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HomeMy WebLinkAbout1999 Minutes MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JANUARY 5, 1999 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 6:35p.m. with the following present: Teresa Sidwell Kay Cone Kathy Ferguson Terri Goebel Krys Murray Wilma Avey Nancy Wetzel Pam Nelson- Staff Liaison David Swain-Parks and Rec. Berretta Henville-Shannon- Not present 1. APPROVAL OF MINUTES Terri made motion to approve the minutes of the Nov. 17th meeting. Kathy seconded it. Nancy and Wilma abstained. Motion carried. Minutes approved. 2. INTRODUCTION OF NEW MEMBERS Teresa introduced our new members Wilma Avey and Nancy Wetzel. They have replaced our resigning members Nancy Pierson and Donna Hidalgo. 3. DISCUSSION OF BUDGET FOR CHRISTMAS, 1998 Teresa presented our Christmas expenses recap, showing an ending balance of $4429.59. The tree which we had been expecting didn't arrive, so Teresa and Bernetta purchased one from our account. Pam advised us she had spoken with Sharon from Arnett and we are disputing our shipping and handling charges since the banners didn't arrive as promised. She will followup with Sharon. Teresa said we now have city approval for the hanging of banners. Terri will negotiate with Mr. Ramsey the charge of removing the banners, leaving the poles/pins attached to facilitate the hanging of future banners. The amount we have agreed on is $400 unless he agrees to less. She will advise him to remove the banners at his convienence. Teresa will remove the garland and wreaths from the two medians. 2.DISCUSSION OF RFP'S FOR NEXT "LIBERTY BY THE LAKE" CELEBRATION Pam presented the board with two R.F.P.'s the city had received. We received one from Atlas and one from Pepperhead. The board reviewed the two proposals. Kathy expressed concern over the lack of the $2mil. insurance policy that Pepperhead did not provide.Pam will contact them to inquire about the additional insurance our R.F.P. requires. Wilma made motion to accept Pepperhead if they add the $2mil.insurance, provided the cost to us does not exceed $19,499.00. Terri seconded it. Motion approved. Pam advised board that if they agree to our stipulations this contract must be approved by the council. Pam agreed to present our contract to the city council on or before Ist Feb. This board will meet to review and/or approve the contract at the next meeting on Jan, 19th. 3. DISCUSSION OF POSSIBLE ASSISTANCE WITH STATE BASKETBALL TOURNAMENT TO BE HELD IN MARCH David spoke to board regarding the 3 day tournament to be held in The Colony on Marl 9-21. This all girls basketball tournament will be sponsored by the Parks and Rec. Dep't with assistance from Special Events Board. He will put together a welcome packet for all 70 teams regarding hotel/motel and dining info. He needs volunteers to obtain free or discounted vouchers from local restaurants to place in the packets. He is also asking for volunteers to approach restaurants in the city who would like their establishments name printed in the packet to donate to the city for this service. He would also like all businesses who have marquees to place a welcome to T.A.A.F. on their marquees. More information regarding this will be addressed at a later date. d©~.m , The next scheduled meeting will be held Jan. 19th at p.m at the senior center. Kathy motioned to adjourn. Krys seconded it. Motion carried. The meeting was adjourned at 8:15p.m. ~ U' MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JANUARY 19,1999 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 present: Teresa Sidwell Krys Murray Nancy Wetzel Kathy Ferguson Terri Goebel Wilma Avey Kay Cone Pam Nelson-Staff Liaison Bernetta Henville-Shannon-Council Liaison 1. APPROVAL OF MINUTES Wilma made motion to approve the minutes of the January 5th meeting with one correction that the time of the January 19th meeting be changed to read 7:00p.m. Krys seconded it. Motion carried. Minutes were approved. 2. ELECTION OF OFFICERS Following nominations and a vote, the following are the 1999 officers. Teresa Sidwell-Chairperson Wilma Avey-Cochairperson Kay Cone-Secretary 3. CONSIDERATION OF AUTHORIZING CONTRACT WITH PEPPERHEAD FOR "LIBERTY BY THE LAKE" CELEBRATION Pam presented the board with a copy of John Hill's recommendation of the changes we should present to Pepperhead. The board approved his recommendations along with additional concerns which are as follows: 1. GENERAL TERMS C. Pepperhead shall be responsible for the removal of all debris following the show. 2.LOCATION AND DATE OF SHOW A. The show should last no less than 20 minutes (constant duration) and fine assessed of $1900 per minute if not executed. die rain date will be July 4th or a mutually agreeable date. DISPLAY CONTENT We need a complete breakdown of the opening content, main content, and finale shell 1~4~ count. 4.PAYMENT TERMS We want to change the terms of the payment to be paid in 3 installments. 25% with the signing of the contract, 25% few months later, and 50% final payment after the completion of the show.Also that we shall pay Pepperhead a total of 25% of the con- /a tract price instead of Mr. Hill's recommendation of 30%.6 Pam agreed to make all necessary changes and fax to Pepperhead. 3. DISCUSSION OF TAAF TOURNAMENT IN MARCH 1999 Pam gave all members a copy of a letter regarding this tournament to be presented to all area restaurants requesting their donations or coupons to be included in the players packet. It was decided that Terri would go to McDonald's, Schlotzky's, Burger King and Braum's. Kathy would go to Wendy's, KFC, Taco Bueno, and Taco Bell. Krys would go to Subway, Street Talk, Mr. Jim's Pizza, and Bistro On Main. Wilma would go to Nick's, Cici's, and Papa John's Pizza. Kay would go to Los Reyes, Pizza Hut, Angelino's and Sonic. Nancy would go to Egg Roll House, Domino's Pizza, and Amore. Teresa would go to The Cove, and Larry's. The deadline for the checks will be Feb. 19th. We each will accept the checks or they can mail directly to the city. 4. CONSIDERATION OF RATIFYING ACTION TAKEN REGARDING $100 DONATION TO MLK CELEBRATION Kay made motion to ratify the action of giving $100 donation to the city for the MLK celebration. Kathi seconded it. Wilma abstained. Motion carried. Teresa and Pam purchased refreshments for the celebration following a telephone vote by members. Wilma had abstained from voting on the phone. Terri voted no because she felt we shouldn't set a precedent of approving each request we as a board receives. Wilma expressed her concern of voting on issues over the telephone. It was decided that a budget should be set next year with the board deciding in advance what special events we will support and approve. S,CONSIDERATION OF APPROVAL OF INVOICE FROM EVERLASTING PROMOTIONS Pam advised the board that she had received an invoice stating that the Special Event's Board had an oustanding balance of $345. The board had already agreed not to pay this business in full and had sent them a check for $350 with a letter of explanation. Following discussion, 'Terri made motion that we pay Ms. Timmons this oustanding balance of $345 with the understanding this board will never conduct business with Everlasting Promotions or Diana Timmons in the future. Wilma seconded it. Nancy and Kay both abstained. The motion carried and Pam will send her a check. 6. OTHER BUSINESS Pam advised board she is still following up with Arnet regarding payment of the overnight shipping charges. Terri talked to Mr. Ramsey and he would not agree to accept less than $400 for the removal of the banners. Kay suggested we have written and signed contracts in the future for any estimates or work in the future. Wilma suggested this board write their own contract for the firework celebration in the future to avoid all the changes we are having to do this year upon receipt of Pepperhead's contract. Pam said we should go to council and request the $19,000 in full to be placed in our account. Teresa said she had talked to Cathie Carrington regarding an M.C. for the "Liberty by the Lake" show and that she will fax Teresa his fee. The next scheduled meeting will be February 2nd at 7:00p.m. at the senior center. Kathy made motion to adjourn. Terri seconded it. This meeting was adjourned at 8:55p.m. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON FEBRUARY 2, 1999 A meeting of the Special Events Board of the City of The Colony, TX. was called to order at 7:03p.m. with the following present: Teresa Sidwell Nancy Wetzel Krys Murray Kay Cone Wilma Avey Bernetta Henville-Shannon- Council Liaison Pam Nelson- Staff Liaison Kathy Ferguson- not present Terri Goebel- not present 1. APPROVAL OF MINUTES Krys made motion to approve the minutes of the January 19,1999 meeting. Nancy seconded it. Motion carried. Minutes approved. 2. CONSIDERATION OF APPROVAL OF CONTRACT WITH PEPPERHEAD FOR `LIBERTY BY THE LAKE' CELEBRATION Pam went over the contract and the changes that Pepperhead agreed to. They are unable to post July 4th as an alternate rain date due to prior engagements. Pam will ask them for Labor Day weekend. She will also add that the J and C property be included under the blanket insurance coverage. Pepperhead agreed to 25% of the contract price upon signing of the contract, 25% paid on or before April 1 st, and the balance paid within 10 days following completion of the show. Also cancellation within two weeks of the show will result in entire contract price being due. Kay made motion to accept this contract. Nancy seconded it. Motion carried. Contract was approved. The approved contract will be in the packet for all city council members. The board also agreed to have this contract be used for all future fireworks. Teresa will attend the City Council meeting and ask for the entire $19,000 to borrow against the revenue from the projected hotel/motel tax. Bernetta asked that all members of the Special Events board be present at the City Council meeting if possible. 3. DISCUSSION OF `LIBERTY BY THE LAKE' ACTIVITIES Pam advised board of a national sponsor who is possibly interested in sponsoring the entire days events, including 5k run. We were I out of 12 that were chosen. This could include money towards banners, bands, fireworks, etc. She will keep us updated on this. We will negotiate the music to be choreagraphed for the fireworks with Pepperhead. Bernetta will contact Kathy Ferguson about the BBQ vendor. Teresa will followup on the M.C. Pam will call Johnny Smith about posing as clown. Teresa will contact Cathie Carrington about company called "Crowd Pleasers" which employ clowns, jugglers, etc. Teresa will contact Tip Tap Toe about possible performances. 4. DISCUSSION OF BOARD'S INVOLVEMENT WITH PARK AND REC'S TAAF TOURNAMENT IN MARCH, 1999 Kay will speak to Pizza Hut about possibility of selling pizza Friday night at the Colony pool. There will be 25 teams present for the men's tournaments. There will be c 0 to 70 teams for the girls from across the state. Krys suggested we contact local restaurants two and then one week prior to this event to remind them of adequate staffing. 5. OTHER BUSINESS There will be a ribbon cutting ceremony for the new street "Morningstar'' on Feb.27th. Bernetta would like this board to be present if possible. The next scheduled meeting will be held at 7:00p.m. at the senior center on Feb. 15th. Krys made motion to adjourn. Nancy seconded it. The meeting was adjourned at 8:08p.m. MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON FEBRUARY 15, 1999 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 present: Teresa Sidwell Kay Cone Terri Goebel Krys Murray Nancy Wetzel Kathy Ferguson ANilma Avey Pam Nelson- Staff Liaison Berretta Henville-Shannon- Council Liaison 1. APPROVAL OF MINUTES Krys made motion to approve the minutes of the February 2nd meeting. Terri and Kathy abstained. Motion carried. Minutes approved. 2.DISCUSSION OF LIBERTY BY THE LAKE ACTIVIT? ~S Pam will keep us updated on the possibility of a sponsor for the day's activities. The board agreed the fireworks display will be offered free to the public.This board will not solicit donations this year. Terri will contact Roy Winnegar about selling BBQ as a vendor. Kathy said Dudley's BBQ is not interested this year. The fireworks event will begin at 7:00p.m. 3. DISCUSSION OF BOARD'S INVOLVEMENT WITH PARK AND REC'S TAAF TOURNAMENT IN MARCH 1999 Each member is to followup on the letters distributed to area restaurants. Kay agreed to contact Pizza Hut about pizzas for the opening night pool party. Pam will put together a volunteer sign up sheet for that weekend. 4.DISCUSSION OF LIBERTY BY THE LAKE BUDGET This item will be tabled until the next scheduled meeting on Mar.2nd. Each member is to put together a list of what we should and should not spend our on. 5. OTHER BUSINESS Bernetta asked the board to be present at the ribbon cutting ceremony for Morningstar Rd. on Sat. Feb. 27th at 10:00am. The next scheduled meeting will be held 3-2-99 at 7:00p.m. Kathy motioned to adjourn. Krys seconded it. The meeting was adjourned at 7:45p.m. C-y~ 1 MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MARCH 2, 1999 A meeting of the Special Events Board of the City of the Colony„ TX. was called to order at 7:07p.m. with the following present: Teresa Sidwell Kay Cone Wilma Avey Nancy Wetzel Terri Goebel Pam Nelson- Staff Liaison Berretta Henville-Shannon- Council Liaison Kathy Neal- Parks and Rec. Krys Murray-not present Kathy Ferguson-not present 1. APPROVAL OF MINUTES The minutes of the Feb. 15th meeting were not presented. No action taken. 2, DISCUSSION OF LIBERTY BY THE LAKE ACTIVITIES The board will be using The Colony H. S. Band and Football boosters as our concessions. Teresa will contact them both. We will not be using separate barbeque vendor. Wilma will contact Rainbow Entertainment on price quotes. Teresa will contact Danny Steuber. Krys(?)will contact all radio stations for advertising. Nancy suggested we use a 70's theme for the days activities. Nancy will contact various businesses on Legacy to advertise our fireworks show. Teresa advised us we will be meeting with police and fire dept. in April. Pam announced to our board that Tommy Hilfiger will be the sponsor of the day's events. We should receive $5000 towards fireworks and $1000 towards bands. We will (Pam will) be also requesting approximately 24 banners for the event. 3.DISCUSSION OF TAAF TOURNAMENT Wilma suggested the board obtain volunteer I.D. badges for Special Events at the rec. center. Wilma advised board Cici's will donate pizzas for all volunteers during the weekend event. She also reported receiving $30 from Cici's for ads and $30 from Nick's for ads. Pam said a volunteer meeting is scheduled for Mar. 16th. 4. OTHER BUSINESS Kathy will call Pepperhead to obtain a copy of our signed and completed contract. Pam advised us that she was able to get a $75 refund on the shipping and handling of our Christmas holiday banners. Wilma presented board with her various ideas for possible Special Event sanctioned events for the city, including sanctioned races, (possible watercraft races, bike marathons, etc.), chili cookoffs, golf tournaments, 1. concerts, and the Liberty by the Lake. More discussion on this will be at the next meeting. The next scheduled meeting will be held on Tues. March 30th at 7:00p.m. Wilma made motion to adjourn. Kay seconded it. The meeting was adjourned at 8:3Op.m. o~ ,y MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLON"Y HELL ON "MARCH 3u, "999 A meeting of the Special Events Board of tree City of The Colony, TX. was called to order at 7:05p.ni with the following present.- T eresa Sidwell 4t F't _ w imia Avey Nancy `'"Wetzel Terri Goebel Kathy Ferguson Kay Cone Pam Nelson- Staff Liaison Bernetta Henvle-Shannon- Council Liaison Kathy Neal-Parks and Rec. Lep't Lanny Lambert-City "'"tanage"r Lon Becket--Knights of Columbus r. lielan .a h rTammock- Unique Card's _ and ~ "Gir7n n_ s Krys Murray- Not Present 1. CONSIDERATION OF APPROVAL OF MINUTES Wilma made motion to approve the minutes of the Feb.15 )th meeting and of the March 2nd meeting. T erri seconded it. Motion passed. Minutes approved. 2. COIN3ILERATION OF APPROVAL OF LIBERTY BYT HE LAKE ENTER T AIT IVf CENT Bemetta agreed to contact Scott ivturray of Channel 5 to invite hire to be our .s Marsha t__7ll7 of the parade. Trl5e _ supmers lI r._0 m >i Xt1. S. and the T t__e m omrny 1Hrrlhhtr_gel- and Corporation s mm n c+ will be donating to the M.S. Foundation. Teresa showed the board the contract site had received regarding the L.J. of Baby'"rand Product- ions. It was for $3060 forr two hours including all sound equipment. Kay made motion to approve this contract. Terri seconded it. Following discussion, Kay amended the motion to approve this contract following changing the authorization signature "'0111 Teresa Sidweii to Lanny Lambert. Motion caned, iviliiia showed the board die-rent quotes she had received from Rainbow regarding their crowd entertainment, Teresa will contact Laiiiiy Steuber for a proposal for his services. T eresa showed us quotes she had also received front Rainbow for various bands. Site will contact t"ier"" again to receive more detailed imorination, such as the exact length of their show, possible discounts we could receive, time frame we have in order to book then", their sound systems, and possibility of the board to preview bands in advance of booking then". The hoard wants the proposal to be in writing. She will also contact Grandstand Platforms for quote on a stage rental. Wilma made motion to recind the previous motion to approve the contract of - n Baby Kathy j fie U.J. at Baby Grand Productions. Kseconded it. This motion was carne . Tl- board will wait to vote on the services of a D.J. 3. CONSIDERATION OF APPROVAL OF LIBERTY BY THE LAKE T-SHIRTS AND LOGO Don Becket spoke to board regarding the sponsorship of Tommy Hilfiger. He will try to obtain t-shirts with [loth the 5k ran and 'Liberty by the ,axe logo. Pane and Don will get back with us at later date after speaking to the sponsor. The board will then make a decision to obtain our own t-shirts or not. He told us he is meeting with the ham radio operators in June. Teresa agreed to also meet then with them. He advised us he is needing volunteers for the registration and finish line of the 5k run. We will contact him if interested. He also advised us a volunteer dinner will be offered at Stewarts Creek Park at 6:00p.rn July2nd. He asked the board if we were interested in assisting the Knights of Columbus in the decorating of the Tommy Hilfiger float they are putting together. No decision yet on the receiving of 24 banners advertising our event. He will advise us as soon as possible. 4. DISCUSSION OF SPECIAL EVENTS BOARD BUDGET No discussion this meeting. 5. OTHER BUSINESS Pam spoke to board on reasons Special Events was not mentioned in newspaper articles regarding the planning of the celebration, and apologies were made. Delana Hammock spoke to board about possibility of having booth at the high school selling frozen cappucino and frozen lemonade. Board agreed to put on agenda at following meeting to vote next meeting. Lanny spoke to board regarding the roles of our liaisons. He also reiterated that any amount spent over $1500 must have council approval. He will provide the board with written definitions of the roles of all liaisons to various boards. ':Teresa agreed to speak at City Council meeting on March 5th with update on our boards festivities. Kathy made motion to adjourn this meeting. Wilina seconded it. The next meeting will be held April I'th at 7:00p.m at the senior- center. The meeting was adjourned at y: i 5p.m. L-, r MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON APRIL 13TH, 1999 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 board members present: Teresa Sidwell Chairperson Kay Cone Secretary Wilma Avey Member Terri Goebel Member Kathy Ferguson Member Krys Murray Member David Swain Parks & Recreation Don Beckel Knights of Columbus Steve Murray Flights of Columbus Richard Anderson Knights of Columbus Nancy Wetzel - Excused absence Bernetta Henville- Shannon - Excused absence 1. CONSIDERATION OF APPROVAL OF MINUTES. Terri made a motion to accept the minutes of the March 30th meeting. Kathy seconded the motion. Krys abstained. The motion passed. 2. CONSIDERATION OF COOPERATIVE EFFORTS FOR JULY 3tm CELEBRATION WITH THE KNIGHTS OF COLUMBUS. Mr. Beckel asked that all the names and telephone numbers of volunteers for the 5K Run be forwarded to him. He also requested a complete list of all the activities for Liberty by the Lake to be faxed to him so he can include it in their 5K registration forms. Teresa agreed to fax Steve Murray the information. 3. CONSIDERATION OF APPROVAL OF LIBERTY BY THE LAKE ENTERTAINMENT AND DECORATIONS. Teresa advised us she is still waiting to hear from the DJ at Babygrands. She also spoke with Larry Dzenowski, and he advised her he would offer his services as DJ for free. The board will require a contract if he is agreed upon. Terri will contact various choirs to perform at the stadium. She will report back to the board. Fys will contact a Lakeview student to perform the "Star Spangled Banner". Wilma will invite Patti Hicks to sing one or two songs. David will have Pam write a letter to Johnny Smith requesting his services as balloon-maker. Teresa advised the board that Gifts & Cards Unique want to provide us helium balloons. Teresa will request a price for 500 balloons and the labor of putting them in an arch. Kathy will contact U.S. Toys for the price of small flags. Wilma and Kathy agreed to look into the cost of various decorations for the stadium. The board received a letter from Donna Stueber advising that Danny would be available for balloon-making, magic acts, and juggling for $40.00 for two hours. Teresa will contact him and have him sign a contract. The board agreed to hire the band "Third Wish". Teresa will ask for a photograph of the band and have them sign a contract for $700 to perform for 2 hours. 4. CONSIDERATION OF APPROVAL OF VENDORS AND FEES TO BE CHARGED FOR LIBERTY BY THE LAKE FIREWORKS. Wilma made a motion to charge vendors $25, excluding non-profit organizations. Kay seconded the motion. The motion passed. Teresa will notify Gifts & Cards Unique. 5. CONSIDERATION OF APPROVAL TO AUTHORIZE RENTING A PLATFORM FOR BANDS TO PERFORM AT LIBERTY BY THE LAKE FIREWORKS. Don Beckel advised the board that the Knights of Columbus wish to use a stage during the 5K Run. The cost of an 8'x24' is $400. The delivery, setup, and pickup is $125. Teresa will call Rainbow to determine the exact size of the stage "Third Wish" will require. The Knights of Columbus agreed to pay an additional $75 to have the stage moved from Stewart Creek Park to the high school stadium for use. Wilma made a motion to approve spending no more than $525 for a stage, $150 for 2 hours of a balloon-maker, $40 for 2 hours of Danny Stueber's services, $150 for 2 hours of Mime, $250 for 2 hours of Uncle Sam, and $700 for hiring the band "Third Wish". Less a discount of $50 from Rainbow, the total is $1,765. Kathy seconded the motion. The motion passed. 6. CONSIDERATION OF APPROVAL TO AUTHORIZE ASSISTANCE WITH TOMMY HILFIGER FLOAT FOR PARADE ON JULY 3RD David advised the board the theme for the parade is "May the 4th Be With You". Don Beckel asked the board to participate in the float preparations. He also requested the board to match the $500 the Knights are spending to decorate the float. The board requested that Parks & Rec. share in this expenditure. David will inquire with Parks & Rec. and will coordinate through Teresa and Don Becket Krys made a motion that Special Events accept the proposal for float expenditures not to exceed $250. Terri seconded the motion. The motion passed. Krys shared decorating ideas with the board and will be heading up the float decorating committee. Terri made a motion to table agenda items 7 & 8. Kathy seconded the motion. The motion passed. These items will be put on the May I Ith meeting agenda. 9. OTHER BUSINESS. Don Beckel advised the board that the correct logo from Tommy Hilfiger is as follows: "Tommy's American Running Series Presents" will apply to the 5K Run only. "Tommy Hilfiger Fragrances Presents" will be for the parade and fireworks. He also advised us that Dillards will be distributing registration forms in their stores and they also will be present at the 5K Run marketing "Tommy Hilfiger" items. The board will meet with the Knights of Columbus on Tuesday, April 27th at 6:30 p.m. The intent will be to formulate a logo, artwork, and brainstorm ideas for all future press releases. Teresa will be checking with local newspapers for requests of free advertising for the event. The Knights of Columbus are still working on t-shirts. The next scheduled meeting of the Special Events Board will be held on May I I1h at 7:00 p.m. Krys made a motion to adjourn the meeting. Terri seconded the motion. The meeting was adjourned at 9:10 p.m. XI"~ Kay Cone, S4cretary Tere a Sidwel , hairperson MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON APRIL 27TH, 1999 A meeting of the Special Events Board of the City of The Colony, TX., was called to order at 7:15 p.m. with the following board members present: Teresa Sidwell Chairperson Kay Cone Secretary Wilma Avey Member Nancy Wetzel Member Terri Goebel Member Kathy Ferguson Member Kit's Murray Member Berretta Henvi Ile- Shannon Council Liaison Kathy Neal Parks & Recreation Robert Felix Knights of Columbus Don Beckel Knights of Columbus Steve Murray Knights of Columbus 1. CONSIDERATION OF APPROVAL OF MINUTES FROM APRIL 13TH, 1999. Wilma made a motion to table these minutes until the May 11"' meeting. Krys seconded the motion. Motion passed. 2. CONSIDERATION OF APPROVAL OF COORDINATION OF MARTETING FOR 3RD OF JULY CELEBRATION WITH KNIGHTS OF COLUMBUS. Don Beckel advised the board he had spoken with DFW Community newspapers and they are willing to run filler advertisement ads at no cost. These can be bumped without notice. Steve Murray expressed his opinion that we should have a firm commitment from the newspapers. The board wants to run much larger ads. Steve agreed to negotiate with the publisher to determine what price we would pay or if we could post banners at the event showing them as a sponsor. He will report back to the board. Kay suggested if banners must be purchased, the cost should be evenly split between the Knights of Columbus, Parks & Rec., and the Special Events Board. Berretta informed the board she had a firm commitment from Channel 5 newscaster Scott Murray to be Grand Marshall of the parade. He supports the M.S. Foundation. Teresa will speak to the Fire Dept. about organizing a fundraiser for multiple sclerosis. The board would like to present a check to Scott Murray with the city's donation before the start of the parade. His car could then be decorated accordingly showing our check donation. Teresa advised the board she had spoken to Lucy Billingsley of Austin Ranch. She will be holding a ribbon-cutting celebration on the 3' d , along with a children's bike decorating contest and bicycle rodeo. She wants to be included in all our advertisements as part of our festival. Wilma expressed firm objection to this because it will start a precedent. She did suggest Ms. Billingsley donating money to pay for full-page ads in local newspapers in exchange for her inclusion in our events. Steve Murray will contact Ms. Billingsley or Don Blackwood to exchange further ideas. A sub-committee was formed with Terri, Wilma, and Steve to work on an ad campaign. They will design our ads and obtain approval from the Tommy Hilfiger organization. Krys will work with t-shirt designer regarding our logo. Don will obtain official logo from Tommy Hilfiger. He will e-mail the information to Krys. Teresa requested more detailed information on intersection banners and the 250 posters. Don will report back with findings. Wilma agreed to work on a press release with Terri. Following approval from Tommy Hilfiger, Kathy Neal agreed to distribute the press release to the newspapers. Teresa will also contact The Colony newspaper to invite them to the May 11`h meeting for photos and information. 3. CONSIDERATION OF APPROVAL TO AUTHORIZE RENTING A PLATFORM FOR BANDS TO PERFORM AT LIBERTY BY THE LAKE CELEBRATION. Krys made a motion to rescind a previous motion of approval of Mobile Grandstands and Stages, Inc. Wilma seconded the motion. The motion passed. Teresa advised the board that Mr. Briggs form the high school will not allow an 8 x 24ft. stage on the track at the stadium. She advised us that Pam Nelson had received a bid from United Rent-All for a rental of 10 3x6 stages that interlock together that would be agreeable to Mr. Briggs. The cost would be $330.72 and Parks & Rec. would be responsible for delivery and setup. Kathy made a motion to accept this proposal. Nancy seconded the motion. The motion passed. Parks & Rec. will notify them and reserve. 4. OTHER BUSINESS. Wilma advised the board that U.S. Toys will sell miniature flags for .52 per dozen, 240 dozen in a case. Bunting is available for $65 per roll. She also said that a local Spacewalk company is willing to set up at the stadium and charge individually. Krys expressed concern over children on the field. Wilma made a motion to adjourn. Terri seconded the motion. The motion passed. The meeting was adjourned at 9:04 p.m. The next scheduled meting will be on May I It" at the Senior Center at 7:00 p.m. irperson Kay Cone, Se retary T l, Cha MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MAY 11, 1999 /N- 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 Chairperson Wilma Avey Member Nancy Wetzel Member Krys Murray Member Terri Goebel Member Kathy Ferguson Member Bill Cunningham Ham Radio Operator David Swain Parks and Recreation Richard Anderson Knights of Columbus Don Beckel Knights of Columbus Steve Murray Knights of Columbus Bernetta Henville- Shannon Council Liaison Kay Cone Absent 1. CONSIDERATION OF APPROVAL OF MINUTES FROM APRIL 13 AND APRIL 27 MEETINGS Wilma made motion to table the approval of these minutes until next meeting. Nancy seconded it. Motion carried. Krys made motion to approve the Special Session held on April 27th. Nancy seconded it. Wilma abstained. Motion carried. 2. DISCUSSION WITH HAM RADIO OPERATORS REGARDING THEIR INVOLVEMENT AT 5K AND FIREWORKS Mr. Cunningham of the (Colony Amateur Radio Club) was present. They are having a meeting on May 14th at the government center if our board wishes to be present. Compensation is not allowed. They are a nonprofit organization. 3. CONSIDERATION OF APPROVAL OF COORDINATION OF MARKETING FOR 3RD OF JULY CELEBRATION WITH KNIGHTS OF COLUMBUS The Knights advised us that an ad was sent to Tommy Hilfiger 5-11-99 for approval. The t-shirt logos for the 5k run will be handled by them. They are also working on a t-shirt for staff which will say Special Events, Knights of Columbus, and Parks and Rec. They also stated that the registration form in the flyer will be changed to say Special Events Board rather than Special Events Committee. There will be no Austin Ranch bike rodeo now. David said a bicycle decorating contest will be considered for the parade, with possible individual prizes. The price for 4 full page newspaper ads will run $3600. Two will be side by side plus quarter page in every week for six weeks. Bemetta will speak to Legends for possible donations and Don will speak with Tommy Hilfiger company. Steve Murray asked for Special Events to approach City Council to front the money. T°he board decided they would rather scale back ads. David will be checking on our banners. Phone calls will transpire between Bemetta and Steve Murray. 4. CONSIDERATION OF APPROVAL OF LIBERTY BY THE LAKE ENTERTAINMENT AND DECORATIONS Gifts and Cards Unique can purchase glow necklaces- 2 bundles @ 50 each-$62.50 We will sell for $3.00, cost is $1.25. Gifts and Cards Unique will make.75 and we will make $1.00. They are also able to get balloons. 200 red ruby with white star. 200 sapphire blue with white star. 100 diamond with white stars. The cost is $3 50. 1 roll of bunting was discussed as needed. Wilma made motion to approve expenditures for bunting not to exceed $65.00, balloons not to exceed $350, and flags not to exceed $124.80. Terri seconded it. Motion passed. David said we need to have a tape for the fireworks to include songs that are patriotic. 5. CONSIDERATION OF APPROVAL OF MASTER OF CEREMONIES FOR THE LIBERTY BY THE LAKE CELEBRATION 4 The board decided not to use Larry Dznowski. Terri will speak to Giles Hudson and Kars will ask Delmart Penzson to be Master of Ceremonies. 6. CONSIDERATION OF APPROVAL OF RIBBON CUTTING AND ACTIVITIES FOR WINDHAVEN PARKWAY(AUSTIN RANCH) ON JULY 3RD There will be no ribbon cutting at this time. Wilma made motion to disapprove their involvement. Kathy seconded it. Teresa voted nay. Motion carried. Teresa will contact Austin Ranch. 7. DI$CUSSIOi~ OF SPECIAL EVENTS BOARD'S ASSISTANCE WITH TOMMY ]F"ItL IGER FLOAT FOR THE PARADE ON THE 3RD OF JULY Kris will need help stuffing the float. More info later. 8. DISCUSSION OF BUDGET FOR LIBERTY BY THE LAKE No discussion. 9. OTHER BUSINESS The staff liaison doesn't have the authority to remove items off ous, Benda without discussing with our chairperson. David will relay this to Pam. The' bc7ard wants the song "Proud to be an American" sung by a choir. Iiys made motion to adjourn. Nancy seconded it. The meeting w, adjourned at 9:40p.m. The next scheduled meeting will be held on 5th. . L- 11-Chairperson Kay Cone 7Secretaiy 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 Rcbert L.Poynter Sr. Kathy Ferguson Pam Nelson-Staff Liaison I. 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 band for times. Teresa will contact the Knights of Columbus to see if we can attend one of their meetings to solicit participation in our event. B. COORDINATING FOOD VENDORS FOR LIBERTY BY THE 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 THE LAKE Pam advised the board that she had only received two checks from craft vendors. Kay will run ads again on Channel 6 and in the Leader and the Courier. D. FUNDING AND FUNDRAISING FOR LIBERTY BY THE 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. E, ELECT VICE-CHAIRMAN Kay made motion that we nominate Nancy Pierson as Vice-Chairman. Krys seconded it. Vote unanimous. Motion carried. The next scheduled meeting will be held on May 26,1998 at the Seniors Center. Kay made motion to adjourn this meeting. Robert seconded it. Motion carried. The meeting was adjourned at 7:30p.m. 3 , U MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON MAY 25, 1999 meeting of the Special Events Board of the City of The Colony,'rx. was called t® order at 7:1 Op. m. with the following present: Teresa Sidwell Chairperson Kay Cone Secretary Terri Goebel Member Krys Murray Member Kathy Ferguson Member Kathy Neal Parks and Recreation Bernetta Henville- Shannon Adhoc Wilma Avey Not Present Nancy Wetzel Not Present 1. APPROVAL OF MINUTES OF APRIL 13TH, APRIL 27, AND MAYI ITH Krys made motion that we table the approval of these minutes until next meeting. 'Terri seconded it. Motion carried. 2. DISCUSSION AND APPROVAL OF LIBERTY BY THE LAKE ENTERTAIN- I\IENT AND DECORATIONS Teresa advised board she will request a check to pay Pepperhead a deposit now and then again for immediately following fireworks show. She advised us that Johnny Smith will not be available to do balloons. Teresa will contact football and band boosters regarding concessions. Delana of Cards and Gifts Unique has agreed to purchase glow necklaces- 100 for $62.50. She will purchase two of these packs. They will sell for $3.00 with $1.00 going to Special Events and $2,00 to her. Special Events will then sell them to the crowds at the stadium. Any left over necklaces will be purchased in full by Special Events from Delana. Teresa will fax Parks and Rec. authorization to purchase from our budget 3 plastic table cloths 14ft by 109 inches(page 160 U.S.Toys). She also spoke to Pam about the bunting and flags. Krys advised she saw cloth flags at Walmart for $21. She believes we will need 4 of these. Teresa will check with Wilma regarding her deal with U. S. Toys and then purchase 4 of these cloth flags. Kathy made motion to approve these expenditures. Krys seconded it. Motion passed. Terri said she is abandoning her idea of local Churches performing due to so many absent choir members over the holiday. Krys said she spoke with Ms. Mason and has 2 or 3 girls who would be available to sing. She will invite the High School Tempo Choir to sing the National Anthem. Teresa will invite Patti Hicks to also sing. "Third Wish" band will perform for crowd and then right before the fireworks, we will have our local entertainment perform patriotic songs. Teresa will contact Rainbow to confirm we can use their microphone and equipment for our choirs. 1DISCUSSION AND APPROVAL OF MASTER OF CEREMONIES FOR THE LIBERTY BY THE LAKE FIREWORKS CELEBRATION Krys made motion to approve Giles Hudson as our Master of Ceremonies and not Larry Dznowski. Terri seconded it. Motion passed. He will use the stage and the bands equipment. 4. DISCUSSION OF THE SPECIAL EVENTS BOARD ASSISTING WITH THE TOMMY HILFIGER FLOAT FOR THE PARADE ON JULY 3RD Kyrs gave a list of what supplies need to be purchased for decorating of the float to Kathy Neal. She advised us she has obtained the truck to be used as float. She wants permission to use the large shed in Eastvale to house float while we work on it. She wants to begin stuffing float on June 21 st. Kathy will speak to Pam and let her know. Krys also said that we will pay the lady who will be making signs for the front and back of float. The Knights will be building the framework. 5. OTHER BUSINESS Terri expressed concern over the tape to be used during the firework show. She also is concerned about lack of microphones. Teresa will speak to Pam about the tape. The Knights of Columbus advised us they formed an agreement with Budget Suites. The hotel will pay for all of our newspaper ads from now until the event. Knights of Columbus and Special Events Board will in turn provide food for two events the hotel is sponsoring. They are hosting a BBQ for the Police and Fire Dep't. and also a BBQ on July 3 open to the public. The Knights have the BBQ pits. Food costs will come out of Special Events Board budget and the Parks and Rec. budget. All labor and cooking will be provided by the Knights. Proceeds from the 5k run registration will be used to fund these food events (instead'of normally splitting the amount between Knights and Parks and Rec.) They will let us know more on the first event later. Special Events will need to help work these events. They also advised us that posters depicting the days events should be ready in 2 weeks to be distributed throughout the city. Bernctta Henville-Shannon will now serve as an Adhoc committee member. She .will keep in contact with Scott Murray as our Grand Marshall. Kathy made motion to adjourn. Krys seconded it. The meeting was adjourned at 8:40p.m. The next scheduled meeting will be June 8th. Ges-a Sidwell Chairperson Ka Cone Secretary j MINUTES OF THE SPECIAL EVENTS BOARD OF THE CITY OF THE COLONY HELD ON JUNE 22, 1999 A meeting of the Special Events Board of the City of The Colony,TX., was called t® order at 7:03p.m. with the following present: Teresa Sidwell Chairperson Kay Cone Secretary Wilma Avey Member Nancy Wetzel Member Krys Murray Member Bernetta Henville- Shannon Adhoc Pam Nelson Staff Liaison Steve Murray Knights of Columbus Larry Harkrider Knights of Columbus Kathy Ferguson Absent Terri Goebel Absent 1. APPROVAL OF MINUTES FROM APRIL 13TH, APRIL 27TH, MAY 11 TH, AND MAY 25TH. Kay made motion to approve the minutes from April 13th and April 27th.,and to table the acceptance of the minutes from May I 1 th and May 25th. Wilma seconded it. Nancy abstained. Motion passed. 2. DISCUSSION AND APPROVAL OF LIBERTY BY THE LAKE ENTER- TAINMENT AND DECORATIONS. Teresa reported that Kathy Neal had purchased all that was needed to decorate the float and the stadium. Krys said that the "Tempo" Choir will be singing the "Star Spangled Banner" a cappello right before the start of the fireworks. Pam agreed to call Patti Hicks and ask her to sing "Proud to be an American" a cappello. She will also ask her to possibly sing a second patriotic song if needed. Pam reported that Pepperhead is working on obtaining a permit from the fire marshal to shoot a 16inch shell from a cannon at no additional charge. She also said that KSCS radio is currently running ads on the air advertising the 5k run, parade, festivities and fireworks-the ad sponsored by Tommy Hilfiger. Teresa will be going to the stadium 6-23-99 with Delana from Gifts and Cards Unique to check out electrical outlets and lights. She also has faxed Pam a requisition for a check of $75 to pay the person who will be unlocking and reocking the stadium on July 3rd. She also reported that she requested Pam to send a deposit to Rainbow Entertainmerit, Pepperhead, and for the rental of the stage. 3. DISCUSSION OF SPEECH F01R MASTER OF CEREMONIES FOR THE LIBERTY BY THE LAKE FIR IEWORKS CELEBRATION Teresa gave board a speech she had written for the master of ceremonies. She asked ,is for additional ideas. 4. DISCUSSION OF SONGS THAW ARE TO BE COORDINATED WITH FIREWORKS ]plan gave us list that Pepperhead had put together on a tape to be used during the fireworks display. The board reviewed it and agreed on the music. Pam suggested we contact Rainbow to inquire whether this tape can be played through their sound system. Teresa agreed to contact them. 5. OTHER B09IIN-ESS Teresa will find out if the stadium can be opened earlier in the day so the Knights of CoJbus can move the tent from Stewarts Creek Park to set up at tht"Aadium. This tgrd will be for the use of the Tommy Hilfigor people. Krys said shd Nods the board to be at the shed in Eastvale to help decorate the float on Monday, June 28th at 6:3Op.m. Wilma f;3ade motion to adjourn. N-'~n-cy seconded it. The meeting was adjournt,~ at 7:360-M. i~ i (;,resa Sidwe - h4i I, ay Coy e e(,re;tary