HomeMy WebLinkAbout09/23/1998 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting
Wednesday, September 23, 1998
4:00p..m..
The first meeting of the City Hall Grand Opening Committee was opened with a brief introduction from
Mayor Weatherill.
Committee members present: Mayor Jay Weatherill, Council members John Clauson (Chairman), Tom
Stansbery and Carolyn Powers, City Treasurer Kristine Tompkins, Police Chief Joe Mathews,
Administrative Secretary Jill Boltz; Captain Tim Thompson (United States Navy); Linda Neibank
(McCormick Woods Land Company); Mary Gentry (S.K. Community Federal Credit Union); Melode
Sapp (Port Orchard Chamber of Commerce); Debbie Baker (Givens Community Center); Mallory
Jackson (Bay Street Custom Framing); and Ron Rada (Edward Jones Investments). Other member of the
committee include, but not present are: Jim Carmichael (Kitsap Bank); Gussie Schaeffer (The Sun);
Robert Ojima (P.O. Downtown Assoc.); Kay Morrison (Dockside Sales and Service) and Doug Eide.
Councilman Clauson proceeded with meeting thanking the members for attending. Also, included in his
introduction Councilman Clauson stated that this building is for the community and encouraged interested
citizens to take part in the growth of this committee. To familiarize the committee with the New City
Hall, floor plans, drawings and the color board were made available for viewing while Councilman
Clauson gave an overview tour explaining various aspects of the building.
The next item for discussion was the completion of City Hall. Councilman Clauson explained that
currently the new building is to be turned over to the City on April 11, 1999. The City staff would then
have sixty (60) days to move from the old building to the new building. Upon completion of the move,
the old building will be demolished and a parking lot constructed in its place. The estimated time of
completion is August or September 1999. Councilman Clauson stated that he would get an update on
construction timeline.
Discussion turned to when the Grand Opening should take place. Three different thoughts on the matter
were (1) during April, prior to staff occupying building; (2) after staff has moved in and furniture is in
place or (3) after final completion, including demolition of old building, construction of parking lot and
landscaping is complete. General consensus was that the third option, after final completion would be the
best. The public would be able to view the building in its entirety, parking would be available and the
time of year would be most accommodating.
Suggestions for what type of celebration this Grand Opening should be and what it should include were
encouraging and opened conversation and brainstorming on this issue. Debbie Baker, suggested a
"Kitsap Party", "Port Orchard Party" type of gala. The question arose as to whether alcohol is allowed on
City property, which it is not. Therefore, it would be necessary to check into a one-time waiver. The
building would be open during the day of the "Grand Opening" for public tours. A ribbon cutting
ceremony would take place in the evening, including entertainment, food and gifts commemorating the
event. All aspects of the "Grand Opening" would be open to the public, with the evening portion being a
ticketed item. Tim Thompson suggested utilizing the Navy band(s) for entertainment; other suggestions
included use of high school bands and/or choirs and keeping Debbie Baker in mind for connections to
other entertainers. A potential problem with having this type of event in August or September is that it
would closely precede the Kitsap and Port Orchard Parties. Other suggestions for the "Grand Opening"
include a picture display showing the progress and stages of construction, a display of historical pictures
of Port Orchard and the planting of a "Time Capsule".
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September 23, 1998 Minutes
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The next meeting was scheduled for Wednesday, October 14'h, 1998 at 5:00p.m., the topics of
discussion are to include but not limited to funding for the Grand Opening Celebration and the formation
of sub -committees for Funding, Entertainment, Gifts, Publicity, Food, Guest List, Public Tours and
Invitations. It was established that the Committee as a whole would meet once a month with sub-
committees meeting on their own schedule and reporting back at the monthly meetings.
Planning and preparation for funding will be a priority discussion for the October 14"' meeting. Some
discussion on funding included sale of commemorative items (i.e. coins, paperweights, and bricks),
recruiting sponsors and ticket sales for evening portion of Grand Opening. It was also suggested that
fundraising could also be used to help fund the fountain or similar structure (which was taken out of the
original plan due to funding) by selling the opportunity to have your name placed on it.
Mayor Weatherill advised committee that he had knowledge of available funds and would pursue that
avenue. Councilman Stansbery suggested Mary Gentry, of S.K. Community Federal Credit Union
establish an account for the committee. The account will require two signatures, Mayor Weatherill,
Carolyn Powers, John Clauson and Debbie Baker will be authorized signatures on the account.
Councilman Clauson concluded the meeting by asking the committee to brainstorm ideas for the next
meeting.
Meeting adjourned at 5:15p.m.
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September 23, 1998 Minutes