DRAFT MINUTES OF THE COMMUNITY ACTIVITIES BOARD REGULAR MEETING

Wednesday, December 27, 2006

510 N. Horne St., Gilbert, 85233

MEMBERS PRESENT: Joe Bedgood, Mark Bennett (Chair), Eloise Terrazas, Kimberly Vega

MEMBERS ABSENT: None

COUNCIL LIAISON: Mayor Steve Berman

PUBLIC PRESENT: N/A

STAFF PRESENT: Rob Giles, Charlotte Kaplow, Denise Merdon, Dan Turbyfill

CALL TO ORDER OF REGULAR MEETING:
The meeting was called to order at 7:08pm.

ROLL CALL:
Chair Mark Bennett called roll and a quorum was present.

COMMUNICATION FROM CITIZENS:
No Communication from citizens.

APPROVAL OF MINUTES:
Chair Bennett motioned to accept the December 13, 2006 Board meeting minutes. Member Vega seconded the motion. The Board accepted the minutes 4-0.

DISCUSSION/ACTION ITEMS:

1. Mayors New Years Eve Party Event Planning

Budget:
Staff member Merdon reported that our total in sponsorship money is $22,500 and the expenses are approximately $16,000.

Media/Advertising:
Because of time restraints due to the holidays, Maricopa Skills Center was unable to print the programs. Another printer is being used. The cost per program is $3 each for a total cost of $900. Mayor Berman suggested that the Board consider not using programs for next years event to save on costs. Member Vega mentioned that she has the resources to do the printing and could make the programs at cost. Chair Bennett suggested that we keep that in mind for next year.

The Gilbert Road banner is up. Chair Bennett will forward the invoice for banner changes to Staff member Merdon.

Member Vega is still in contact with KPHO and reported they are interested in covering the Gilbert Public Safety Memorial fundraising from event proceeds. There will be a space provided at the MNYEP for the Gilbert Public Safety Memorial Committee to collect donations for the Memorial. Member Vega needed a press release regarding the memorial. Member Bedgood will forward it to her for immediate distribution. Member Vega also reported that press releases have been sent out and there will possibly be some coverage of the event by reporters and/or photographers. The event has also been posted on various calendars.

Volunteers:
Member Bedgood reported there will be a total of eight volunteers from MYAC. He will forward the names of five of them to Member Terrazas and she will utilize them for the decorating and setting up. The other three volunteers will run the carnival games. Three more volunteers will be needed for the carnival games. Mesquite High School Key Club fell through.

Vendors/Exhibitors:
Staff member Kaplow contacted Steve Benson as a caricature artist for the event and he did not respond. Member Vega was unable to secure glow or airbrush tattoo vendors. Staff member Merdon will contact another glow vendor to see if they are available. Celebrate Music Choir was unable to attend as well.

Member Bedgood reported that 10 tables and 20 chairs will be needed for the Non-profit vendors. One vendor will need power. Mercy Gilbert Medical Center and Southwest Ambulance will be the only two sponsors that will require a space at the event.

Entertainment:
Staff member Merdon spoke with Scott Scarborough with Showcasesound and he is ready for the event. He will not charge for the DJ service in the Tweens area. She also will meet with Kregg from the band Swing Tips to discuss the space and set up for the band.

Member Vega is still waiting to hear back from GPC regarding the Rodeo Royalty. She also reported that she has an Elvis impersonator that is willing to entertain at the event during band breaks with no cost and he would be willing to emcee the event for $600. Mayor Berman stated that he would emcee the event to prevent the added cost of an emcee. Member Vega will contact Charlie Frank (Elvis impersonator) and let him know the Board would like him to perform during band breaks.

Logistics:
The Board discussed the dress for the event. It was agreed that most will wear staff shirts. Staff member Merdon will give Gilbert shirts to Member Vega, Staff members Giles and Turbyfill.

Staff member Merdon reported that the street signs have been secured and showed where they will be located. She also gave the Board the schedule for all deliveries. McQueen Park Activity Center Staff has also received the schedule for deliveries. Town of Gilbert Fire Department will be present with a bicycle team for the event.

The Board discussed the location of the search lights. Staff member Turbyfill suggested they go in front of the trash dumpster area.

Decorations:
Member Terrazas reported that there are no changes.

VIP/Hospitality Area:
The caterer, Uncle Bears, still needs to provide their insurance certificate. Member Vega will contact Uncle Bears and forward the insurance certificate to Staff member Merdon tomorrow. Staff member Turbyfill suggested that the VIP/Hospitality Area be moved to classrooms 3&4 instead of being in the multi-purpose rooms. The Board discussed and decided the access to the VIP area would be unsecured in the multi-purpose rooms. The VIP area will be moved to classrooms 3&4 and the Tweens area will now be in multi-purpose rooms A&B.

Mayor Berman reported that there are still a lot of VIP tickets left and requested that if the Board knows of any other sponsors that need tickets to have them contact him. Mayor Berman gave Member Vega ten tickets for Uncle Bears. He also gave each Board member and Staff member VIP tickets along with a total of 27 tickets for the band.

Childrens Area:
The Childrens area is all set to go and Kindercare is confirmed and ready to go as well.
2. Additional Events/Activities:
No report

3. Report from Chair on Current Events:
No report

4. Report from Members of CAB on Current Events:
No report

5. Report from Staff on Current Events:
No report

ADJOURNMENT: Meeting adjourned at 8:30pm.

The next meeting of the Community Activities Board will be on Wednesday, January 17, 2007 at 6:30 P.M. at Gilbert Community Services Department, 70 E. Civic Center Dr.

Chair Mark Bennett
Attest: Charlotte Kaplow

Digg this