HomeMy WebLinkAbout07/08/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting
July 8, 1999
3:00pm
Committee members present: Council members John Clauson, Chairman; Rick Wyatt and Tom
Stansbery. Staff present: Jill Boltz, Administrative Secretary. Other committee members present: Nick
Repanich; Capt. Tim Thomson (U.S. Navy); Linda Wyatt and Jim Carmichael (Kitsap Bank). Other
members include, but not present: Council members Don Morrison and Carolyn Powers; Kristine
Tompkins, City Treasurer; Acting Police Chief David Loflin; Debby Baker (Givens Community Center);
Kay Morrison (Dockside Sales and Service); Mary Gentry (S.K. Community Federal Credit Union); Bob
Brott (Art Anderson Associates); Ron Rada (Edward Jones Investments); 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).
The purpose of this special meeting is to specifically address issues as they pertain to the Friday night
"Gala".
General topics of discussion included: Chairman John Clauson clarified the on -site price of engraving of
commemorative bricks and tiles. Originally, it was thought that the cost would be an additional $15.00
per brick or tile for Tacoma Monument to come on -site and engrave however after recent discussion with
Tacoma Monument, the on -site charge will be nominal (approx. $4.00 a piece). After much discussion
the committee decided to continue the sale of the bricks and tiles at the current price of $50.00/tile and
$35.00/brick.
John introduced Billie Gurnsey of The Sun Newspaper and confirmed that The Sun would be printing the
invitation to be mailed to each of the City residents inviting them to the Grand Opening. In addition
Billie stated that the coloring book idea would have to be addressed with Gussie directly and that The Sun
would also like to do a special advertising section for the contractors involved in the construction of the
new City Hall to congratulate the City on the new building.
Rick and Linda Wyatt members of the Time Capsule sub -committee informed the committee that Heidi
Stout from the Port Orchard Independent would be running an article for an essay contest "Why I like
Port Orchard". The winner of each age category will win a $50.00 savings bond and their essay will go
into the time capsule. Linda also reported that Hank's Sheet Metal will be providing a metal sleeve to
place the contents of the time capsule in prior to the Time Capsule Ceremony.
Tim Thomson began discussion of the Friday night "Gala" by confirming that Cathy Hall in conjunction
with her gardening club would be willing to organize flowers for Friday night.
The committee also discussed admittance to the gala. Prior discussion has included having name tags
available as the guests enter the building in lieu of sending tickets (a name tag would be made for each
ticket purchased). The concern of which entrance was considered a main entrance was discussed in
length. Jim Carmichael made a motion to utilize the Bay Street entrance as the main entrance for the
gala, Tim seconded the motion. By a show of hands the motion passed four to three.
It was further decided that the nametags would be made for those who RSVP and given to the guests upon
entrance to the building along with the commemorative "ornament". The Chamber of Commerce
Ambassadors will provide the service greeting guests; distributing nametags and commemorative gifts
and Soroptimists will provide a "coat check" service.
Jill passed around the proof sheets for the gala invitations. Two proofs were provided by Sandie
Anderson of Art Anderson Associates. The committee unanimously agreed on the tighter script type font,
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July 8, 1999 Minutes
as it was easier to read. Jill will continue to work with Sandie to finalize invitations. One correction was
made to the invitations, on the return/response envelope the committee's address should show as both the
return address and the addressee.
A brief discussion took place regarding having programs made for both Friday night and Saturday. The
programs would include a map or floor plan of the building, directory, statistics of the building and a
listing recognizing individuals and businesses who have made contributions to the Grand Opening
Celebration.
John brought up the topic of music for Friday night and asked Tim if he and Debby had discussed having
"Chamber" type music. Tim responded that no research had been done for that type of entertainment
because the committee had not previously discussed this option. The Entertainment Sub -committee had
only been planning on having a D.J. play appropriate music for the celebration. The topic of "Chamber"
music was tabled for further discussion.
The committee discussed parking for Friday night. Two hundred and fifty invitations will be mailed out
with an anticipated attendance of 500 guests. Kitsap Bank has offered to let the committee utilized their
parking lots including the lot on Bay and Bank Streets, the actual Bank parking lot and the drive-thru
parking lot. It was suggested that contact be made with the Port of Bremerton for the use of the old
Texaco station lot. Tim volunteered to do a space count of parking available in the area of City Hall.
Furthermore it was suggested that signs be placed at designated areas to reserve parking for guests of the
celebration.
Discussion of Friday night was concluded with the concern of how the building would be cleaned after
the "gala" in preparation for Saturday's Grand Opening. After exploring other options and service
organizations, the committee agreed that we should inquire with the contracted cleaning service for City
Hall and find out what the extra costs associated with the Grand Opening would be.
Tim gave the committee an update on balloons. Tim reported that he has spoke with Beyond Balloons
regarding the staging of the balloon release. Approximately 1200 balloons will be released from the
roof/tower. Tim also gave a drawing of the building to Beyond Balloons to find out what it would cost to
have it imprinted on the hand held balloon. Tim will provide a new cost estimate at the next meeting.
The committee asked Tim to check with Navy personnel on the possibility of having sailors provide a
presence in the building to monitor activity both Friday night and Saturday.
Linda Wyatt brought the committee up to date on her pursuit of donations for hot dogs, chips and soda for
Saturday. Unfortunately, Linda did not receive the participation and donations that she anticipated from
the local vendors, however Port Orchard Thriftway is willing to work with the committee. Linda will
pursue food for Saturday further.
Distribution of commemorative key chains on Saturday was discussed. The committee decided we would
hand stamp attending adults as they receive their gift.
At the close of the meeting some committee members went outside to Prospect Street to look at the
potential of setting up a staging area for Mayor and guest speakers. The staging area will go across
Prospect Street from Bank Street.
Next meeting scheduled for July 15,1999
Meeting adjourned at 5:05pm.
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July 8, 1999 Minutes