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HomeMy WebLinkAbout1998 Minutes MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JANUARY 18Tr1 1998 A meeting of the Special Events Board of the City of The Colony, TX., was called to order at 4:30 p.m. with the following members present: Theresa Sidwell Kay Cone Robert Poynter, Sr. Donna Hidalgo - 4:35 Nancy Pierson Kathy Ferguson - 4:40 Ray Reyes Lisa Leary - 4:45 Pam Nelson - Staff Liaison Chris Murray - Guest 1. ELECTION OF OFFICERS Member Poynter made a motion for Election of Officers. Seconded by Member Reyes. All present voted aye. A motion was made by Member Poynter to nominate Member Reyes to be Chairman. Member Reyes declined. A motion was made by Member Pierson to nominate Member Sidwell to be Chairman. Seconded by Member Reyes, the motion was approved by all members present. A motion was made by Member Pierson to nominate Member Cone as Secretary. Seconded by Member Reyes, the motion was approved by all members present. Member Cone made a motion for Member Reyes to be Vice Chairman. Seconded by Member Poynter, the motion was approved by all present. Member Poynter then made a motion to close nominations. Seconded by Member Pierson, the motion was approved by all members present. Member Poynter made a motion that the offices by filled by acclimation. Seconded by Member Ferguson, the motion was approved by all members present. Member Sidwell then read the nominations: Theresa Sidwell - Chairman, Ray Reyes - Vice Chairman, Kay Cone - Secretary. With no further discussion, the motion was approved by all members present. 2. DISCUSSION REGARDING EVENTS TO BE CONSIDERED JOINTLY WITH FIREWORKS DISPLAY. Member Reyes announced he has secured 12 fundraising bottles for distribution in schools, etc. Member Pierson agreed to decorate them. Member Poynter made a motion to lay out an agenda for July 4th, 1998. Seconded by Member Cone, the motion was approved by all members present. Forms were passed out by Member Sidwell to volunteer to chair various activities for that day. The agenda was set up as follows: 8:00 a.m. - 5K Liberty Run 10:00 a.m. - 4th of July Parade 10:00 a.m. - Arts & Crafts Vendors - Stewart Creek Park 11:00 a.m. - Noon - Lunch Break 11:00 a.m. - The Taste of The Colony 4:30 p.m. - Various bands and beverage vendors at Hidden Cove Park 9:00 p.m. - Fireworks Celebration - Wynnewood Peninsula Member Sidwell announced she was meeting Wednesday with Kathy Carrington at Amiees Coffee House for discussion of lists for vendors, special forms, etc. Ms. Nelson agreed to speak with Dr. Pepper Company about donating product and boothe for July 4th Member Reyes will contact the Lions Club to see if they are interested in selling beverages at Hidden Cove Park. Member Poynter made a motion to accept the agenda. Seconded by Member Pierson, the motion was approved by all members present. Ms. Nelson advised we must have written permission from the Corps of Engineers for our activities in both Stewart Creek and Hidden Cove Park. Member Reyes suggested we table discussion of charging admission to the parks until Ms. Nelson has talked with Dr. Pepper about donating beverages. Member Ferguson made a motion to approve Member Poynter's amended letter to Brookshires. Seconded by Member Reyes, the motion was approved by all members present. Member Poynter made a motion to invite the Fire Chief and Police Chief to our next meeting. Seconded by Member Hildago, the motion was approved by all members present following discussion. Member Ferguson made a motion to invite the Corps of Engineers, Ham Radio Operators, and the Manager of Fresh `n Lite. Seconded by Member Reyes. Ms. Nelson agreed to contact the Corps of Engineers. Member Sidwell agreed to contact Ham Radio Operators, and Member Reyes agreed to contact the Manager of Fresh `n Lite. With the exception of one no vote from Member Poynter, the motion was approved by all other members present. 2. APPROVAL OF MINUTES OF PREVIOUS MEETINGS Member Hildago made a motion to approve the minutes of the December 22°d, 1997 meeting. Seconded by Member Reyes, the motion was approved by all members present. 3. OTHER BUSINESS Member Reyes made a motion for Ms. Nelson to contact Atlas to set up a fireworks test following our meeting on February 1St. Seconded by Member Ferguson, the motion was approved by all members present. The next scheduled meeting will be on Tuesday, January 27th, at 7:00 p.m. at City Hall. Ther being o further discussion, it was unanimously decided to adjourn the meeting at 6:30 .m. Kay one, Recording Secretary Theresa Sidwell, Chairman MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JANUARY 27TH, 1998 A meeting of the Special Events Board of the City of The Colony, TX., was called to order at 7:05 p.m. with the following members present: Theresa Sidwell Robert Poynter, Sr. Kay Cone Nancy Pierson Donna Hildalgo Ray Reyes Kathy Ferguson Pam Nelson - Staff Liaison Wilma Avey - Council Liaison Also in attendance were the following: Krys Murray - ADHOC Joe Clark - Police Clark Eugene Wilkinson - Coast Guard Aux. Kathy Carrington - ADHOC Frank Machulis - Coast Guard Aux. Sam J. Fitzgerald - Hidden Cove Park Manger Chris Wright - Corps of Engineers Kevin Matthews - Ham Operator Dave Wallace - Fire Marshall Bob Bean - Ham Operator Van Morrison - Fire Chief 1. APPROVAL OF MINUTES OF PUS MEETING. A motion was made by Kathy Ferguson to approve the minutes of the previous meeting. Seconded by Namcy Pierson, the motion was approved unanimously. 2 DISCUSSION OF STAFF LIAISONS. 3. DISCUSSION WITH VARIOUS COMMUNITY LEADERS. Ham Radio Operators spoke and will assist us. Details will be worked out later. Chairman Sidwell advised she has spoken with SPAN and they havae offered the services of one free bus. Ms. Avey advised she had spoken with Lanny Lambert, City Manager, and he said we will need at least three so he will take care of obtaining the buses. Police Chief Clark suggested we advertise strongly that no cars be allowed into Wynnewood Peninsula except for homeowners. Fire Chief Morrison advised we ill not havae any problem with the landing of an air vac if situation warrants. Corps of Engineers Representative Wright suggested that all boats on lake should be cordoned offshore a minimum of 200 yards. He also advised we must request a letter of permission from the Corps of Engineers to test shoot fireworks Sunday night, February Is` at 6:00 p.m. Ms. Nelson agreed to mail letter. Mr. Fitzgerald advised shelter reservations will begin (for the 4`) in April and he has concern over loss of revenue for admittance to the park if board votes to not charge admittance. No decision was made on the issue. Fire Chief Morrison announced a staff meeting of the Fire Department at City Hall, Tuesday, March 3rd and requested a representative from the board to attend. Member Reyes agreed to attend. Member Poynter advised us of his plans for the parade to include representative of the Army, Navy, Marines, Air Force, Scottish Highland Band, several schools, etc. he suggested that no fee should be charged to any of the armed forces for their recruital booths since they would be in our paarade. Member Reyes asked Member Poynter to ask if they would park their tanks, hummers, model of aircraft afterwards for children to tour. Ms. Nelson suggested they be parked in the high school parking lot. Member Reyes suggested they be parked along with their recruital booths at Hidden Cove Park. Corps of Engineers representative Wright discussed heavy boat traffic and its repercussions. Details to be worked out with the Coast Guard, Fire Department, and Police Department. Member Poynter motioned for a bread at 8:10 p.m. Board came back into session at 8:28 p.m. 4: OTHER BUSINESS. Ms. Avey advised board that any letter requesting donations must first be approved by the City Attorney. Ms. Murray agreed to contact radio stations for support of our festival. Member Poynter discussed making and marketing beltbuckles to raise money. Ms. Nelson suggested this be placed on the agenda for February 15` meeting and Ms. Avey agreed to do that. Ms. Carrington discussed and passed out forms for arts & crafts, food, and beverage vendors. Member Reyes made a motion to charge $45.00 for craft 10 X 10 space. The motion was seconded by Member Ferguson and approved by all members present. Member Poynter made a motion to charge $100.00 for food booths. The motion was seconded by Member Hildago and approved by all members present. Chairman Sidwell, Member Cone, and Ms. Nelson agreed to measure Stewart Creek Park for amount of booth space and report back at February 151 meeting. Member Pierson and Chairman Sidwell will present application letters for Arts & Crafts vendors at February 15` meeting. Members Cone and Reyes will present application letters for food vendors at February 15` meeting. Chairman Sidwell agreed to mail all applications after approved by the board. Member Reyes made a motion that non-profit booths be charged same as everyone. The motion was seconded by Member Poynter and approved by all members present. Member Poynter made a motion to drop the idea of the Taste of The Colony. Seconded by Member Pierson, the motion was approved by all members present. Member Ferguson made a motion that the board be responsible for all beverage booths. Seconded by Member Reyes, the motion was approved by all members present. Member Reyes advised that fundraising bottles will arrive Monday. Ms. Nelson agreed to contact Dr. Pepper and ask for donation of beverages for Stewart Creek Park. Member Reyes agreed to ask the Lions Club is they wanted to have a beverage booth at Hidden Cove Park. Member Reyes made a motion to pay Member Pierson $5.00 for advertising in "Friends and Neighbors" newsletter. Seconded by Member Poynter, Chairman Sidwell agreed to reimburse. the motion was approved by all members present. The next scheduled meeting will be on Sunday, February 15` at 4:30 p.m. with a fireworks demostration at 6:00 p.m. There being no further discussion, it was unanimously agreed to adjourn the meeting at 9:32 p.m. i K y one,i ecording Secretary Theresa Sidwell, Chairman MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON FEBRUARY 1sT, 1998 A meeting of th eSpecial Events Board of the City of The Colony, TX., was called to order at 4:35 p.m. with the following members present; Theres a Sidwell Nancy Pierson Kay Cone Donna Hildago Kathy Ferguson Pam Nelson - Staff Liasion Robert Poynter, Sr. Wilma Avey - Council Liasion Also in attendance were the following: Krys Murray - ADHOC Renee Reising Bill Cunningham - Ham Radio Operator I. APPROVAL OF MINUTES OF PREVIOUS MEETING. The minutes were not ready to be presented. Member Poynter made a motion to table this item until the next regular scheduled meeting on February 8u'. Seconded by Member Ferguson, the motion was approved by all members present- 2. DISCUSSION OF SALE OF PROMOTIONAL ITEM. Member Poynter stated he was no longer interested in the making and selling of belt buckles. rt-c to I l C-~-C_ 40/rLbgr+ cI-ty- 3. DISCUSSION REGARDING ADVERTISING AND ENTERTAINMENT. Ms. Avey suggested our Logo be copywrighted. This item will be tabled until the February 8`n meeting since it was not on the agenda. 4. OTHER BUSINESS. Members discussed charging a fee for admission to the parks and a fee to ride the trolleys. They also discussed the possibility of renting additional port-o-lets for Stewart Creek and Hidden Cove Park. Ms. Reising made a suggestion of renting "crowd pleasers" which come on a trailer. Ms. Nelson made a suggestion of selling tickets in advance through grocery stores to provide a discount. Member Hildago agreed to put together an agenda for ticket sales of trolleys and the parks and will present at the February 8" meeting for a vote. Ms. Nelson, Ms. Reising, and Ms. Avey left at 5:20 p.m. with Atlas to set up fireworks test at Wynnewood Park. Discussion on the decorated donation bottles followed. Member Pierson believes we shouldn't charge admission to the parks and also place donation bottles throughout The Colony. This will be voted on at the February 8u` meeting after a vote is taken on the admission fees. Chairman Sidwell agreed to contact School Board Member Mark Shaw to contact Dr. Downing about the possibility of placing the bottles in local schools. Mr. Cunningham suggested we distribute advertisement Liberty By The Lake flyers in all local schools. Discussion on the parade followed. Mr. Poynter stated he will write letters of invitation to the Army to bring hummers, trucks, or tanks to the parade. Ditto to the Air Force for marchers, a marching band, and possibility of a C 130 fly by during the parade. Chairman Sidwell agreed to write a form invitation letter to junior and senior high schools in the area, and also agreed to mail out Chairman Poynter's letters. Ms. Murray stated she can publish ads for our festival at no charge in The Colony Clipper for March, April, May, and June. A vote will take place at the February 8ei meeting. l crc bcing no further discassinn, it was nnnnimously decided to adiourn the meeting at 6:00 p.m. so members could disperse throughout the city to watch the fireworks test. ~ L / Z Kay C Recording Secretary Theresa Sidwell, Chairman MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON FEBRUARY 8, 1998 A meeting of the Special Events Board of the City of The Colony, TX., was called to order at 4:34p.m. with the following members present: Teresa Sidwell Kay Cone Nancy Pierson Donna Hidalgo Also in attendance were the following: Sam J. Fitzgerald - Hidden Cove Park Manager Elizabeth Fitzgerald Kathy Carrington Diana Timmons 1. APPROVAL OF MINUTES OF 1/25/98 AND 2/1/98 MEETINGS A motion was made by Donna to approve the Jan. 25th minutes. Seconded by Nancy. Following discussion and ammendments motion unanimously approved. A motion was made by Donna to approve the Feb. 1 st minutes. Seconded by Nancy. Following discussion and ammendments motion unanimously approved. 2. CONSIDERATIONS OF ACCEPTANCE OF PROPOSED LOGO A motion was made by Donna for the Logo designed by Krys Murray to be approved. Seconded by Nancy. Motion unanimously approved. 3. CONSIDERATION OF ACCEPTANCE OF PROPOSED FEE PLAN FOR PARKS AND TROLLEY SYSTEM TO BE PRESENTED TO FEES COMMITTEE Donna read her proposed agenda for a fee plan to the Board. Board agreed to table discussion of the fee prices until the Feb. 17th meeting. Sam said he and Pam will present a fee plan benefecial to the parks at the Feb. 17th meeting. Nancy agreed to write a letter of explanation for the citizens of The Colony of how all monies collected are allocated and why an admittance fee to the parks will be collected. 4. CONSIDERATION OF AUTHORIZING CHAIRMAN TO SEND LETTERS TO LOCAL SCHOOLS REGARDING DONATIONS FOR FIREWORKS DISPLAY Teresa advised she spoke with LISD School Board member Mark Shaw about placing donation bottles in local elementary schools and was told that it was up to the descretion of each principle. Motion made by Donna to place bottles in the schools for pennies, with a prize to be awarded to the school with most pennies collected. Seconded by Nancy. Motion unanimously approved. Wilma asked Nancy to pick up all bottles from Ray Reyes. She agreed and will decorate them. Teresa will write letters to the principles to ask permission. 5. CONSIDERATION OF PLACING AD IN THE COLONY CLIPPER FOR PUBLIC RELATION PURPOSES A motion was made by Donna that we place our logo and ad in the Colony Clipper. Seconded by Nancy. Motion unanimously approved. Krys Murray will place the ads beginning in March. 6. OTHER BUSINESS Wilma advised that the letter of contributions be mailed out immediatly so we can in turn pay Atlas monies owed by March 1 st, 1998. A motion was made by Donna that the amended letter for contributions be mailed out. Seconded by Nancy. Motion unanimously approved. Teresa will mail letters with a Feb. 20th deadline for all donated funds. Wilma advised she spoke with manager of Nicks restaurant about him championing a Taste of The Colony. He was invited but failed to attend our meeting. Sam said he will contact the Lions Club about their possible participation in food and beverage booths at Hidden Cove Park. Kathy Carrington said she believed we were too late in scheduling arts and crafts vendors. Was unanimously agreed by the Board to forgo them this year. Teresa will contact developer Rusty Nichols about possibility of using his golf course as a site for our fireworks display in place of Wynnewood Peninsula. Donna agreed to contact corporate offices of local fast food restaurants to rent food and/or beverage booths. Kathy Carrington suggested we not limit food vendors from selling beverages. It was agreed by the Board. r Nancy asked about the cost of additional port-a-lets. Wilma said Lanny will pay for any additional ones needed this year. Teresa will contact him regarding his plans so Board will be advised. The next scheduled meeting will be held on Tues. Feb. 17th at 7:00p.m. Teresa will contact all absent members to notify of this change. A motion was made by Kay to adjourn meeting. Seconded by Donna. Motion was unanimously approved. The meeting was adjourned at 6:05p.m. Kay Cone/ Recording Secretary Teresa Sidwell, Chairmanzr a. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON FEBRUARY 17, 1998 A meeting of the Special Events Board of the City of The Colony, TX was called to order at 7:04 p.m. with the following members present: Teresa Sidwell Kay Cone Nancy Pierson Donna Hidalgo Kathy Ferguson Robert Poynter Sr. Wilma Avey - Council Liaison Pam Nelson - Staff Liaison Also in attendance were the following: Sam J. Fitzgerald - Hidden Cove Park Manager Elizabeth Fitzgerald - Hidden Cove Park Krys Murray - ADHOC Donna reported on contacting the corporate offices of local fast food restaurants in The Colony. She is still waiting to hear who might be interested in renting spaces at the parks as food vendors. Teresa said that she will be mailing out food vendor applications to the local restaurants. Teresa reported that Kathy Carrington has mailed applications to at least five restaurants that she has worked with in the past for the city of Carrollton. Pam reported she still has not heard from 7-UP but will follow up with them on possibly sponsoring our event. Pam and Sam discussed their ideas on the fee structure for the day. It was decided unanimously by the Board that Stewarts Creek and Hidden Cove parks will charge the same admission as any regular day. Five dollars per carload all day long and no extra charge for season pass holders. A trolley will be operating that will allow passengers to pay the following charges: 13 yrs. and older: $.50 Senior citizens: $.25 3 yrs. to 12 yrs.: $.25 Under 3 yrs.: Free Nancy said she will contact Aimee's restaurant for a list of possible bands. She will contact Lisa Leary for the list of bands she has so far contacted and report findings to the Board. Pam will contact the Metroplex Country Music Association for a list of their bands. Pam and Sam will discuss the possibility of funding a band with proceeds from the revenue collected on the Fourth of July. Robert, as chairman for the parade, announced he will be forming an ADHOC committee to assist in the planning of the event. He requested a map of the city to be mailed with the invitation letters that he will be providing Teresa. Teresa agreed to mail the letters. Teresa advised Board she has mailed out letters to local elementary schools requesting permission for the placing of penny donation bottles in their schools. She also presented an estimate from Everlasting Promotions for the sale of volunteer T-shirts. Her suggestion was to find local sponsors to pay for the shirts. No decision was made at this meeting. The possibility of moving the fireworks site was discussed. Theresa presented a letter form Lanny Lambert stating he thought the original Wynnewood site was ideal. The Colony High School stadium, the baseball fields, and the IBM property were all considered for a possible alternate site. Robert will contact Fire Chief, Van Morrison, and Police Chief, Joe Clark, in this matter. Teresa will contact LISD board member, Mark Shaw, regarding the permission of utilizing the stadium. Pam will contact Atlas regarding seconded test shooting of fireworks if needed. It was unanimously agreed by the Board for all future meetings to be held the 2nd and 4th Tuesday of each month. The next scheduled meeting will be held Tuesday, February 24th at 7:00 p.m. The location as yet is undetermined. The meeting was adjourned at 8:26 p.m. r MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON FEBRUARY 24,1998 A meeting of the Special Events Board of the City of The Colony, TX., was called to order at 7:12p.m. with the following members present: Teresa Sidwell Kay Cone Nancy Pierson Donna Hidalgo Robert Poynter Sr. Wilma Avey - Council Liaison Pam Nelson - Staff Liaison Kathy Ferguson Also in attendance were the following: Krys Murray Kathy Carrington Van Morrison - Fire Chief 1. APPROVAL OF MINUTES Donna motioned to approve minutes of the February 17 meeting. Nancy seconded it. Robert opposed. Motion carried. Minutes approved. 2. INTRODUCTION OF GUEST SPEAKER Teresa invited and introduced Larry Dzenowski to speak to the Board. He is a local D.J. with MusicMan Entertainment. He said he was interested in our event and explained what he did. Would charge approx. $200.00 and would need a written contract. Also would want advertising exposure in return. Board agreed to discuss this at a later date. 2. DISCUSSION ITEMS A. FIREWORKS DISPLAY C. LOCATION OF FIREWORKS Robert reported he talked with Van Morrison and Joe Clark about possible site change and that both of them preferred the High School stadium. Joe Clark advised Robert that he had spoken with Principal Watkins and he was in agreement. Van agreed that for both safety and traffic the stadium was the preferred site. Teresa agreed to contact Atlas regarding the paramaters and also will contact Mr. Watkins regarding permission for use of stadium. B. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY LAKE Teresa reported having mailed out food vendor applications. Nancy will contact bands to set up tryouts. Pam will contact Partytime to see if they have lists of bands and D.J. and what their costs would be. Pam will also contact 7-UP and Dr. Pepper about being a corporate sponsor. Donna reported she is in contact with local fast food restaurants for food booths. D. LOCATION OF LIBERTY BY THE LAKE Robert motioned that Liberty By The Lake be held only at Stewarts Creek Park. Kathy seconded it. Following discussion the motion was amended. Robert motioned that Hidden Cove Park be excluded from Liberty By The Lake. Kathy seconded it. Motion carried. E. COORDINATING FOOD VENDORS FOR LIBERTY BY LAKE G. CORRESPONDENCE WITH VENDORS AND PARTICIPANTS Teresa will continue to work with Kathy Carrington regarding food vendors and games. Donna will followup with her lists of restaurants. Donna agreed to chair Food Vendor committee. H. STAFF INVOLVEMENT IN LIBERTY BY LAKE Van reported that the fire and police are ready to help in any way we need. He suggested next year the fire department may be able to put on fireworks show at one third cost since some are trained in pyrotechnics. Kathy motioned for break at 8:20pm. Robert seconded it. Adjourned. Meeting called back to order by Teresa at 8:3 7pm. F. FUNDING FOR LIBERTY BY LAKE J. FUNDRAISING K. EXPENDITURES FOR LIBERTY BY THE LAKE Nancy agreed again to decorate all penny fundraising bottles. Teresa will call Lanny Lambert regarding contribution checks that didn't arrive by deadline. Robert motioned we sell 20ft by 20ft. spaces for arts and crafts vendors and charge $25 per space. Kathy seconded it. Nancy opposed. Motion carried. Kay agreed to mail out applications to possible arts and craft vendors. She CITY OF THE COLONY DENTON COUNTY, TEXAS MARCH 10, 1998 TO ALL INTERESTED PERSONS: Notice is hereby given of a Regular Session of the SPECIAL EVENTS BOARD of the City of The Colony, Texas, to be held at 7:00 p.m. on the 10t" day of March, 1998, at The Colony Senior Center, 6301 Main St., The Colony, at which time the following items will be addressed: 1. APPROVAL OF MINUTES 2. DISCUSSION ITEMS: A. FIREWORKS DISPLAY B. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY THE LAKE C. LOCATION OF FIREWORKS D. LOCATION(S) OF LIBERTY BY THE LAKE E. COORDINATING FOOD VENDORS FOR LIBERTY BY THE LAKE F. FUNDING FOR LIBERTY BY THE LAKE G. CORRESPONDENCE WITH VENDORS AND PARTICIPANTS H. STAFF INVOLVEMENT IN LIBERTY BY THE LAKE 1. BOARD MEMBER UPDATES J. FUND RAISING K. EXPENDITURES FOR LIBERTY BY THE LAKE L. BUDGET 3. ANY APPROPRIATE ACTION OF ABOVE DISCUSSION ITEMS Persons with disabilities who plan to attend this meeting who may need auxiliary aids of services such as interpreters for persons who are deaf or hearing impaired, readers, large print are requested to contact Ruthann Devlin, Deputy City Secretary, at 972-625-1756 at least two (2) working days prior to the meeting so that appropriate arrangements can be made, CERTIFICATION I hereby certify that above notice of meeting was posted outside the front door of City Hall by 5:00 p.m. on the 5"' day of March, 1998. Ruthann Devlin, Deputy City Secretary will get lists from Bob at Hidden Cove Park. She also agreed to run an ad on local channel six for advertising the spaces. L. BUDGET The budget stands at $5000.00 The next meeting will be held on Tuesday March 3rd at 7:00p.m. Robert made motion for adjournment. Kathy seconded it. Motion carried and meeting was adjourned at 9: 1Op.m. r 1 ~7 MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MARCH 10, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:1Op.m. with the following members present: Teresa Sidwell Donna Hidalgo Kay Cone Pam Nelson-Staff Liaison Nancy Pierson Krys Murray-Ad Hoc 1) Approval of minutes: Donna made motion to approve the minutes of the February 24 meeting. Nancy seconded it. Motion carried. Minutes approved. 2) Discussion Items: A. Fireworks display C. Location of fireworks D. Location of Liberty by the Lake Teresa reported that she spoke with Principal Bobby Watkins and he gave his permission for use of The Colony High School Stadium as the site of the fireworks display. She also met with a representative of Atlas at the site and they gave their approval. Teresa said the only concern came from J&C officials who said they would require a clause in the contract that stated in the event the ground was too wet, we wouldn't be able to use their land. She also reported meeting with Joe Clark and Van Morrison who gave their okay of the site. Nancy made motion that we move the fireworks site from Wynnewood Peninsula to The Colony High School Stadium. Donna seconded it. Pam suggested we do a test shoot at the site. Nancy agreed to contact Royce from Atlas to set it up on Tuesday, March 24th (in case of rain-March 31 st). The vote was unanimous. Motion carried. B. Events to be held in conjunction with Liberty by the Lake Kay reported she ran an ad on Channel 6 to run until April 9th for Arts and Crafts vendors. Teresa reported she has kids train and a bouncer and will work with the Chamber for donations for additional games. E. Coordinating food vendors for Liberty by the Lake G. Correspondence with vendors and participants Teresa reported mailing out 86 applications to Arts and Crafts vendors. Krys will contact Kathy Carrington and follow up on all food vendors. She will contact the Booster Club to see if they will sell hot dogs at Stewarts Creek and also if they will sell hot dogs and drinks at the stadium. Krys will contact Dr. Pepper to see if they will donate their products. H. Staff involvement in Liberty by the Lake 1. Board member updates Pam suggested we contact the city to set up for trash pickup at Stewarts Creek. Teresa reported that Sprint has donated 144 T-shirts for volunteers. Donna made motion that we charge $1.00 per person-6yrs and under free- for admission to the stadium for the fireworks. Nancy seconded it. The vote was unanimous. Motion carried. Pam suggested we test Larry Dzenouski with his equipment and talk to Principal Watkins for use of his P.A. system. It was decided we would have a country western band at Stewarts Creek Park and the DJ and garage bands at the stadium. Teresa reported the Leader and Courier will advertise for free. She will contact the Rotary Club, Knights of Columbus, and the Chamber of Commerce about manning drink booths, running the games and being event volunteers. F. Funding for Liberty by the Lake J, Fundraising K. Expenditures for Liberty by the Lake L. Budget Teresa_r@ported she is still working on collecting funds-she will contact the Courier qpout photographing the sponsors when we collect. N,angy made motitm to adjourn. Kay seconded,it. Motion carrid. The next muting will be held on Tuesday, March 24th at 7:00'p:m. at the Senior Center. Re6raing: cre az r Chairman MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MARCH 31, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:50p.m. with the following members present: Teresa Sidwell Donna Hidalgo Kay Cone Nancy Pierson Robert Poynter Sr. Kathy Ferguson Bernetta Henville- Shannon - Council Liaison 1. APPROVAL OF MINUTES Donna made motion to approve the minutes of the March 10, 1998 meeting. Nancy seconded it. Discussion of item no.2 regarding statement by J&C officials requiring clause in case of rain was explained by Teresa to not be a problem-Pam had assured us she had access to equipment to restore their land. Motion carried. Robert abstained. Minutes approved. 2. DISCUSSION ITEMS A. FIREWORKS DISPLAY Atlas came and did a test shoot of the fireworks from the J&C property. The members dispersed to various locations throughout the city. The board was pleased with the display and most locations had excellent views. B. EVENTS TO BE HELD IN CONJIUNCTION WITH LIBERTY BY THE LAKE Robert gave Teresa additional invitational letters to be mailed. He reported he is inviting high schools from Carrollton and Plano. Bernetta said she will contact a D.J. for the high school stadium. C. COORDINATING FOOD VENpORS FOR LIBERTY BY THE LAKE D. COORDINATING CRAFT VENDORS FOR LIBERTY BY THE LAKE Teresa reported she mailed out 5 additional applications for craft vendors. Kay will place advertisement in the Colony Leader and Colony Courier for craft vendors. Teresa said that Krys Murray will do follow-up calls on the craft vendors. Teresa also reported that Dr. Pepper will allow us to have 5 free cannisters to use to sell beverages and will provide all cups. Donna will contact the Lions Club regarding obtaining an ice truck and the cost. E. FUNDING AND FUNDRAISING FOR LIBERTY BY THE LAKE s E. FUNDING AND FUNDRAISING FOR LIBERTY BY THE LAKE Teresa reported on the donation checks received thus far: $1500 from the Billingsley Co., $1000 from Mickey Flood, $150 from Albertsons,$250 from A. C.T. The two food vendors have sent in their checks for $100 each-the BBQ and the Chicken Skewers. Teresa will contact Lanny Lamberts regarding the whereabouts of the promised checks from TCI cable and TU electric. Kathy agreed to make follow-up calls to various companies regarding their donations including N. Texas Water District, Winn Dixie, John Hill, Hunters and Assoc., Centennial and Goody Goody Liquors, and I.T.S. F. BOARD MEMBER UPDATES Guest John Dillard asked to speak to the Board regarding the changing of the fireworks location to the high school stadium. He advised the Board he was asked to attend to address this question even though he himself felt neutral on the situation. The Board advised him on the reasons for the change. He asked Teresa to contact Tim House of Wynnewood Peninsula to advise him of change and she agreed. Kathy made motion we that we ask for donations and not charge admittance at the stadium for the fireworks. Nancy seconded it. Robert opposed. Donna opposed. Motion carried. Vote approved. Nancy said she will place the donation bottles in the elementary schools from April 6th for one month. Nancy also reported she is currently working with Royce fi•om Atlas for an "Adopt a Firework" program. G. BUDGET AND EXPENDITURES FOR LIBERTY BY THE LAKE Teresa reported checks are still arriving. She reported Krys Murray had contacted Band boosters and that they will be selling food and beverages at the stadium. She reported also that the Knights of Columbus have agreed to mann the Dr. Pepper booths and split the profits with the Board. United rental will set up 4 games that Sidwell and Associates are sponsoring. The Knights of Columbus will mann them and purchase and distribute prizes for the winners. They will keep all proceeds. H. STAFF INVOLVEMENT IN LIBERTY BY THE LAKE No staff present. Kathy made motion to adjourn. Robert seconded it. The meeting was Journed at 8:50p.m. 'The next scheduled meeting will be held a~ the Seniors C er on April 7th at 700p.m. 1 f MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON APRIL 14, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:00p.m. with the following members present: Teresa Sidwell Kay Cone Donna Hidalgo Nancy Pierson Robert L.Poynter Sr. Kathy Ferguson Bernetta Henville-Shannon-Council Liaison Sam Fitzgerald-Hidden Cove Mgr. Krys Murray-ADHOC 1. APPROVAL OF MINUTES Kathy made motion to approve the minutes of the March 31,1998 meeting. Robert seconded it. Motion carried. Minutes approved. 2. DISCUSSION ITEMS A. FIREWORKS DISPLAY B. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY THE LAKE Tlt rpembers agreed to drop the Fireworks Display from the agenda. Robert reported that he is still awaiting responses from parade participants. The Colony high school band have agreed to participate and he will be contacting schools in our surrounding area. Sam said he had spoken with police chief Joe Clark who was pleased the route of 5k run was at Stewarts Peninsula and away from Main Street. Teresa introduced Mr. Tony Acqavida who is the manager of the local band Vessel. He advised us they are willing to play for free. He said they have agreed to play 45min. sets with 50min. breaks. The board agreed to furnish them with food and drinks throughout the day. He also advised us they will need a bigger PA. system. Teresa agreed to speak to David Simmons of Nicks to borrow theirs. Mr. Acquavida also said he would advertise Liberty by the Lake on the chambers website. Teresa will speak to Mike Catts for permission. Robert made motion that we advertise on this website. Donna seconded it. Motion carried. The board agreed to allow this band to sell t-shirts. C. COORDINATING FOOD VENDORS FOR LIBERTY BY THE LAKE Krys said again that we have only received money from the chicken on a skewer and a BBQ vendor. She is still trying to get shaved ice,etc. D. COORDINATING CRAFT VENDORS FOR LIBERTY BY THE LAKE Kay reported she has run ads for vendors in both the Leader and the Courier. Teresa has mailed out applications to various people who have called in. E. FUNDING AND FUNDRAISING FOR LIBERTY BY THE LAKE Bejrnetta reported she had received a $25 check from David McCreary. She a so said that TU Electric advised her they would not contribute to our event. Teresa gave copies to all members of our total collected contributions so far. They totaled $9175. F. BOARD MEMBER UPDATES It was agreed by all members that our Council Liaison will be the only member to discuss with the Mayor or the Council regarding any issues or concerns they may have with our board. Robert made motion that we distribute the four remaining fundraising bottles to local grocery stores and Walmart. Kathy seconded it. Motion carried. Nancy agreed to decorate these. Board agreed to say donate for dollars instead of pennies. G. BUDGET AND EXPENDITURES FOR LIBERTY BY THE LAKE Nothing to report. H. STAFF INVOLVEMENT IN LIBERTY BY THE LAKE No staff present. Robert made motion to adjourn meeting. Kathy seconded it. Motion carried. The meeting was adjourned at 8:00p.m. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON APRIL 28, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:12p.m. with the following members present: Teresa Sidwell Kay Cone Krys Murray Robert L. Poynter Sr. Bernetta Henville-Shannon- Council Liaison 1. APPROVAL OF MINUTES Krys made motion to approve the minutes of the April 14, 1998 meeting. Robert seconded it. Vote unanimous. Motion carried. 2. DISCUSSION ITEMS: A. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY THE LAKE Krys made motion for board to approve a letter from Robert to the Denton Co. Sheriff Posse. Kay seconded it. Vote unanimous. Motion carried. Robert will take letter to Beverly. Robert read to the board his letter from office of the Governor stating that Governor Bush was unable to commit to Grand Marshall of our parade but would let us know 2 months prior. Robert will follow up on this request. Krys said she will draft letters to all radio stations to request public service announcements for our event. She will bring to next meeting for approval from the board. B. COORDINATING FOOD VENDORS FOR LIBERTY BY THE LAKE Krys reported she has Chicken, BBQ, Snow Cones, and possible Funnel Cakes. Teresa said that Tommy Briggs contacted her and that the football boosters want to participate also in selling food at the stadium. The board agreed to have Krys contact band boosters to advise them of this and to invite both groups to our meeting. The board will need written confirmation from both groups as to what they will be selling at the stadium. C. COORDINATING CRAFT VENDORS FOR LIBERTY BY THE LAKE Kay said she will contact Channel 6, Colony Courier, and Colony Leader to rerun our ads for craft vendor spaces. D. FUNDING AND FUNDRAISING FOR LIBERTY BY THE LAKE Teresa reported she advised Tim of Wynnewood Peninsula of our fireworks location change to the high school stadium. She also requested a donation from him. Teresa will contact McDonalds, Burger King, Brookshires, Wendys, and Walmart for donations to our event. Berretta agreed to contact Hunters & Associates and John Hill for donations. Robert will contact Albertsons and Wynn-Dixie for $1500 donation for the N. Texas Caldonia Pipes and Drums for our parade. E. BOARD MEMBER UPDATES Bernetta said the board needs to appear before the City Council meeting on May 18 to give an update of our Liberty by the Lake. Teresa agreed to speak to the Council. Bernetta said she will speak to Beverly regarding the opening of mail addressed to individuals of our board. Teresa will contact Bobby Watkins to meet us at the stadium at the May 12 meeting to discuss the fireworks display, bands, and food booths. Robert made motion that the board meets at the west gate of the high school stadium on May 12 at 6:30p.m. Krys seconded it. Motion carried. Robert made motion to adjourn this meeting. Krys seconded it. Motion carried. The meeting was adjourned at 8:05p.m. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MAY 12, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:00p.m. with the following members present: Teresa Sidwell Kay Cone Krys Murray Nancy Pierson Robert L.Poynter Sr. Kathy Ferguson Pam Nelson-Staff Liaison 1. APPROVAL OF MINUTES Krys made motion to approve the minutes of the April 28, 1998 meeting. Kathy seconded it. Vote unanimous. Motion carried. 2. DISCUSSION ITEMS A. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY LAKE Robert said he is still working on parade participants. He advised us that there would be no fly by with the C130 jets due to the fact the government has placed them on standby alert. Nancy will contact the garage bands to set up times for them to play at the stadium. Krys will contact the band "Vessel" and the C&W bands for times. Teresa will contact the Knights of Columbus to see if we can attend one of their meetings to solicit particpation in our event. B. COORDINATING FOOD VENDORS FOR LIBERTY BY LAKE Teresa advised board she had heard from a food vendor wanting to sell hot dogs. Kay made motion that we send them an application. Krys seconded it. Motion carried. C. COORDINATING CRAFT VENDORS FOR LIBERTY BY LAKE Pam advised the board that she had only received two checks from craft vendors. Kay will run ads again on Channel 6 and with the Leader and Courier. D. FUNDING AND FUNDRAISING FOR LIBERTY BY LAKE Teresa advised the board we have received $8500 so far in contributions. She will continue to follow up with the various companies and businesses. She also advised us that Patty Hicks wanted to appear on the agenda to attend our next meeting. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MAY 26, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:05p.m. with the following members present: Teresa Sidwell Kay Cone Donna Hidalgo Robert L. Poynter Sr. Nancy Pierson Sam Fitzgerald-Staff Liaison Elizabeth Fitzgerald-Guest 1. APPROVAL OF MINUTES Donna made motion to approve the minutes of the May 12, 1998 meeting. Nancy seconded it. Robert abstained. Minutes were approved. Motion carried. Robert presented a letter of resignation to Teresa. He demanded a closed session. He then proceeded to address his concerns to Teresa. Following a heated discussion Mr. Poynter was asked to leave by Sam. 2. DISCUSSION ITEMS A. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY THE LAKE Teresa introduced Mr. and Mrs. Reynolds who are sponsors of the Topcats. They showed the board a video of the Topcats in competition and expressed their desire to have them perform at the high school stadium before the fireworks display. Krys advised the board that the band Vessel had disbanded and thus would not be performing for our festival. The board decided to invite the C&W band "Your Deal" to perform at Stewarts Creek Park and then after the fireworks display at the stadium. Krys will fax a letter for advertisement for all local radio stations. Teresa will call Alliance for information on the rental of their games. Teresa will also call R.O.T.C. Col. White to invite them.to do the flag honor guard before the fireworks show and also to assist afterwards in trash pickup. B. COORDINATING FOOD VENDORS FOR LIBERTY BY THE LAKE The board is still waiting to see if the hot dog vendor will participate. C. COORDINATING CRAFT VENDORS FOR LIBERTY BY THE LAKE Kay reported she had reran the advertisement for crafters on channel 6. Teresa also faxed the crafter ad to the Leader and the Courier. D. FUNDING AND FUNDRAISING FOR LIBERTY BY THE LAKE Teresa reported on the additional donations we have received and whom she was still soliciting. II.B.Owen el~inentary won the pennies fundraiser and will receive a party at the beginning of school. E. BOARDMEMBER UPDATES Sam advised the board we could use his metal signs and cover them with poster boards to advertise around the city for Liberty by the Lake. Donna made motion to adjourn the meeting. Nancy seconded it. Motion approved. The meeting was adjourned at 8:00p.m. The next meeting will be held at the Senior Center on June 9, 1998 at 7:00p.m. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JUNE 9, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:05p.m. with the following members present: Teresa Sidwell Nancy Pierson Donna Hidalgo Krys Murray Kathy Ferguson Kay Cone Pam Nelson-Staff Liaison Bernetta. Henville-Shannon-Council Liaison Kathy Carrington-Guest Kevin Matthews-Ham Radio Guest Bob Beam-Ham Radio Guest Chris Chandler-Police Guest 1. APPROVAL OF MINUTES Krys made motion to approve the minutes of the May 26,1998 meeting. Donna seconded it. Kathy Ferguson abstained. Motion passed. Minutes were approved. 2. DISCUSSION ITEMS A. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY LAKE Kevin Matthews advised our group that the ham radio operators are willing to offer their assistence throughout the days festivities. He said they would be able to assist with parking, monitoring during the 5k run and also with the parade. They asked for a map of the parade route. Lt. Chandler said the police will be monitoring the parking lot at Cougar stadium. He also requested and agenda for the day. Krys reported that the Cheerleaders and the Top Cats will be performing an opening act before the fireworks show. She will check with the C&W band about performing 12-5p.m. at Stewarts Creek park. Krys said she has faxed all the area radio stations to run our ad. Nancy reported she has received a case of decorations for the pavillion from Brookshires. Nancy will inquire into a jazz band from Aimee's coffee shop. Bernetta will speak to an area DJ about being our announcer at the stadium. She also confirmed she has borrowed two large speakers we can use at the stadium. Krys said she spoke with Public Storage and they will put an ad on their marquee. Teresa confirmed that the ROTC will perform their honor guard at the stadium. She also reported that she now has 4 games that are sponsored. B. COORDINATING FOOD VENDORS FOR LIBERTY BY THE LAKE Kathy Carringto said she will be at Stewarts Creek park early to assist in setting up the booths. C. COORDINATING CRAFT VENDORS FOR LIBERTY BY THE LAKE No news to report. D. FUNDING AND FUNDRAISING FOR LIBERTY BY THE LAKE Pam said we have received $12,000 so far. We also received $224 from local elementary schools. Teresa said she is working on getting the sponsors banners. Pam reported she has placed donation bottles at Walmart, Brookshires, Winn- Dixie and City Hall. She also has placed ads for Adopt-a-Firework in both local newspapers, Water Dept., City Hall, Parks and Rec., Library, and the Pool. Kay will run the agenda on channel 6 and both newspapers. The next meeting will be held at the senior center on June 23, 1998 at 7.00p.m. Donna made motion to adjourn the meeting. Nancy seconded it. The meeting was adjourned at 8:45p.m. i i / t MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JUNE 23, 1998 A meeting of the Special Events Board of the City of The Colony„ TX. was called to order at 7:06p.m. with the following members present: Teresa Sidwell Pam Nelson- Staff Liaison Nancy Pierson Bernetta Henville-Shannon- Council Liaison Krys Murray Donna Hidalgo Kathy Ferguson Kay Cone 1. APPROVAL OF MINUTES Donna made motion to approve the minutes of the June 9, 1998 meeting. Krys seconded it. Motion passed. Minutes approved. 2.EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY THE LAKE Bernetta advised us that Mr. Joe Uliberry will be our D.J. at the stadium and will arrive by 6:00p.m. Krys advised us that the square dancers are performing at Stewarts Creek park. She also said that the Topcats will not be performing since the field won't be ready. Teresa said we will have to pay $75 to the janitor who will be turning the stadium lights on and off and assisting with trash pickup after the event. She also advised us that Everlasting Promotions is still working on our t-shirts which Sprint donated. She reiterated that they will be making sponsor banners for approx. $75-$80. She will also be picking up signs from public works. Pam advised us we must get a permit for the signs, and Teresa agreed to do this. Teresa will also contact the high school for use of their marquee. 3. COORDINATING FOOD/CRAFT VENDORS FOR LIBERTY BY THE LAKE Krys will contact the food vendors to reconfirm. Kathy Ferguson will contact all the craft vendors to reconfirm and have them set up their tables after 9:00am. Kathy Carrington will be helping them all set up that morning. Kay will contact 7 Eleven and Stop N Go for donations of ice. Kathy Carrington will call Zydekos and Mcdonalds. Donna will contact Taco Bell and Wendys. 4.FUNDING/FUNDRAISING FOR LIBERTY BY THE LAKE We are still awaiting checks from TCI cable, CWD, Wal-mart, and Hunters & Assoc. Krys motioned for the meeting to be adjourned. Donna seconded it. Approved. The meeting was adjourned at 8:05p.m. The next meeting will be June 30,1998. 4 MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JUNE 30, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:20p.m. with the following members present: Teresa Sidwell Sam Fitzgerald- Hidden Cove Mgr. Nancy Pierson Pam Nelson- Staff Liaison Krys Murray Joel Uliberry- Guest D.J. Kay Cone Kathy Ferguson 1. APPROVAL OF MINUTES The motion to approve the minutes of the June 23, 1998 meeting were tabled. 2. DISCUSSION ITEMS A. EVENTS TO BE HELD IN CONJUNCTION WITH LIBERTY BY THE LAKE Krys showed us her signs she had made. Sam said he would deliver the sign posts and help her tape them at 7:15a.m. the following morning. She and Teresa agreed to post them throughout the city. Pam advised us they had over 500 runners preregistered. Teresa will put together a list of names to be admitted free into Stewarts Creek park and give to Pain. She will also contact the R.O.T.C. to confirm their appearance. Joel said he needed a copy of all advertisement plugs and sponsors names. He said he needed access to the stadium in advance and Nancy agreed to arrange this with him. Bernetta said she will arrive at stadium early to rope off area for V.I.P. seating. Kay agreed to bring her flag and hang it on bleachers on the east side. Kathy Ferguson said she would work the front gates of stadium with the donation bottles. Donna and Nancy agreed to help. Teresa will contact Coach Briggs as to time we can show up at stadium on Sat. B. COORDINATING FOOD/CRAFT VENDORS FOR LIBERTY BY THE LAKE Krys said snow cone people will come. The football and band boosters will sell food and drinks at stadium. C. FUNDING/FUNDRAISING FOR LIBERTY BY THE LAKE Everlasting Promotions said our banners will be ready for delivery to Pam on Wednesday. Pam agreed to hang the banner on the pavillon at Stewarts Creek Park. Everyone agreed to arrive early and help with vendors and set up games on Sat.. Kathy made motion to adjourn the meeting. Krys seconded it. The meeting was adjourned at 8: l Op. in. e MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JULY 21, 1998 A meeting of the Special Events Board of the City of The Colony,TX. was called to order at 6:10p.m. with the following members present: Teresa Sidwell Kay Cone Nancy Pierson Donna Hidalgo Krys Murray Pam Nelson-Staff Liaison Bernetta Henville-Shannon- Council Liaison 1. APPROVAL OF MINUTES Donna made motion to approve the minutes of the June 23 and June 30 meeting. Krys seconded it. Motion passed. Minutes approved. 2. DISCUSSION ITEMS The board agreed that Pam would write Royce a letter requesting a $8,000 refund. She agreed to send the letter.Nancy made motion that the board would send Diana Timmons a letter advising her we would pay $320.00, $80.00 per banner. Teresa seconded it. Motion passed. Pam agreed to send the letter. 3. CHRISTMAS TREE LIGHTING CEREMONY The lighting of the annual Christmas Tree was discussed to be moved to Stewarts Creek Park. Idea was vetoed. The ceremony will remain at City Hall. The next scheduled meeting will be held August 25, 1998 at 7:00p.m. at the Senior Center. Teresa reminded all board members to notify either her or Pam in event of an excused absence. Krys made motion to adjourn meeting. Nancy seconded it. Meeting was adjourned at 7:05p.m. Lhairrs Recor ing Secretary MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON AUGUST 25, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:00p.m. with the following present: Teresa Sidwell Kay Cone Krys Murray Nancy Pierson Donna Hidalgo Kathy Ferguson Pam Nelson- Staff Liaison Bernetta Henville-Shannon- Council Liaison Diana Timmons-Guest 1. APPROVAL OF MINUTES Krys made motion to approve the minutes of the July21 st meeting. Donna seconded it. Kathy abstained. Motion passed. Minutes approved. 2. DISCUSSION OF INVOICE BY DIANA TIMMONS Diana Timmons addressed the board regarding a letter she had received from this board regarding a dispute between both parties of the amount charged to the Special Events board for signs her company had made. She passed out a rebuttal letter to all members which stated her intentions to charge us the full amount and her reasons why. She then was excused from the meeting. Following discussion, Nancy motioned to pay Diana $320. Donna seconded it. Kathy abstained. Motion passed. Pam agreed to mail her check. Upon further discussion, Nancy motioned to amend previous motion and pay Diana a flat 20% of three quotes from competitors. Teresa agreed to contact Fast Signs,Sams, and Banner Express to price two 2X3 signs and two 3X6 signs. Krys seconded it. Motion passed. 3. CHRISTMAS ACTIVITIES Bernetta agreed to approach City Council regarding a budget of $2500. The board agreed to decorate traffic lights at 6 major intersections to be discussed at a later date. The theme was discussed to be Christmas Around The World. No decision was made. The next scheduled meeting will be September 22 at Senior Center. Donna motioned for adjournment. Nancy seconded it. The meeting was adjourned at 8:28p.m. r - i , (l Minutes of the Special Events Board of the City of the Colony Held on September 22"d, 19,98 A meeting of the Special Events Board of the City of The Colony, Texas , was called -to order at 7:05 p.m. with the following members present: 7hereoa 50well Kathy Ferguson Nancy Pieroon Teri Gobal Donna Hidlago Berrnetta Hernville-Shannon, Council Liaison David Swain, Staff Liaison Minutes No minutes to approve - item tabled until next meeting. Cathy made motion, Donna seconded. Annual Christmas Event Committee discussed decorating major roads and/or interoectiono using bows or banners. Group agreed to get count on light poleo for decoration and report number at next meeting oo that coot can be diocuooed. 5treeto conoidered that will require count on poleo: 425 - Thereoa Faige - Teri N. Colony - Cathy S.Colorny - Donna David Swain advioed uo that the parade lo oet for Sunday, December 2"d at 2PM, The theme for thin year'o Christmao parade will be CHP,I5TMA5 ABOUND THE WO12D. Fireworko 1999 Committee began looking into poooible locationo for 1999 Fireworko Program... Locationo brought up for conoideration were: 1. Stadium r 2. Griffin Middle 5chool (field behind School) 5. 5tewart's Creek park 4. Wynnewood peninsula Committee also discussed ways to increase awareness of 4t" of July activities and help create interest - mainly thru radio and possibly banners on light poles. Funding for the 1999 4t" of July Celebration will be provided for from the 4A tax. 1999 Girls Youth Amateur Basketball Tournament David 5wairn advised committee that The Colony has been awarded the `99 Girls Youth Amateur Basketball Tournament to be held the 5rd weekend in March; Friday 3119 thru 5unday 3/21. A reception for the teams on Friday was briefly discussed that will moot likely involve a band, refreshments and kick off party. Ice Cream Tarty for B.B. Owens An ice cream was discussed for B.B. Owens Elem; the school that sent in the most pennies for the 4t" of July 1995 jugs. This party will take place on a Friday and it was estimated that the cost to the committee will be approximately $210.00 Adjournment Meeting was adjourned at 5:10 p.m. 41 v 1 / MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON OCTOBER 27, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 6:39p.m. with the following present: Teresa Sidwell Krys Murray Nancy Pierson Donna Hidalgo Terri Goebel Pam Nelson- Staff Liaison Bernetta Henville-Shannon- Council Liaison Kay Cone Kathy Ferguson-not present 1. APPROVAL OF MINUTES Krys made motion to approve the August 25th minutes. Donna seconded it. Terri abstained. Motion passed. Minutes approved. Donna made motion to approve the September 22nd minutes. Terri seconded it. Kay abstained. Krys abstained. Motion passed. Minutes approved. 2. HOLIDAY INTERSECTION BANNERS Teresa reported on bids she received for banners and passed around brochures. Pam advised board any bid over $3000 must be in writing. Krys made motion to approve the one color candle design with the city logo on it. Terri seconded it. Motion passed. The design will have red background with white letters. Teresa will request bids for this design from Arnet Mktg, ABC Flag, and KBW. She will also clarify the size of each banner and the hardware required. Pam advised board that we must contact TX DOT for permission to place these on Hwy 423. 3. BIDS FOR FIREWORKS Pam will speak to Bob Sparkman in purchasing about our bid specifications-including any changes we wish to make to the contract. She wants each member to advise her of any changes we would like to see in the new contract. Krys motioned to begin process of bidding. Donna seconded it. Motion passed. 4. TREE LIGHTING CEREMONY Pam said the theme is "Santa on Safari". Krys agreed to call and find prices for a tree. Donna motioned for this board to donate $500 towards a tree, lights, and decorations. Terri seconded it. Motion passed. iNancy reported her last day will be 12-31-98 and will present this in writing. Bernetta advised Teresa to speak at City Council meeting on Nov. 2nd. Krys motioned to adjourn. Kay seconded it. The meeting was adjourned at 7:40p.m. The next meeting will be Nov. 16th at 6:30pm. Chairperson Rec. Secretary MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON NOVEMBER 17, 1998 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 6:45p.m.with the following present: Teresa Sidwell Kay Cone Terri Goebel Krys Murray Donna Hidalgo Kathy Ferguson Bernetta Henville-Shannon- Council Liaison Pam Nelson- Staff Liaison 1. APPROVAL OF MINUTES Donna made motion to approve the minutes of the October 27th meeting. Krys seconded it. Kathy abstained. Motion carried. Minutes approved. 2. HOLIDAY CEREMONY Pam advised us the ceremony will take place at the rec. center on Dec. 6th. She will call to verify the arrival of the fire truck with Santa. Bernetta will contact the Ethridge Choir. Terri will contact the Baptist Church Choir. Krys will contact Holy Cross. Pam will contact the Fiddler group and Kidscount. Donna will ask for donations of cookies for the reception. Krys advised us she has found a discount tree farm in Arlington. They will hold the tallest available tree for $150. The truck is due to arrive Thanksgiving Day. Pam will have it picked up and set up. Bernetta will call Mr. Ramsey to borrow truck for decorating. Teresa will also contact TU Electric for info on using their trucks for decorating and hanging of the banners. Krys and Terri will make red bows for the tree. Pam will make list of ornaments she has on stock. We will be decorating with garland the two entrances to The Colony. We will need to purchase ornaments, candy canes, and hot chocolate for the reception. Pam will provide cups and napkins. We will plan on decorating tree on Dec. 1 st. Teresa will send letter to Lanny Lambert regarding permission on hanging of the banners. Pam advised us she had ordered the banners on Nov. 17. Pam suggested the board purchase plastic bins to store the banners during the year. 2. FIREWORKS Pam will send R.F.P. s to Purchasing Dept. to mail out. Donna made motion to adjourn. Terri seconded it. The meeting adjourned at 7:35p.m. r