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07 Record of Standing CommitteeCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submitxal Date: Originating Department- Presented By: Agenda Item No.: 02/04/09 Council Date: City Clerk Janice Ellis 7• 02/09/09 RECOMMENDED MOTION: Motion to approve. PoLicY IssuE(s): Record of Standing Committee. BACKGROUND: Main Street Advisory Board from the meetings on August 5, 2008; September 16, 2008; November 11, 2008; and December 16, 2008 Paris Public Library Advisory Board from the meeting on December 17, 2008 BOARD/COMMISSION RECOMMENDATION: E XHIBITS: The attached minutes have been approved by the appropriate Boards/Commissions. ACI'ION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt $ ❑ Presentation ❑ Ordinance yTD putual $ ❑ Public Hearing ❑ Other Acct Name Acct Number FtscAL NoTES: REVIEWED AND APPROVED BY: 0 Administration 0 City Clerk Z Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 - Uo0n1~) MINUTES OF THE REGULAR MEETING OF THE MAIN STREET ADVISORY BOARD August Sth, 2008 City Hall Council Chambers 107 E. Kaufman 4:00 p.m. A meeting of the members of the Paris Main Street Advisory Board was held Tuesday, August 5, 2008 at 4:05 p.m., at City Hall Council Chambers. PRESENT: Bethany Golden - Main Street Manager Kari Daniel Wyatt Bowden Matthew Coyle Clifton Fendley Karol Lyn Moore Jennifer Long Cindy Allcorn Minutes Minutes from June 17 and July 22 were reviewed by board members. Matthew Coyle made a motion that the minutes be approved. Jennifer Long seconded the motion and it passed unanimously. Festival of Pumpkins Brainstorming/Discussion A discussion was held regarding the sale of alcohol at the festival. The board said they would like to pursue the idea. Clifton Fendley and Matthew Coyle will begin researching the possibility. It is the board's impression that a designated area would have to be established and that alcohol could not be consumed throughout the festival grounds (downtown plaza). Cindy Allcorn also suggested that we have coupons at the entrance. Coupons would be used for all food vendors and activities. A percentage of the sales would then go to Main Street. In past years there has only been a set fee for vendors no matter their sales. Wyatt Bowden asked if Bethany thought the current vendors would be open to this new system. She felt that since there is a limited amount of vendors and they do so well at this event they probably would be. Since there is not enough time to have tickets for this year, a survey will be sent to vendors to see how they would feel about the new system. Ticket sales could be a possibility for next year.. What are the citizens asking for out of this event? There has been a very small amount of complaints from the public about the event, approx. 2 or 3 people have complained in 3 years about the quality of vendors at the festival. Vendor quality is getting better each year. Accarding to our vendors this is one of the best organized events they attend. 60% of the vendors are repeat vendors that are good quality and do well. Activities - Actives include; Costume contest, pumpkin decorating, hay maze, pumpkin bowling, fountain fishing, train rides, petting zoo, sports, pet walk, best bike, pet pageant, tractor and car show and much more. Barry Diamond handles a lot of the actives for kids, such as hula-hoop - 000n1 7 contest, cake walk and more. He brings his own goodie bags and does a really good job keeping kids entertained. We will use him again this year. Wyatt would like for us to consider using the stage to present awards. Some of these smaller activities happen without any one really knowing about them. Every 45 minutes have a 3 minute `award ceremony'. Additional activities suggested included 3 on 3 basketball; dodge ball and a dunking boath. Press - Newspaper is contacted in September. Paid advertising goes out 2 weeks ahead of the event in the Paris News, and out on the radio the Sunday before. It was suggested that we look into advertising in the Dollar Saver and the Thrifty Nickel. Volunteers - In the past we have had 40 or so North Lamar students and Paris High students to help. Last year Bethany met with them the night before at the Aikin building to give them a shirt and let them know what they would be doing. Decorations cost about $1000 -$1500. Some of the cost was recouped last year by charging merchants for hay & mums. Clifton suggested that someone talk to the FFA about donating bales of hay that could be dropped off and picked back up, in order to help with the cost. Sponsors - Letters sent out in July. We have received $5700 so far. The average is $12000 - $14000 each year in sponsorships & vendor fees. Bethany needs help organizing children's activities & volunteers; putting together small goadie bags; map out where vendors will go and where kids train will go (this has been problematic in past years). Karol Lynn Moore & Jennifer Long volunteered to help with the map. Kari Daniel will help with marketing. Matthew Coyle will help with goodie bags. Cindy Allcorn will help with children's activities. Manaur's Reqort F1y in Concessions - Concession items would be brought in and set up in the airport terminal. Hamburgers and chips and whatever we think we could handle would be sold. Concessions would be open for 4 hours. $5 for parking will go to the Grand Theatre project. The city anticipates approximately 1000 people will be at the fly in though out the day. We will be doing the parking and will do concessions if we can get enough volunteers. Reauest For Future Agenda Items Grants available Future Movies in the Park Adiournment A motion to adjourn the meeting was made by Matthew Coyle and seconded by Kari Daniel. Motion passed unanimously. Meeting was adjourned at 4:35 p.m. Minutes prepared by Kari Daniel, Main Street Advisory Board Secretary. Approved this 16th day of September 2008. Wyatt Bowden, Chairman OOOU101 MINUTES OF THE REGULAR MEETING OF THE MAIN STREET ADVISORY BOARD September 16th, 2008 City Hall Council Chambers 107 E. Kaufman 4:00 g.m. A meeting of the members of the Paris Main Street Advisory Board was held Tuesday, September 16, 2008 at 4:02 p.m., at City Hall Council Chambers. PRESENT: ABSENT: Bethany Golden - Main Street Manager I Clifton Fendley Kari Daniel Wyatt Bowden Matthew Coyle' Clifton Fendley Karol Lyn Moare Jennifer Long Marvin Gorley Minutes Minutes from August Sth we reviewed by board members. Matthew Coyle made a motion that the minutes be approved. Jennifer Long seconded the motion and it pass unanimously! ' Main Street Manager's Reuort Attached Uudate on 2008 Festival of Pumnkins Attached PR will begin on October l s`. Wyatt asked that we identify how we could change the event next year by putting out surveys for the public. It was suggested that names be put in for an hourly drawing in order to encourage the public to fill out surveys. Discussion & Action Regardin Buffalo Joe's as Vendor at 120 S Main Buffalo Joe's can use their liquor license twice a year at an offsite location and it has been suggested that they set up at the Pumpkin Festival to serve wine & beer in the burnt out building on South Main. The city manager suggested Main Street hold a discussion regarding Buffalo Joe's in this burned out area. Alcohol has to be in consumed in a contained area. Chain link fencing panels, provided by Buffalo Joe's, will be set up at the front of the location for containment. Marvin Gorley asked about the positive and negative effects this could have on the festival. The positive effect is that Buffalo Joe's is going to be giving Main Street a donation. The only negative effects would be if the community gets upset about the selling of liquor at the event. If someone was to leave the beer garden intoxicated it would fall under Buffalo Joe's liquor license if something happened. They will only be serving beer & wine simply because w U0UU1.1 there is not good way to set up for them to serve food out of the contained area. Uni-card system will allow them to keep minors out of the beer garden. Zip codes are recorded with the Uni-card system which will show who is coming to the event (out of town/in town). The police department has already been informed about the possibility of a beer garden on South Main Street. Wyatt Bowden and Bethany Golden commented that the burned out space on South Main is private property and that an agreement has been reached by the property owner and Buffalo Joe's to use the area. Buffalo Joe's is not a vendor at the festival - they are not paying a fee to set up in the festival itself. Marvin Gorley made a motion to not interfere with Buffalo Joe's. Wyatt Bowden seconded the motion and it passed unanimously. Grants Available Grants are available through CLG ; Texas Capital and Parks & Wildlife (examples). Main Street Manager gets notices in the mail about grants available. Grants should fall under the economic development cammittee. Bethany could simply forward the information on to Clifton Fendley, chair of the ED committee, and have that committee review grants. We have to identify the need for a grant and then help write the grant. Since the economic development committee has not been functioning in the past this would give them something to work towards. Marvin Gorley asked about what would make us look better or worse in order to get grants. Bethany explained that each grant is different. For example, in getting the grant for sidewalks we automatically had points against us because af the size of the city. Main Street has been awarded a couple of grants in years past. Movies in the Park Because of the success of the Summer Movies in the Park it was requested that the movies be continued through the year. Kari Daniel reported that the promotions committee had a meeting and decided on the following dates and movies - On October 30`h The Birds & Halloween on October 31 " It's the Great Pumpkin Charlie Brown & Young Frankenstein. Costume contest will also be held on Halloween night. On December 4"' A Clzarlie Brown Christmas & A Chriszmas Story on December 1]`h How the Grinch Stole Christmas (the original cartoon) & The National Lampoon's Christmas Vacation. Each night we will have "Yule Log" on the screen before the movie and will have karaoke Christmas before the movie as well. Reauest for Future Agenda Items Clock Presentation Economic Committee & Grants Adiournment A motion to adjourn the meeting was made by Matthew Coyle and seconded by Marvin Gorley. Motion passed unanimously. Meeting was adjourned at 5:05 p.m. Minutes prepared by Kari Daniel, Main Street Advisory Board Secretary. Approved this 21St day of October 2008. Wyatt Bowden, Chairman p (100020 MINUTES OF THE REGULAR MEETING OF THE MAIN STREET ADVISORY BOARD November l lth. 2008 Old Citv Hall Council Chambers 135 Southeast ls` Street 4:00 p.m. A meeting of the members of the Paris Main Street Advisory Board was held Tuesday, November 11, 2008 at 4:00 p.m., at City Hall Council Chambers. PRESENT: ABSENT: Bethany Golden - Main Street Manager Clifton Fendley Kari Daniel Marvin Gorley Wyatt Bowden Matthew Coyle Jennifer Long Becky Semple Karol Lyn Moore Minutes Minutes from September 16th were reviewed by board members. Matthew Coyle made a motion that the minutes be approved as presented. Jennifer Long seconded the motion and it passed unanimously. Main Street Manaeer's Reqort Attached Festival of Pumpkins Reports indicated at least 10,000 attended throughout the course of the day. Advertisements went out one week earlier than normal. 20-25 more vendors were booked than last year. We received about 150 public surveys back. More announcements were made from the stage than in years past. Festival committee will need to meet in February 2009 to discuss plans for next year's festival. Received $15,000 in sponsorship funds. Shortening the time of the festival and closing at 8PM vs. lOPM received a good response from vendors. We need to decide as a group what we would like to ask the city council to do to help support this event since it continues to grow every year. Security & electrical issues will be addressed. Police Department indicated they would include funding for security for 2009. Bethany knew that sponsorship was going to be lower and decreased spending to compensate for the losses. Becky (V&CC) was told by visitors that this was the best event they had attended. People were very appreciative and there were no negative remarks reported ta event staff. Holidav in Paris Eric Chaverria's high school business technology class needed a project this semester. Mr. Chaverria wanted them to do something for Main Street so he contacted Bethany. They are going • 000021 to be making signs for Holiday in Paris to put up around town, such as the intersection of Collegiate & Clarksville and at the Wal-Mart entrance. Main Street will provide supplies & they will provide the labor. Holiday in Paris brochure will go to the printer this week. Becky is taking on responsibilities for Bywater's Park and Bethany will handle Downtown events. LO Hammons will have decorated windows thanks to one of the Paris Garden Clubs. Everyone is encouraged to send out e-vites, postcards & letters, inviting everyone to come Downtown for Holiday in Paris. Parade will continue as normal this year. Lighting for the Art walk was discussed, from the possibilities of using paper lanterns to pots with pales for lights. Bethany will take paper lanterns to Art Walk participants. Music will be playing on the fountain from 5pm-9pm both Fridays and Saturdays. Committee Renorts Promotions - Kari Daniel reported that Movies in the Park had been changed from both Thursdays to the second Friday of Holiday in Paris. A DJ was added at the snow slide to provide music & entertainment during this busy event. Movies will be showing at the same time at the park, but will be separate from the DJ. A meeting for the l 8"' at SPM at Daniel Gallery is scheduled for the next promotions meeting. DeSigII - Covered in the Main Street Manager's report Economic - No report Or$anization - No report Request for Future Aunda Items Discuss duties of committee chairmen Amend bylaws to change to Jan-Dec officers Discuss election of officers Adiournment A motion to adjourn the meeting was made by Matthew Coyle and seconded by Jennifer Long. Motion passed unanimously. Meeting was adjourned at 5:00 p.m. Minutes prepared by Kari Daniel, Main Street Advisory Board Secretary. Approved this 27th day of January 2009. Wyatt Bowden, Chairman • ()0 0 0 2 G MINUTES OF THE REGULAR MEETING OF THE MAIN STREET ADVISORY BOARD December 16th, 2008 City Hall Council Chambers 107 E. Kaufman 4:OO.p.m. A meeting of the members of the Paris Main Street Advisory Board was held Tuesday, December 16, 2008 at 4:09 p.m., at City Hall Council Chambers. PRESENT: JABSENT: Bethany Golden - Main Street Manager Clifton Fendley Kari Daniel Matthew Coyle Wyatt Bowden Karol Lyn Moore Jennifer Long Maroin Gorley Becky Semple Kevin Kear - City Council Member Approval of November Minutes Minutes from 1].11 were tabled for approval at next month's meeting. Year End Review of Goals/Plan for SettinE 2009 Goals Attached Successes from 2008 - TCF Sidewalk Grant, Gateway & way finding signs, Archery Tournaments ($2,000 raised for the Grand Theatre), Grand Affair ($8,000 raised for Grand Theatre), Highway 82 Sale, Tour de Paris, Movies in the Park, Ramp it Up, Fly-In concessions ($500 raised for the Grand Theater), Festival of Pumpkins, Holiday in Paris, purchase of 20 new trash receptacles, purchase of 4 new cast stone planters around Plaza & LED lighting on buildings downtown ($4,500 over budget). Grand Theater updates - roof repaired & leaks patched. Repair of west wall in recessed entry ta avoid harm to the public (wall was unstable). Metal was removed from the awning for public safety reasons as well. A plan for repair of both structures is underway and will be presented to the Historic Commission in the very near future. Hargis Electric is storing the metal for us until we are ready to move forward with the project. Funds raised thus far will be used to restore the neon lighting and repair the metal portion of the marquee. The board should start thinking about how we want to continue with the goal of restoring the Grand Theatre. Now that officer terms are over we can re-evaluate our goals for 2009. Holidav in Paris Wrap-Up $l 35 in ticket sales was generated by the historic Trolley Tours. Downtown merchants stayed open late & the snow slide was a huge success. Wyatt Bowden stated that he personally heard many positive responses about Holiday in Paris as a whole! Bywater's Park looked great with the movies playing and Winter Wonderland lit up. Music played throughout the Snow Slide time a 00U020 frame. $1,775 in ticket sales from the Snow Slide will go towards the Grand Theatre project. Wagon rides raised $500 in donations. Music also played on the fountain during the Art Walk & other events. A visitor told Becky Semple that Holiday in Paris was "The Most Fun in Paris at Christmas Time!", she even went on to say that they actually wanted to stay home for the holidays instead of going out of town. The Paris Downtown Association provided a good report on the first weekend of Holiday in Paris at their last meeting. Bud2et Update We went over budget on Christmas lighting. In the past, budget requests have been handled by the Main Street Manager. However committees can assist with the proposals as well. We can plan a more accurate request if we know more about what we want to do for the year. LogisticaUinfrastructwe related issues should not have to come out of funds raised for the Festival of Pumpkins itself. Electrical upgrades need to be addressed since the Pumpkin Festival continues to graw. Unfortunately, funds are not generated from this event. The City Parks Department is looking into the downtown electrical updates. Plan for Election of Officers Discussion will be held at January meeting Repuest for Future Asenda Items Election of Officers Discuss committees under Main Street Training on Main Street Manager's responsibilities Adiournment A motion to adjourn the meeting was made by Marvin Gorley and seconded by Jennifer Long. Motion passed unanimously. Meeting was adjourned at 4:52 p.m. Minutes prepared by Kari Daniel, Main Street Advisory Board Secretary. Approved this 27th day of January 2009. Wyatt Bowden, Chairman - 0n002`i Paris Public Library Advisory Board Meeting Minutes 17 December 2008 The Paris Public Library Advisory Board was called to order Wednesday afternoon, December 17, 2008, at 4 p.m. in the Library Gallery. Deborah Hatley, Debbie Anderson, Chairman Bill Kennedy, Eddie Poole, Linda Vandiver, and Library Director Priscilla McAnally attended. Minutes from the previous meeting were approved as printed. The Library Director distributed the trust funds report. Tota1 for all funds is $202,543.11. The housing projects reading program discussed in an earlier meeting has not materialized. The Library Director has been in contact with housing project personnel, but they have not responded to her inquiries and suggestions. The problem seems to be a lack of interest from the parents. Bill Kennedy suggested we take the program to them. The Director plans to discuss the possibility of the Friends supplying an elmo and projector a.fter the first of the yeaz. The budget report reflected $12,000 spent last month on books. Funds from the Lone Star Library grant have not yet been received, but a portion of the money has already been spent for library patron cards and interlibrary loan courier service. The remainder will go for computers or a multi-media projector. The statistical report showed circulation slightly down despite visits showing an increase. Reserves are up as are interlibrary loans and program attendance. The Friends spring luncheon will feature Kathleen Kent, author of The Heretic's Daughter. She will not charge a fee `or coming, relying only on book sales at the event. The fall wine and cheese event netted about $200. A newsletter will be sent out in the coming weeks. The attendance for the art walk was virtually non-existent the first weekend, so the second weekend the library was not kept open. Ms. McAnally is currently weeding the audio ca.ssette collection. There being no further business on the agenda, the meeting was adjourned at 4:25 p.m. Submitted by, i Ir~~ L' l~~ivf1~/ i✓ Debbie Anderson, Secretary - rTV'2 5