Community Relations Committee - Regular Meeting

Let me I'm not unmuting myself. It should be everywhere else. I think it's recording on it was like unmute yourself but me and I didn't audio is on and the video is on and it's Oh, you can see. Okay. Yes. I got to go. will call this meeting of the community relations committee for the city of Wood Creek to order on February 5th, 2026 at 11:09 a.m. Whenever you're ready, we'll do a roll call to establish your quorum. Cheryl Mills, uh, present, Leslie Scott,

present, Carol, present, and mayor. Thank you. Uh so you all have a quorum. There were no uh in-person public comments. However, were there any written submitted? Okay. So no public comments. We'll move into the consent agenda. You have your meeting minutes from December 4th, 2025. I would entertain a motion to approve the consent agenda. Um, I will make a motion to approve the agenda. You got my second.

All right. Motion made by member Mill, seconded it by member Scott to approve the consent agenda. We'll do a raise of hand vote. All in favor raise your hand say I. I.

Three eyes have it. All right, we'll move into your report from your council liaison. Um, I'm officially your new council liaison. So, I will be attending your meetings if you all. I don't have any additional information for you today to add. So, um, we'll just move right into your regular agenda. Your first item is to elect your chair and vice chair. So, we need a motion to nominate your chair for the year. I nominate the show.

Yes. And I second that nomination. All right.

You'all have any discussion? No discussion. No discussion. All right. Uh, all in favor raise your hand and say I. I I I the eyes take it times three. All right. Your vice chair. I guess Scott second. All right. Nominated by Carol West, seconded by Cheryl Mills. Uh all in favor raise your hand and say I. I. I. Oh, I all three eyes. comments and this is officially yours.

Yeah, she's so relax. All right. Well, welcome. I haven't seen you all here.

Uh, just kidding. Um, all right. Number two on the agenda is discuss and take possible action to elect city secretary Kerry love as the secretary of the community relations committee. I will make a motion to elect city secretary as our secretary for the community relations committee. Yes. So Wesley seconded a second. If I may speak to this for a minute. Sure. So the city council in the ordinance says that y'all can choose your own city your secretary for your meetings. Okay.

But in the practice of doing that for the last year, we realized it created some additional steps that aren't necessary. And Carrie is caught up enough in her job now where she can take this role back on. And it was kind of a a decision made based on the previous staff. So it's not really needed like it was at the time. And especially with y'all's meetings during the day, it will eliminate extra steps to just have Carrie do it. So, I feel okay with it. Okay. Yeah. Has it been seconded? Yes. It's good to move. No. No. Um, all in favor of pants. I do.

Y'all did a really great job about it. It's not about y'all. That's just that we can we can take Yeah, that's right. Yes, we appreciate that. Yes. All right. So, number three, moving right along. Discuss and take possible action to set a date and time for meetings. I mean, we had it on Thursday. Would it help you to start at 10 instead of 11? So, 10 to 12 because I know crunches you sometimes. Actually, no. I'm I'm Oh, actually I'm moving my other meeting because of this. See the dance? I'm moving my other meeting. Oh, okay.

So, as long as we invite one is we can discuss right now. Yeah. If you if if you don't mind. Yeah. Uh so the city administrator has asked that all of our advisory boards move towards the end of the month. So it would be the third or fourth week if possible instead of the first week. The reason being uh because we changed the process for our city council meetings and the agendas are getting posted earlier now. So for example, today if y'all had an item that needed to get on the council agenda, that agenda was posted last week.

So this will allow us to make sure we're getting your items on our agendas in a timely manner. Now, we do have a placeholder for your music in the park because we knew there would be things coming from this meeting. Um, but it would just make sure that we're better able to accommodate your your board's recommendations. I know I just sent a a message to each yesterday. I just learned this this morning. Okay. Yeah, that's okay. Um, I'm already gonna be out already. Probably a couple things already. round. So for our March meeting and this would be our first change time like our first meeting with a change time.

Mhm. So just to clarify, so what is the city council meeting in April? It's the first Wednesday. It's the second Wednesday of every month. And if you guys can't accommodate that it's okay. We'll work around it. So it's just a request. So it would be April 8th. Yeah, but April 8th would be Thursday. So the second Thursday, so we're looking the second Thursday. Okay.

You could do the second, third grade, the third or the third. Any of those would be fine. I'm kind of inclined to do the second just um otherwise we I will be gone the third Thursday of March. Not that that has to call special meeting. So this means that you have to be unanimous in your vote. That's what Yeah. If we did,

you're saying the second or the fourth, would the fourth be too? Well, I don't have any consistent obligation on the second, third, or fourth, but I already have trips and stuff. You know what I mean? And so, could it is it possible to set it up? Well, second, third, or fourth. And then uh if we don't get any more members and one of the three of us is going to be reschedu it. Yes. So I think if we know that of course we're all traveling throughout the year if there's days that we know that we're not going to be in town for those meetings and we can plan ahead to call a special meeting. We can definitely do that. No. It doesn't matter.

I like the second. Do you want a second? Okay. So, and if we just can't do it, then we just do it. I mean, we'll reschedule. Yeah. If we have a form, you all do have another member that is Okay. Is no longer joining us, but uh just got an email this morning that I think she'll be appointed in March meeting. Her name is Cindy. I've not met her at all. Okay. Actually brought her to us. He's a on her face. Tell her last night. P R E N G. Oh, money for a client. One of the highlights. Oh, she's awesome. Yeah. Yeah. Yeah. Great.

So, okay. So, let's um I'll make a motion that we and then before we actually do that as far as timing goes, my only preference is to do it before my kids are out of school. Absolutely. Um but I know that interferes with your workday, Leslie. So, if there is a morning, if it's morning or afternoon, that's better for you. Morning's better. Morning's always better. Yeah, I think this is fine. Just this this morning. Okay, so let's Yeah, it doesn't matter. Somehow my boss always finds out when I'm not in the office. This is how it works. Okay.

Okay. So, I will make a motion that we um schedule our monthly CRC meeting to the second Thursday of the month at 11:00 a.m. So, our next meeting would be March 12th at 11:00 a.m. Okay. I second that.

All right. A show of Are you good with that?

Yeah. Uh, all in favor show hand say I. I. And then I will just say if now that we know that our meeting is moving moving forward, if there are any dates that conflict with your own schedules, if you'll let me know and then we can look at those months and re um get a special meeting on the board or once we have corn, you can zoom in as long as not seriously vacated. Don't do that ever. Uh 312. Okay. All righty then. So, moving right along. Um, number four, um, recap of the 2025 jingle and Mingle events. Any ideas for 2026? So, I know I uh individually met with you last month and we kind of receded and chatted about what our thoughts were. Um, any additional Did

you take I did take some notes. Yes. Uh, so what I had down, uh, was that we ran out of hot cocoa and our nutcrackers at the craft station. Um, we also, uh, I noted that the letters, even though they were mailed by the 18th, some of them still did not get there by Christmas. So, I think if we need to turn them like the next day. So, I know uh we've moved it to Sunday. So, like Monday, maybe we can Yeah. How many letters were there total? 50 or something. I think there were 20.

Yeah. Yeah. So, it wasn't it wasn't we could we could split them up before we left and knock them out. Um and I think that would prevent them. Well, see I I did it and I mailed them on the how many did they 16th with it was Sunday the 13th. I mailed them on the 16th and um I don't know of course you know it didn't get there by the 24th. Yeah, but see that was a weekly window. So, but we're moving it up so that should fix it.

Well, we did not move it up. We're keeping it on the 13th so we can reuse the banner. Oh, okay. Let me change my phone. Okay. All right. Next day then for sure. And let's see. So, um, have we already gotten in touch with uh Wood Creek or Wimberly Santa to tell him? Remember, he said that he could do it if it was the same day. So, I already reached out to him. Okay. because he was 6. Yes. So, he is on the calendar already.

And then the other note that I had is uh the time frame. So, we did it from 3 to six and that last hour was kind of like stragglers. I think we could knock it out in two hours unless there was something we added or did differently to make that last hour. But I think we started breaking down by like 5:30. Yeah, it's fine. I think 3 to 5. 3 to 5. I think the kids loved that bounce house. Oh yeah, everywhere. They love the cookies. The cookies were Yeah. And we're going to increase those. Did you have those in your notes? I made 72.

I was actually going to ask you about that. So cookies you made another 24. So good. Yeah. Well, I mean, you know, some of them were dropped and so I mean, I don't know if 72 made it in their mouths, but you know, up to 100 cookies. Yeah. Yeah. Yeah. I had a couple been to Donna's mouth.

Um, and then Monica had really great feedback about the Nutcracker Craft Station. She was impressed that they were spending so long on the craft because they were like a 3D something they were coloring. Um, and so I think we could definitely bring that back. Um, or we have plenty of time to think of another threedimensional craft if we have any left over or were they all used?

We had we ran out of the nutcrackers. We did have a little back u stash of just flat like ornament that that were nut cart nutcrackers. Uh but because it was dead that last hour, we didn't even pull them out. So the kids kind of finished up and then we just wrapped it up. Um anybody else have any thoughts or we were all there, right? Moving toward all events at the Triangle, we cannot block the handicap parking. Oh,

and if you shut that road down to traffic, we have to allow people in need of handicap parking over there. And in fact, maybe that's a good solution in general for events that that road is just for people who have mobility issues to park over there. Does that mean we can't have anything set up on that road? If we keep a ride away, can we do one half of that road if we need it? Yeah. Okay. But we just we can no longer block that because we used that for the top and that was not a good spot as a it was too close to the house. Yeah, it was you know we need to find a spot for that.

And we need to have someone there all the time because the kids come up to the hot stuff. Yeah. I mean if Russell wasn't there, someone wasn't there, they could have easily got I didn't hear about that. Oh, I could think about something we were told at the time, but some other uh activity that is is active. redundant, but it that uh because you know if they had if they decorated a cookie and seen Santa and you know then they jumped, but their parents were still visiting. Is that some something but not today but on down from there? I don't know what. I'll think of it.

Sorry for the kids to do. Yes. Something active, something physical. Maybe like a snowball toss or something. three days. Yeah. Or even like at at the fall thing, you know, the hula hoops over pumpkins. Well, I don't know. I mean, there's something lower that you, you know, anchor down the same thing. I mean, inexpensive, but still just something that is a little more active.

Okay. I I don't know if anybody else had the thoughts or it was all fine. Do we need any additional I noticed everybody was just standing around and that's great. Like everybody's just kind of mingling. Any kind of seating? I know for spectacular we added like all the hay bells around so people could have somewhere to sit. Is that any con concern or everyone's fine just Well, we had we had that area with the letters to Santa, but I only would see like some babies in that first table if they were coring kids or something.

Well, we didn't really have any seating, but it's not a concern then. One thing that um because I was on the cocoa all the mix Yeah. Yeah. If we can have the coco in advance or whatever and and fill room with pre-made coco popping it out instead of having to Yeah. Well, it's not that it was s such a hassle, although it was, but you know that hot water in that earn process for the kids. Yeah. Yeah. Okay.

So, maybe we'll think about ways that we could pre-batch it. Maybe it's in a crock pot and we can just ladle it into the cups or I don't know if the earn you can pre-batch in there. Yeah. We need somebody at that station running it permanently. They can't move because the kids were also making a giant mess and then they were like dipping into the toppings with our hands. It's like a health code nightmare to be honest. So I would suggest somebody's recommending it. All right. Less toppings. Yeah. Have the decorating station away from the pouring station. Something like that. Yeah. Yeah.

It just got jammed up a lot. And yeah, the kid I'd be talking to some kid with, you know, sprinkles and there'd be another kid about to pour their own sculpting hot water and I'm Yeah, the parents weren't helping, if that makes sense. Yeah, the kids and it's not because they weren't paying attention, but the kids were just going to the station so much more. Yeah, they were coming back. Okay, so I'll just make this move from handicap station drinks too close to bounce house and we need to tend it to manage it for the duration of the event. Did y'all have some kind of sign that just said caution hot or something?

We thought of it. Just like saying sign saying caution hot or something could be selfir just having somebody just stand there and attend it. Um okay. Um anything else? Wasn't the water over by um was the water over with uh hot chocolate? Okay, that was good. Yeah. Oh, okay. That's Yeah, I know. People were looking for bottle water, right? Yeah. Yeah. I think we need to We didn't have a sign on the ice chest or whatever. Kind of a private stash and just started giving that out.

Oh, really? I think there was a stash of of bottled water, the heat for cocoa and stuff. Okay. And so we we started just Oh, here you take this. Yeah. Good. Okay. Anything else? We'll move on. No, it was good. Although there's a water pen.

There's a water. Um, all right. So, we'll recap. Great. Let's go ahead and move on to workshop for planning of the 2026 volunteer appreciation event. Um I'm wondering how to move forward with this since and maybe that was something as an update from you the beginning. I don't know.

So we can enter workshop I guess at 11:31. Um so just a quick update based on the last city council meeting uh where this event was discussed. Um there we didn't have a sufficient number of volunteers signed up. I think we had under 25 and that's generous I think. Um and our budget was $3,500. So when you take that and divide it was a lot of money per person and for volunteer events we can't spend when we're giving them something more than $50 per head for the total event. Um so as a compromise and we had some logistical things we we would be going to party tonight but

um it was proposed and voted to combine the appreciation award ceremony with the neighbors day luau party at CYJ in idea. So the thought is to I like it. I do too. I don't love it. like the reason why I doubt is logistics. So this it's not special, you know. So I I like it. So my thoughts are and I I'm on both sides of it as well as far as we wanted to do something really special with volunteers who really put so much energy into the city. Um but then we only got 25 of them that say they want to come. Yeah.

So it's finding that balance. So what a compromise would be is spending the first 30 45 minutes of the luau day in the CR CLC room ELC ELC room which is where uh all the tables in the band have played where the food buffet is spending the first 30 to 45 minutes okay and doing an award recognition series for the volunteers and then

the pool and food stations would open. Um that way we can have a dedicated time to actually recognize and award volunteers that have done outstanding things for the city. Um and by not opening the pool immediately and maybe we won't sell that in our market the way we sell the event. Um it will give us a crowd. Um as far as the pool's not going to be open. So people will be there and they won't have a distraction of the pool to kind of be a part of that ceremony if you will and open up the pool to

Okay. We're still going to get the hours the same with the pool time. We're just going to add an extra hour. Yeah. From 3 to 6 and so from 3 to about 3:45. I don't like that. You don't like that? Uhuh. Uhuh. I think that it should be Sorry. We always should be two to three from two and then three to three to six or whatever it is for the whole bag. Yeah. Cuz it'll it'll get lost. Yeah. As far as people coming in and out. Yeah. Where are they going to be if they pull? I don't know.

Has something worked though if you have 25 people who are there for their awards and then nobody's doing it. And the only other Yeah, that was the other thing about moving it to this event is because there would be neighbors there. And one thing that council gave some push back is is their initial thought with the appreciation event was that their neighbors could recognize them, which I know in my mind it was like I get that that a dinner for them there would no no other neighbors would be there enjoying that dinner that is supposed to be special for them. But so well when Okay, last year we always opened it up and the pool didn't open till an hour later anyway, right? The first time

the first year we did it like that and then last year because that was all people wanted was the pool access. We opened the pool. What did we do the first time? We had a delay open. What did the people said? Yeah. Okay. Well, great. advertised. Exact. That's what I was saying. The pool opening has always been dependent on when Danny can have lifeguards. So, the first year part of the delay was because we did not have lifeguards at this we accept the event for a certain time, but the lifeguards weren't going to be available during that time. Okay. So, they opened the pool when the lifeguards were available.

So, part of it is dependent on when Danny can get his life cards. Okay. Okay. So, what you're saying is do the same thing. We're just not good at I just don't think we promote that the pool is not open. I And there's several logistical things we need to work out. So, we can do that over the next couple months. But the main takeaway from this is that it's not a standalone event, but more of a combined event where actual neighbors will be there as well. Like the face and name when they hear it, see it online. Um, it might spark interest of like, y'all look really fun. Like, I need to come and do that. I'm sorry.

I just I've heard that you plan to move the band to the pool, right? Yeah. So, you will have a micro microphone there. A lot of people will be in that area. Is there something to say that recognizing volunteers in that area is undesired? I don't I I don't think so. I want to know because we will have the band out there. Um, I don't see why it has to be so separate. Do you want to do it all by the pool? I know. I The only thing you can't do by the pool is the food. Danny doesn't want food in the area, right? So, it's hot. I mean, you grab that stuff.

They'll serve it outside. One year we served it near the pool, outside the pool, and that worked okay. along the sidewalk. They've done like all the food inside. Me, too. Not everybody likes to be hanging out. The older people like to be That's kind of I mean I know the audience is going to be in the pool. The band will be poolside is the idea or that's kind of where we're leaning, but a lot of not a lot, but a good number of people that are potentially going to be recognized will probably be hanging out inside the air conditioned building. Right. The year that we had demand inside the AC building went really well. The whole country had wonderful

and people they were a lot of people inside. That was the 40th though. So it also had more attendance than any other time we've done this event. So just I mean you don't have to make decisions today. Things to think about. And the thing is it'll be on the 23rd and we can think about and we had a lot of people there at the 40th before the pool opens. a lot of people were in there. So, if we can somehow design this next event like you did the 40th that that that went well with the band inside

it being open. People were annoyed the pool wasn't open. But what we failed on that one is to tell them the pool open later in a really obvious way. It was like written smaller, but it wasn't like they're moving in. But do the kids really care about the volunteer appreciation? They don't. No. Yeah. So, in my mind, I would also like to and the parents are going to probably come and direct their kids to the volunteer appreciation part, are they? What we want them to do is have them come and not tell them, "Surprise, you're going to be stuck listening to the volunteer appreciation part. The kids have to sit here. They can't go to the pool, but you're going to be stuck in here." Whatever.

Bring in the mini lunch or something. Give them something to do. What? Yeah, I was going to say what if there's something inside the ELC building to do. Um, so we have some things to break forward and then think about and then but I don't think shorten the event. Yeah. No, I don't want to shorten the event. But I don't think face painting it could be a full hour of a like if it's only people are going to be you know recognized realistically want painted faces in the pool. Yeah. Yeah, like you want a kid jump in the pool face. That's

I was just trying to think what the kids always line up for like crazy at events. Yeah, Lindsay. Darren or Alison or Lindsay? Well, she's always Yeah. Well, Danny provides ice. Actually, we've had Allison there the last two times, I think, and they're always aligned. She's always a hit and she's right outside the pool area in front of that little grove area. Okay, we don't need to make any like decisions today. Just kind of workshopping and getting it in our mind that it will be a combined event with the luau day. We'll have all the neighbors there. We'll figure out what that flow looks like when it comes to actual layout and timeline of okay, when's it happening?

Um, does Danny air the day? Danny. Yes. So, we are confirm as well. Okay. Um, and then the other thing we'll want to think about is, and what date is that again? August 23rd. August 23rd. um collaborating with council or at least putting this back to council as far as we want to nominate who because there also there's like several different awards that this gives out throughout the year

and so not to take from that but also figure out a way that we have this annual event where we can recognize volunteers that are you know making them Yes. Yeah. Or other not just the but you also need to think of your your updated budget you're combining two things. So um it might not be a transfer of like $3,500 to that event to kind of reconsider what what amount now that you're putting two things together. You've got these two needs what that will look like. Yeah. Because

so you're saying that you don't have a budget. So that budget is going to not necessarily be it needs to be re-evaluated. We can't use that money for something else. You can y'all need to look at your full annual budget. Yeah. Yeah. That is something we need to Okay. do before their next meeting so we can get it to um All right. So again, big note is the date change and the combine. Um, anything else for

um I don't think at any at this time we need to take any action when you need to run out workshop at 11:42. I think that was our shortest workshop. They didn't do anything. No. Okay. So number five I don't think we need to take any action at this time for that. Number six. Yes, sorry. Number six. Yeah. Uh, all right. So, we will go ahead and move right into number seven. Workshop on planning the music in the park series. Um, so let's enter your workshop at 11:42.

Okay. So, uh, quick little, uh, update on this. Um and Die kind of chime in too on it. Um so initially we had requested a uh rollover of unused funds from like the tree giveaway. We in our budget of $1,000 for that. Um and then we also have leftover funds from being under budget from like Spooktacular.

Um not every event, but several of our events were under budget. So, we had enough to ask for $1,200, which would be $1,000 from the tree giveaway and then $200 left over from Spooktacular. Um, but I'm not sure the status of We still do not have the payment.

So, that's why we just approved this. Also, your full year budget wasn't ready. So council just said we're going to give $400 for this first music in the park series and then we're waiting on the rest of your annual budget to be able to approve in March if that makes sense. And we're we've peened Aqua again to get their payment. We do not have it yet at this time their contribution from the tree giveaway. So without that contribution, we don't actually have the full thousand right now. And just to confirm because I was under the impression that the trees and parks also had a $1,000 budget for that event.

I I think that that would have just CRC. I can't confirm that, but I can tell you that the city administrator said unless we get that payment from Aqua, we cannot guarantee these funds right now. So, we're still trying to do that and they're still trying to sort out. But you only said they would pay for what if that makes sense. It's not clear. So, but for the March event, we did have a $400 budget approved to go ahead and look for March. So, that on music organ series is that music for the series then.

Well, we're still planning on the series and but we also don't have your the updated calendar and updated budgets yet either. So, none of that has been submitted to council, which we hope to get in March after this meeting. And so, in the meantime, Jim and I are gonna Okay. So, let's find it. You know what I mean? We're going to find the money. So, we're going to workshop on it, right? And are we workshop yet? We are in a workshop right now. So, we're just kind of discussing all of this. Okay. Right now, city council at their last meeting did give us $400 for this first event. They the money APA has confirmed they will be sending it. They just have not received it. Correct.

The last communication we got was that they were waiting on invoices from us which we sent again and then it's been radio silent since. But I wouldn't stress about that component at this point. I would say just keep moving forward as if you have it all. that it was that limitation that is why we said okay we'll just say yes to this first event and we can you know what I mean so yeah y yeah all right so this is something that you wanted me to kind of spearhead a little bit and so we had talked about having the three Fridays so the Friday March thank you Jeff what kind of music does this lady play

Jennifer Jennifer Zavala um yeah she she has of her own music. She played old jazz. Um she did a Py Klein tribute that was called What is she playing? Just she had a full band, but I don't know what what's agreed upon. What she said to us is that you probably probably just be sort of chill with, you know, like two of us. Um but you know, depending on budget, bring the band. And I said, "No, chill sounds good." Yeah. Okay. So does her her husband plays too, but and I don't know who who she's talking about whether it's her and Chris or her. Okay. Another band. So we're thinking on our line 100 bucks an hour $200.

Oh for her, right? Yeah. And I don't I mean we we sent her something. I don't know if she's responding to you, but I haven't seen anything since. I mean I I sent her a text and I sent her an email and it's been kind of radio signup. She has not responded back to the last email that you sent. Um but she and that sorry let her know that we had about $200. Okay. I would suggest you'll pay your artist. Yeah. Me too. Well, a big commitment from I'm just staying with the budget. I told him this because I did hear from Max and he told me his it depends on what we're doing. If we're doing a full band, you did hear from Max. Uhhuh.

He told me, "Well, I'm sorry we can't afford you. We'll do it next time. cuz I'm sure his mom's going to go, "How dare you?" Let me tell you what he said. And he's a sweetheart. I'm sure I'll probably get him lower because family, but he said, "Now, I do have somebody's really good that'll do 200 bucks plus tips and he can sell it out." And it was I saw him at the Valley Winery. Uh Floyd, somebody plays guitar. Yeah, he plays at the winery. Oh, okay. So, if I'm doing solar duo and bringing a sound system, typically as far as 350, I would say I mean, sorry.

I would suggest that you commit the four full $400 to your acts every time. And I know you wanted to buy a sign, but the signs aren't that expensive. And you're not paying for the food because you're bringing in a food truck, right? And I would say just give the bands the full $400. So, where did I get your $21 from? Because we only have That's what we said. If we were to $1,200 to three events, you'd be $400 a event.

Are we going to have any other expenses aside? So, my only thought of this first event is we've never done this before and in my mind and I've been like going back and forth on the thoughts of like any kind of promotion like we can blast it all over social media and that goes so far. Um, I'm almost more inclined to say like maybe we get five yard signs, let's say live music at the Triangle this this Friday and put them around town versus just two banners up to the library and at the entrance. That might be even cheaper than Yeah. Yeah.

Yeah. We can make some cute posters for this first one, too. And if it's working, great. Um, some backstory here is um Jim and I are working on some permanent sign installation things. So, we would hope that all of your signs eventually get to a like a set format. And so you will like and we'll work on where this money comes from because we don't expect you guys to take the hit if we change things. But what we're hoping is that Spectacular all these events have the same size sign. We have a permanent installation method for them and people know,

right? And then they're not falling down all the time. And so this is kind of being bundled with some other sign discussions like in billboards. And so it's going to be coming to council likely in in March. And so, um, the the the the vinyl banners are really great and that's the permanent sign installation we're talking about, but we don't like when they're like falling down and kind of look So, we're trying to work on that for y'all. So, that in mind, it doesn't make sense to spend money on a vinyl sign right now without that plan in place. I totally agree. So yeah,

you know, and if it's if it's some poster boards and some art time, that's pretty inexpensive. Like that's not an issue. And then we've got the sandwich board. Um, and I I really think personally for the this series, I would love to see us pay the artists. Yeah. Well, I sent a tax. So we're in a meeting, we may be able to pay more. But anyway, so um and then Floyd Baller, he say his name. Anyway, he plays country western and he's just plays guitar. Really, really good. And Valerie at the wir really suggested him. So Russell doesn't like country music and he likes him. So that's why and uh

what is Max's availability? I don't know about Max yet. So I'm doing available Friday. I mean the Friday in April and in May because I thought March was committed. Okay. Is March. Yes. March is committed. Jennifer. Yeah. We can go back to Jennifer with 400 bucks. That' be a good answer. Probably 350. Oh, we don't have any other expenses. It's going to be kind of a low. The only other expense that I was assuming we would have is just a marketing expense for some type of

our letters and and also make sure you put the musician's name who's going to be coming. That makes them and they can promote themselves with their tip jar and do their thing and all that. Yeah. You all think we don't need signs or anything. I think they need Yeah, we need some kind of like yard signs. I like to do the yards on just music in the park Friday. This triangle. Yeah, just those are much cheaper than feeling like I'm getting conflicted. So, I know you don't want any signage and I'm going to go to the artist, but it's not that I don't want signage. It's what I'm saying is this is your first signage

one and your first series and so buying a vinyl banner is a larger expense. But if you if you do the smaller yard signs, um you know, they're not free, but I imagine you can find that money somewhere because it's not that much. And I didn't realize you were trying to get them printed from birth to print. I thought, oh my god, you want these giveaway, the tree giveaway signs from Walgreens, and I think we got five of them for like 90 bucks or something like that. It was pretty cheap. I will.

Are you sure? Yeah. How about need a commitment to do? Yeah. If it rains, I mean, are they will they be Well, the the signs that are signs are of course. Yeah. Right. Right. Right. Yeah. Okay. So there's like five different places around the city that they can go. So it's like at the entrance, at the Triangle, by the liquor store, by Champions Circle in Wood Creek. I don't pay for flyers. I can donate.

Yeah. And you know, like like what we did with like Susanna's because I handled banners for Susanna's kitchen for a long time. You know, we had you know, just the sorted stuff behind you, you know, logo blah blah blah. And then there was a purposeful space down there that said here's the man and the day, you know, or whatever. So if we wanted to get yard sign, we could do that and just put, you know, put something in a in a blank space. So Mark 6. Yeah. Yeah. Okay. So I will price out

and draft a yard sign. Um, and then like they're all over social obedience. Yeah. So, bring your lawn chair is the food truck. And you I know you said you connected with Mickey and she Yeah, she can she she can do either. Did she say she could do I thought they were going to be at Blue Hole in April? Huh? I thought they were going to be at Blue Hole in April for their

Oh, yes. Yes. Yes. I'm trying to remember because I told her I said we're having a meeting Thursday and so let me just find out if there's any changes and she said yeah she would we didn't commit maybe if we could confirm her for March so if we can have any text did you say something about but she's music so food truck okay I'm confused yeah so we have Jennifer And if we can prefer Jennifer and I said I love you all because Jennifer and Scooyard dogs for March. Okay. Because we know that they're in and they're available. Yeah.

And then schoolyard dogs are available in March. Uh sure. I saw they're going out of business. No, no, no. They're just shutting down their food. Okay. So, see if I can do this then. Did you what? Maybe they're just closing their business, but they're still available for special events and Oh, so just being set up back there on a regular basis. That's not what they're Yeah. So they'll send their baked goods and they'll be around town events and special things like that. Maybe I was thinking, huh? Maybe the crummy location has

Yeah, they need to have a location like these places. Well, okay. Well, what about that? The cookie person at Huh? What was her name again? I forgot at Christmas. Yeah. I wonder if she at each event or I'll ask her. Yeah, because she would be a compliment to Is that right? Ask her. I forget the name of it. That's right. Yeah. Contact her about those three days. Yes. Do you have anybody else, Carol? Because I did talk to one other person, but

Okay. Yeah. Um, so if we wanted to have her pop up and she could either take pre-orders or both sell on site, which I would suggest taking pre-orders and selling on site. Um, Cassie Harris with Wimberly Valley Dinner Club. Oh, yeah. That's what was in your text. Yeah. So, she is available in April. Okay. So, if we wanted to confirm, we could confirm her. Yes. And then hopefully either get um maybe confirm Floyd and Wimblely Valley Dinner Club for Angel. April. What?

Well, I did call text Leslie yesterday as well. There's another um musician in the neighborhood and I was just like threw out maybe uh Matt Coochie. Uh he is in a band called um Sour Bridges. They live right off of Blue Creek. They come to all the city events. Um they're they're kind of blowing up right now, but I just was like, "We're doing this music series. You guys live in the neighborhood? Like if you think you'd be able to do it or interested and um he said they were interested and he would check back as far as their availability because they have a lot of bookings out for May." So we do want to go ahead and book Floyd for April.

That's right. My only hesit Matt just asked if he could let me know by Monday. He's like, "Can I check with the band over the weekend and they get back to you?" And I was like, "Sure, whatever. We have April and May." What about this? Do you want to hear? Cuz if you like, I think you'll like. Oh god. So, so we have nobody one confirmed but we have a list of people that are in Max and Max and Max Max plays everywhere who's played at Community Peaks and all that stuff.

He's really good. He's really really good and Max and Skyl a opinion or if I had a vote for a dream lineup it would, you know, Joker's already booked so I never heard her but I've heard her music online. She's great and she's a Wimberly like Wood Creek local. Um Jennifer uh Max and uh Poochie but and what Matt Poochie um okay but we don't know if they're they would be like they would be a big name and hopefully a big draw. Um but where are they playing? They're actually playing the rodeo this month. The San Antonio rodeo.

Yeah. Okay. their life kicks. If they were to come and do this, like I would be happy to do it. They have to say yes, but I don't know if they have the availability. It's also a Friday, man. I was like, we also have the community icon. We also have this stuff all happening. So, you could do it. But we'll see. I don't Yeah. But I just I don't really know a lot of other musicians and Okay. So, let me know when we know how I get matched and Skylar. Okay. Or Floyd. Uh yeah, I mean if you I know you've already connected with Floyd. I think you want to book him for April and then we'll see for Max or Linux. Yeah.

And then this is a like we want this to be a good turnout and then we'll do it again. So we want to have a running list of people we can call on and not the same over and over if we can. Okay. So you'll Monday. Yes. Uh yes. if as soon as I hear back from him. I heard back sooner than I thought I would the first time I reached out, but um okay. So, and then the other thing that we would need to confirm is the PA system um from city. Um so, those are details you'll want to confirm with a artist and I Max brings his own. I don't know.

We have We have it. Yeah. So, if it's needed, my dream is they come, they show up, they have all their own things, they have they go. Let's make sure. Yeah. You make sure electric works. What? Because the bigger they are, we don't want to blow up the power. Yes. I think convers they fix it. Okay. What is the women club? Um she does take home meal ready. She does catering. She does like popup events. Okay. But she does there's not a place to go and eat. No. Okay. No.

Where is she located at? She has a commissary kitchen right next to the old First Baptist Church over Okay. She lives in Ero. Yeah. What's her name? We haven't tested the power, but they they fixed it and all of the issues have been addressed, but we do need to like actually um what did you ask me? Sorry.

I'm in charge of food. So that's I don't need to remember. Do we have a third for the third run of food? I have third food vendor. Well, anybody else you have? Well, I I wrote down a couple of um food trucks, but they don't move. What about the Saucy Brothers over there? They don't move. What happened to Mario's? Huh? They moved the dripping like they're in your basement. So, do y'all know who this was that last school year? So, not last semester. it. But he was right there food truck. Oh, that forest. It wasn't Italian though. There's a red food truck.

Yeah. Oh, they moved to drip. That's what Oh, man. Well, he's like set up shop. He was driving from like a far distance and like he came and did a day a couple times, but he's done a couple of our events. Oh, okay. Um, is there something against just having school year dogs do it every time? Yeah. Why can't I say why not? Um, I don't think there's anything against it. They're they're really affordable. They're affordable and anybody could eat it and you know also a really great organization. Yeah. And there's casual food in the park. You know what I mean? Yeah. Yeah. Seems we can do all three. Do you want to ask her? Yeah.

All three. Well, I thought that dinner. Are you all close to that? I think her I threw it after her because I met with her last she she does like bento box style like picnic food like it would be a good like she's popped up at Blue Hole their concerts in the park. She's um she did the she had a popped up for their um like their music festival movie festival there. She's popped up at the farmers market. How much are there system? Um 12 and $18 depending on what I think it'd be too expensive with Facebook. How much are the schoolyard dogs? Like six, eight bucks.

That's going to be what we're looking for because it's going to be we're looking for a cheap thing people to do, right? Maybe you could use Cassie on Sorry to interrupt. You could use Cassie if school dogs isn't available. Yeah. Why don't you check with Nikki and just see if they are what their availability is? But I think based on my conversation with Cassie cuz I did it and she was like, "Oh, they're popping up for the music in the park in April at Blue Bowl." She's like, "But I'm available." And I said, "Well, okay. I prefer Fridays."

Tax's capacity is for whatever we want though, too. She can cook on site and she was even trying to work on like a a dog of the world event. That's fullyard dogs. So, she could do hot dog, you know what I mean? Yeah. So, she's very versatile and just very willing to work with us to when we need it to be. Um, her meal ready is when you're ordering them every like it's a cold meal that you just warm up at home. Kind of like a one of those food boxes where you get all the supplies, but it's because I envision this to be we want it to be a real affordable casual thing for our neighbors. Yeah. That's what people want to see me and spend 20 bucks a person. Yeah. Yeah.

Otherwise, you got to communicate pizza. Well, for her with like if we were to book with her, what I would suggest we do is like say, "Hey, this is what we're looking for menu wise, pricewise, like what can you bring to the table and offer something that is like picnic style?" Like, we and when I think about this event, like very casual, very like, let's throw out a picnic table. I got my cooler, like I got a lawn chair. Kids are okay. I don't know what the kids are doing actually, but yeah, they're bouncing houses. They're wild. Do we need to plug the follow you think? Yeah. I would not try to do all that this time. Just see how goes

and if y'all are like okay we need different then you know we can adapt. Yeah. He's our first one. Yeah. Okay. Um Okay. Does everybody feel good about that? Everyone knows. So you're confirmed food. If you want me to wait till you hear back from Nikki or do that and then I'll connect with Cassie. I'll loop you in on an email and that way we're all on the same page and then say, "Hey, we want it to be a formal like a picnic basket situation where you can just buy it and go."

So, we're really not going to have set up. I mean, we'll be there when the musician is setting up the food truck, of course. But talking about things we haul out there and set up sounds, try my thing. Trash. Yeah. I think we will be da my vision is like we will be just hands- on troubleshooting anything. I get everybody set up and Yeah. And then we'll be able to relax and then enjoy it as well. Um, grab a dog, grab a bowl, whatever it is.

Okay. So, you're looking from the other bench and then I'm waiting back. I kind of feel bad about telling this boy guy that we had. So, yeah. All right. Just let me know. Okay. I mean, it's a I don't know how likely it is that Matt Pu will be able to do it just based on the budget alone. Um, but like I said, if he is able to do it, like they would be a big name that would call a crowd that give us good awareness.

Well, I'll get one of the three the two that you won't be able to do. I mean, not ugly, unfortunately. Okay. Um All right. So, anything else before we No, I think that's a good You're not You're still in workshop? Yeah. So, I don't know. You know, you haven't been able to take action on, but was the tenants leaning towards 350 for the artist? I think that's uh

you don't I mean, you don't need $150 for signage. I was saying I think you should push as much money as possible to your artists and we'll worry about covering the signs in another way. You know what I mean? Whatever we land on for the sign. Well, Max said a 3 345. I feel like that's probably the going rate for two hours. Yeah. It depends. What is Jennifer asking for? She hasn't said. And we said we had we, you know, I told her we had a $400 budget and we had 200 of it slotted for the musician and we haven't heard that since. So I don't know if she you know she's like it's only a twohour thing. $200 is not enough money. No, I agree. Set up and

I've tried to book bands enough times in my life for various events to tell you that that is a one person with a guitar and that's it. And if you want a band or anybody bigger, $400 still isn't even enough money. But that's what we can offer right now. And I I don't think for this we need like full production band. Like I think a one or two do start off. Yeah. Huh. You don't even want it. Yeah. Exactly. So like I don't think Yeah. So I think if we can um I'll chime in to Jennifer today and say, "Hey, what is it like when does it run?" we can work with our budget. Um,

I was ask what is the run is for you or just you and one other person for two hours cuz her response was, "What's the budget? That might determine if I bring a whole band." We don't want a full but she said excited to play for the city I've lived in since 2018 or since 2008. Will likely be a duo. So, pretty chill. What's the budget? That'll determine if I can bring a full band. Thanks. Um, so and then and it was just on Saturday that we had chimed in or definitely chimed in and responded to her with the $200. So I'll chime in today and now that our Yeah, you said you know we had a meeting and a little more flexibility.

We decided that you know we had more that we could give to the band or to the to the performing. But is the is the tri is it big enough to have a huge band? Yes, like you said, it is it could fit a five person. Yes, you could. Yes. But the question is, do you want a five person in a like a more intimate? I think it's more idea like an intimate acoustic set like something that you're not going to go get at Willow Lake. Like something that is more intimate. Yeah. And not a full production where they're bringing in five

five people and 10 instrument like That would be cool. But think about the people that play at market days that play, you know, that play that play at the concession stands. Yes. That the struggling musicians try to give that are good. Yeah. But trying to give them a chance to get exposure. Yeah. Okay. That's that was my thought.

Okay. Well, if the if Jeff will cover signs, then we will definitely we can up the budget and I'm just what's the best route of I'm always like I want to be on a budget y'all. We want to be on a budget. We got spend all of our money. We don't need to spend all our money. But also I want to make it worth it for them. But if we have $400 and we say we have $400, we're going to be saying, "Okay, what are you? What is the r? What's your range?" Because then what do you get about 350? I I mean one person in the guitar if they're saying chill or not but if he's like I'll do it for 200 bucks then we say oh but we'll give you four

you know you know who Jay Sims you know who Jay Sims is J J Sims is that Britney Sims yeah he's a I mean he's local singer songwriter he runs Susanna's Kitchen he's the like managing guy now for Susanna's Kitchen and he plays he played around all over the place all all the time and I just asked him I was at Suzan's Kitchen said you know like we've been talking about This is like a year ago. Yeah. So, we've been talking about doing this. Is that something you'd be interested? Oh, yeah. Absolutely. Said, "Well, what would you charge for that?" Can I put out a tick chart? I said, "Sure, of course." 150. But that's that's one guy in the talk. Yeah. Yeah. 100 bucks. And then what did you pay?

Curtis Pringle charges the same. So, for one person Yeah. For one person, you're looking at $200. So you're that's what I'm saying is anytime you're looking at more than just one person, you're going to be going past, you know. Yeah. So you don't have to pay everybody the same amount. I think it could be negotiable, but I would recommend you have one person in charge of booking. Yeah.

And just because right now we have three conflicting plans and three people talking to artists. And so I would recommend y'all select one person to book bands, one person to book food, and you determine the exact amount for your your max payment for the band, right? It each band. Yes, I was trying. So, I think what if you all agree that it's $200 per person in the band with up to $400 cuz that was the budget for each event or I don't think I don't gathering information and presenting it to y'all. Yeah. So, that's how I think it should be done.

These are these are the musicians that we have. These are the rates. This is what they play. What do y'all think? Well, and it said $200 per person, you know, it's like maybe that's good, maybe it's not. I'm just I said we have we have Why don't you set your max for this? I set your max artist payment at 375. That gives you $75 for signs. Maybe you don't come under budget on this event series and that's fine. Or if they charge less, then that's how you come under budget. 375 though. Could you just approach her again and just say what what would you do? Right. Right.

But she what I'm saying is she also needs to know what is the max she can offer. If that person says my rate's going to be $500 for that, she can say the max we can give you is 375. Are you still interested? If that person says I'll charge you $200. She goes great. Done. You know, and then she saved $175. Bam. Okay. So, we have $1,200 for this. So, if we paid if, let's say we booked Max at 350, Floyd at 200, and Jennifer at 350, that's only 900 bucks.

So, first of all, should we identify who's calling these people? You Thank you. But that hasn't been identified. I need your contact information. I'm I'll reach out to Are you gonna Are you going to send something to Jennifer about this and just copy Leslie and send it. Yeah, I put the last email. I'll call she. Thank you. I'll send you her contact. Thank you.

Okay. And in my mind, I think we need to get the musicians booked.

And I agree. I think it's important if we get a big name, it's great. But in my mind, I was thinking, we want to support our local musicians and keep this chill and just make it fun, affordable, and if it gets bigger, great. Okay. Do you want to just You've already Okay. It gets back to you, great. Don't stop whatever we started. But, you know, that's my thought. What do y'all think? I think having options is always preferable. And you can say, "Okay, well, we're booking this one for this time. Please keep we want to keep you in mind for the next round."

Yeah. Okay. And then Carol will follow up with Missy. Missy. Perfect. Okay. All right. Anything else? And cookies on our ice. And then what's the date of the first one? August 6. And just so you all know, next Wednesday is our council meeting. So ideally, you will have these confirmations in time for that meeting so that we can uh just submit it back to council. What's your next meeting? Sorry. 11.

Okay. All right. So, let's wrap our workshop at 12:17. I apologize if I'm coming across real, but I'm kind of in work mode. VP. All right. Um, any action? I need to take You need to designate Leslie as your We need Okay. Okay. So, I'm going to make a motion to designate Leslie as our artist coordinator and Carol as our food coordinator

and your amounts that you just said the amounts of money. contact. Okay.

I would check your amounts right now. Yeah. You can just stick at the top. Okay. Max expenditure for musicians 375. Yeah. Okay. Um, you got that for our food coordinator. 375. Yeah. And for Leslie booking an artist not to exceed 375 per event. Okay. And they can raise tomorrow and they can they can sell their merchandise. They have a table. Yeah. Okay. We need a second. Yeah.

A second. There you go. I can't say just just kid. So, just to recap what I've heard, Leslie will be booking the artists not to exceed $375. They will be allowed to sell merch and not have a tip jar. Carol will be booking food for the event. Yes. Great. And they'll also get some exposure on newsletter. Yeah. Yeah. So, uh, when we confirm this, we'll want to get any of their like any images that we can use or their band logo, anything that we can combine.

The only thing remaining is now you have $75 in theory allowed into signage for the event. So, we would need to kind of understand is that going to be those corugated plastic yard signs or Yeah, I think so. Right. Corugated plastic yard signs that going to donate 885 is $75 or let's see what we can get on that donated. Yeah, $25 per just in case water bottles or something. Yeah, I would. Yeah, that's a good idea. We actually should have water there. Well, there is a water down there.

Um, on your signs, I know you all talked about having a space to be able to change out the names. I just want to comment briefly on that and that anything that takes a person that's not involved with the city like directly their staff repetitively upkeeping things like that it's not the best system for us. So we want to get away from things like that and have it be something either staff can maintenance or it's a zero maintenance item. So with these signs I would recommend Cheryl's idea that is like just music in the park Friday. Maybe the artist's name isn't on all of those yard signs. They're publicized digitally. Yeah. I don't think we need to put anything other than that crazy.

Yeah. Yeah. Because it may change it out before, you know, and I thought so and so was bliss. Or if you do what I did and misspell the prison table. Oh, that's even worse. Yeah. So, they'll just say music in the parks this Friday presented by the city free. I'll set up a mock a mockup before we go, but we do want to get them ordered like Yeah. Yeah. I wouldn't say date or time because that may change, too. Yeah. Just this Friday. And Yeah. Okay. So, let's vote on Cheryl's motion and have a second. We need to vote. Um, all in favor say I. I'm trying to find.

All right. Okay. So, moving into number nine. Um, discussing workshop to discuss the possible planning of the 2027 with the community calendar.

Did you workshop at 12? Workshop at 12:22. Yes. This is something that brought up. I think people's talking and Jim said added to the open. So, we have these wonderful pictures that our photographer has taken of our different events. And this is just an addition of how we need to keep marketing our events, our newsletter, what we do, some cravings out there. And I understand when we have uh people that move into Wood Creek, do we give them something? Maybe. No. No. Not currently.

No. Maybe something give them, you know, welcome to Wood Creek and near your calendar. We were just talking about that as part of the neighborhood. Okay. Something that nothing take that over. Yeah. But maybe that's something we can do with we can do it. Yeah. The neighborhood ambassador has a side to give people Yes. Street. Yes. Yes. And so um you know we just simply take the pictures and that'll also help not motivate us to plan our events in advance or at least lock down the lock down the dates in advance right and continue this path of pre-planning then yeah it's good but the volunteers well yeah that

we could put a little caveat on this that this may change. Yeah. All dates are changed. Yeah. Yeah. But more importantly, it shows really cool pictures and that would you have events. Yeah. Excellent. Copy the current newsletter. Yeah. That could be handed to them, too. Yeah. Yeah. So, that would just suggest

I definitely like the idea of a big calendar. Um, I think the one thing that I we need to get sponsors to pay for it, like who do we reach out to? Is that something we could reach out to? The golf course, the liquor store, the apartments as our three Wood Creek fitnesses, and see if they'd be interested in sponsoring because we can order them in both. Um, we'd have to obviously do research to find them, but just like right off the bat being at one calendar, they can be about $25 a piece for a custom calendar. So, yeah, sisters do a shutter fly. Do a calendar. That's a cute Walgreens.

Yeah, family calendar every year. I think they come in around 20. I'm looking at Walgreens. They're $24.99. We do them for my mother-in-law every year and they get a coupon. They can get expensive. Yes, you can actually get a coupon, but if we're ordering Oh, yeah. Four is 100 80 bucks with a discount, right? When you think of how many we would need, maybe we can partner with like even the local Wimberly print shop and say, "Hey, we want to order a hundred of these calendars for the year and what is the best price we can get? Would you be willing to be a partial sponsor to give us even a better deal or this is going to go into

those are things we want to think about. Is it just the new residents moving in? So, how many is this out of the CRC budget? Well, we don't have a budget. And is this out of our budget? What the calendar? That is something that we can ask the mayor about that. I feel like when this initially came up, it kind of got bounced around and then it was only pushed through as long as it was sponsored. Oh, okay. Well, does it have to be the traditional uh calendar format? Like I get one of those calendars from two of Christmas that you know like a planner like a little book. What that wasn't any of those things and it was just a one shooter you put on fridge.

It could be a magnet on the fridge really likes to give away calendars banks who has sponsored us giving us cash for best Texas regional bank. So if we had, you know, Wimberly comm community calendar, Texas Regional Bank, you know, they might go for that. That's true. And then we can still use, you know, Charles's photography as the as the, you know, as the cover sheet or the sheet. So, I think we can probably get it sponsored or even just the one thing like she said, "I'm afraid to bet when you need to get open."

Well, like the school district does and I think they get like a realtor and the bank or somebody and it's goes up at the beginning of the year and it's just an annual calendar with like special notes at the bottom that say like these are things to take into consideration. Um, special dates, holidays, and then it's just like an at a glance annual calendar. So, I think The first step of this would be to research and price out some options and bulk option and then what's a realistic number to order, right? Is it just strictly budget based on budget? We have no Okay, so I'm so sorry for speaking so much during your meeting, but

we have never had a way to trap new Reubins. And every time something like this has been brought up in the last 5 years, there's always that we have there is no way to know that, right? There's no realators reporting to us. There's no so it would literally just be oh I've got new neighbors and that word of mouth like we you know what I mean? So the city's not monitoring this kind of stuff. We don't have the capacity to monitor this kind of stuff. So just a kind of a heads up on that. Now, if you did a one pager that we could mail out, we do mail out something about once a yearish and that could be covered under a different budget potentially, right? So, if you got the one page sponsored or, you know, whatever you want to do, we could use that money to like get it to every single house, right? But we do not have a way to target new movements.

Could I jump in on that? If I would say that if we there are ways to find out like there if we were to partner as a find a realtor in the area that focuses on this area, they can actually run reports and see what homes were sold in the last 30 days, last 90 days, last 365 days. Uh and that would give us at least a list of addresses as far as homes sold within a time frame. So, you know, on on that note and on the mayor's Joe Bronco, realtor lives up the street from us, you know, I talked to him specifically about that and he said, "Yeah, there's there's a way." Yeah.

Um and so so there's that, but also Lana and I are are on the subcommittee neighbor to neighbor and you know what we talked about that specifically. So, these these ambassadors, I mean, we've already got the city um broken down into like 33 blocks, block areas. Um, you know, and are we going to be able to get an ambassador for every block? Yeah. Broken up. Um, but, you know, if I've got a if I've got a block and I've got, you know, 15 homes on the block and I know that's my time, I know who's moving into neighborhood and, you know, I can I can get a welcome package to them. you that I if that works,

you know, then, you know, it's going to be pretty effective. The villagers don't cover renters and the neighbor to neighbor program is not currently established and functioning. So, just things to keep in mind as you plan and your timeline. Okay. So, I'm wondering and these are, you know, things that we'll need to kind of think through or when else would we give them out? Was it just a brand new residence? Like I would feel a little like I want one. Yeah. This is something that we envision like at our city events that pop up, you know, five, six times a year. We have a table and giving it away. Where's promoted in the city?

Just here at city hall. So, and maybe a one time. I wasn't thinking just for I think it's an addition. Yeah. I think it's a great welcome, you know. I think neighbor to neighbor doing something that's like welcoming people to the neighborhood. I know that since we're since we're workshopping this too, you know, if you do them in small batches like through Walgreens and get, you know, like 25 a pop, you know, they it's you can update it throughout the year. Oh yeah. So when something changes, you got a new event, you want to pop it in there, you know, you can. Yeah. You know, so small batches. The council voted down on the city calendar previously last year. Just so you know. Yeah. Why?

The expense it was too expensive. It was not there was no appetite for it at the time. So just before you guys spend a lot of meals. I would just type this for now. Well, I think that's why I remember watching that city council meeting and it bounced around and then it was like, yeah, this budget has to come from someone's bud. like someone needs to pay for it, not the city. Um, okay. So, right, that's kind of the

I think if you looked at a one pager you can mail out or, you know, something that can be easily even printed in house, stuff like that is very doable. But the the float calendar where you have to send it out for printing and somebody's got to bind it there, it's just been kind of seen as an un unnecessary or too much of an expense for the benefit, right? Um, at that time. But if you if you all present the idea and there's bigger support and you've got an established plan, that's different because what was presented to us was no plan, just an idea. So I think we have to see where the money is. If we want to do this, I think if we could

figure out how much it's going to cost and then find sponsors and then be very strategic about who we go after and say, "Hey, if we have this calendar, do you want to be a sponsor? It's going to go to how many every new resident and at every event, right? Depend, you know, obviously when they think about getting sponsors, they're going to want who's it going to go to how many people? It's not at every door set, but it's something that Okay. Yeah. Um Okay. Do you want to I know you're busy. Do you want to take that on? Do we want to take table for now? We get past this music thing.

All right. Well, I look at any other questions on that or I suggest we just wait. Okay. So, let's wrap our workshop at 12:33 and then uh we have no action to take on number 10 and that is the last item.

Yeah. on on your considerations for future agenda items. Um, I really there have been changes from y'all's last budget that council approved and from your last calendar submitted to council. So, we really need that budget update and that calendar update. Um, I I will be honest, I mistakenly thought that's what this number nine was and probably should have asked more questions. Um, and just a heads up, you potentially do not have another meeting now before the next council meeting. So, you may want to consider calling a special meeting. Oh, okay.

For that item. Yeah. So, um, to be clear, what I'm talking about is your your giant Excel spreadsheet with like all the dates and and the budget that you submitted last budget season has had pretty significant changes to it. And I know that potentially y'all sent it in in around October, but even since then there have been additional changes. For example, like the CYJ combination of the volunteer appreciation event. So we really need y'all before March 11th to have a meeting about your calendar and your budget before March or February. March 11th. So it's city council meeting March 11th.

But we have to have it submitted to be in on that meeting as soon as possible. When's the deadline? Deadline. I will hold it for you all, but if I don't have it by March 1st, I'm going to start knocking on your that's my people. I want the bop on the head deadline. Yeah, that's right. The hard hard impossible deadline will be Hold on. March March 1st is dead enough. That is pretty much the latest fourth in I can't hold it anymore. We'll have a placeholder at least, but I would prefer the packet materials are there. That's Yeah.

So, I have a So, we since their last meeting, I haven't updated this now that the CYJ the appreciation that has been combined. So, um let's do a special meeting. Let's schedule it now. Or do you want to schedule you go have some wine or something? Sorry. Can we do both? Is that a general invite or What' you say? I said if we do we have some wine or something. Oh, yeah. As long as it's donated.

Okay. Okay. So, today is already the 5th of February. Um, so we could do a special meeting. Could we do it on the 26th of February? I'm at I'm at Okay. Sorry. What are open dates? I guess we're the only board that's really meeting. We need we need to meet during the day. Can we do the evening? Well, I think we do have to call special meeting to actually vote on the budget. Correct.

Oh, because we voted on a budget. We voted on dates. Things have changed and now we have to revote. So, uh, Wednesdays are the only days that there's meetings after next week. But I mean, as far as between now and then, there only next Wednesday evening is booked. Everything else is open. Yeah, you can see it was last night. It could be a pretty quick, too. Yeah. Yeah. Uh will it with budget changes? I mean, I'm going to do the homework and then I'll present it to y'all and we vote on it. But

so, yeah, hopefully it'll be I mean, I already have it done. It's just we need to talk about the CYJ like that's the big one because that's the biggest thing that has changed and then it's well now the budget the the fiscal year is October 1 to September 30th right so it's what we're talking about for a budget from now through the end of the fiscal year or for next fiscal year is making changes to this fiscal to this ups till September 30th. Okay. All right. Uh we will want to discuss the others.

If there's other information in the budget like it goes into the next fiscal year, that's absolutely fine. Just know that council during budget season will have to do an additional approval. That doesn't mean that you have to submit again. We can literally just transfer your materials for you. So if you're that prepared, that's excellent. If you anticipate changes for then I would recommend you remove that from this presentation so not to be so it's less confusing. So we just want to have events that go until September.

It's up to you what you want to present. If you don't anticipate any changes for the remainder of this calendar year, you can present it to council. Council can give you preliminary approval. Just know that it's always subject to change during budget season that last part of the calendar year and the next fiscal year. That makes sense. Yeah. So, um, so I little bit ago I wrote down what I had written down previously for our calendar. So, uh, what is between the egg hunt and the summer luau? What is there are there events in there in the music series? Then we had the Fourth of July. Oh, Fourth of July. Yeah.

Okay. All I really do for that is just walk in the parade. What we buy? So, are we decorating the new truck? Of course. Oh, yeah. I have a new truck. What color is it? Register to be in the parade. Yeah. Candy. And candy is the big thing. Yeah. So, there's water. last year quick. So So really on the budget is this music in the park July 4th and the summer out. Is that right? Easter. Yeah, that's right. Yeah. Oh yeah, I have it on my paper. But it's

so eggplant and Okay. Are we talking budget now? Are we talking? We can't get too far into this. Let's schedule a time to meet. Um, do you want to meet next week? Do the meeting. Uh, that might be too soon for you, Sure. Talk to Do you need to talk to Rick about Wednesday evening? Um, but also her budget work that she's doing in anticipation. I will Let's see. I could do a let's see maybe the 17th.

I just can't do the next two Thursdays. I have stuff going on. So the 26th is my first Thursday open this month. because here

the only thing that I can do in any Oh, not Wednesday and Thursday. I I'm busy every Monday and Tuesday evening, but but I can do Yeah, but except the me have to be here on site. No. But to vote, we do need to be here. Uh, it's best for them to be recorded. We've had meetings offsite before. Um, I mean, it's Can we just meet and do this, knock this out or we have to have it as a scheduled special? I'm because on site,

we can take minutes not on site. There just won't be a recording offsite if that makes sense. Um, it's best for it to be here and recorded for a lot of different reasons. Yeah, we need to do it here. I was especially with budget stuff. Yeah, because it's money. I think we could potentially if it could be like a 30-minute meeting during the day. Is that what you want? 30 minutes. If I can get help with homework outside of the meeting and then we have this meeting and we vote on it, right?

What if you kept your special meeting when you were supposed to have a meeting? Like if it's 11:00 a.m. on that Thursday, we have your I have designed your placeholder. So, all I'm waiting on are your materials and they just won't be in the packet and I'll email them not the council. I don't want to wait that long wait. I don't like it to be extra. Well, the earliest we can post an agenda is next week. So, we're looking at like Wednesday of next week is the earliest y'all can meet. Oh, there's a council meeting that day. Could we do Wednesday the 18th? Yeah. Y

Okay. So, we go to CRC, but just

if you if we can meet to discuss cannot make a daily chain. Remember we talked about this. So, unfortunately, can I get help? Um, the three of y'all cannot have meetings outside of meeting, right? Where you Yeah. like Cheryl can't meet with Carol and talk about it and then meet with you and talk about it. That's considered a daisy chain, right? So, I could meet with Leslie and then the three of us could meet during your meeting before the meeting on the 18th. You don't want to meet with me? I do. But we can What?

But we can't have corn. Like we can't meet. I think Oh, you saying you're gonna be two once with Leslie and one for three of us? I just I don't want I would like somebody else to be with me to look at these numbers and think through what we need for each of these events. Okay. And so I can do it all by myself, but I would I we could do it or just try. I was wanting to think like you're speaking. She's she's one of the money person. That's fine. Y'all can make it. Do you want to do money? I would love to pass this off. But

I just say I want to speak at all. So, let's go ahead and schedule is 11:00 a.m. on the 18th for a special meeting. Let me go look for you. I just switch here. or anytime that works for you on my day. I just can't do the Thursdays. So, I can do any other day though. What are we saying? Not the sixth week because there's no school. What do we say? 11th year, correct? Yes, I can I can give you an hour.

Okay. 11 and 12 on the 18th. Okay. And then you and I will work out something before that. Yes. No. For that meeting, you all will have to have unanimous voting. Okay. Which seems like y'all get that anyway. Where this should be.

Okay. Okay. Uh, all right. So, that's it. So, special meeting on the 18th and then I also sent this in a text um with a reminder, but on the 13th of March, there's a mandatory required advisory board training from 9 to noon with lunch provided. Uh yeah, let me explain what this is. So when we say required training, it's strongly suggested and heavily requested. If you're not here, you're not going to get kicked off the board because if I'm honest, we absolutely need it all and that would never happen. So we're desperate. Um but what this training is geared for is to help with onboarding. So some of these little silly things that kind of you're like, why do we do it that way? We can start to help everyone kind of understand why. And so there's a little bit the road's a little smoother. It doesn't replace your required TOMA and public information information act trainings. Those you are still required to serve the city and we'll discuss that in the meeting. But we're also going to talk about Robert's rules, why we do it, this and that. It's short and sweet. It's meant to be fun. You will be fed. Um, and we won't go over the time or anything like that. And we really want everyone here for a lot of reasons, too. So y'all can begin to meet other people involved in the city and we can it's a great way to kind of build community among all the volunteers um and kind of create some more synergy in the city. We've done retreats in the past. They were like full day things. This is kind of like a mini byite-size version of that.

I love that. And unfortunately my CEO of my company loves to have meetings on Fridays. Well, if you miss it, it's not a big deal for a little bit. Yeah, it's not a big deal. Uh we can probably either potentially if a lot of people can't make this one, we might end up having a second one. Um maybe that could be in the evening or something like that. But they will also be annual for the next two years at least. Um so but the the goal is to get everyone more comfortable with serving the city, right? So, understanding what your board does, what how it communicates with council, um just kind of all the like wonky stuff with this the the legal things, you know. Um so,

it's a great idea. Hopefully, uh we can get quick attendance and like I said, if you can't make it, not a big deal, we'll probably send out some RSVP information. And I was going to say, so do we even let tech know that we'll be I'll be here. Yes, if you will let staff know as soon as you can what what you can do and if you will be there that's great because it'll help us plan for food. We are going to send out like a formal email as we get closer to the day too. Okay. It's on my calendar. We'll be out back to back and if there's nothing there we're open.

Yeah. It's hard finding a day where everyone could possibly make it. But I thought the Friday before spring break was the most likely for people to be March or February. It's March. Yeah, we don't have released that date. No, we don't. I was like, I know check that. Yeah, that's uh I definitely verified the kids will be in school. Yeah. Okay. Yeah. And Friday the 13th, two months in a row. I am um aren't you ladies? Yes.

Um I think we are done. Next meeting is um our new day uh March 11th. March. Well, you have your special meeting 11 a.m. and the 18th of this month. Your next meeting will be March March. And we are wrapping at 12:50. All right. So, I need I need to get all these musicians. Yeah. Okay. All right.