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HomeMy WebLinkAboutColleyville Events Steering Committee-Minutes-2/27/2013`'�'�� City of Colleyville CityHall COLLEYVIL�.E 100 Main Street Colleyville, Texas 76034 ���,� � Colleyville Events Steering 817. 503.1000 Committee WWW•colleyville.com Minutes Wednesday, February 27, 2013 Colleyville Public Library 4:30 p.m. 110 Main Street 1. CALL TO ORDER Chairperson Amy Redfearn called the meeting of the Colleyville Events Steering Committee to order at 4:35 p.m. Roll Call Present: Chair Amy Redfearn, Kristen Isensee, Manjiri Joshi, J. Walt Mills, Linda Salisbury, Barb Stephens and Patti Tanaka. Staff present: Mary Rodne, Lisa Escobedo and Kathy Moore Absent: None 2. APPROVAL OF MINUTES January 23, 2013 A motion was made by Walt Mills and seconded by Linda Salisbury to approve the January 23, 2013 minutes as presented. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Update on the Colleyville Old Tyme Bar-B-Q Event Director Rodne updated the Committee on the Old Tyme Bar-B-Q, and noted that the event is scheduled for April 26-27, 2013, at the Colleyville Center. Rodne added that the event is planned and executed by the Police Department, and confirmed that the Events Steering Committee does not have to assist with this event. Rodne concluded that it is a weekend long event and that all proceeds from the event are donated to Special Olympics. 3b Discussion of the Red, White and Sousa Event A. Budget Report Mary Rodne opened the discussion of the Red, White and Sousa, and noted that the event will be held on June 28, 2013. Rodne reported that the budget for the event City of Colleyville Page 1 Colleyville Events Steering Committee Minutes February 27, 2013 includes $30,000 from Colleyville Economic Development Corporation (CEDC) funds and a$2500 sponsorship donation from Baylor Regional Medical Center at Grapevine. B. Entertainment Rodne stated that the Committee had previously discussed having a performance that included the Fort Worth Symphony Brass Ensemble and a vocal group. It was discussed that each group could perform independently and that the concert would conclude with both groups performing patriotic songs together. Rodne noted that confirmation from the Fort Worth Symphony was still pending and that staff was actively pursuing this issue. Rodne concluded that the concert would be held from 8:00 - 10:00 p.m. Discussion continued in regard to adding some additional entertainment, contingent on available funding. C. Food Vendors Director Mary Rodne provided an update on the food trucks and confirmed that the food truck vendors had agreed to start serving at 6:00 p.m., rather than 6:30 p.m. to help alleviate the long lines for food. Additionally, it was noted that the same set-up will be used for the tables in this area as last year. D. Sponsorships Rodne reported that the event had received a sponsorship, which included $2500 from Baylor Regional Medical Center at Grapevine. Discussion ensued on ways to get more businesses involved and different ways to provide a variety of sponsorship options. E. Publicity Rodne presented an update on publicity and noted that advertisements were scheduled to run for several weeks in June, as a part of the City's advertising package with the Fort Worth Star Telegram. Rodne concluded that all the regular publicity and signage will be continued. F. Volunteers Mary Rodne stated that volunteer needs would be the same as last year and explained that volunteers could sign-up online utilizing the Library' s volunteer tracking software. G. Grounds/Set-up/Layout Director Rodne reported that the same set-up and layout as last year would be used again this year, as it had worked well for the event. Committee Chair Amy Redfearn City of Colleyville Page 2 Colleyville Events Steering Committee Minutes February 27, 2013 asked about the possibility of borrowing chairs from the Lions Club for the reserved seating area again this year. Mary Rodne agreed to check with the Lions Club to find out if this option would be available again this year. Also, it was noted that additional tables would be added to the reserved seating area this year, and that the reserved table occupancy number would be changed from five to four per table. It was discussed that the table number of five last year had presented various challenges. The cost per table of four was discussed and consensus was to keep the cost at $25 per table. Additionally, concerns were brought forward in regard to the grass burrs in the grassy area on which the event is held. Rodne agreed to check with Parks staff to discuss what options are available to alleviate the problem. H. Police/Fire There was no discussion of Police and Fire Department responsibilities for the Red, White & Sousa event at this time. 3c Review and Discussion of the 2013 City of Colleyville Special Events Calendar Mary Rodne handed out the Library, Parks and Recreation 2013 calendar of events and gave a short overview of the events. Discussion ensued on other types of events and changes that could be made to enhance the events that the City currently offers. 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA The Committee discussed and agreed to meet again on March 27, 2013, and to add the bylaw updates to the agenda for approval. Additionally, it was agreed to move the April 24 meeting to April 17, 2013. 5. ADJOURNMENT A motion was made by Patti Tanaka and seconded by Kristen Isensee to adjourn the meeting. Motion approved. The meeting of the Colleyville Events Steering Committee was adjourned at 5:15 p.m. Minutes taken and prepared by: �. �,�"�'-� Kathy Moore Administrative Assistant City of Colleyville Page 3