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HomeMy WebLinkAboutCentennial Committee Minutes 08-21-14 MINUTES OF A REGULAR MEETING OF THE SEAL BEACH 2015 CENTENNIAL COMMITTEE WORKGROUP CHAIR COMMITTEE HELD AUGUST 21, 2014 I. CALL TO ORDER The regular meeting of the Seal Beach 2015 Centennial Committee Workgroup Chair Committee was called to order at 3:30 p.m. by Assistant City Manager Patrick Gallegos in the City Council Chambers, 211 8t" Street, Seal Beach. II. ROLL CALL Present: Marc Loopesko, Celebrations Workgroup Scott Weir, Fundraising Workgroup Nancey Kredell, Merchandise Workgroup Seth Eaker, Marketing Workgroup (arrived at 4:00 p.m.) Deb Machen, Marketing Workgroup Michael Dobkins, History Workgroup Also present: Patrick Gallegos, Assistant City Manager Tina Knapp, Executive Assistant III. ORAL COMMUNICATIONS Oral Communications was opened. There being no speakers, Oral Communications was closed. IV. APPROVAL OF MINUTES Merchandise Workgroup Chair Nancey Kredell moved, Celebrations Workgroup Chair Marc Loopesko seconded, and the motion carried unanimously, that the Committee approve the Meeting Minutes of July 30, 2014. V. ITEMS FOR DISCUSSION A. Review Purchasing Form The Committee discussed the proposed, draft Purchasing Form and suggested adding space for deposit requirements, signature lines for submission of the form, and space for additional comments. Staff will update the form and provide it to the Committee. B. Group discussion Marketing Workgroup Co-Chair Deb Machen reported that the Marketing Workgroup is exploring the production of a more formal souvenir book and has received one quote at this point. This book would chronicle the year of Centennial celebrations and provide a historical look at the City of Seal Beach. The Workgroup is also exploring an informal event program. History Workgroup Chair Michael Dobkins reported that Larry Stawther, local author of "Seal Beach, A Brief History", agreed to provide some content to a program, as appropriate. The Committee briefly discussed whether or not the City's classes and activities guide, "Shoreline", was the right media for an event program. It was decided that the "Shoreline" was not a viable option. Marketing Workgroup Co-Chair Machen indicated that they would like to meet with Leisure World for more events program ideas since Leisure World produced a program for a recent anniversary. The Marketing Workgroup would also like to obtain more quotes for the two projects. The Committee expressed interest in both the formal and informal programs/books and strongly feels an event program is a key marketing item. Fundraising Workgroup Chair Scott Weir asked for help from the City in identifying locations for the brick project. Assistant City Manager Patrick Gallegos asked that the Fundraising Workgroup submit a list of preferred, specific locations in each District for consideration. Fundraising Workgroup Chair Weir indicated that they would like to have the bricks laid in all Districts by 10/1/15. Chair Weir inquired as to where the City would like the bricks delivered, what the lead time is for Public Works to prepare the site for laying the bricks (aids in determining the lead time necessary for ordering the bricks), and if more individuals want a brick at the pier location, what is the upper limit for how many bricks can be laid at that location. Merchandise Workgroup Chair Kredell mentioned that the Rossmoor Library recently completed a brick project and indicated they might be a good source for information on how many bricks were ordered and other details. A discussion was had by the Committee regarding how many event programs would need to be produced and the cost for mailing. Based on the cost of mailing the "Shoreline", approximately $4,000 is needed for postage. Approximately 12,000 "Shoreline" guides are distributed. Chair Kredell indicated that the Merchandise Workgroup will have samples of t-shirts, hooded sweatshirts, twill caps, and other items within the next week. The Merchandise Workgroup ordered Centennial stickers through Founders' Day funds. The Workgroup is also researching commemorative bags. Assistant City Manager Gallegos reminded the Committee that, in order for the City to pay for expenses, the purchasing policy must be followed. Expenses less than $1,000 do not require quotes Expenses between $1,000 - $5,000 require two quotes (minimum); and Expenses greater than $5,000 require three formal quotes. Assistant City Manager Gallegos also reminded the Committee that the City Manager (or in her absence the Assistant City Manager) may approve purchases below $5,000 (two quotes required for expenses between $1,000 - $5,000) and that only purchases above $5,000 would require majority vote of the Executive Committee. Celebrations Workgroup Chair Loopesko reported that Special Event Permit applications have been submitted to Community Services for all events for which dates have been identified. The Celebrations Workgroup will coordinate with City staff to schedule meetings to answer any questions and identify concerns regarding the planning of any of the Centennial Celebrations events. History Workgroup Chair Michael Dobkins indicated that he feels that branding of the Centennial events and all related activities is important. Chair Dobkins reported that a history of the Naval Weapons Station is underway, as is a press kit for the History Workgroup. Chair Dobkins is reaching out to CSPAN channels regarding coverage of the events for the channel's "Local Cities Tour". Chair Dobkins hopes that the Centennial website will be launched before the end of the year. Chair Dobkins inquired about online purchasing of Centennial merchandise. Staff will research and respond at the next meeting. Chair Dobkins inquired as to how the Centennial logo contest was advertised and managed. Marketing Workgroup Co-Chair Seth Eaker reported that Southern California Edison is interested in sponsoring the Centennial Dinner Dance. The Committee is interested in maintaining a group calendar that includes lead times. Staff will research making this available is a shared format. C. Determine next meeting date & time The Committee scheduled the next meeting for Thursday, September 11 , 2014 at 4:30 p.m. in the City Council Chambers. VI. ADJOURNMENT The meeting was adjourned at 5:00 p.m.