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Home My WebLink About10-17-2022 CCTF AgendadM wx SERASTL 140ME OF PELICAN] ISLAND CENTENNIAL CELEBRATION TASK FORCE AGENDA MONDAY, OCTOBER 17, 2022 —10:00 A.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. ORDER 2. REPORTS A. Staff Items a. Minutes from September 19, 2022 meeting b. Budget Update B. Marketing & Promotion a. Centennial Program C. Art a. Discuss pictures for the coloring book D. Historical E. Parades & Special Events a. 2024 Riverview Park Event Calendar F. Sponsorships a. List of businesses b. Letter by Mayor C. Sponsor ad sizes d. $100 Level e. Discuss presenting sponsors 3. SCHEDULE NEXT MEETING 4. ADJOURN NO STENOGRAPHIC RECORD BY A CERTIFIED COURT REPORTER WILL BE MADE OF THE FOREGOING MEETING. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL, BOARD OR AGENCY WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING OR HEARING WILL NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONYAND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (F. S.286.0105) IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA) OF 1990, ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITYS SEATING ADA COORDINATOR AT 388-8226 - ADA@CITYOFSEBAST1AN.ORG AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. TWO OR MORE ELECTED OFFICALS MAYBE IN ATTENDANCE AT THIS MEETING. 1 of 21 clry If SEIRASTUkN HOME OF PELICAN ISLAND CENTENNIAL CELEBRATION TASK FORCE MINUTES MONDAY, SEPTEMBER 19, 2022 —10:00 A.M. CITY COUNCIL CHAMBER 1225 MAIN STREET, SEBASTIAN, FLORIDA Staff Present Brian Benton, Leisure Services Director Cathy Testa, Records Specialist Jeanette Williams, City Clerk Paul Carlisle, City Manager (absent) Participants Present Marc Gingras Donna Ware Britney Melchiori Richard O'Connor Cara Irwin Sherrie Matthews 1. The Centennial Celebration meeting was called to order at 10:00am 2. REPORTS A. Staff Items Brian said the budget he's presenting is a very rough estimate. He went through each of the items and welcomed any questions. He said some of the items will be used throughout the year during the festivals but the majority will be used for the Celebration Event. Rich spoke with Professor Pennygoode's Mighty Flea Circus, a local band; they said they are interested in participating in the event. They play 1920's swing music. Brian presented the draft program with the weekend's events and welcomed input or questions. Cara asked about the possibly of other activities such as craft shows, petting zoo or face painting. Brian said the activities can be adjusted. This is a preliminary program just to give an idea of what kind of activities we are looking for. 2of21 Centennial Celebration Committee Meeting September 19, 2022 Page 2 The next item on the agenda was the marketing proposal by the Marketing Branch. Brian said the cost was presented at $2500 and with the City's procurement process we don't need to obtain additional bids. He said the proposal contains quite a bit of what we are looking for and asked for group discussion. MOTION by Jeanette and a SECOND by Cathy to approve the purchase of the marketing proposal by the Marketing Branch. The Committee agreed this will get us moving forward and get the sponsorship packet developed which is the next step to bringing in money. The Motion was approved by a unanimous voice vote. Brian reached out to a few drone companies online. He received similar responses stating at the present time the show would cost about $35,000 depending on how many drones are used and the location. He was advised that the price could possibly go down as the technology improves. Brian talked to them also about the possibly of incorporating a drone show with fireworks. Sherrie asked if the company would provide the staff or if we would need city staff to do it. Brian said the company would have their staff do the show. Brian said the company the City uses for fireworks also does laser shows. He asked for a video and a proposal for the laser show incorporated with the fireworks. Britney mention a local company in Vero called AAG Entertainment, they do live production shows. They may be another resource to reach out to. B. Marketing Logo Designs were presented to the committee. Cathy said she received input from the participants and sent their ideas on to Britney and Cara and they made changes and the favorites were presented in the agenda packet. Barb mentioned that the lighter green may not show up well on our website. Sherrie expressed that different printers may change the color depending on how the print company mixes their colors. Britney said they will have a black and white version available to be used for different printing purposes. The consensus of the group was to have both green colors in the color pallet so it gives us all the colors we would need. 3of21 Centennial Celebration Committee Meeting September 19, 2022 Page 3 Jeanette thanked Britney and Cara for donating the logo for the City. C. Art Jeanette said Paul met with the Assistant School District Superintendent Scott Bass, he felt confident that the Sebastian schools would participate in the art project for the celebration. Donna asked what the theme of the art contest was going to be and it was suggested What makes Sebastian Special? Donna said the easiest way to set up an art contest is to pick a grade or two. She knows the middle school & charter school teachers and could help advise the students provide supplies. Brian said the City could supply prizes for the students. Sherrie suggested a small trophy for prizes with the logo etched on it. This would be something the kids could have to remember. Rich would like the High School students to be involved somehow, maybe art on a drop cloth and hang them on the stage. He said he would reach out to Sherwin Williams to see if they will to donate the drop cloths and the paint. Cara asked if there could be a contest for the elementary students too. A suggestion was made to use the coloring book; the students can pick a page out of the book to color. The consensus was to have a drop cloth for each of the individual schools. The art contest for middle schools and the elementary schools will have a coloring book picture contest. Donna suggested having the High School students do non -visual art such as poems or literature; the theme would be the same as the art contest. Then have just the elementary and middle school students do the art on the drop cloth. The Historical Society and Art Club are working together and plan to recreate historical buildings in art. The Historical Society will provide the pictures and a paragraph to put under them stating what the building is or was and what the historical meaning is to the City. They had their first meeting last week and members are choosing which building they want to recreate. The project will be a traveling exhibit to be shared at all the different events throughout the year. Next meeting we will have a discussion on the pictures to put in the coloring book. 4of21 Centennial Celebration Committee Meeting September 19, 2022 Page 4 D. Historical Jeanette attended the Historical Society meeting on August 12t'. They want to help out any way they can. They shared a schedule of videos that the museum will be presenting in 22/23. Jeanette suggested that Barb reach out to them about showing a few of the videos on Channel 22. E. Parades & Special Events Jeanette reported that Joe Wiegand would charge $1924.00 to do a Teddy Roosevelt impersonation performance for the event on December 81h. Everyone agreed this would be something great to have at the event. Jeanette is going to find out what is included in the performance and the how long the performance will be. F. Sponsorships Cathy said she received the list of Sebastian businesses and Patti from the Chamber of Commerce has the list of businesses outside Sebastian. Patti is working on revising and combining both lists. The list will hopefully be done for the next meeting. Britney and Cara will sit with Brian and go over ideas for the sponsorship packet. 3. NEXT MEETING The next meeting is scheduled for October 17, 2022 at 10:00am 4. ADJOURN Being no further business the meeting was adjourned at 11:13am. 5of21 BUDGET SHEET EXPENSE I COST I HOW MANY CLYDESDALE HORSES $15,000.00 VERO BEACH PIPES $400 -800 POLE BANNERS $5,500.00 50 FIREWORKS $30,000.00 T-SHIRTS THERM-0 TOTES $1,200.00 150 BIG THUNDER BAGS $900.00 150 SOUND SYSTEM $2,000.00 DJ $2,000.00 BANDS $12,000.00 3 BOUNCE HOUSES $5,000.00 GAMES $2,000.00 SKYDIVERS $2,500.00 LASER SHOW w/FIREWORKS CUSTOM TENT $1,000.00 1 ROAD BANNERS $500.00 3 EVENT BANNERS $1,000.00 LOGO STICKERS CUPCAKES ICE CREAM TRUCK LOGO COINS MARKETING / ADS $2,500.00 TR JOE - TEDDY ROOSEVELT $2,500.00 TROPHIES FOR ART CONTEST $1,000.00 9 GIFT CARDS FOR ART CONTEST $1,000.00 9 TOTAL $85,600.00 6of21 Cathy Testa From: Cathy Testa Sent: Tuesday, May 10, 2022 10:34 AM To: Cathy Testa Subject: FW: 2024 Riverview PARK Events Calendar Attachments: 2024 Riverview PARK Events Calendarks From: Brian Benton Sent: Tuesday, May 10, 2022 10:23 AM To: Cathy Testa Subject: FW: 2024 Riverview PARK Events Calendar Best guesses ❑n a few that haven't yet confirmed. (like Pelican Island Wildlife Festival March 2 and 3: Art Club would take this over if they can) 2024 Riverview PARK Events Calendar Concert in the Park (Chamber of Fri, Jan 05 5.30 PM — 8.00 PM Commerce) Craft Club Event Sat, Jan 13 10:00 AM — 3:00 PM Craft Club of Sebastian Sun, Jan 14 10:00 AM — 3:00 PM Fine Arts Festival SETUP DAY Fri, Jan 19 7:30 AM — 7:00 PM Fine Arts and Music Fest Sat, Jan 20 to Sun, Jan 21 Art Club Event Sat, Jan 27 8:00 AM — 4:00 PM Concert in the Park (Chamber of Fri, Feb 02 5:30 PM — 8:00 PM Commerce) Barb Snow 4th Annual Sweet Sat, Feb 03 to Sun, Feb 04 7:00 AM — 4:00 PM Tea Sip & Stroll Four Chaplains' Day - MAKE 8:00 AM — 8:30 AM SURE WITH LARRY WAPNICK (772.532.8749) ❑N THE DATE! Craft Club Event Sat, Feb 10 10.00 AM — 3:00 PM 1 18 of 21 Craft Club of Sebastian Sun, Feb 11 10:00 AM — 3:00 PM Sebastian Art Club Event Sat, Feb 17 8:00 AM — 4:00 PM Concert in the Park (Chamber of Fri, Mar 01 5:30 PM — 8:00 PM Commerce) Pelican Island Wildlife Festival Sat, Mar 02 to Sun, Mar 03 Craft Club Event Sat, Mar 09 to Sun, Mar 10 10:00 AM — 2:00 PM ShrimpFest 2023 Wed, Mar 13 to Sun, Mar 17 Concert in the Park Fri, Mar 22 5:30 PM — 8:00 PM Easter Egg Hunt / PD Movie Fri, Mar 29 Night Out Community Sunrise Service Sun, Mar 31 6:30 AM — 7:30 AM Concert in the Park (Chamber of Fri, Apr 05 5:30 PM — 8:00 PM Commerce) Sebastian Art Club Sat, Apr 06 8:00 AM — 4.00 PM Craft Club Event Sat, Apr 13 10:00 AM — 3:00 PM Craft Club of Sebastian Sun, Apr 14 10:00 AM — 3:00 PM EARTH DAY 2023 Sat, Apr 20 Paper Shredding and Electronic Sat, Apr 20 9:00 AM — 12:00 PM Recycling Event Concert in the Park (Chamber of Fri, May 03 5:30 PM — 8:00 PM Commerce) Craft Club Event Sat, May 11 10:00 AM — 3:00 PM Craft Club of Sebastian Sun, May 12 10:00 AM — 3:00 PM Concert in the Park (Chamber of Fri, Jun 07 5:30 PM — 8:00 PM Commerce) Fireworks Thu, Jul 04 Freedom Fest Thu, Jul 04 Parade Thu, Jul 04 Patriot Day Wed, Sep 11 8:00 AM — 12:00 PM Craft Club Event Sat, Oct 12 10:00 AM — 3:00 PM 2 19 of 21 Community Night Out (Sebastian Thu, Oct 17 5:00 PM — 8:00 PM PD) Boo Bash Sat, Oct 19 to Sun, Oct 20 Halloween Event / Movie Night Fri, Oct 25 5:30 PM — 9:00 PM Clambake Event Fri, Nov 01 to Mon, Nov 04 12:00 AM —1:00 AM Clambake Event Fri, Nov 08 to Mon, Nov 11 12:00 AM — 1:00 AM Craft Club Event Sat, Nov 15 10:00 AM — 3:00 PM Sebastian Art Club Sat, Nov 23 8:00 AM — 4:00 PM Rotary Brewfest Sat, Dec 07 Christmas Parade Fri, Dec 13 Craft Club Event Sat, Dec 14 10:00 AM — 3:00 PM 3 20 of 21