HomeMy WebLinkAboutColleyville Events Steering Committee-Minutes-10/23/2013
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City of Colleyville
Colleyville Events
Steering Committee
Minutes
City Hall
100 Main Street
Colleyville, Texas 76034
817.503.1000
www.colleyville.com
Wednesday, October 23, 2013
4:30 p.m.
Colleyville Public Library
110 Main Street
1. CALL TO ORDER
Chairperson Amy Redfearn called the meeting of the Colleyville Events Steering
Committee to order at 4:40 p.m.
Roll Call
Present: Chair Amy Redfearn, Manjiri Joshi, Kristen Isensee, Linda Salisbury and
Patti Tanaka. Staff present: Mary Rodne, Lisa Escobedo, and Kathy Moore
Absent: J. Walt Mills
2. APPROVAL OF MINUTES
May 22, 2013
A motion was made by Manjiri Joshi and seconded by Linda Salisbury to approve the
May 22, 2013 minutes as presented. The motion carried with a unanimous vote.
3. REGULAR AGENDA ITEMS
3a Post Event Discussion of Red, White and Sousa
In the interest of time restraints for one Committee member this item was skipped.
3b Discussion of the City of Colleyville Special Events FY2014 Budget Report
Director Rodne updated the Committee on the Special Events FY2014 budget and
stated that City Council had approved a budget of $87,000 for special events in
FY2014. It was noted that the budget included $15,000 for the Old Tyme Bar-B-Q,
$36,000 for Holly Colley and $36,000 for Red, White and Sousa. Rodne added that
the budget had a slight increase from FY2013.
3c Discussion of the Location for FY2014 City Special Events
Colleyville Events Steering
Committee Minutes October 23, 2013
City of Colleyville Page 2
Rodne informed the Committee that Holly Colley will be held at the Colleyville Center,
and explained that staff was working on a layout to address safety concerns with the
ponds.
3d Discussion of the Holly Colley Holiday Event
Director Mary Rodne stated that the community tree lighting ceremony would remain
at City Hall and updated the Committee on various timelines for tree delivery and
decorating. It was noted that the big tree will be decorated by staff on November 18.
Rodne also noted that the tree lighting was scheduled for December 3 at 6:15-6:30
pm, between City Council meetings. She added that the Library will host a holiday
open house in conjunction with the tree lighting ceremony and that the event would
include refreshments and various activities. Additionally, Santa would be in
attendance and available for photos.
Kristi Isbell distributed the entertainment schedule for Holly Colley and a list of the
community tree sponsors and noted that she was still working with both the
entertainment and sponsor groups on confirmations. Mary Rodne stated that she was
currently working with Leslie Hill at the Colleyville Center to coordinate a timeline for
the set-up of the Holly Colley Holiday event. Rodne added that she plans to focus
more on the entertainment.
Committee members agreed that with the absence of the tree lighting at the new
location, the event needed something to draw everyone together as a community.
Director Rodne stated that the arrival of Santa could possibly be used to create
something “special” at the beginning of the event; a lengthy discussion ensued on
possible ways to create something “special” for the event and a finale.
Discussions continued with Committee members voicing concerns on the logistics of
the layout and safety concerns with the pond and geese. Director Rodne presented
her current layout plan to the group and stated that staff would address the safety
issues, and update the Committee at their next meeting.
Rodne concluded with an overview of the event, and stated that staff planned to
increase the number of photo scenes and inflatable rides, along with new frame
games. Additionally, she stated that the event would include carriage rides, food
trucks and the Colleyville Lions Club photos with Santa.
3e Discussion of Items for Future Agendas
The Committee tentatively agreed to meet again on November 20, 2013; staff will
send out reminder notices the week before to ensure that a quorum would be met.
Colleyville Events Steering
Committee Minutes October 23, 2013
City of Colleyville Page 3
Amy Redfearn informed staff that National Charity League (NCL) was interested in
some volunteer opportunities with the City’s upcoming events. Rodne noted that Lisa
Escobedo was in charge of volunteers for the Holly Colley event, and that she had
been in contact with the NCL organization.
4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE
AGENDA
There were no citizen’s comments/presentations regarding items not on the agenda.
5. ADJOURNMENT
A motion was made by Patti Tanaka and seconded by Linda Salisbury to adjourn the
meeting. Motion approved. The meeting of the Colleyville Events Steering Committee
was adjourned at 5:20 p.m.
APPROVED BY A VOTE OF 5 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 26th
DAY OF February, 2014.
Minutes taken and prepared by:
Kathy Moore
Administrative Secretary