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HomeMy WebLinkAboutColleyville Events Steering Committee-Minutes-4/23/2008Celebrate Colleyville Steering Committee Minutes of April 23, 2008 I. Cali to order and roll call: 4:12 The meeting was called to order at 4:12 p.m. Present: Pete Challinor, Michae! Muhm, Robin Waggoner, Tom Westerman Absent: Nancy Cairoll, Sue Anne Martinez, Jennifer Patterson, She�ry Pipkin, Chuck Baudrau Council liaison: Carol Wollin Staff.- Mona Gandy, Renee Garrett, Sissy Wesolowski II. Approval of minutes: January 23, 2007 Michael Muhm made a motion to approve the minutes; Pete Challinor seconded the motion. Motion approved. III Committee membership update a_ Introduction of new members Many of the new members were unable to attend. In addition, the City Council will appoint more members at the next council meeting. This item will be continued on next month's agenda. IV. Election of chairman and vice-chair Staff suggested Michael Muhm consider serving as chairman of the Celebrate Colleyville Steering Committee. Pete Challinor made a motion that Michael Muhm be elected chairman; Robin Waggoner seconded the motion. Motion approved. Michael Muhm made a motion that Robin Waggoner be elected as vice-chairman of the committee; Pete Challinor seconded the motion. Motion approved. V. Discussion of date and times for 2008 Celebrate Colleyville Staff made a suggestion that the committee consider moving the event from Saturday to Friday evening, December 5. Some of the reasons provided were as fotlows: 1) Logistically it is di�cult to have the event set without full access to the parking lot the morning of the event. Currently the Lions Club uses Colleyville Center for their annual Breakfast with Santa event. While the two organizations work well together, the space limitations continue to present challenges for both events. 2) In talking to vendors, other cities and groups that previously were not scheduled for this date are moving their events to the December 6 date in 2008. 3) More events on that date increases competition for potential booth vendors and sponsors. 4} In previous years, when Celebrate Colleyville was held on Friday everiings, the event was well attended. 5) With Celebrate Colleyville on Friday night, the Lions have an opportunity to promote the Breakfast with Santa event—providing an opportunity for one event to leverage off the other. Michael Muhm made a motion that the event be moved to Friday, Dec. 5; Pete Challinor seconded the motion. Motion approved. The committee will address speci�c hours for the event at the next meeting. Celebrate Colleyville Steering Committee Minutes of April 23, 2008 Page 2 VI. Event Review 1} Discussion of changes in attractions, decorations, staging, etc. from 2007 a. New suggestions for kids' craft area: 1. Sugar-cube snowman competition 2. Gingerbread house competition Sissy Wesolowski will continue to explore options to present to the committee at a later date. 2) The snow vendor is moving away from snow play areas due to liability issues (older kids in the same area as younger ones). For approximately the same amount of money the committee can get a one-lane snow hill, which has a larger promotional impact. The committee authorized staff to contract at the appropriate time for a one-lane snow hill. 3) Staff presented the committee with information on a mini racecar track. This event allows for greater sponsorship opportunities—each car and the track can be offered for sponsorship. Due to the popularity of racing in the area and the general appeal to both children and adults, the committee authorized staff to begin negotiations for a mini racecar track. VII. Committee Assignments Committee assignments will be made at the next committee meeting. a. Entertainment Michael Muhm suggested getting an early notification out to school and community groups that have provided entertainment at past Celebrate Colleyville events to a) get on their calendar for next year, and, b) notify them of the date change. Staff will send a letter by mid-May so that the choir teachers will have the information before the end of the schooi year. b. Sponsorships Pending committee assignment c. Volunteers Pending committee assignment d. Booth vendors Pending committee assignment VIII. Future meeting dates The next meeting is scheduled Wednesday, May 28, at 4:00 p.m. At that time the committee will determine the necessity of scheduling a June meeting. IX. Citizen Comments None. X. Adjournment Pete Challinor made a motion to adjoum the meeting; Michael Muhm seconded the motion. The meeting was adjourned at 4:44 p.m.