HomeMy WebLinkAbout08/12/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting
August 12,1.999
4:00pm
Committee members present: Council members John Clauson, Chairman and Councilwoman Carolyn
Powers. Staff present: Kristine Tompkins, City Treasurer and Jill Boltz, Administrative Secretary. Other
committee members present: Capt. Tim Thomson (U.S. Navy); Ron Rada (Edward Jones Investments);
Debby Baker (Givens Community Center); Mary Gentry (S.K. Community Federal Credit Union). Other
members include, but not present: Council members Tom Stansbery; Rick Wyatt, and Don Morrison;
Nick Repanich; Melode Sapp (Chamber of Commerce); Linda Wyatt; Kay Morrison (Dockside Sales and
Service); Bob Brott (Art Anderson Associates); Mallory Jackson (Bay Street Custom Framing); Cathy
Hall (Reflections Bed & Breakfast); Jim Carmichael (Kitsap Bank).
Chairman John Clauson began meeting with discussion regarding Friday night. Discussion included
review of catering by Le Garmache' and revisions to the contract. The committee is requesting that the
number of servers be outlined in the contract with recommendation for 15 servers to be present. The
servers will include 2-preparation; 1-filling trays; 2- bartenders each floor and 12-servers. The committee
also is requesting that the tray passing of champagne at 10:00pm include topping off the guest's glasses
periodically. The subject of sparkling cider must also be addressed. The contract is still being negotiated
between the committee and Le Garmache' .
During previous meetings the committee had agreed that the main entrance for Friday night would be
limited to the Bay Street entrance. Upon entering the building name badges, programs and
commemorative gifts will be distributed as well as offering guests a coat check service. Weather
permitting a table could be set up outside in the courtyard utilizing a canopy for distribution of name
badges. The coat check will be located in the employee's lunchroom (first floor).
Also, the John reminded the committee that. he has been working with a fencing company to provide
ready-made fencing for the Prospect Street. The fencing will provide an outside area at the Prospect
Street entrance and secure the area so that it is not used as an entrance.
Mr. Marvin Coe from the Port Orchard Chamber of Commerce Ambassadors joined the meeting to
discuss the Ambassadors role in Friday night. The committee discussed having the Ambassadors
distribute name badges, gifts and programs and having the Soroptmists volunteer in the coat check.
Saturday discussion began with the discussion of advertising the events. John informed the committee
that he has been working with Falcon Cable to air a commercial utilizing the video(s) from the last
council meeting in the old building and the first council meeting in the new building. Also, both of the
newspapers, The Sun and the Port Orchard Independent would be running special insert sections the their
newspapers. Thriftway has agreed to do "bag stuffers" if the committee wanted. The committee briefly
discussed doing the "bag stuffers" and agreed that we would not do a coloring contest but could put a
picture to color on one side with information and a map for parking (for Saturday) on the other side.
The Sun has agreed to produce a coloring book for Saturday. John is to meet with The Sun regarding this
and other matters.
Tim Thomson updated the committee on the costs associated with having balloons available for the
children. The labor associated with blowing up the balloon is 500/$250.00 and 10001500.00. The cost of
the balloon release is $941.00 and to have custom balloons made with the picture of City Hall on it will
cost an additional $264.00/500 and $320.00/1000. The committee voted and agreed to order hand tied
custom balloons for Saturday.
City Hall Grand Opening Committee Page 1 of 2
August 12, 1999 Minutes
John reported on his meeting with Sig Uddenburg from Port Orchard Thriftway. Thriftway has agreed to
provide and serve hotdogs, chips and soda for those who attend the Grand Opening on Saturday.
Originally, the committee was seeking donations for the food, so that it may be provided free of charge.
However, Mr. Uddenburg stated that the donation of the food will come from Thriftway and the cost of
this will be approximately $3 — 4,000 and has requested that the committee pay half of that cost. Mr.
Uddenburg also suggested that there be a nominal charge for the hot dog, chips and soda combination.
His experience has shown that putting a price on a service decreases the amount of waste. The committee
agreed to charge $.50 for the hot dog, chips and soda combination. Mr. Uddenburg has agreed that any
proceeds from the sale of the food will come back to the committee.
In past meetings the committee has discussed the proper area to set up the hot dog stand. It has been
suggested that the committee contact the law firm of Casey and Casey to request the use of their parking
lot at the end of Prospect Street at the Kitsap Street intersection.
Next meeting to be held August 19, 1999 at 4:00pm
Meeting adjourned at 5 :15pm
City Hall Grand Opening Committee Page 2 of 2
August 12, 1999 Minutes