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Home My WebLink AboutSpecial Events Ad Hoc Committee Agenda Packet - November 1, 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, November 1, 2017 6:00 p.m. Colleyville Library – 2nd Floor 110 Main Street 1.CALL TO ORDER 2.APPROVAL OF MINUTES October 4, 2017 3.REGULAR AGENDA ITEMS 3a Update on proposed Movies in the Village 3b Update on proposed Farmer's Market 3c Update on proposed Fine Arts Fair 3d Discussion of Special Events Ad Hoc Committee's final recommendations to City Council 4.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 5.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, October 27, 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, October 4, 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, October 4, 2017, at 6:14 p.m. ROLL CALL: Chair Rich Hendler and members James Gulizio, Amy Redfearn, and Elizabeth Zeitlin; Communications Manager Dustin Dangli, Library and Special Events Director Mary Rodne, Library Community Events Coordinator Kristi Isbell Absent: Members Chris Putnam, Cheryl Searle, Laurie Crisci 2. APPROVAL OF MINUTES September 6, 2017 A motion was made by Amy Redfearn and seconded by Elizabeth Zeitlin to approve the September 6, 2017 minutes as presented. The motion was approved unanimously. 3.REGULAR AGENDA ITEMS 3a Update on proposed Movies in the Village Mary Rodne provided an update on the Movies in the Village event and explained that Despicable Me 3 would not be released on DVD in time before the event date of November 20, 2017. The committee agreed to consider a holiday movie as the next best option for the season. Rodne explained that the committee’s previous choice as a back-up movie, Elf, could not be licensed for this event because of its showing at a local movie theater in the same time frame. Rodne listed the most popular movies per information provided by the licensing agent. Discussion ensued regarding the possibility of a themed movie tie-in giveaway, the appeal of seeing particular movies over and again, and the pros and cons of a comedy or drama in an outdoor setting. The committee agreed to pursue the live-action version of Dr. Seuss’ How The Grinch Stole Christmas and to consider a possible movie tie-in giveaway or activity. 3b Update on proposed Farmer's Market Rodne reported on behalf of Mark Wood and stated that the Farmer’s Market would begin in March of 2018. Elizabeth Zeitlin reported that she visited the Flower Mound Colleyville Special Events Ad Hoc Committee Agenda October 4, 2017 City of Colleyville Page 2 Farmer’s Market, also contracted by Four Seasons, and noted the type of vendors included and that the market was well attended. Amy Redfearn questioned if local businesses in the Village at Colleyville were made aware of the Farmer’s Market. Dustin Dangli stated that he had already communicated the details with them and many were looking forward to an opportunity to promote their businesses to the increased traffic in the area. 3c Update on proposed Fine Arts Fair Dangli confirmed the proposed date is September 29, 2018 and that committee’s desire is to invite student and other local artists and, also, other amateur and graphic artists. Dangli stated that he had contacted GCISD’s Fine Arts Director regarding student participation in the event. 3d Discussion of proposed future events The committee agreed to continue the discussion of proposed future events at the next meeting. 3e Discussion of Special Events Ad Hoc Committee's recommendations to City Council Rich Hendler restated the purpose and tenure of the Ad Hoc committee and the need to provide a final report to City Council regarding proposed special events in the near future. The committee agreed to keep the defined purpose of the City’s Special Events the same: celebrate community uniqueness, enhance citywide spirit and pride, promote economic development, and/or celebrate holidays. The committee agreed that special events should be planned and promoted on a scale to match the venue sizes available in the city. In reviewing the current special events, Rodne reconfirmed the committee’s previously stated desire to keep the events as is except to consider other types of music for Red, White & Sousa. Rodne explained that the challenge to finding other music for this event was because the event had been promoted as a “patriotic concert”. Discussion ensued regarding the appropriateness of keeping the event name, removing the description of “patriotic concert”, and incorporating flags and patriotic décor in order to fit the theme of the event, and yet, include different styles of musicians. Hendler added that the concert could still be considered patriotic by celebrating our heritage as rural community. Hendler added that a statement could be included, in the report, regarding the committee’s desire to maximize the use of the City’s new property purchases for the good of the community. Redfearn questioned if there was a defined vision for the use of the two recent property purchases. Rodne and Hendler explained that City Council would direct the Colleyville Special Events Ad Hoc Committee Agenda October 4, 2017 City of Colleyville Page 3 process for defining the use of the properties. Rodne added that the Committee could be notified when a proposal, regarding the properties, would be on the City Council’s agenda to consider. 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen comments/presentations regarding items not on the agenda. 5.ADJOURNMENT The next meeting was tentatively scheduled for Wednesday, November 1, 2017. A motion was made by James Gulizia and seconded by Amy Redfearn to adjourn the meeting of the Special Events Ad Hoc Committee at 7:03 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 Library Community Events Coordinator 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 11/01/2017 Number Type Regular Agenda Items Department Library Title Update on proposed Movies in the Village Explanation This item allows the opportunity for an update on the proposed Movies in the Village. 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 11/01/2017 Number Type Regular Agenda Items Department Library Title Update on proposed Farmer's Market Explanation This item allows the opportunity for an update on the proposed Farmer's Market. 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 11/01/2017 Number Type Regular Agenda Items Department Library Title Update on proposed Fine Arts Fair Explanation This item allows the opportunity for an update on the proposed Fine Arts Fair. 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 11/01/2017 Number Type Regular Agenda Items Department Library Title Discussion of Special Events Ad Hoc Committee's final recommendations to City Council Explanation Per Resolution R-17-4117, it is the responsibility of the Colleyville Special Events Ad Hoc Committee to provide recommendations to City Council regarding special events. This item allows for the discussion of the final recommendations. Attachments 1.Resolution R-17-4117 RESOLUTION R-17-4117 A RESOLUTION ESTABLISHING A COLLEYVILLE SPECIAL EVENTS AD HOC COMMITTEE AND APPOINTING MEMBERS WHEREAS, the City Council desires to achieve the maximum benefit for the community with the continuance of special events; and WHEREAS, the City Council desires to evaluate the current speciai events offered to the community; and WHEREAS, the City Council would like to involve citizens in the review and development of such events; and WHEREAS, the previous Special Events Steering Committee was established by Resolution R-10-3259 and dissoived by Resolution R-15- 3892, upon completion of their original role as an advisory body; and WHEREAS, the City Council desires to establish a Special Events Ad Hoc Committee. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT a seven (7) member Colleyville Special Events Ad Hoc Committee is hereby established. The Mayor and each City Councilmember shall appoint one member to the Committee. The Mayor's appointee shall serve as the Chair of the Committee. Sec. 2. THAT the following citizens are appointed to the Colleyville Special Events Ad Hoc Committee: Rich Hendler, Chair Elizabeth Zeitlin Chris Putnam James Gulizia Cheryl Searle Amy Redfearn To be designated by Councilmember Short on or before May 2, 2017; otherwise, City Council shall fill the appointment at the May 2, 2017 regular City Council meeting. Resolution R-17-4117 Page2of3 3. THAT the Colleyville Special Events Ad Hoc Committee responsibilities may include: a. Review and establish the purpose of special events; be it to celebrate community uniqueness, enhance citywide spirit and pride, promote economic development, and/or celebrate holidays. b. Review and establish evaluation criteria with consideration of event name, schedule, location, activities, target audience, community support, production and marketing needs, funding, and desired outcomes. c. Review and evaluate current special events against the established criteria. The City of Colleyville's current special events include: Old Tyme Bar-B-Q, Red, White & Sousa, Haunted Trail Fest, and the Christmas Tree Lighting Celebration. d. Provide recommendations to the City Council on changes needed, if any, to current special events. e. Meet as needed and use best efforts to complete this project by July 3, 2017. ISec. 4. THAT upon issuance of final recommendations to the City Council, the work of the Committee will be completed, and the terms of the Committee members will be concluded. ISec. 5. THAT this resolution shall take effect immediately upon passage. AND IT IS SO RESOLVED. APPROVED BY A VOTE OF AYES, Q NAYS ANDQABSTENTIONS ON THIS THE 18TH DAY OF APRIL 2017. Mayor Richard Newton Mayor Pro Tem Chris Putnam t Place 1, Tammy Nakamura A.... Place 5, Nancy Coplen _,. Place 2, Bobby Lindamood - Place 6, Mike Taylor ,, Place 4, Jody Short ,. TTEST: Amy`3'helley, TRMC City Secretary Resolution R-17-4117 Page 3 of 3 CITY OF COLLEYVILLE ll Richard Newton Mayor