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Home My WebLink AboutColleyville Events Steering Committee-Agenda Packets-1/23/2013City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Wednesday, January 23, 2013 4:30 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER 2. APPROVAL OF MINUTES November 14, 2012 3. REGULAR AGENDA ITEMS 3a Introduction of new Colleyville Event Steering Committee members 3b Election of a Colleyville Events Steering Committee Chairperson and Vice- Chairperson 3c Discussion of the Holly Colley Holiday Event 3d Discussion of the Upcoming 2013 Special Events 3e Discussion of Items for Future Agendas 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, January 18, 2013 by 5:00 p.m. Kathy E. Moore Administrative Assistant 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 Special Events Coordinator at least 48 hours in advance at 817.503.1150, and reasonable accommodations will be made to assist you. City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Wednesday, November 14, 2012 4:30 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER Chairperson Charles Bethards called the meeting of the Colleyville Events Steering Committee to order at 4:38 p.m. Roll Call Present: Charles Bethards, Charles Hewitt, Kirsten Isensee, J. Walt Mills, Amy Redfearn, Barb Stephens, Patti Tanaka and Tom Westerman. Staff present: Mary Rodne and Kathy Moore Absent: Linda Salisbury and Letha Siddons 2. APPROVAL OF MINUTES October 24, 2012 A motion was made by Barb Stephens and seconded by Amy Redfearn to approve the October 24, 2012 minutes as presented. Motion approved unanimously. 3. REGULAR AGENDA ITEMS 3a Discussion of the Holly Colley Holiday Event Library Director Mary Rodne suggested that they skip item A. Date/Time/Location and B. Event Purpose, since these items have been established. C. Community Trees Mary Rodne informed the Committee members that fourteen community tree participants were confirmed, adding that this was the same number of participants as last year. Rodne noted that staff was still working with the schools, and several other organizations to participate. Handouts were given to the Committee members listing the confirmed participants. Discussion of decorating the area ensued. Mary Rodne updated the Committee on various timelines for decorating and confirmed that fourteen trees were on reserve. Rodne added that several more community trees could be added if needed, and noted that the large City tree was scheduled to go up Colleyville Events Steering Committee Minutes November 14, 2012 City of Colleyville Page 2 on November 15th and that decorating would begin on November 19th. Rodne concluded that the community trees would be up and ready for groups to decorate on November 27th. D. Entertainment Mary Rodne distributed the entertainment schedule, and reported that most groups would be performing 15-20 minutes. Discussion ensued. Amy Redfearn informed Mary Rodne that she would need to personally contact the First Baptist Colleyville group to confirm their performance at the event. Rodne added that she would contact them and that the entertainment schedule could be changed to include their performance, if needed. E. Children’s Activities Mary Rodne reported the game area would include eight holiday themed games in 10 x 10 tents. Rodne added that there would be several areas for photo opportunities. Also, Rodne reported that Recreation staff would be heading the crafts area, which will feature six different crafts. Additionally, Rodne stated that Library staff would be organizing and staffing the cookie decorating activity and Santa’s store. It was noted that Photos with Santa would be located next to the information tent in a very visible area. Rodne concluded that other entertainment would include inflatable rides for both young and older kids, face painting, a petting zoo, and pony rides. F. Photos with Santa Tom Westerman confirmed that the Colleyville Lions Club was ready to do the photos with Santa again this year. Mary Rodne noted that a 20 x 20 tent would be rented this year to provide more space for this activity. G. Food Vendors Mary Rodne announced that six food and two dessert trucks would be participating as food vendors at the event and added that Scooters Coffee & Yogurt had confirmed that they would be selling hot beverages, coffee, hot chocolate and apple cider. Rodne concluded that a kettle corn vendor had also requested to be added to the line-up. Discussion ensued. Consensus of the committee was that kettle corn would enhance the food selection at the event, and the vendor should be invited to participate. H. Sponsorship/Donations Mary Rodne reported that Baylor Regional Medical Center at Grapevine had contributed a $2,500 sponsorship for the Holly Colley event. Colleyville Events Steering Committee Minutes November 14, 2012 City of Colleyville Page 3 I. Publicity Mary Rodne provided an overview of event publicity and noted that the City had an advertising package with the Fort Worth Star Telegram which includes weekly advertisements with the option of both color and black and white advertisements. Rodne added that advertisements for Holly Colley would be in publications on November 7, 14, 21 and 28 in the Colleyville, Grapevine and Southlake Courier. Additionally, the Colleyville Courier will feature a half-page color advertisement on November 28th. Rodne added that signage was also ready to go out, and that staff was working with Colleyville Close Buy in promoting the event. J. Volunteers Mary Rodne reported that staff had requested 32 moms and daughters through the National Charity League (NCL). Additionally, it was suggested that Second Saturday, a mother-son volunteer group, be contacted, if additional volunteer help is needed. K. Grounds/Set-up/Layout Mary Rodne reported that she had been consulting with Police, Fire, Parks and Public Works staff to review the layout plan for the event and noted that the layout will be much the same as years past. Rodne added that once again the plan would include a fire lane and a route for Santa to arrive by fire truck. L. Parking/Police/Fire Mary Rodne reported that she was working with appropriate City Departments on parking and that the plan would be the same as the Red, White and Sousa event. 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA None 5. ADJOURNMENT A motion was made by Charles Hewitt and seconded by Tom Westerman to adjourn the meeting. Motion approved. The meeting of the Colleyville Events Steering Committee was adjourned at 5:26 p.m. Colleyville Events Steering Committee Minutes November 14, 2012 City of Colleyville Page 4 Minutes taken and prepared by: Kathy Moore Administrative Assistant City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 01/23/2013 Number 3a Type Regular Agenda Items Department Library Title Introduction of new Colleyville Event Steering Committee members Explanation This item is for the introduction of the new Colleyville Events Steering Committee members. Attachments 1.2013 Colleyville Events Steering Committee Roster Colleyville Events Steering Committee Kirsten Isensee 3203 Wilton Woods Court Colleyville, TX 76034 W: (214) 669-2581 H: (817) 864-9052 tiki100@verizon.net TERM: Apr 2012 - Dec 2013 Manjiri Joshi 1109 Riverwalk Court Colleyville, TX 76034 H: (682) 325-4172 Mjoshi13@hotmail.com TERM: Dec 2012 - Dec 2014 J. Walt Mills 404 Vintage Court Colleyville, TX 76034 H: (817) 271-0353 walt@PhotosByWalt.com TERM: Dec 2012 - Dec 2014 Amy Redfearn 7300 Chanel Court Colleyville, TX 76034 W: (972) 896-3796 H: (817) 577-1009 amyredfearn@verizon.net TERM: Dec 2012 - Dec 2014 Linda Salisbury 528 Haverhill Lane Colleyville, TX 76034 W: (817) 848-4992 H: (817) 701-6986 evadbury@aol.com TERM: Apr 2012- Dec 2013 Barb Stephens 3411 Brentwood Drive Colleyville, TX 76034 W: (214) 681-5874 H: (817) 849-8787 barb@eaglerealtypartners.com TERM: Apr 2012 - Dec 2013 Patti Tanaka 4108 Cheshire Drive Colleyville, TX 76034 H: (682) 552-5080 ptanaka86@yahoo.com TERM: Dec 2012 - Dec 2014 City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 01/23/2013 Number 3b Type Regular Agenda Items Department Library Title Election of a Colleyville Events Steering Committee Chairperson and Vice-Chairperson Explanation This item is for the election of a Committee Chairperson and Vice-Chairperson for the upcoming year. Attachments City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 01/23/2013 Number 3c Type Regular Agenda Items Department Library Title Discussion of the Holly Colley Holiday Event Explanation Discussion of the Holly Colley Holiday Event. a. Budget Report b. Community Trees c. Entertainment d. Children's Activities e. Photos with Santa f. Food Vendors g. Sponsorships/Donations h. Publicity i. Volunteers j. Grounds/Set-Up/Layout k. Parking l. Police/Fire Attachments City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3d Agenda Date 01/23/2013 Number 3d Type Regular Agenda Items Department Library Title Discussion of the Upcoming 2013 Special Events Explanation Discussion of the upcoming 2013 special events. a. Colleyville Old Tyme Bar-B-Q - April 26-28, 2013 b. Red, White & Sousa - June 28, 2013 Attachments City of Colleyville Page 1 City of Colleyville Colleyville Events Steering Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3e Agenda Date 01/23/2013 Number 3e Type Regular Agenda Items Department Library Title Discussion of Items for Future Agendas Explanation This item is for discussion of potential future agenda items; and to set a date for the next Colleyville Events Steering Committee meeting. Attachments