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HomeMy WebLinkAbout11-21-2022 CCTF AgendadM wx SERASTL 140ME OF PELICAN] ISLAND CENTENNIAL CELEBRATION TASK FORCE AGENDA MONDAY, NOVEMBER 21, 2022 —10:00 A.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. ORDER 2. REPORTS A. Staff Items a. Minutes from October 17, 2022 meeting B. Marketing & Promotion a. Report from meeting with Indian River Magazine b. Pricing for different size programs C. Art a. Discuss pictures for the coloring book D. Historical E. Parades & Special Events F. Sponsorships a. Update on the sponsor list b. Sponsorship template sample 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 CITY'S SEATING ADA COORDINATOR AT 388-8226 - ADA@CITYOFSEBASTL4N.ORG AT LEAST 48 HOURS INADVANCE OF THIS MEETING. TWO OR MORE ELECTED OFFICIALS MAYBE INATTENDANCE AT THIS MEETING. clry If SEIRASTUkN HOME OF PELICAN ISLAND CENTENNIAL CELEBRATION TASK FORCE MINUTES MONDAY, OCTOBER 17, 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 Participants Present Marc Gingras Donna Ware Britney Melchiori Richard O'Connor Cara Irwin Michelle Morris Sally Maio Scarlett Chesser Patti Williams 1. ORDER The Centennial Celebration meeting was called to order at 10:00am 2. REPORTS A. Staff Items Brian asked for any changes to the September minutes. Donna Ware clarified that each of the High Schools will have a non -visual art contest along with painting drop cloths. The Middle Schools will do a poster art contest and the Elementary Schools will color a page from the coloring book for their art contest. Rich O'Connor spoke with Sherwin Williams and they agreed to provide the drop cloths and paint for the High Schools. MOTION by Paul Carlisle and SECOND by Cathy Testa to approve the September 19`" minutes. The Motion was approved by a unanimous voice vote. Brian went through the budget updates, he explained that the budget figures are high but they can be adjusted as the event gets closer. Michelle Morris wanted an estimated budget figure. Paul Carlisle said probably $150,000, which included donations and the City would budget for $50,000 in Fiscal Year 2023 - 2024. Centennial Celebration Committee Meeting October 17, 2022 Page 2 B. Marketing & Promotion Everyone liked the magazine size for the program because it would make a good keepsake. An idea was mentioned to have the magazine printed and sell it then use a smaller brochure to giveaway at the event. Brian will reach out to Indian River Magazine to see how the advertising works and Staff will inquire about pricing for the different size programs. C. Art The group will send pictures in the next couple weeks to Cathy that they would like to see in the coloring book. Cathy will have them available at the next meeting for the group to choose. The Marketing Branch will convert the picture to coloring book form. There will be 16 pictures in the book along with a brief description of the picture. D. Historical Sally Maio said she has been working on going through the old minutes and picking out the interesting information and constructing a timeline. An idea was brought forward regarding displaying the historical information on 10 panels and having the panels displayed at the events. E. Parades & Special Events Brian went through the 2024 Events Calendar and identified which events would participate in the Centennial Celebration that year: January Fine Arts and Music Festival February Sebastian Art Club March River Days Festival April Earth Day May Craft Club of Sebastian June Chamber of Commerce Concert in the Park July Freedom Fest August Break September Break October Halloween Costume Contest/Movie Night November Clam Bake Festival December 6 Light up Night December 7 Rotary Club Brewfest and Christmas Parade December 8 Centennial Celebration at Riverview Park F. Sponsorships Patti Williams from the Chamber of Commerce has been working on the sponsor list. She is doing a lot of cutting and pasting and it is very time consuming. She is hoping to email the completed list to Cathy before the next meeting. She also mentioned sending out an email or sending a postcard to the businesses before the door to door soliciting begins. Brian will get the Mayor to write a letter to put into the packet to solicit sponsorships. Centennial Celebration Committee Meeting October 17, 2022 Page 3 During the Sponsorship meeting Cara brought up an idea of having a $100 sponsorship level since it's a 100 year celebration. It was the consensus of the group to change the Friendly Level to be $100 - $300. MOTION by Jeanette Williams and SECOND by Paul Carlisle to change the Friendly Level from $50 - $300 and make it $100 - $300. The Motion was approved by a unanimous voice vote. 3. NEXT MEETING The next meeting is scheduled for November 14, 2022 at 10:00am 4. ADJOURN Being no further business the meeting was adjourned at 11:13am.