09/28/2015 - MinutesCity of Port Orchard
216 Prospect Street, Port Orchard, WA 98366
(360) 876-4407 FAX (360) 895-9029
Festival of Chimes and Lights Committee Minutes
September 28, 2015; 3:30 p.m. at City Hall
Members present: Chair Lucarelli and City staff Brandy Rinearson. Guests present: Al Mahaney and
Sharron King, Fathoms O’ Fun; and Sharon Allen, Port Orchard Independent (POI).
CHIMES AND LIGHTS MEETING:
Theme- “A Dickens of A Christmas” has gotten good response for the theme.
Tree Lighter- Still is being determined.
Sound System-Staff is still seeking quotes for the committee to review.
Public Event Application-Staff submitted Public Event Application and has placed it on the October 13th
Agenda for consideration.
Advertising-Committee and staff will work with Port Orchard Independent for advertising the event.
Organizations/contributions for 2015 C&L Festival:
Arthritis Foundation-Jingle Bell Run-Everything confirmed.
POBSA – Chair is working on gathering information. POI is working on a separate special advertising.
Fathoms O' Fun - Fire pits & Santa Photos- Confirmed, including candy canes.
Port Orchard Chamber of Commerce - Pooch N' Purr Parade-Waiting for update.
Port Orchard Library - Kids Activities-waiting to see what activity the library will put on.
The Sidney Museum – Usually open and doing something and usually has log cabin open too.
Kitsap Bank- Popcorn and Cider-Has confirmed their participation.
Port Orchard Independent-Is on board and will help when needed for marketing of the event. Contact will
do it for half the cost. Once that has been determined it will be forwarded to the committee.
The Dance Gallery –Waiting to see if they will participate this year.
Port of Bremerton Port Orchard Marina- Staff and Chair will follow-up to see what they have planned.
Sinclair Inlet Yacht Club - Committee needs to confirm they are on board.
Olympic Peninsula Antique Tractor Club – Confirmed they are participating.
Saints Car Club – Chair is waiting for the Club’s board to see if other events conflict with our event and
will get back to us if they can participate this year.
Church Groups: Staff will contact to see if they are still on board and will confirm place and time.
Knights of Pythias-Hot Coco, Tea, and Coffee
Heritage Foursqure-Chili
Calvary Church- Hot Coco, Tea, and Coffee
School & Church Music Groups: - Chair will confirm the School is on board.
SKHS Marching Band
EPO Elementary School
Kitsap Community Choral
Dragonfly Movie Theater –Committee recommended follow up to be done by the Library as they have
coordinated this in the past.
Festival of Chimes and Lights Committee Minutes
September 28, 2015
Page 2 of 2
Public Works: Staff will confirm their dates on decorating of the event.
Pick out Christmas tree, setup, and take down- Confirmed.
Put up City garland, wreaths, and lights – Public Works typically decorates the week before Thanksgiving.
Staff will check on inventory of lights for decorating City Hall.
City Hall:
Budget review and update- Within budget, no new expenses.
Deadline for Distribution of brochure:
South Kitsap School District –Due to cost, City can’t participate in the Peachjar program.
Committee can look into partnering with School District for promoting the event, since the kids
are performing in the event.
Kitsap Bank-Will include a line on their statements and will have the brochure at all branches.
City utility bills-Staff was told the new deadline to submit for October’s billing is October 12th, but
preferably the 9th.
West Sound Utility District’s bills-Staff will see if we can place a small brochure in their bills.
A&W-Staff will print flyer in-house and prepare them for distribution.
Event Application deadline- N/A
LTAC Application deadline -Staff submitted application.
Miscellaneous:
Website/Social Media: Staff will post on City’s webpage and Facebook.
Hauling Tree-TBD
Purchase of Tree-TBD
Brochure printing-Staff seeking bids for committee to review.
There being no further business, Chair Lucarelli adjourned the meeting at 4:10 p.m.
Next Meeting Date:
The next meeting will be held on Monday, October 19, 2015, at 3:30 p.m. at City Hall.
Copies to: Council/Mayor/Department Directors/City Attorney
POBSA
Fathoms O’ Fun
Port Orchard Library
Jingle Bell Run Coordinator
Chamber of Commerce
Sidney Arts Museum
Port of Bremerton