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HomeMy WebLinkAbout03/18/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee. Meeting Thursday, March 18, 1999 5 :00pm Committee members present: Council members John Clauson, Chairman; Carolyn Powers, Rick Wyatt Don Morrison and Tom Stansbery. Staff present: Jill Boltz, Administrative Secretary. Other committee members present: Debby Baker (Givens Community Center); Linda Wyatt; Nick Repanich; Kay Morrison (Dockside Sales and Service); Heidi Stout (Port Orchard Independent); Mallory Jackson (Bay Street Custom Framing); Melode Sapp (Chamber of Commerce). Other members include, but not present: Kristine Tompkins, City Treasurer; Acting Police Chief David Loflin; Linda Niebank and Karen Mason (McCormick Woods); Capt. Tim Thomson (U.S. Navy); David Rugh (Givens Senior Center); Ron Rada (Edward Jones Investments); Jim Carmichael (Kitsap Bank); Robert Ojima (Soo Hoy Cafe); Mary Gentry (S.K. Community Federal Credit Union) and Bob Brott (Art Anderson Associates). Councilman Clauson distributed copies of the sketches prepared by Dave Cusenza (I.D.E.A.) for the commemorative pieces of the new City Hall. The committee agreed and accepted the design as presented and decided that the clock on city hall should be set at 9:10. This time would be representative of the date of the evening gala for the grand opening scheduled for September lot''. Councilman Clauson gave a report on the brick and tile sales. As of this meeting 240 tiles and 181 bricks have been sold, bringing the committees account balance to $19,182.50. In addition, Councilman Clauson reported to the committee that Gerry Bruckart, a citizen whose family has been a part of Port Orchard for a very long time has donated to the committee $5000.00. In return the committee will have a plaque prepared in memorial to her parents. It was also reported that a letter was written by Jill Boltz asking for a written response from the Department of Revenue as to whether or not the committee would have to pay sales tax on the sale of brick, tiles and tickets for the grand opening. A response was received on February 23rd, stating that these sales would be considered a donation and it was not necessary to charge tax. The completion of the courtyard areas for the Prospect and Bay Street entrances is scheduled to commence the first week of April. It has been suggested, in order to accommodate the installation of the bricks and tiles that the courtyard would have a depression covered by plywood and a no skid surface. Installation would then take place during the completion of the Sally Port, at such time the masons' return to brick its exterior. During previous meeting the subject of increasing the price of the bricks and tiles was discussed. The additional charge for Tacoma Monumental to on -site engrave is and additional $15.00 per brick/tile. The committee had agreed that at such time that names and messages to be engraved had to be sent to Tacoma Monumental that the committee would then have to pass the cost on the purchaser. March 15t", was the original agreed upon cut-off date for the $50.00 and $35.00 pricing. However, due to the fact that bricks and tiles have not been ordered and installation is being postponed Debby Baker made a motion to keep the price the same, seconded by Carolyn Powers. Included in the change order for the placement of the bricks and tiles included purchasing of the bricks and tiles, freight to Tacoma Monumental and labor. However, it will be at the committee's expense to pay freight back to City Hall. Kay Morrison agreed to visit the various service organizations in the area to help promote sales. Councilman Clauson requested volunteers from the committee to help Jill Boltz proof the infonmation from the order forms prior to sending it to Tacoma Monumental and printing of the certificates. Kay Morrison and Debby Baker agreed to coordinate with Jill Boltz to proofread order form information. City Hall Grand Opening Committee Page 1 of 2 March 18, 1999 Minutes Councilman Clauson asked for the committee's concurrence on accepting credit cards for the purchasing of bricks and tiles. The Melode Sapp from the Chamber of Commerce has received several requests to utilize credit cards. Melode stated that the Chamber of Commerce could utilize their credit card process if the committee would agree to pay the charges associated with its use. The committee concurred that credit cards would be accepted. It was also suggested that Kitsap Bank, with whom the Chamber has their credit card account set, be asked if the fees could be waived for the purposes of the New City Hall Grand Opening Committee. Councilman Clauson asked for a report on acquiring of the Mark 46 torpedo. Councilman Rick Wyatt and Linda Wyatt explained that they should have an answer by the first part of April but that it looks very promising. The committee also discussed the Masonic Lodge's request to place a cornerstone/time capsule and have a ceremony scheduled for August 21 st. The committee questioned whether or not the Masonic Lodge would work with the committee as to the size and contents of the time capsule. Nick Repanich, a member of the Masonic Lodge stated that the Lodge would work with the committee with in reason for the size of the capsule and the contents would all be representative of the City. After much discussion it was decided that the committee would proceed with two separate "time capsules". Councilman Clauson suggested that Councilman Rick Wyatt and the Time Capsule sub -committee acquire plans for the new City Hall campus and a scale of the Mark 46 torpedo to find options on where to place it. The committee further discussed the possibility of the Masonic Lodge placing their cornerstone in the Sally Port during its construction. Melode Sapp gave a report from the Food Sub -committee. Melode provide the committee with a sample proposal to distribute to various restaurants/caterers. Melode asked the committee to answer a few questions prior to proceeding with the call for proposals. 1) Do you want a no host bar and will the city' insurance cover liquor? The committee agreed that only champagne and/or wine would be necessary and the insurance coverage and concurrence of the rest of the council would be check into. Melode also suggested the usage of beverage tickets to control the consumption of alcohol. 2) What time will the caterer have access to the building? The City closes for business at 5:00pm, the caterer could arrive at their convenience. 3) Who will remove the garbage after the evening event? If this is not included in services, Debbie has agreed to contact Americorp. 4) Do you want just "in the city limits" caterers to be invited or do you want to put the request out to all of Kitsap County? The committee decided that the proposal could go out to all of Kitsap County with the understanding that business inside the City limits would receive preference. This would prevent have to duplicate work should the bids (from inside city limits) be too high or inadequate for our needs. Councilwoman Carolyn Powers expressed the need for the committee to proceed with the request for donations and in turn donated the expense of the letterhead and envelope printing. Councilman Clauson brought meeting to a close informing the committee that he will be arranging tours of the new City Hall for the committee members who are interested. Any member interested should contact Jill Boltz prior to the next meeting. The next meeting was scheduled for April 15"' at 5:00pm. The tour will begin at 4:00pm on the 15t" prior to the meeting. Meeting adjourned at 6:40pm City Hall Grand Opening Committee Page 2 of 2 March 18, 1999 Minutes