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HomeMy WebLinkAboutCentennial Committee Minutes 03-03-15 MINUTES OF A REGULAR MEETING OF THE SEAL BEACH 2015 CENTENNIAL COMMITTEE WORKGROUP CHAIR COMMITTEE HELD MARCH 3, 2015 I. CALL TO ORDER The regular meeting of the Seal Beach 2015 Centennial Committee Workgroup Chair Committee was called to order at 3:00 p.m. by Assistant City Manager Patrick Gallegos in the City Council Chambers, 211 8th Street, Seal Beach. II. ROLL CALL Present: Marc Loopesko, Celebrations Workgroup Scott Weir, Fundraising Workgroup Nancey Kredell, Merchandise Workgroup Deb Machen, Marketing Workgroup Seth Eaker, Marketing Workgroup Michael Dobkins, History Workgroup Absent: Carla Watson, Merchandise Workgroup Also present: Patrick Gallegos, Assistant City Manager Tina Knapp, Acting City Clerk III. PUBLIC COMMENTS Public Comments was opened. There being no speakers, Public Comments was closed. IV. APPROVAL OF MINUTES OF 2/11/15 The Committee discussed changes to the proposed minutes. Eaker moved, Weir seconded, and the motion carried, that the Committee approve the Meeting Minutes of February 11, 2015, as amended. V. ITEMS FOR DISCUSSION A. Staff comments The Committee discussed handling of reimbursement for out-of-pocket expenses. Staff advised that the paperwork required by Old Ranch Country Club was completed and returned to the Country Club so that they could pay for advertising in the events program. Staff also advised that scheduling of a Centennial Executive Committee meeting is in progress (date forthcoming) and that the Workgroup Chairs are asked to attend this meeting. B. Workgroup Chair reports The History Chair reported that walking tours and oral history (being done by Libby Appelgate) preparations continue. The Chair also reported that a historical video is being prepared for the website. Work also continues on the "This Date in Seal Beach" efforts. The Fundraising Chair reported that donation commitments from Republic Services and Southern California Edison are forthcoming. The Naval Weapons Station Seal Beach and F&M Bank both declined sponsorship. The Chamber of Commerce sent an email to all members for sponsorships on 313115. It was determined that Fundraising and Marketing would connect after the deadline for advertising in the events program, which is March 9th. "Sun" newspaper sponsorship was discussed, as was the bricks form being in an upcoming water bill. The deadline to purchase bricks is May Vt. The Celebrations Chair reported that planning for all events continues and no major obstacles have thus far been identified. A discussion was had regarding why the deadline for advertising in the events program needs to be March 9th. It was determined that the events program should be cost neutral. The Merchandise Co-Chair reported that supplies have been ordered and are being received. The weather and Super Bowl have prohibited sales over a couple of weeks, but merchandise is selling (with the exception of children's items, which are slow-, selling). The Merchandise Committee is working on the Taste of Seal Beach. Gallegos requested a sample of each item being sold for display at City Hall. The Merchandise Co-Chair mentioned that clothing sizing runs large. Marketing Co-Chair provided a report on the activities of the Marketing Workgroup (attached). Various budget components of the events program will need to be approved by the Executive Committee, which Eaker will provide to staff. It was discussed that "Sunset" magazine and the AAA publication, "Westways", might be secondary advertising streams. The Committee discussed that Larry Strawther recently reviewed the historical items staff located and it was determined that these items were dated 1988 to current. Kredell indicated that she had the Seal Beach Monopoly board game and historical maps of the Hill area. Funding has not yet been identified for a Centennial time capsule. The cost ranges from $5,000 - $10,000. C. Group discussion Gallegos requested that each Chair provide a written report. The group discussed a sign that would be rotated among events identifying the event as a Centennial event. There was a consensus that such a sign was of interest. Marketing indicated they would research options and cost and provide information to the Chair Committee. It was determined that approval of use of the sign would be handled like the Centennial logo, by Marketing and staff. D. Determine next meeting date &time The Committee scheduled the next meeting for Thursday, March 26, 2015 at 3:00 p.m. in the City Council Chambers. VI. ADJOURNMENT 'The meeting was adjourned at 4:20 p.m. d Seal Beach Centennial Marketing Committee - Tuesday, March 3, 2015 j - 3 pm at City Council Chambers Report out and status Report L Advertising and Public Relations a. Request from History, Events and.Sponsor chairs i. Content is needed by March 9th without fail for all platforms ii. Met with Larry Strawther—providing historical content for all platforms iii. Will work with Larry as vice-chair and presume he and Michael are on the same page. b. Centennial Corner— focus on Brick sales this week. Will rotate between Celebrations, History, Sponsorship and other areas as needed. c. Creating/implementing all collateral materials and PR for each event from first to last. Content trying to stay at least 3-4 pieces ahead of need. d. Social media--Regular postings on Facebook page. We would like the City to get a link to the FB page and in addition, provide crosslinking with the Recreation FB/Twitter. i. Strong need to have ALL committee mein IL Website—will update/add event/history info as provided a. Will make alternative accommodations for online payments i. Send check or go to Pier to purchase b. Transactions are difficult and could we get more distribution into homes or water bill. Should that be a priority ahead of golf? III. Official Guidebook— deadline for ads pushed to March 9`h for Sponsorship book only a. Vendor not yet selected b. Final page count to be established as quickly as possible, currently looking at about a 40 —48 page book. c. Contingency discussion— Shoreline d. Allocation of resources — again, executive approval as it will be likely well over $30,000+ when all is said and done. O Seal Beach Centennial Marketing Committee e. Other thoughts on distribution? IV. City Banners (vertical) a. Ready to purchase banners b. Request status of funding for those banners and visual displays from Executive Committee. Za V. Action Items /Assignments a. We are actively looking for: i. Profile photos —Carla, Nancy (for Website)—ASAP b. Seth and Deb to identify secondary markets for paid placement advertising for various Celebrations event. c. Begin advertising and partnering with other community organizations — SB Chamber, Run Seal Beach, Lions, Women's Club, etc... via a"Partner Press Packet." d. Merchandising status —errors on shirts and bags — status? When are how many were mis-produced? When are we re- ordering. How can we help? e. Love the City Pin and card that it is on (thanks Dana Engstrom!) Respectfully Submitted, Seth Eaker & Deb Machen Co-Chairs C Seal Beach Centennial Marketing Committee