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HomeMy WebLinkAboutColleyville Events Steering Committee-Agenda Packets-3/26/2014City 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, March 26, 2014 4:30 p.m. Colleyville Public Library 110 Main Street 1. CALL TO ORDER 2. APPROVAL OF MINUTES February 26, 2014 3. REGULAR AGENDA ITEMS 3a Discussion of Upcoming Special Events 3b Discussion of Items for Future Agenda 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, March 21, 2014 by 5:00 p.m. Kathy E. Moore Administrative Assistant A quorum of the Colleyville City Council 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 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 Minutes City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Wednesday, February 26, 2014 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 4:37 p.m. Roll Call Present: Chair Amy Redfearn, Patti Tanaka, Mary Lou Dove, Sandra McIntosh and Ryan Milakovich. Staff present: Mary Rodne, Lisa Escobedo, Terry Leake, Kristi Isbell and Kathy Moore Absent: J. Walt Mills and Manjiri Joshi 2. APPROVAL OF MINUTES October 23, 2013 A motion was made by Patti Tanaka and seconded by Mary Lou Dove to approve the October 23, 2013 minutes as presented. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Introductions of the new Colleyville Events Steering Committee members Colleyville Events Steering Committee Chair Amy Redfearn lead introductions of new members and all in attendance introduced themselves. 3b Election of a Chairperson and Vice-Chairperson for the Colleyville Events Steering Committee Committee Chair Amy Redfearn opened the floor for nominations of a Chair and Vice- Chair for the Colleyville Events Steering Committee. A motion was made by Mary Lou Dove that Amy Redfearn continues as Chairperson and Patti Tanaka as Vice-Chair; the motion was seconded by Sandra McIntosh. The motion carried with a unanimous vote. Colleyville Events Steering Committee Minutes February 26, 2014 City of Colleyville Page 2 3c Discussion of the 2013 City Tree Lighting event / Holly Colley Holiday event Director Mary Rodne gave a brief history of the various Christmas holiday events sponsored by the City over the years and there locations. Rodne stated that the Holly Colley Holiday event was moved to the Colleyville Center this past year due to the possible development of the land that previously was used. Additionally, she stated that the City offered two Christmas holiday events in 2013, with community trees and a tree lighting event at City Hall on December 3, 2013, along with an open house which was held at the Colleyville Public Library. Rodne noted that the open house had over 400 people in attendance. The second event, Holly Colley Holiday was scheduled to be held that same week, but was cancelled due to severe cold and icy weather. Chairperson Amy Redfearn questioned if there were savings from the Holly Colley Holiday event that could be used for this year’s event. Rodne stated that the budget was $38,500 with approximately half being spent; she noted that due to early cancellation most vendors did not required payment, which did result in savings. Rodne stated that a new portable sound system for special events was going to be purchased out of the savings and possibly some additional items such as fencing that could be used for multiple events. There was lengthy discussions concerning the many challenges that are present with the use of the Colleyville Center for citywide special events. Rodne concluded that Colleyville will continue to focus on creating small community events rather than larger events. 3d Discussion of the Upcoming 2014 Special Events Director Rodne reported that preparations for Red, White and Sousa were underway, with the event scheduled for June 27, 2014 at the Colleyville Center. She confirmed that the Vocal Majority Chorus had been reserved as the entertainment for the event; noting their popularity from years past. Additionally, she informed the Committee that the State still has grant funding available and that the City would be applying. Mary Rodne stated that the food trucks will return and will start serving at 6:30 p.m. with the concert scheduled to start at 8:00 p.m. Discussion continued in regard to the stage requirements and location at the Colleyville Center; Rodne noted that these issues will have to be evaluated with the vendors. Amy Redfearn questioned the progress of the sponsorship packet that City staff was working towards for utilization throughout the City; Mary Rodne stated that it was still in the planning stage. Committee member Patti Tanaka asked if Baylor Regional Medical Center at Grapevine would be a sponsor again this year; Rodne replied that they donated $2500 for Holly Colley, which could possibly be transferred to Red, White and Sousa. Colleyville Events Steering Committee Minutes February 26, 2014 City of Colleyville Page 3 A lengthy discussion ensued on the issue of parking availability and the possibility of offering some type of shuttle service. Rodne noted that she would research the options discussed by the Committee, along with lighting options for the finale. 3e Discussion of the FY 2015 City Special Events Mary Rodne reported that the 2015 budget year will begin on October 1, 2014, noting that staff was in the process of evaluating the special events for the upcoming budget year. Rodne stated that one new option for the 2015 special events could be the creation of a large citywide fall event in lieu of the Holly Colley Holiday event. Rodne informed Committee members that the Library, Parks and Recreation Departments currently sponsor the Haunted Trail event in October, noting that a new fall event could expand on the Haunted Trail by moving it to the Colleyville Center and making it a much larger event. The discussion continued with scheduling concerns due to all the fall events put on by schools and churches, and a restrictive schedule at the Colleyville Center. Information sheets were passed out to Committee members listing all special events in our surrounding cities for the months of October through December. Discussion continued with the pros and cons of changing to a fall event. The Colleyville Special Events Committee agreed to think it over and to discuss more extensively at the March meeting. Assistant City Manager/Chief Financial Officer Terry Leake provided the Committee with information on how special events are funded and the limitations within the Colleyville Economic Development Corporation (CEDC) funding source. Additionally, she noted that in order to add a new event, we would be taking away funds from an existing event. 3f Discussion of Items for Future Agendas The Committee agreed to meet again on March 26, 2014. Additionally, staff agreed to send Committee members a copy of the Colleyville Special Events Committee Bylaws and the Colleyville Special Events Policy and Guidelines to familiarize themselves with the Committee’s mission. Amy Redfearn requested to add a future agenda item to further discuss sponsorship opportunities and to evaluate the possibility of a fall event and/or the Holly Colley event. 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no citizen’s comments/presentations regarding items not on the agenda. Colleyville Events Steering Committee Minutes February 26, 2014 City of Colleyville Page 4 5. ADJOURNMENT A motion was made by Ryan Milakovich and seconded by Patti Tanaka to adjourn the meeting. Motion approved. The meeting of the Colleyville Events Steering Committee was adjourned at 5:49 p.m. APPROVED BY A VOTE OF _____ AYES, _____ NAYS, AND _____ ABSTENTIONS ON THIS THE _____ DAY OF March, 2014. Minutes taken and prepared by: Kathy Moore Administrative Secretary 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 03/26/2014 Number 3a Type Regular Agenda Items Department Library Title Discussion of Upcoming Special Events Explanation This item is provided for the discussion of upcoming special events. 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 3b Agenda Date 03/26/2014 Number 3b Type Regular Agenda Items Department Library Title Discussion of Items for Future Agenda Explanation This item is for the discussion of potential future agenda items; and to set a date for the next Colleyville Events Steering Committee meeting. Attachments