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Home My WebLink About04-17-2023 CCTF AgendadM wx SERASTL 140ME OF PELICAN] ISLAND CENTENNIAL CELEBRATION TASK FORCE AGENDA MONDAY, APRIL 17, 2023 —10:00 A.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. ORDER 2. REPORTS A. Staff Items a. Approve minutes from the March 23, 2023 meeting B. Marketing & Promotion a. Tote bag design and proposal b. Thermo bag design and proposal C. Centennial coin design and proposal d. Centennial pin design and proposal e. Banner proposals f. Flag proposal C. Art a. Discuss essay contest b. Discuss artists donating drawings to raise funds C. Discuss adding additional pages to the coloring book D. Historical a. Report from meeting with the Sebastian Area Historical Society E. Parades & Special Events F. Sponsorships a. Sponsorship update 3. NEXT MEETING SCHEDULED FOR 4. ADJOURN NO STENOGRAPHIC RECORD BYA 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 THURSDAY MARCH 23, 2023 —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 Sally Maio Britney Melchiori Cara Irwin Patti Williams 1. ORDER The Centennial Celebration meeting was called to order at 10:00am 2. REPORTS A. Staff Items a. Minutes Approval MOTION by Ms. Testa and a SECOND by Mr. Carlisle to approve the minutes from February 13, 2023. MOTION approved by unanimous voice vote. b. Indian River Magazine proposal Mr. Benton said he met with Mr. Enns, the preliminary proposal is $17,350 it includes 5,000 copies with 48 pages plus the four cover pages, they would provide the content, design and editing of the magazine. If we need additional pages the cost would be around $3,000 for each additional 16 pages. Mr. Benton would like to get approval from the committee so he can present the proposal to City Council at the next meeting. The Magazine deadline for articles would be late November in order to have enough time to get it to the printer. Mr. Enns also told Mr. Benton that the articles written by committee members or by members of the public would reduce the cost because the proposal included all of the articles to be written by Indian River Magazine. Centennial Celebration Committee Meeting March 23, 2023 Page 2 Mr. Carlisle suggested to get Council approval for the total amount to include additional pages. Ms. Melchiori asked if Mr. Enns was offering us any type of discount. Mr. Benton said the original proposal was $20,000 and the new proposal is $17,350 and it includes a digital format of the magazine plus they will advertise in both their Indian River and Space Coast magazines leading up to it to help promote sponsorships. MOTION by Ms. J. Williams and a SECOND by Ms. Testa to submit the proposed amount along with the amount for additional pages to City Council for their approval. MOTION approved by unanimous voice vote. C. Discuss the photo contest for the Indian River Magazine Ms. Testa presented the form for the rules and regulations of the Indian River Magazine photo contest. It will be put on our website and also attached to the Chamber of Commerce email blast. The deadline for the contest will be July 31st 2023. Ms. J. Williams suggested putting the information on the City Council agenda under Committee Reports. B. Marketing & Promotion a. Update on the centennial website Ms. J. Williams said that the MIS department started on the website and it looks really good. MIS is looking for text to add to the website. Ms. J. Williams said she likes the calendar MIS has at the bottom of the website counting down the months, days and hours until the actual birthday. C. Art a. Discuss coloring book picture historical significance phrases All phrases were received except for the picture of the men on horses. The phrases will be sent to the Marketing Branch by the end of next week so the coloring book can be finalized. b. Discuss production and distribution of the coloring book Mr. Benton reached out to the Sheriff's Department who will print the coloring book. It was decided by the committee to distribute the coloring books during the next fiscal school year and make the deadline for students to submit their picture at the end of September. D. Historical a. Discuss list of article topics for the Indian River Magazine Ms. Maio distributed the list of the articles she has been working on for the magazine. Mr. Benton asked how long the articles are, he wants to get an idea of the space needed. Ms. Maio said the Old Grouches article is four pages but most of the other articles are shorter. Mr. Benton said articles that don't make it into the magazine would be put on our website. Centennial Celebration Committee Meeting March 23, 2023 Page 3 E. Parades & Special Events Mr. Gingras said he will be getting together with each of event coordinators this summer to find how they want to incorporate the centennial into their event. They are all excited to be a part of the centennial celebration. F. Sponsorships Mr. Benton said the sponsorship package is finalized. He advised everyone to start pushing to get the information out to the public. He said we need commitments to see where we stand. Ms. P. Williams said now that the email blast is going out to everyone we can refer them to the email for information. Ms. Melchiori said they are also working on posters that will contain sponsorship information and placed throughout the city. 3. NEXT MEETING The next meeting is scheduled for Monday April 17, 2023 at 10:00am 4. ADJOURN Being no further business the meeting was adjourned at 10:43am. Sales Quote Q37059 April 12, 2023 Page 1 / 1 Bill To: City of Sebastian City of Sebastian 1225 Main Street Attn : Cathy Testa Sebastian, FL 32958 USA Promo Code Customer PO Shipment Method Ground No. Item TBE-19015-LEG 80 GSM Square Shopping Tote Bag - Lime Green Decoration Process PRINTED Imprint Color: White Imprint Location: FRONT Product Color: Lime Green 5155 Setup Charge (per color/location) 4032 Shipping Charges PromotelMiore. Spend Less. GUARANTEED!" MarcoPromos.com • 1.877.545.9322 2640 Commerce drive • Harrisburg, PA 17110 MARCO Promos LLC 2640 Commerce Drive Harrisburq, PA 17110 Ship To: City of Sebastian City of Sebastian 1225 Main Street Attn : Cathy Testa Sebastian, FL 32958 USA Salesperson John L Holey Email JOHN.HOLEY@MARCOPROMOS.COM Home Page www.marcopromos.com Phone No 800-232-1121 Account No 21044921 Promo Quantity Unit Discount Amount Code Price Amt 150 2.23 0.00 334.50 1 35 0.00 35.00 1 15.44 0.00 15.44 Sub Total 384.94 Inv Disc. Amount 0.00 Sales Tax 0.00 Total 384.94 Sales Quote Q36897 April 6, 2023 Page 1 / 1 Bill To: Cathy testa City of Sebastian 1225 Main Street Attn : Cathy Testa Sebastian, FL 32958 USA Promo Code FTBEMAIL Customer PO Shipment Method Ground No. Item OD-18065-HRG 238 GSM Thermo Insulated Tote - Hunter Green Decoration Process PRINTED Imprint Color: White Imprint Location: FRONT Product Color: Hunter Green 5155 Setup Charge (per color/location) 4032 Shipping Charges PromotelMiore. Spend Less. GUARANTEED!" MarcoPromos.com • 1.877.545.9322 2640 Commerce drive • Harrisburg, PA 17110 MARCO Promos LLC 2640 Commerce Drive Harrisburq, PA 17110 Ship To: Cathy testa City of Sebastian 1225 Main Street Attn : Cathy Testa Sebastian, FL 32958 USA Salesperson John L Holey Email JOHN.HOLEY@MARCOPROMOS.COM Home Page www.marcopromos.com Phone No 800-232-1121 Account No 21044921 Promo Quantity Unit Discount Amount Code Price Amt 150 4.87 0.00 730.50 1 55 0.00 55.00 1 56.28 0.00 56.28 Sub Total 841.78 Inv Disc. Amount 60.00 Sales Tax 54.73 Total 836.51 Jeanette Williams From: donna@pincenter.com Sent: Monday, April 10, 2023 1:44 PM To: Jeanette Williams Subject: Coin Quotes CAUTION: This email originated from OUTSIDE our email system. PLEASE exercise caution when opening ANY attachments or clicking on links. ESPECIALLY from unknown senders. Hi Jeanette, Please see coin quotes below Coin Size 1-5/8" Style B & C 100 @$3.80 ea.=$380. 200 @$3.60 ea.=$720. 300 @$3.40 ea.=$1020. 500 @$3.20 ea.=$1600. Die charge $100. Shipping $16-$37 Let me know if you have any questions. Thanks Donna :-) Donna Reda Sales Representative t: m: e: CO3 a: 800-553-9490 702 227-6200 donnaCdoincenler.com The Pin Center, 3140 S. Durango Drive Suite 104, Las Vegas, NV 89117 w .oincenler.com This email has been scanned for spate and viruses by Proofpoint Essentials. Click here to report this email as spam. Jeanette Williams From: donna@pincenter.com Sent: Friday, March 31, 2023 3:24 PM To: Jeanette Williams Subject: RE: Centennial Pins art/quotes Attachments: Sebastian Centennial 2024.png Hi Jeanette, Great to see your e-mail. See artwork attached, the best way to do this design is offset print on metal. Pin Size 1-1/2" Offset Print 100 @$1.65 ea: $165. 200 @$1.55 ea.=$310. 300 @$1.40 ea.=$420. 500 @$1.25 ea.=$625. Set up charge $85. Shipping $11-$27 Please let me know your thoughts. Thanks Donna :-) Donna Reda Sales Representative t: 800-553-9490 m: 702 227-62D0 donn om e: Drive Sate 104t Las Vegas, a: The Pin Center, 3140 S. Durango Drive Suite 104, Las Vegas, NV 89117 www.oincenter.com From: Jeanette Williams<iwilliams(dcitvofsebastian.orq> Sent: Friday, March 31, 2023 10:42 AM To:'donna@pincenter.com' <donna(@Dincenter.com> Subject: Centennial Pins Hi Donna, We are budgeting for our centennial celebration next year. I am going to try to send you the logo. Could you give me a price quote for 100 pins, also 500 pins? I am thinking they will have to be little squares, maybe 1'h inch by 1 M inch. Thank you, Jeanette City of Sebastian Cathy Testa From: Joel Mosca <joel@moscaclesignxom> Sent: Tuesday, April 11, 2023 2:07 PM To: Cathy Testa Subject: Re: Pole Banners Hi Cathy, Thank you for your email and details about this banner project. For 130 of these banners sized 1806" the price is $31.66/each plus freight. Let me know if you have other questions or would like to order. Thank you Joel On Fri, Apr 7, 2023 at 10:21 AM Cathy Testa <CTesta(y),citvofsebastian.ore> wrote: Good Morning Mr. Mosca, Please see the attached vector format of our logo. 18 x 36" would be fine. We would order approximately 130 banners. Can you provide me with a quote to bring to our next meeting on April 17"i? Thank you for your time, have a great day O Cathy Testa Records Specialise 1225 Main Street Sebastian, FL 32958 772-388-8209 ctesta(acitvofsebastian.org Cathy Testa From: Michael Natale <mnw print@gmail.com, Sent: Thursday, April 13, 2023 5.08 PM To: Cathy Testa Subject: poles CAUTION: This email originated from OUTSIDE our email system. PLEASE exercise caution when opening ANY attachments or clicking on links. ESPECIALLY from unknown senders. almost made it by end of day two sided 36 x 18 avenue flags 130 30.00ea mounting kits 40.00ea no freight charge Michael A. Natale World -class printing with a personal touch! We do all types of promotional items, t shirts, labels & decals! MN Worldwide, Inc. 8530 US Hwy. 1, Ste. 2 1 Sebastian, FL 32976 Office: 772-664-0525 1 Fax: 772-664-0526 1 Cell: 954-292-1847 www.mnworldwide.com This email has been scanned for spam and viruses by Proofpoint Essentials. Click here to report this email as span. From: Laurie Olsen To: Cathv Testa Subject: [SPF Issue] Re: Sebastian Centennial Celebration Flags Date: Thursday, April 06, 2023 3:17:26 PM Attachments: FLAG-3x5-HG SEBASTIAN 100.Ddf Cathy, We would need a vector file in order to print the flags but I was able to prepare a proof with the image you provided so you could get an idea of how it would look on a 3x5' flag. If a vector file is not available, we could recreate the logo in a vector format for $24.99. The price for the flag would be as follows for a 3x5' single reverse flag finished with heading and grommets (same as CIty of Sebastian flags): Quantity Each Price 1-2 $ 135.06 3-5 $ 93.50 6-11 $ 72.82 12-24 $ 66.72 Let me know if you have any questions. Laurie Laurie Olsen A Stars & Stripes Flag Corporation P)800-757-0600 F)630-985-3828 www.bestcustomflaas.com On Thu, Apr 6, 2023 at 1:51 PM Cathy Testa <CTestan.citvofsebastian.org> wrote: Good Afternoon Laurie, I received your contact information from Jim Testa who orders our city flag for the City of Sebastian. The city is going to celebrate its centennial birthday in 2024. We would like to have our city flags throughout the year 2024 have our centennial logo on them. Please see the attached a logo and let me know if this is possible? If it is, could you send me a picture of what it would look like and how much a flag would cost? Thank you very much.