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HomeMy WebLinkAbout03-23-2023 Minutesma 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 Setvices Director Cathy Testa, Records Specialist Jeanette Williams, City Clerk Paul Carlisle, City Manager Particinants Present Marc Gingms Sally Maio Britney Melchiori Cam Irwin Patti Williams 1. ORDER The Centennial Celebration meeting was called to order at 10:00am 2. REPORTS A. Staff Items a. Minutes Amroval 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 Maeazine 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. Ems 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 31" 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 victure historical significance vhrases All phrases were received except for the picture of the men on horses. The phrases will be sent to the Marketing Brunch 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 Sheriffs 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 tonics 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 & Soecial 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.