HomeMy WebLinkAbout07/22/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting
July 22, 1999
3 :00pm
Committee members present: Council members John Clauson, Chairman; Rick Wyatt, and Don Morrison
Staff present: Kristine Tompkins, City Treasurer and Jill Boltz, Administrative Secretary. Other
committee members present: Nick Repanich; Ron Rada (Edward Jones Investments); Bob Brott (Art
Anderson Associates); Debby Baker (Givens Community Center); Melode Sapp (Chamber of Commerce;
Linda Wyatt. Other members include, but not present: Council members Tom Stansbery and Carolyn
Powers; Acting Police Chief David Loflin; Capt. Tim Thomson (U.S. Navy); Kay Morrison (Dockside
Sales and Service); Mary Gentry (S.K. Community Federal Credit Union); Heidi Stout (Port Orchard
Independent); Mallory Jackson (Bay Street Custom Framing); Linda Niebank (McCormick Woods);
Karen Mason (Windermere); and Kathy Hall (Reflections Bed & Breakfast); Jim Carmichael (Kitsap
Bank) and David Rugh (Givens Senior Center).
Chairman John Clauson began the meeting by giving an update on donations received and total account
balance for the committee.
Cam Hall and Laura Smythe of Le Garmache' Catering were present to answer questions regarding their
catering service and proposed bid. They explained their vision for the September 10'h "gala" would be to
have the food tray passed by wait personnel and to have a bar for alcoholic and non-alcoholic beverages
on each floor.
John asked if serving buffet style would be a problem. Le Garmache' recommends tray passing to
keep people moving through out building and it eliminates the need for plates and utensils creating less
waste.
Debby Baker asked if they had an example of event in the area which tray passing had been utilized.
Although, they have not catered an event locally utilizing tray passing, their overall experience has been
that it creates a much nicer atmosphere.
Other concerns included:
Availability of each food item offered to the guests by tray passing?
Each tray will contain an assortment of food, not one tray specifically for each individual food
Portion of food per person? The Committee has envisioned heavy hors d'oeuvres. Assurance that
the amount of food they calculate per person will be satisfying.
With the idea of tray passing, the committee addressed the concern about the number of wait
personnel available and that there should always be a server in sight. A bartender and a bar back will
staff a bar on each floor. In addition, there will be 10 wait staff as well as staff to assist the wait
personnel to replenish food trays.
What is the attire or dress code? Wait staff will be dressed in black and white.
The committee advised Le Garmache' that the gala is scheduled to begin at 7:30pm and end at
approximately 11:00pm. It was agreed that food service be from 8:00pm — 10:00pm, however the bar(s)
would be open at 7:30pm. Don Morrison suggested that strawberries and champagne could be served at
10:00pm.
John discussed the possibility of Le Garmache' being able set up in the Police Sally Port on the first floor.
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July 22, 1999 Minutes
Laura and Cam invited the members of the committee to Le Garmache next Thursday to sample menu
items.
John continued the meeting and on behalf of Tim Thomson informed the committee that (2) 20X30
canopies and 100 chairs have been reserved through Perfect Parties; he had no further information on the
balloons and that Tim was also working on the draft programs for both Friday and Saturday.
The committee inquired about Perfect Parties cancellation policy on the canopies if weather permitted.
Debby Baker reported that the cost to run sound for Saturday will be $800.00. Debby will also check on
the cost to run sound throughout the building for Friday night as well.
Other miscellaneous topics included restroom facilities and renting sani-cans. The committee decided
that the existing facilities were adequate for Friday night.
Decorations were brought up but not discussed at any length. It was reported that helium filled balloons
are not allowed inside the building.
Debby offered to contact the Kitsap County Parks Department to help set up the staging for Saturday.
Debby informed the committee that Mr. Friendly was booked and that she will contact the Shriners and
check on their availability.
During the topic of entertainment the question arose as to whether or not the South Kitsap High School
Highlighters choir group has been contacted to participate on Saturday. Debby will contact the High
School to find out if they are available that soon into the beginning of the school year.
John informed the committee that both he and Jill had been in contact with Port Orchard Nursery for the
use of plants and shrubbery around the staging areas. Lisa Connelly of Port Orchard Nursery did not feel
this would be a problem and suggested that mums and flowering kale will be in season during this time of
year.
Linda Wyatt reported that she and John have a meeting with representatives of Port Orchard Thriftway
tomorrow (July 23`d) to discuss supplying hot dogs, chips and soda for Saturday.
Next meeting scheduled for 4:00pm, July 29, 1999 at Le Garmache' 1327 Bay Street (Westbay
Shopping Center)
Meeting adjourned at 4:20pm.
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July 22, 1999 Minutes