stated that, in general, Four Seasons Markets were scheduled on a weekly basis. Hendler suggested a hybrid type event – a farmer’s market combined with fine arts – on a seasonal basis even if a weekly farmer’s market is not recommended. Wood explained that, typically, farmer’s markets and fine arts fairs are not combined. Discussion ensued regarding the desire to acquire and maintain quality vendors. Colleyville Special Events Ad Hoc Committee Agenda August 2, 2017 City of Colleyville Page 3 3e Discussion of items for future agendas The next regularly scheduled meeting was set for Wednesday, September 6, 2017. Ducay requested the inclusion of a possible concert series on a future agenda and some discussion occurred on the possibility of this type of event. Gulizia questioned the possibility of including a presentation from Four Seasons Markets at a future meeting. 4.ADJOURNMENT A motion was made by James Gulizia and seconded by Amy Redfearn to adjourn the meeting of the Special Events Ad Hoc Committee at 7:25 p.m. The motion was approved unanimously. APPROVED BY A VOTE OF __ AYES, __ NAYS, AND __ ABSTENTIONS ON THIS THE ________ DAY OF _______________ _____. Minutes taken and prepared by: Kristi Isbell Administrative Assistant City of Colleyville Page 1 City of Colleyville Colleyville Special Events Ad Hoc Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 09/06/2017 Number Type Regular Agenda Items Department Library Title Discussion of proposed Movies in the Village Explanation This item allows the opportunity for presentation and further discussion of this event. City of Colleyville Page 1 City of Colleyville Colleyville Special Events Ad Hoc Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 09/06/2017 Number Type Regular Agenda Items Department Library Title Discussion of proposed Farmer's Market Explanation This item allows the opportunity for presentation and further discussion of this event. City of Colleyville Page 1 City of Colleyville Colleyville Special Events Ad Hoc Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 09/06/2017 Number Type Regular Agenda Items Department Library Title Discussion of proposed Fine Arts Fair Explanation This item allows for presentation and further discussion of this event. City of Colleyville Page 1 City of Colleyville Colleyville Special Events Ad Hoc Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3d Agenda Date 09/06/2017 Number Type Regular Agenda Items Department Library Title Discussion of items for future agendas Explanation This item is for the discussion of future agenda items and to set a date for the next meeting, if needed.