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HomeMy WebLinkAbout07/15/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting July 15, 1999 3;00pm Committee members present: Council members John Clauson, Chairman; Tom Stansbery, Don Morrison and Carolyn Powers. Staff present: Kristine Tompkins, City Treasurer and Jill Boltz, Administrative Secretary. Other committee members present: Nick Repanich; Capt. Tim Thomson (U.S. Navy); Kay Morrison (Dockside Sales and Service); Ron Rada (Edward Jones Investments); Debby Baker (Givens Community Center) and Kathy Hall (Reflections Bed & Breakfast). Other members include, but not present: Councilman Rick Wyatt; Acting Police Chief David Loflin; Mary Gentry (S.K. Community Federal Credit Union); Bob Brott (Art Anderson Associates); Heidi Stout (Port Orchard Independent); Melode Sapp (Chamber of Commerce); Mallory Jackson (Bay Street Custom Framing); Linda Niebank (McCormick Woods); Karen Mason (Windermere); Linda Wyatt; Jim Carmichael (Kitsap Bank) and David Rugh (Givens Senior Center). The purpose of this meeting is to discuss the events of Saturday September 11, 1999 Grand Opening. Jill Boltz gave the committee an update on the printing of the invitations. As of today the invitations have been sent to the printers. Once a paper is selected for the invitations and envelopes, the envelopes can be printed while the proofs of the 4-color photo are being produced. This will allow the committee to address the envelopes and be ready for stuffing and mailing invitations as soon as they are ready. Chairman John Clauson updated the committee on items from the July 81" meeting. Coloring books: John spoke with Gussie and The Sun will produce coloring books and supply crayons to be distributed on Saturday. Time Capsule: John pointed out that an article did run in the Wednesday July 141" Port Orchard Independent publicizing details of the "Why I Like Port Orchard" essay. Also, Linda will either supply disposable cameras or come in person to take photos of each City employee to put in the time capsule. Each picture will have the employee's name and their job title. Photography The question arose as to whether or not the committee has discussed having a photographer on either Friday night or Saturday. The suggestion was made to provide disposable cameras for the guests to take pictures of each other. After some discussion, the committee decided that pictures would not have significant historical value in 50 years. However, the suggestion was also made to inquire about the possibility of Falcon Cable Television to videotape Friday and/or Saturday. John reminded the committee that a video is being produced of the last Council meeting in the old City Hall and the first Council meeting in the new City Hall. Parking Tim reported back to the committee on the count of potential parking spaces around City Hall for the Friday night "Gala". Total estimate was 428 parking spaces, this included utilizing Kitsap Bank, Kitsap Bank Drive-thru and Kitsap Bank lot (Bank and Bay Streets); Geiger's Pharmacy building; Bank Street; Port Orchard Yacht Sales; old Texaco station; Port Of Bremerton; and Cline Street. Other suggested parking considerations were having the Mayor speak with Gary Christman for the use of parking at the Sidney Professional Building and for Don to speak to Gary Chrey for the use of the parking at the Greenwood building. Clean-up John informed committee that he would speak to Larry about arranging with the janitorial service to clean up after the Grand Opening Celebration both Friday night and Saturday. Debby offered the use of garbage cans from Givens Community Center and reiterated the fact that Americorp is completely booked and would not be able to assist. City Hall Grand Opening Committee Pagel of 2 July 15, 1999 Minutes Flowers John introduced Cathy Hall (Reflections Bed & Breakfast) and the Cross Sound Arrangers Guild. Cathy and the Arrangers Guild have agreed to provide flowers for the "Gala". Cathy explained that during her visit to City Hall she had designated 12 areas appropriate for flower arrangements. She asked the committee for their input on color schemes and decorating ideas. The committee explained that at this time decorating had not been discussed and welcomed any ideas she might have. (As a note: Cathy informed the committee when planning the agenda for Saturday that Mosquito Fleet is also on Saturday, September 11, 1999 and will be having a coloring contest, scavenger hunt and will award prizes at 2:OOpm.) Balloons Tim reported that he is still waiting for a revised quote from Beyond Balloons to include the additional balloons to be released as well as for the hand held balloons. Tim also added that he has arranged for approximately 30 men from the USS Lincoln. Two men serving a two hour watch (per shift) from the hours of 11:OOam — 4:OOpm. Their purpose would be as a presence in City Hall during times of high traffic to deter vandalism or guest in restricted areas. The Ambassadors from the Chamber of Commerce will provide the service of answering questions. John will speak with Bob Brott to develop statistics and provide a map of the building. Food John, on behalf of Linda, informed the committee that Port Orchard Thriftway is willing to continue to seek contributions from their vendors for hot dogs, buns, soda and chips and will also prepare the food on Saturday. The cost to the committee will depend on what Thriftway is able to obtain as donations. Saturday (General) Debby has secured six 4x8x2 platforms for the staging area. Tim will check on the availability and cost of renting chairs and a tent/canopy. Jill will inquire with Port Orchard Nursery to see if they would be interested in loaning the committee plants and shrubbery to decorate the staging and entertainment areas. Innvitations and Programs The Sun has agreed to print the invitations to be mailed to citizens of Port Orchard inviting them to the Grand Opening. The committee needs to design the invitations. Tim volunteered to find samples he felt would be appropriate and Jill offered to assist with formatting and inputting a proof for the committee to approve. The committee decided that one program could be designed for both celebration events. The program at a minimum should include: Schedule of events, map and statistics of the building and a listing of individuals and organizations who have contributed to the Grand Opening. Donations John reiterated the fact that the contractor of the building, Yun's Co. has offered to contribute to the Grand Opening but exactly what has yet to be determined. By suggestion the committee agreed to have John request of Yun's Co. to pay for sundry expenses such as printing of the program, tent/canopy, chairs, balloons and the sound system. Ron Rada suggested the committee involve our local Army, considering the strong presence of Navy involvement in the celebration. Ron will check the availability of the Army Color Guard. Next meeting scheduled for July 22,1999 Meeting adjourned at 5:1Opm. City Hall Grand Opening Committee Page 2 of 2 July 15, 1999 Minutes