HomeMy WebLinkAbout08/19/1999 - City Hall Grand Opening - MinutesCity Hall Grand Opening Committee Meeting
August 19, 1999
4:00pm
Committee members present: Council members John Clauson, Chairman and Rick Wyatt. Staff present:
Jill Boltz, Administrative Secretary. Other committee members present: Capt. Tim Thomson (U.S.
Navy); Ron Rada (Edward Jones Investments); Debby Baker (Givens Community Center); and Billi
Gurnsey (The Sun). Other members include, but not present: Council members Tom Stansbery; Carolyn
Powers, and Don Morrison; Kristine Tompkins, City Treasurer; Nick Repanich; Melode Sapp (Chamber
of Commerce); Mary Gentry (S.K. Community Federal Credit Union); 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).
Friday Night "Gala"
Chairman John Clauson began meeting by updating the committee on revisions to the catering contract
with Le Gamarche' . Revisions include the committee's request that the number of servers be outlined in
the contract with recommendation for 15 servers to be present (confirmed). The servers will include 2-
preparation; 1-filling trays; 2- bartenders each floor and 12-servers (confirmed). The committee has also
requested tray passing of champagne at 10:00pm include topping off the guest's glasses periodically. Le
Gamarche' has agreed to do so for an additional $500.00 + $41.00(tax). John also confirmed that
sparkling cider will be available and Le Garmache' is checking into new suppliers and has advised the
committee the champagne will be Cooks brand or better.
The committee discussed the staging for tables for check -in, coat check and distributing of
commemorative gifts. Originally, bars were to be located on each of the three floors. After reviewing the
area, it was decided that a bar on the second and third floors would be adequate due to the fact that there
would not be enough room on the first floor.
Billi Gurnsey from the Sun Newspaper and President of the Soroptomist informed the committee that
Soroptomists would be providing the coat check service beginning at 7:00pm and working in 1'/2-hour
shifts with three people per shift. The employee lunchroom will be used for the coat check and Billi will
confirm with Helpline to see if they will loan us racks and hangers.
John informed the committee that commemorative bricks and tiles have arrived and that placement is
scheduled to begin on Monday.
The committee discussed nametags for guests and various types available. After much discussion the
committee decided not to distribute nametags due to the fact that adhesive tags would have to be used and
not all attire is suitable for placing a nametag.
Debby informed the committee that she has scheduled a meeting with Gordon Sound the first week in
September. Gordon Sound will be providing the sound system for both Friday night and the PA system
for Saturday.
John confirmed Falcon Cable would be providing the committee with approximately $1,500 worth of
advertising. The commercials will run through September 11th. John read the proposed wording for the
commercial and explained that there quit possibly could be a $400 fee associated with the cost of hiring a
professional narrator to read the commercial announcement.
John informed the committee that he has scheduled a meeting with the Sun for Monday to discuss
invitations (to be mailed to citizens), grocery bag "stuffers", coloring books, table tents and posters.
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August 19, 1999 Minutes
Saturday, Grand Opening
Debby informed the committee the Shriners will be passing out the special balloon the committee is
having made as well as making animal balloons. Although the Shriners are donating their time, Debby
suggested that the committee come up with a dollar figure to donate to them. In addition, the Rainbow
Girls will be providing face painting for the children and have requested that the committee provide them
with a card table.
Tim advised the committee that everything is on schedule for entertainment. However, Ron informed the
committee that we still need a Color Guard. Tim will check into finding a Color Guard.
Other miscellaneous topics included asking John Boothby from Bay Coffee if he would be interested in
providing coffee for Saturday. (Mr. Boothby provided the coffee for the first Council Meeting in the New
City Hall) Rev. Rick Best of the South Kitsap Ministerial Association has been contacted and confirmed
to perform the invocation. Contact needs to be made with Fire District #7 and Port Orchard Police
Department to inquire of the possibility of service vehicles being available for September 11t'.
In closing John advised the committee that he has a meeting with H & H Fencing to request the donation
of wood fence panels to create a patio area for Friday evening.
Also, John reminded the committee of the Time Capsule ceremony for the Masons to be held this
Saturday.
Next meeting to be held August 26, 1999 at 4:00pm.
Meeting adjourned at 5:15pm.
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August 19, 1999 Minutes