HomeMy WebLinkAbout06/17/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting
June 17, 1999
5 ; 00pm
Committee members present: Council members John Clauson, Chairman; Tom Stansbery, Carolyn
Powers and Don Morrison. Staff present: Jill Boltz, Administrative Secretary. Other committee
members present: Debby Baker (Givens Community Center); Nick Repanich; Kay Morrison (Dockside
Sales and Service); Ron Rada (Edward Jones Investments); Capt. Tim Thomson (U.S. Navy); Mary
Gentry (S.K. Community Federal Credit Union); Bob Brott (Art Anderson Associates). Other members
include, but not present: Councilman Rick Wyatt; Kristine Tompkins, City Treasurer; Acting Police
Chief David Loflin; Linda Wyatt; Heidi Stout (Port Orchard Independent); Melode Sapp (Chamber of
Commerce); Mallory Jackson (Bay Street Custom Framing); Linda Niebank and Karen Mason
(McCormick Woods); David Rugh (Givens Senior Center); Jim Carmichael (Kitsap Bank).
Chairman John Clauson began meeting by asking if there were any corrections to be made to the minutes
as distributed from the last meeting. No corrections were suggested. John also suggested that the minutes
of the meeting should be placed in time capsule to show the planning progress of the committee for the
Grand Opening.
Subcommittee Reports were as follows:
Financial
John reported that the committee now has $40,060.02 in our checking account of which $12,313.76 is
from donations and as of this meeting have sold 363 tiles and 293 bricks. Tom Stansbery suggested that
follow up phone calls be made to the businesses or individuals that received letters requesting donations.
Jill will provide a listing (attached) with the minutes of this meeting, providing information as to who
letters were sent to and who has responded.
Publicily
Chairman Clauson informed the committee that he had spoken with Gussie Schaeffer of the Sun and that
the Sun would be interested in printing the invitation to be sent to all of the City residents informing and
inviting them to the Saturday Grand Opening. Discussion also included the question as whether or not
the Sun was still interested in providing coloring books for the children depicting City Hall and/or city
government. The committee will also need to inquire about the reproduction of new brick/tile order
forms reflecting the $15.00 increase in price.
Commemorative Items
Chairman Clauson passed the proof of the commemorative key chain around the table for the committee
members to view. Chairman Clauson also advised the committee that a letter was sent to Dave Cusenza
of I.D.E.A. confirming the committee and city's order for the commemorative "ornaments" and
keychains.
Time Capsule
Chairman Clauson reported on behalf of Rick Wyatt that a meeting for this committee has been scheduled
for Thursday June 24, 1999. In addition, John, Don and Larry Curles the City Engineer met with Nick
and other Mason members on June 17, 1999 to discuss the specific information relative to their request to
place a Cornerstone/Time Capsule. They Mason's will provide a letter to the committee outlining their
agenda, contents and additional needs or concerns they may have. The Mason's ceremony is scheduled
for August 21 ", 1999.
Entertainment
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Debby Baker gave a report on confirmed entertainment. The Dance Gallery has confirmed for a '/z hour
performance as well as "Ain't Misbehavin". Debby also stated that most performers would be gratis,
however "Ain't Misbehavin" will charge for their performance. Debby informed the committee that she
has received a note from David Rugh on the building model of the New City Hall. Unfortunately, Mr.
Rugh does not think he will be able to complete the model. Debby will speak with Mr. Rugh to find out
the details. Bob Brott suggested that perhaps, someone from Art Anderson would be able to assist.
Tim Thompson reported that he has confirmed the South Kitsap High School Highlighters (Chorale
Group) and "Beyond Balloons" for the Grand Opening and a single -beam spotlight for the "gala".
"Beyond Balloons", has been confirmed to bag, set-up and release 1000 balloons during the Grand
Opening. The price for their services is $665.00 + tax ($719.53). Note: Tim has checked into the
environmental impact of releasing latex balloons and information provided to him has shown that they are
biodegradable. The spotlight has been confirmed for 3 hours at $85/hr. The committee approved hiring
"Beyond Balloons" and the spotlight company and asked Tim to contact "Beyond Balloons" about the
expense and possibility of having balloons imprinted with a picture of City Hall, City of Port Orchard
Grand Opening and the date of the Grand Opening. These balloons would be put on strings and
distributed to the children.
Debby reminded the committee that before she contacts and confirms "Mr. Friendly", a dollar figure
should be established for a donation to the Children's Hospital. The committee agreed to a $200.00
donation.
Parade and Banner across Bay Street
Tim informed committee that Quisenberry's (Bay Ford) has agreed to loan the committee a truck for the
use in the Fathoms O' Fun parade.
Don reported on the costs associated with having door panels for a vehicle and a banner made for across
Bay Street. The door panels are $30.00 each and a double -sided banner would cost $500.00. Don also
reported that there is a $50.00 banner hanging fee and that the times available are filling up. After much
discussion the committee decided not to enter into the Fathoms O' Fun parade, however the committee
approved having door panels made for the Mayor's car and the banner made for across Bay Street. Don
will follow-up on options of the banner. Don also, informed the committee that Soroptimists have asked
if the committee purchases the banner, if after the Grand Opening it could be donated to the Soroptimists.
The committee agreed to donate the banner to the Soroptimists because they are a valuable part of the
community and contribute a lot to the Port Orchard area.
Catering
Mary Gentry distributed the one proposal received for catering from Le Garmache'. The proposal was
prepared with three different prices for three different menus. Prices varied from $11.50 to $14.75. The
committee did not vote or choose a menu but deferred making a decision until Mary checks back with Le
Garmache' for other menu options within the $15.00 - $18.00 price range.
John spoke with Albertson's and they have agreed to donate a cake and cookies for the first council
meeting in the new City Hall, June 28, 1999 as well as for the Grand Opening.
Devarntinnc
John advised committee that Melode Sapp has been in contact with Kathy Hall from Reflections Bed and
Breakfast. Kathy is a member of a gardeners club and has proposed to Melode that they could supply
flowers as part of a contest between the members of the club. The contest would be organized by the
gardeners club to provide fresh flower arrangements for Friday, September 10t". Tim stated that he was a
neighbor of Kathy and would speak to her further about participating with committee to provide flowers
for the gala.
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First Meeting in New City Hall (June 28, 1999)
Tim informed the committee that he has confirmed the Color Guard for the presenting of the colors at the
June 281h Council Meeting. The Color Guard will arrive approximately 20 minutes early to prepare and
plan for posting and retiring the colors. John inquired as to whether or not the Color Guard would be
willing to utilize the flags which the City uses in the Council Chambers regularly (United States Flag and
a Washington State Flag). Tim will check into the proper etiquette for the presentation.
In a past meeting the committee discussed presenting the City with a new gavel. The original discussion
included the possibility of utilizing a part of the old building, however after discussion with the City
Engineer, there were not a lot of viable sources for wood. Current discussion included the possibility of
cutting a piece out of the tree in front of the old building. However, the committee decided that because
of the time frame, ordering the gavel and having an engraved band would be the best option. Nick as a
former Mayor and a committee member will present gavel to Mayor Weatherill.
John informed the committee that the last meeting in the old City Hall was recorded by Broad Sword
Productions and that the first meeting will be recorded as well. John also invited all committee members
to the June 281h Council Meeting, at this time the City Council will be able to recognize the committee
members.
Scheduling for future meetings
Because we are rapidly approaching the days for the Grand Opening, it was suggested that we plan
meetings in addition to our regularly scheduled meetings. Meeting dates were decided as follows:
Thursday, July 8, 1999 at 3:00pm — to specifically discuss/plan Saturday events.
Thursday, July 15, 1999 at 3:00pm — to specifically discuss/plan Friday events.
Thursday, July 22, 1999 at 3:00pm — Regular meeting.
Other discussion included interest from Mary Coe and the Ambassadors Group to help the committee at
the gala. It was also suggested that perhaps the Fathoms Royalty Court would be interested in
volunteering for the Grand Opening.
Meeting adjourned at 6:55pm.
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June 17, 1999 Minutes