Loading...
03-09-2005 , . Fourth of July Meeting Page, 1 March 09, 2005 Fourth of July Committee ' 1 Meeting Notes March 9,2005, 12:00 p.m. City Office Center,575 S. Alameda Blvd. Members Present. Marcel Nicolitz, Chairman; Cyndi Rhodes; Tom Kellner; David Martinez ; Marla Ridgway; Richard Parra Members absent: George Jarden Staff. Robert Caldwell, Ex-Officio; Letty Garcia, Recording Secretary. Rob Caldwell referenced the Resolution that went before City Council and told the Committee that Council approved the funding and dates of the events without discussion. The Celebration was funded at$90,000.00 dollars. This amount does not include staff overtime. Cyndi Rhodes asked about the $2,000 budgeted for the Glow Ropes. Rob Caldwell responded that the Glow Ropes are listed as an expense so that Council can seethe expense and be informed that the Glow Ropes will be sold by a nonprofit group for 20 percent of the net proceeds for their service. David Martinez stated that if we pass the money right back to the city why use the committee's money on this expense? Richard Parra stated that if the Committee does not sell the Glow Ropes through a nonprofit we would have to open up the rope sales for vendors to sell the glow ropes and they would probably make four or five thousand dollars that the city could make. Revenues from the Vendors' fees, beverages sales and the ropes all go to offset city expenses for the event. Cyndi Rhodes suggested that next year we present to council that the cost of the Glow Ropes are provided as a way for nonprofit groups to do a fund raising project and that this is done to benefit the community. Rob Caldwell stated that there is a statement in the Council Action Form that explains to council that clubs and organizations utilize the Fourth of July Celebration as an opportunity to fund raise. Marcel Nicolitz suggested that next year we have the fund raising groups at the Council Meeting so that they can say that they benefited. Cyndi Rhodes suggested that the committee proceed as usual on this expenditure. Committee agreed to leave the two thousand dollars as budgeted. Fourth of July Meetin Page 2 March 09, 2005 Marcel Nicolitz reminded the Committee that the Entertainment and Fireworks costs are capped. Rob Caldwell and Richard Parra talked about making some changes to the Celebration and not have entertainment after the Electric Light Parade, and moving all of our entertainment cost to the July 4t'. Rob Caldwell also provided to the Committee a list of entertainers that are available on July 4t'and the cost of each. Committee decided on a list of entertainers and prioritized them in order of preference; Kool &the Gang,Jimmie Vaughan, Joan Jett, Commodores, Eddie Money and Buddy Guy. Richard Parra and Rob Caldwell discussed spending a maximum of$35,000 for one major entertainer and$3,000 for the booking fee. Rob Caldwell stated that he had negotiated with Melrose &Associates (Booking Agent)to charge a maximum of $3000.00. For a total of$38,000. That will leave $2000 for local entertainers. Rob Caldwell pointed out that the proposed entertainment schedule in the committee packet. July 3 9:00 PM Electric Light Parade July 4 6:00 PM Local Entertainment 7:00 PM Local Entertainment 8:00 PM Special Guest Performance 9:30 PM Mayor's Welcome 10:00 PM Fireworks Display The Committee approved this schedule. Rob Caldwell stated that Club Fusion would like to do a car show on the 4h somewhere in the vicinity of Meerscheidt. Committee agreed on the car show. Richard Parra asked about vendors; since the committee has shortened the length of the event we need to discuss the amount that will be charged to vend for the event. Richard Parra suggested lowering the fee for the vendors. Richard Parra asked if a vendor wanted to be on the parade route what price would we charge them? David Martinez suggested charging a flat fee of a$150 for all Vendors. Rob Caldwell stated that City Council wanted controls on the vendors. We need to give them something that shows that they are parade vendors so that the Police Dept. can Fourth of July Meetin Page 3 March 09, 2005 monitor the area. Richard Parra will make sure that the vendors know that they need to have a vendor's pass attached to them. Committee members decided on$150 Vendor's Fee. Rob Caldwell stated that Wells Fargo Bank has committed to sponsoring the Electric Light Parade again this year in the amount of$5000.00. Rob Caldwell asked the Committee if they wanted to have an exclusive on the beverage sponsorship. The Committee agreed to send proposals to all beverage distributors. Marcel Nicolitz asked if we could get volunteers under the direction of city employees to help with clean up. Marla Ridgway stated that if they need additional clean up groups to let her know how many,where they will be needed and what specific time and days. Marla Ridgway stated that she already has volunteers from last year that are willing to work this year. Rob Caldwell also stated that last year the committee budgeted$1,000 of the Wells Fargo Bank funds to purchase shirts. David Martinez stated that the committee should stay with what they did last year with the Wells Fargo Bank funds. The Committee voted to expend the $1000 for shirts. The Committee decided to offer to USSSA-New Mexico/West Texas the opportunity to coordinate the Baseball Tournament. The Committees gave the go ahead to contact USSSA-New Mexico/West Texas. Rob Caldwell stated that in 2003 we had 35 baseball teams in the tournament and last year we had 67 baseball teams. Contact with the Bike Rally was made and they will not have the use of Maag Park. Next meeting will be April 13, 2005, 12pm. Meeting was adjourned at 1:30 p.m.