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04-13-2005 Fourth of July Meeting Page 1 April 13, 2005 ` C/ 4/28/05 i) Fourth of July Committee Meeting Notes `^ April 13,2005, 12:00 p.m. J City Office Center, 575 S. Alameda Blvd. Members Present: Marcel Nicolitz, Chairman; Cyndi Rhodes; David Martinez; Richard Parra; George Jarden Members absent: Marla Ridgway, Tom Kellner Staff: Robert Caldwell, Ex-Officio; Letty Garcia, Recording Secretary. Robert Caldwell stated that we have not received the Buddy Guy contract. Melrose & Associates,booking agent, stated to Rob that the contract will be sent overnight by the agent. The Buddy Guys contract is for$30,000.00; Melrose &Associates booking fee is $3,000.00; which leaves$7,000.00 of the $40,000.00 for entertainment. Richard Parra suggested that the committee should consider booking an act in the $5,000.00 price range to open for Buddy Guy. David Martinez suggested that the Committee go with Mr. Parra's suggestion on the entertainment. Marcel Nicolitz asked if the Committee would direct Mr. Caldwell to look at"up and coming" groups in the $5,000.00 price range. Rob Caldwell stated that he had gotten a call from Joel Hickson who is an announcer on KGRT saying that he was approached by a Country singing artist who expressed interest in performing at the celebration. He asked if the Committee would like to consider the artist. David Martinez stated that the Committee needed to figure out what kind of music it wanted to present,whether it is Tex-Mex or another type, and give Mr. Caldwell the ok to proceed. Committee voted to expend $5,000.00 on a middle of the road act. Richard Parra will update the vendor's letter and will e-mail the changes to Ms. Garcia. ti Fourth of July Meeting`s Page 2 April 13, 2005 The Vendor's Fee will be $150.00 for all categories; hawking, stationary vending and parade vendors. Richard Parra will inform the vendors that they are required to have their Vendor Passes with them at all times or they will be asked to stop vending. All hawkers and their assistants will need to wear their passes at all times. Rob Caldwell stated that he has made contact with the Chief of Police about the Police Department enforcing the pass requirement by asking all violators to leave the area. Rob Caldwell asked Richard Parra to put in the Vendor's Letter that the Police Department/Codes will ask all unauthorized vendors and those without passes to leave the area. David Martinez suggested that Mr. Parra provide each Vendor with at least five extra passes. Rob Caldwell stated that he has given Richard Parra the letter for the Beverage Sponsorship that will be sent out by e-mail if he has approval from the committee to do SO. Pepsi and Coca-Cola will be asked to send a letter to the Committee describing how they propose to participate as the"Exclusive Beverage Sponsor". Rob Caldwell had a question on entertainer's trailers and VIP trailers. We have not gotten a commitment from S&H RV and Mobile Homes to provide the trailers. If we want them to continue to provide the items we need to make contact with them. The parade committee will contact Jack Key about the cars. Rob Caldwell stated to the parade committee that he needs to know where they want the portable toilets,where to place the barricades and which entrances will be closed so that he can get that information to Police. David Martinez suggested that we get something in the paper about the park being blocked off for the Wells Fargo Bank Electric Light Parade. Rob Caldwell said that the PIO will issue a Press Release informing the Public of the street closures. Cyndi Rhodes and Tom Kellner have spoken with John Christopher at Comcast Cable and he offered to give the Celebration$2,000.00 cash, $1,000.00 in-kind for production of a commercial and $2,000.00 in-kind for 80 to 100 30-second TV spots. In return he wants to have Comcast name on one of the events. Fourth of July Meeting. ® Page 3 g April 13, 2005 Rob Caldwell gave the Committee a brief history of the cash Sponsorships. Wells Fargo started as a Presenting Sponsor. The second year the bank wanted to have a more prominent position and increased the amount of money to $5,000.00 to obtain the designation"The Wells Fargo Bank Electric Light Parade". Mr. Caldwell stated that in order to be consistent and to be fair to Wells Fargo the Committee should follow the same formula. Richard Parra asked Cyndi Rhodes if the offer from Comcast is flexible. Cyndi Rhodes stated not flexible enough to give $5,000.00 cash. Cyndi Rhodes stated that Tom Kellner thinks that we might be able to get$3,000.00 cash. Richard Parra stated that the committee should allow Cyndi Rhodes to work with John Christopher in obtain a sponsorship level which is consistent with the sponsorship formula used in the past. Marcel Nicolitz asked about the sponsorship level for Wells Fargo. Rob Caldwell stated that Wells Fargo Bank owns the title sponsorship to the Electric Light Parade. Cyndi Rhodes stated that John Christopher wants to provide both cash and in-kind contributions. Richard Parra reminded the Committee that if John Christopher does put in some money we have to recognize him one way or another. Cyndi Rhodes asked what if John Christopher prefers more than the designation "Presented by Comcast"and instead he wants a title sponsorship level. Rob Caldwell responded that should be $5000.00 cash if the Committee wants to be consistent with the sponsorship designation given to Wells Fargo Bank. Rob Caldwell stated that it would be unfair to give him the Comcast Street Fest at the $2,000.00 cash/$3,000.00 in-kind level. The Committee accepted the Street Fest Presented by Comcast Cable option and directed Cyndi Rhodes and Tom Kellner to finalize with Comcast. Richard Parra suggested reversing the parade route. The staging would be held at Meerscheidt and then that way judges see it at the beginning instead of the end. Rob Caldwell stated the parade does not end at Meerscheidt. Rob Caldwell stated that this year we are expecting at least 65 to 67 teams for the Baseball Tournament. Fourth of July Meeting Page 4 April 13,2005 Rob Caldwell stated that he will try and get three golfs carts in the Parade staging area. Committee members voted on a Theme for the Electric Light Parade "Our American Heroes: Past,Present and Future. Next meetings will be May 4t'and May 18`", 2005. Meeting was adjourned at 1:30 p.m.