Community Relations Committee - Regular Meeting

we will call to order 1104. welcome um carrie would you mind calling to order or roll call uh yes remember carol us if vice chair lesson scott's present and chair sharon

all right um public comments there we go lucky uh so we will move right into the consent agenda um if you have a minute to look over our meetings from our last meeting

Pretty innocent minutes. I mean, there's not that much, you know, for breakfast.

So I'll make a motion to approve the minutes.

I think Carole, you spoke, so you seconded my motion over.

that's it i did it do we need to vote uh all in favor uh okay all right uh carol was the second and sharon went to motion

we started at 11 or 4. okay care about that thank you um so we'll go right into reports from the mayor oh okay sorry uh yeah so the budget workshop occurred not this last night's meeting the meeting before and out of the discussion um council was received well the the concept of um me kind of delegating the liaison tasks a little bit more to a staff member that's not online so We have to wait till the final budget is locked in, but carry that discussion was essentially supported, which is the idea that. You all don't have to provide such micromanaged budgets. So with the goal being that y'all coordinate with staff and means that authority with staff to sort of do your purchasing. So you can go to those more generalized budgets, which allow more flexibility. So that can look something like just a total for the event or maybe and you keep doing what you're doing on your end. because that's very helpful for y'all so you don't need to change up behavior but just the material we supply to council can be very um much more broad categories so like i said it could be like uh five hundred dollars for an event or you could say something like a hundred dollars for entertainment uh 50 bucks you know food and assorted community you know what i mean so i'll let you guys kind of decide what level y'all want to take it to but i would encourage the broader the better and because of that authority of staff to sort of work in the parameters of a given budget and not go to council for each detail. If we get too itemized, then it can cause kind of some possible tillment issues. So I was relieved to hear the council member that had pushed for such itemized budgets was sort of backtracking off of that. And that was, I think, a relief to everyone because it'll allow you all to function a little bit more efficiently or not that's not the right word but like just sort of take some of the pressure off y'all because what you're doing is really community service and it shouldn't be so heavily managed here so awesome yeah um awesome i don't really if i mean they haven't sent anything new to you all we're so um you know kind of waiting on your final final budget

um what that looks like you know kind of hopefully generalize and then your final event plan um and so that's all they need right now where is it i did submit the um budget that was scanned down to ten thousand dollars um and it had a couple of sheets one was just a general spectacular xml and then a separate sheet that was spectacular and why to break down that xml um and i think it might have a rough calendar it did have a rough calendar but some of these dates are still pending because we haven't talked about 2027 at all i don't think we need specific dates it's more like event in months yeah yeah so what you have um i think yeah what carol has Was the last. So that was what number do you have for spectacular 3015? Yes, OK, so that's so updated and that has general dates as far as the much pending approval. Um? uh all right we will move right into our regular agenda um item number one which is recap of the fourth of July parade um so unless anybody else wants I'll start with my my notes and then we can call it out to hear from you ladies and anybody else. So I think as Dan said, great feedback so far. My personal notes were, one, just to see, to track who all was involved, like how many people actually fit on the flow, how many cables make sense. And then my biggest thing was

We ran out of supplies.

There were so many people there and my notes are, I would encourage us for next year to divide our supplies into three bins or have three loads, if you will. So that the first bin is what we open at the gate. And then when we paste that, and then when we get to Berkshire Brothers, that's when we open the second bin. And then once we paste that and we get to the end of the square, maybe like not a mutual, the let go to that third leg of the route is when we open that third day. Because it wasn't just us that ran out. We all, at the end of the parade, jumped off and were able to find our families and actually watch the parade. And because we were number 10 out of 100 floats. almost no one had anything to pass out by the time they hit us. We weren't alone, but if anybody asked me as far as the parade organizers, that would be my suggestion to share with them as well. You can encourage our Parade at the Float participants to be up there stash so that at the end of the round she was able to have something purchased for it was the veggies it was we were going to purchase more like we spent now you can get the card number from uh jack on his sandals candy bar i have i don't really see it yeah i mean so i well i can't tell you exactly i can't tell you exactly right now but it's a little on the budget perfect okay so probably because more attendees probably Well, I think we had $500 or $600 budget for just candy alone. So, in my mind, it's very hard to grasp the idea of potentially doubling that because we ran out before halfway. Like, I just don't see myself saying that. I think we could definitely, because we had an unexpected sponsor for, like, the hand fans, we did have some extra funds there, but in hindsight, maybe we could have more candy, but we didn't have more fans. um so really my only suggestion was like breaking up our stash and such like everybody went hard the first leg of the first people i think they're out and then everybody without it yeah what about things that don't give out all the things yeah yeah okay cool yeah we might have to go right out by the time we got to the yeah sport yeah There's so many people.

And I was very selective. I wasn't giving names to kids. Yeah. I said, adults get the fans, kids get the candy. And I was very selective. And not, like, if there's a group of three ladies, I do one. Sorry, you have to sweat.

Yeah. A tribe. Yeah, exactly. And we had... Jeff, Leslie, and myself and a Wood Creek resident, Valerie, that were walking and distributing candy. And then we had one adult and six kids on the float, which we probably could have fit one more adult or one more kid, and that would have been bad. So I'm wondering on the float itself. And at the beginning, the kids were all like some of their first time riding the floats and they're all very excited. And sure, they were being very generous, but I think just pacing ourself a little better maybe by breaking it up.

And probably maybe not giving the kids a full bag of candy. Maybe they got...

Were they not policing throwing candy at this time?

Because they were just saying to throw it as far as you could.

Okay. Because in years past, they were argument about not doing that.

Yeah. No. They were... Yeah, there was a couple of people that were standing kind of trying to regulate, but they weren't saying don't. They were saying throw as far as you can so they don't run through the street and watch as possible.

And then what about the extra candy? Was it in the float or in the back of the truck?

Everything was on the float.

Maybe if we put the extra candy in the back of the truck...

I'm thinking if we could divide it up and kind of pace it that way, because otherwise, like, it's happening so fast and so, you know, people are just like, okay, what snacks, what snacks?

I love those big bags, but we have some smaller bags, you know, shopping bags of kids. You don't have to big bags. Big bags can be grown-ups and small-sized kids or something.

Yeah. I mean, it was not, I personally liked the bigger bag just because I could case it. And it wasn't like I was having to go back and forth to the trailer a lot. But, yeah.

Oh, well, was it mixed candy that he got? Like, we wouldn't like a bag of Dumb Dumbs. It was just a bag, like, 10-count. Oh, okay. I was just like, well, give the cheaper kids Dumb Dumbs to the kids.

Well, that's why I said, well, the things were Skittles and Twizzlers, and it was all name-brand candy, so if we bought 10 bags of Dumb Dumbs and 10 bags of the Blue Horns, which is stuff that can go a lot further, too.

Yeah. Yeah. And kids, they're happy to throw up Dumb Dumbs.

the dum-dums all on. That's what I'm saying. It was all good. It was good kids. Yeah. No chocolate, but it was good. Yeah. It was just cost, or say it's called, big bags. Yeah. But, so those were my, that was my feedback. Anything else?

I mean, I don't know a lot.

But, the thing on participation, I know just my own personal stuff happening, like, I wish I did more on the float, but we did have a lot of hands to help with that. So I think if you have more help in planning more dance next year, if that was a priority for us, that was my other thing.

An idea staff had was what if we put the call out to the residents instead of just relying on the people who are already volunteering so much? Because the asks kind of pile up among all of us and Fourth of July is a time when a lot of people are out of town and so we thought to, or the idea was from staff, I can't say credit, but it was sort of this concept of what if we put the call out to the general public and then it wasn't just

you're like so reliant on y'all you know for good all right people want to decorate if we haven't done it in july i know that we have neighbors down the road that we're decorating floats for other you know organizations i think if we i'm absolutely kind of my vote to say i would blast it early and see who's in town and who would like to participate and be on the fourth of july

parade float committee for decorating well I mean yeah oh yeah and if you had more people walking that would allow for breaks um you know the float doesn't just have to be one vehicle either yeah you know and I mean it could

Yeah. Does it have to take her vehicle when you register? Or is it like what Creek has? I don't know.

I don't know if that's what we would have to do. I want to make sure you're right.

But if we need to use strong ones like red vehicles. Yeah. yeah yeah it's a red decorated christmas or fourth of july it pulled the trailer in the first time oh before we had johnson uh-oh i'm sorry if i can write carries in there she wants like five kids so this is a good looks amazing um is that uh and i don't know what we think

now this year decorating but is there nothing there to buy more decorations and like you said i'd like to mock up something yes bigger and better so some of the stuff that we bought like the garland that went around last year we bought that and it was like twice the size yeah and i don't know if we delivered something slightly different or what but last year it was the same 52 feet of garland if you will but it was like this really filled the space and because we did the buntings this year we didn't order enough to run around I just wasn't happy with it

Is there a way that we can maybe get a larger trailer?

Whether we rent it or borrow it, sometimes donate, so that

I agree, maybe a bigger presence. First of all, I love the fact of the way they're banging on the front of the truck, so we don't get too involved. There's more coming in. It may be too dangerous, but maybe it's having a couple of people in the pickup. more of a presence as well. Not getting in and out of the pickup, but just in the pickup. I noticed like other trucks, you know, they have people in the back of the truck. The truck part of the float too. So we can have, we got a trailer and the pickup truck, whether it's our truck or someone else's. You decorate that too, whether it's a tent or really make it big.

Yeah.

Right.

I did look at eight by eight. pop-up tents because last year it was raining and I was like what if that happens again or it's a shade structure right they do have them as a smaller footprint um if yeah wherever you can find somebody that's like I could build something out of it but that'll be people today would not be getting in and out but someone's going to sit in there that is going to be that might become that choice beforehand you know and they aren't a spot onto that yeah you know

I want it to be the float carol.

Or something like that. I don't even know if I can get on that.

Okay, well, I know better. Gotcha. So does that also, I do agree that I'd like to have a better decoration. We already talked about more candy, more whatever. Music. When everybody got out, the last leg, it was like no music.

She was like, no.

I said, what's the trouble? She goes, I can't. It's really a bummer. It was just blah, blah, blah. So either people jump out fine, but we've got to keep the music. Or something. Yeah. uh that's that was the song we have our speakers here yeah the next time and uh okay and and consider these options for the christmas parade right we're doing that this year i don't think well i thought you said we paid the christmas parade

Now, we paid cheaper for the fourth. We didn't get quite as much of a sponsor. It was cheaper this year to enter into that.

Because we were not a sponsor, we were just a participant?

Yes. Well, we sort of decided you don't need to be advertised, we're not a business. So you pay for the advertising, that cost, instead of just the place and the parade. But we're not selling anything, we're not trying to get customers, we don't do branding on that stuff. So it's cheaper for us to go that route. um and it might afford two places so you could make a bigger float if you wanted okay if you went if we went back up and pressed also i would encourage y'all to consider sponsors um we do have three businesses in town and hill country stairs was really happy to join that was yeah and grabbing them are great at you know double j they might be interested yeah you know um and we could all they need then is branding on our stuff so you know what i mean so it's kind of a it could be a good way to afford more candy i feel like sorry to interject i feel like the only way to got ran out of candy is to just buy more and i think walking away some would help but also who's going to manage, don't open that vent. You know what I mean? It's just, we just, every year it's like more and more and more. So it's one of those things where either don't pass stuff out or we buy more of it.

Do you go harder on decorating and less on passing or? The kids have fun.

They don't want the heat.

but we also have businesses in the etj so even though you know they're part of our city really but they teach it the extra terrestrial jurisdiction yeah i want to actually there it was they exited but um they're still in the the thing but like the the mini golf i think you just said that the veterinarian the eyewlasses place the baptist church okay yeah those are all even the global school there's a fire station going on okay um the other idea that this was actually yours which i think could be a good add on our component is a wood creek tent or meeting area which could allow for people like i think my kids would be more interested if we had a place about midway to exit because the two years we did it by the time we hit the bridge they were in trouble and done because of all the waiting they had done so i think that it could be a great place for people to exit or join You know, it's like if you can't do the whole thing. And if you can't walk the whole thing, which is another, I think, physical limitation for some people, you know, so it would give a good, like.

You're ready to set up like three days before.

No joke.

No joke.

I love that.

Or if you're trying to partner with someone, that would allow us to. Lisa.

Right there. Yeah.

Well, I did reacquaint with a friend of ours Tuesday night, and he has a 16-foot trailer. So, I have to put that in my head and we can see about it for next year. Yeah, good.

There's more decorations.

I think it could be a good idea if we try to, and obviously I'm reaching out early, but maybe getting some of these sponsors to sponsor like this watch station or, you know, this VIP watch area or whatever we want to name it as. Yeah, that would be great. Like water, like, that's what it is. Okay.

Anything else for us to do?

I don't know.

It's just when you can't.

You don't have anyone else in the community with us, though. That's not true.

Are you here? Do you hear me now? Well, now I'm not good on anybody else.

I will say that the more communication we do earlier on, the better. Because people like, you know, we made our 4th of July plans and we ended up adding a day. That's why I backed out. We added an extra day to the beach. You know, we made our 4th of July plans very late in the game, but I'm an anomaly. Most people are planning their 4th of July three, four months in advance. So if we start putting the calls out to help build an extravagant float, to get involved and participate in like January and February, we might have more luck, you know, and I can take responsibility for that because I will say like, I didn't ask staff or force communication earlier.

then probably it was like maybe the last meeting we were i know i sent a request to send out something to everybody anybody like anybody i don't know well i sent everything to um all the boards and then but i sent two emails out but also this was the 250th and they gave me plans like a year ago oh yeah yeah that's what we would like their vacations yeah you know

yeah i have a draft email for spectacular okay good yeah earlier communication would be a good thing to get to garner more volunteers we could start building the float indoors once in advance you know yeah made a very expensive 40th out of roses but we could do it cheaper with other flowers you know i learned a lot with that we could actually make like float materials um and you know and then coming up with like even a theme sometimes is helpful it might get people more excited you know because it's not just oh red red and blue yeah you know some kind of like I don't know, like the recycling group had that tree, right? Or like there was like, you know, kind of picking a silly plant.

I love that plug.

That was great. It's memorable. So just little things like that can kind of boost interest.

This came to me, I thought, a dream or something, but if Wood Creek had like a mascot like Woody, the tree.

I mean, I could be a stranger.

Let's be careful because you're going to get a lot of opinions about what our amounts about should be. Okay. Let's use it.

All right.

All right.

Anything else is going to wrap up on that? Let's recap.

Number one. Done. all right emergency workshop on cyj the national night out we will relax we'll enter workshop at 11 31. um all right so just a quick recap of what we have um sunday august 23rd through the 6 p.m you ladies are slated to tour with danny on the 20s

But what are we doing here? We're going to sit with the music stand.

I think that's the biggest goal of where music should go. OK. And so as we know, this is going to be a kind of all the things event. Officially a national name and day out event. So we will not only recognize some volunteers, but also first responders. I was kind of just looking at our last meeting as well. Pretty much the same. If you guys will ask or if anybody has any feedback as far as any changes to the menu, I'm thinking it's what they offer. It was good. Everybody likes it if we keep with the same menu unless anybody wants to change it. What was the time again? I'm sorry. 3 to 6. So I would love to hear thoughts and feedback, but in my mind, I would like to propose that we use like the first hour. It doesn't have to take the full hour, but use that first hour as kind of like really promoted as a volunteer first hour or first responder appreciation hour from 3 to 4. Not that it's not open to everybody, anybody can come at that time too, but really have maybe some special extra activations or experiences that volunteers can come and take part in. We can't provide drinks, so we can't call it like a happy hour and give free drinks away.

Well, we can, we just can't buy them.

Yeah, so it'll be BYOB, but we don't really think it goes into corners here. So we can take a look for sponsors. I did have a couple of ideas that I was like, we can do like, see if we can find a wine tasting, like some fun stuff that we can set up in the ELC instead of a photo booth. Like we can price out and see what it would cost us. We do have a larger budget for this since we're combining the appreciation event and the actual luau CYJ day. But something that people can take home that isn't like, you get this, you get this, you get this. It's like, here, if you want to come and take part of this, I think we talked about like the live poems or I think they're really cool, the live sketches where you can do like a sketch art portrait essentially. So it's sort of like a photo booth. We could find somebody and price it out and have them come and they literally just sit there like kind of like a caricature but nicer. And that's like a fun memory that they would do. Is there someone who does that? I have a couple of people that I don't know personally, but I say. I saw a lot of Dorn Lady at 4 today.

So you like to just tell her a couple of things about yourself and then the girl who does these things, I feel like I, no, sorry.

Just so you guys know, I can hear something a little elevated, like, um, sorry.

The, um,

Do you know what I'm talking about?

Yeah. Okay. And we can price it out and see what it is. They might have a two-hour minimum and then they do covers there. Okay. I'll make it my own. Yeah. And then we also will want to ask our mayor to do a welcome speech and, you know, thank you for coming. And then we need to like work through what we actually want the volunteer appreciation portion to look like. of course i have a couple of ideas we'd love to hear what you guys are nailing on or if there's anything simmering in your pots over there but um for the 40th anniversary we did this wood creek like history walk on the glass in the clc building and so i was thinking it could be a cool idea to do kind of like a volunteer appreciation walk of like over the years whether we have to start i don't think we need to go back to american people but it's some like past and present kind of spotlights on volunteers um recognize like current board members or council like everybody's a volunteer besides staff right so kind of shine light um and whether we stick just to that CLC wall like we did for the 40th. Or another thing I thought could be fun is kind of sprinkling throughout the event. So not necessarily like a mugshot, like a wanted poster, but something that's like a volunteer spotlight. It's like a really pretty photo of Judy Newton. And it's like, Judy Newton, we thank you for your two years on your service to the truth board. And it's like out by the drinks or

you know, just kind of splattered throughout the event.

So that people who are walking around and if they're not sitting in the CLC when the thank yous are given, like they're just kind of splattered throughout the event randomly, if you will, like can be strategically random, right? and then like i said just kind of some special things that we can offer for that first hour and really really send invites like first not doesn't have to be a personal email but maybe it's something directly from staff that's to all the volunteers that we have on file that's like we'd love for you to be joining us for that first hour of course come for as much or as little as you can for the whole event but we'd like to show recognition and a little thank you for that first hour do we think we get an hour for that I don't think we need a full hour. It's not like we're doing something for a full hour, but if we have a sketch artist come, it's just for the first hour, right? It's something that in that first hour, it's like a happy hour that volunteers are really encouraged to come to. And anybody can come, but it's really like, we want to make sure we all are invited and know that we want you there. whether you volunteered 10 years ago or two weeks ago, a common, this is a thank you from the city. Good question. Did we do the same kind of last year?

I thought we did two to five last year.

We did the same thing. It went late. I think it was two to six even. It's not three times later than we did last year.

Just asking.

You have to pull it up.

Curious.

I like the first pound, whatever that is for the appreciation.

And I agree with Kathy on the full hour.

Yeah. That's what I'm saying. If people are there with their kids and they're quickly running crazy into bed, everybody wants to go somewhere to sit.

Yeah. I'm not proposing that we're doing something and you have to be there for the full hour, but like that's when the extra things are available in that first hour.

Last year it was two to sit. Last year it was two to sit. Not two to six now. Okay.

I was going to say it was two to six. So we started an hour later.

We'll give it three hours this year instead of four hours.

did people start leaving no no no i don't think anybody really came for the first hour or so yeah like i thought it was kind of dead and then people all showed up but it truly let me see what i tried right right like our shower it will only be two hours for little children swimmers yeah yeah well i think i'm not proposing that nothing is available for that first hour i'm just proposing that we make an extra attempt to get volunteers there even because a lot of the volunteers that are i don't know

right those are limitations okay um I maybe people felt like four hours was too long I don't know um if we want to go to nothing has been published so if we want to say and ask Danny if that's still okay I mean I think that afternoon has blocked off for us the only thing that it this is my experience again The only thing he is going to be really truly concerned about for us is when we leave and when the food needs to be dropped. Everything else, he's like, yeah, it's out. He doesn't, it's a day that he has not double booked for us to have to like split things, you know what I mean? So, like he does for his staff, like to know what we're trying to be out. Like first we punctualize that and then, you know, like with the food, because he cares very much about

providing exactly what's expected at the right time so so if we want to do two to six I mean I it's yeah I mean I think I think yes it's a four hour yeah so it's a long time it is a long time

I do like for the rest of it that little um that little private room

the small room the lounge the lounge what is that used for is it wouldn't it be kind of cool to have that like a VIP volunteer VIP lounge okay I don't know what the like we could not let people in right right just know that hey also it was a volunteer VIP lounge well maybe we get a cigar roller and wine tasting yeah uh he does not allow the furniture to be moved in there just to have that right

okay yeah we don't do anything she says another place to go all right well let's thank you for bringing the food to that i know that room over last year yeah that was the same the clc is that big glass oh yeah yeah because yeah i can see the food being kind of interference with what we were trying to do with volunteers because what would we not bring the virtual for um I don't know but if we can get that other room I think that'd be great I'm just a little concerned about it you know people getting meshed of people that aren't volunteers hungry people well we came here last year you know

I think if we decided that we wanted to do, and again, I'm not saying we stop anything that's already happening. I'm just saying we add to that first hour. Yeah. So I think if we wanted to start the event at 2 and the food doesn't come up till 3, that's not a problem. We could do that.

But in other words, the music's going to be playing. So while the music's playing, I'm going to say, okay, music's playing, but we're also going to talk about the volunteers.

don't start the music till three right cool music getting food at three o'clock we open structure civilization or whatever at two and then when it's over it's over and then everything starts to one three and i where are we all that on a presentation because i know we've gone back and forth like i thought we were maybe going away from like really

Where are we at on that? Where do y'all view?

Because... No, I'm going to do a presentation. I'm just trying to figure out logistically.

Yeah.

You're saying it's going to be going on the same time other things are going on. Just the pool's open.

But people aren't going to be... So I guess I'm trying to cater to our older demographic of volunteers that are not going to be out. They're going to come, they're going to sit in a CLC building and maybe stay for an hour. That's what they've historically done in the past, right? if anybody has feedback love to hear it but i'm just trying to satisfy everybody and have something right that everyone will enjoy without making it like it's this is not what it was initially going to be because there's so much happening like we're doing now first responder appreciation as well like it's We don't have a list of people that anybody wants to recognize. No one's come up with a list for that. I think we have 25 people that have filled out the form.

We don't have a comprehensive list of volunteers. We really don't. That's something the city has not managed well over the last couple decades, unfortunately. Even in going through all of our paper files, we didn't really even have applications beyond the list. like seven years or so. So that's been one of the challenges for us. The only idea that's been brought forward to me as the mayor is the same one I said last night, which was recognizing previous mayors. So we have all of their photos. That would be a very easy thing to do. kind of the hall of fame of mayors. That's something I'm getting pressured to do as the youngest and possibly most controversial mayor yet. So, you know, but I'm not asking y'all to do that, if that makes sense.

Yeah, I have ideas of who I would like to recognize.

Um, and I'm working with staff on that for like the presentation part. I do think that if there's something your board collectively also wanted to do would be good. Um, and then, you know, during that first hour, if, if I was in charge of this event, what I would ask if y'all would recommend would be let's have a brief intro. Um, let's have the music during that hour. Let's have the food already there during that hour. If not the full menu from Danny, um, let's do like the apps and desserts and things and the finger foods kind of mimic the 40th. That worked really well. Um, I think that the only challenge we've ever had at CY for this day is the communication about when the pool is open. So I think that we could just make sure in our flyer or whatever, that it's very clearly blocked. Like national night out, CYJ, you know, sorry, national night out, volunteer appreciation, this is the hour, light bikes, happy hour, music. And then it's like blocked, pool opens here, burgers served, maybe even out. there we did that one year and then there's no company right so it's like almost like two different events but on the same day um i'd like to keep the talking at people at a minimum yes um and then you know the for me the recognition is like you know come up on stage if you have a few things you'd like to say here's the mic briefly i don't know that we're going to do the stage um but you know just like kind of a yeah

Can we put the recognition portion to you guys? Like, we're like, who are we going to do this for?

Or can we... The flyer from last time. Look, I don't know why I keep walking on this. I feel like if we make it shorter, we're going to complain twice as shorter than it was last time.

So should we do the appreciation from two to three? I think this is for all of us. I think what

I think we'll harbor too much on when we have to do the appreciation. Let's first cover up when we're going to do it, just like I did the 40th. It wasn't such a strict agenda, or maybe it was, but from my observation, just being there, y'all just said, okay, now everybody come, we're going to talk about it and recognize it.

If you've never volunteered, come forward. Yeah, it's really important. Jeff is very off the cuff, and he was essentially managing that portion of the event. And it was also like his 70th birthday or something at the same time. So it was like a double layer, you know, because he had a lot of different friends then. I'm happy to take on the recognition portion. So it's all you guys want to do, the volunteering sites.

Because we're like, I don't know who, like, who are we going to?

Okay. This is what we're doing.

And then during this time, I'm just going to narrow it down to the exact time we said the earlier part of the, we're going to do volunteer recognition. So include volunteer recognition.

And frankly, I don't care if the bubble is open at that same time. Yeah. A lot of the people that go to the pool don't actually even look there, so it's not a big deal.

Yeah, but also some of the volunteers, their kids are going to want to come.

Yeah.

And they are going to, kids want to go to the pool.

Yeah, Jacob takes our kids straight to the pool. Right. So he wouldn't be in the room. I know. But he's going to come. he has to yes he also didn't show up until the pool opened yeah either so um he was not there for the first hour i think even on the 40th so but we're not gonna but i really will decide we are not gonna make everyone happy we're not gonna hit everyone's target

where you know what i mean so it's really just like whatever works for y'all and whatever makes me feel good like we get rolling it out for time because there were several things that we needed to do and that was a 40th yeah yeah and the pool was open two to five i like that instead of closing full of six but then everyone will leave at five

if you said what three or five we don't need an hour to break down like what do you mean that was one to five oh so the polls have been two to five

So the first hour is when we have food served from 1 to 3.30. At 1.30, Jeff came on and thanked the sponsors, introduced the Hill Country Honeys. We did a cake and a toast. And then 1.30 to 3.30, the Hill Country Honeys performed. 2 to 5, the pool was open. 2.30 to 5, the snowplow station was open. 5 p.m., gate up was over.

I thought the floor was amazing.

It was our most well-attended event. I didn't switch back there. And now Music in the Park is.

So I feel like we need to kind of move it. What did you say?

I was crying about Music in the Park. Oh. Yeah. So, yeah. So these are all my notes from the 40th. So we want it to be that same, but we'll shift from one to five to two to six. And from two to three is when... We do any volunteer stuff or any appreciation, recognition. We'll open at 2, from 2 to 4, or 2 to 6. We'll open at 11. Also, we have to confirm lifeguards. Lifeguards, yeah. It's a fee, of course, in the past for security and the lifeguards. You just split the cost with us.

Why don't we do the thing until 5? End at 5.

But then how is that different?

Yeah, we get it from one to five instead of two to six. So that kind of agenda. Is the goal to finish earlier, or what is your...

or a shorter thing but whatever it's fine if we for the 40th we got there around 11 and then we weren't leaving until like seven oh yeah that's like the last year and i say that that means we were all out all gone right so i we were probably all out of there by six because it wasn't think we just like backed up and like listen like that's how we got rid of our downstairs and table like any of that stuff okay and last year was actually more people further around we did it from two to six we did two to six yeah oh we're out of there by we got there at noon and we were probably out of the 37 oh 37 the latest and we of course we had a timeline for that so yeah 2 p.m at the end so do the time and then just kind of mimic the agenda that we had before yeah so the first hour is no pool 2 p.m the pool opens closes at six 2 p.m 2 p.m before and that's not the first time

Did you not want, or maybe did you just have to pull up another one?

It's up to us. We just have to pay for the lifeguards.

Yeah. It's so hard. I bet they were in love with the poor girl when she was gone. You know?

Let's number under time. Do you want to do it two to six or one? I think two to six. And had to pull open at two o'clock.

if we you know right yes okay so now did we head for the fourth and i know so you wanted to do what we did the world was not open to the first hour i went there i didn't update so I would like to have that other room up there.

When you ask me to tour, you can let Danny know. We're entertaining having some space. I'm not going to confirm what we're doing yet, but you can let him know if we can have access.

We had that room last time.

I just don't know where we can get it.

I don't know where it is.

think there was a football game on or something right yeah they couldn't get to walk to play um there might not be a football game all of a sudden there'll be pre-games yeah okay so i'm gonna just use the timeline for the 40th mine well everything will just start at two and uh 2 30 there maybe that is 30 minutes for arrival and then at 2 30 you can give welcome and thank you and 30 minute recognition you have to use all 30 minutes it could use 29 six kathy what do you think yeah i just i mean that's what the kids are all there for you know and people will

Young families, that's what's out there for a while. So, yes, you want to do something for the older people, you know, that want to come up and say, you know, say, hey, we appreciate the volunteers. If somebody wants to come over here, they ever come, we say thank you to the volunteers, we welcome everybody, you know, they'll enjoy your time. You know, just.

The first national line out we did there, the first CYJ day, everything was outside. We ate under those covered tables, the food was outside, the pool was the primary focus, the first responders were out with us. That went well. And the 40th went really well with the music indoors and the food in there. So I'm not presenting both to cause a conflict. I'm just saying that I don't think you can actually go wrong. And I think the only part that I've ever seen be less successful was having the band outside.

Yeah, no one was watching.

It should either be at the pool or inside.

Agreed.

Yeah. And then if we don't have the band at the pool, I would say having music out there, like setting up our PA.

uh would be helpful will you flip um i'm not going to be there i'll be out of town so when you guys do the tour these can be questions that you've never heard getting uh we would bring our own pa so hot in the outside

To me, that's the only thing you can always, you know, the food's sitting out.

Yeah, family doesn't manage all of that. That's not funny.

That's the only thing that works for me is it's so hot. His chef is on it.

They swap, add something nice.

I think the music, I think the band, a lot of music in the food should be inside. Don't worry about the stage. The honeys didn't need a stage either. do it there we can have the pictures the mayors of volunteers all spring throughout and the vip knowledge that small little room let them put your place pull whatever when it starts or two why don't we say three three two to three you think or two

Danny's food at three, I think we should have some kind of light bites.

Yeah, so we can do, we can have our, like we did for the point, we got some trays of like finger foods from H&E and then some dessert and we cut things in cake because it was a birthday, but have that stuff on display and then they'll fill in the table the rest of the way at three with all the actual, the buffet. so we're not doing what are we doing this time or not just it's just we have a bunch of stuff we can just call it full neighbors they have a full party i see why jay we don't have a sign can we ask ted to make a flyer yeah Ted Carter.

Ted Carter. He just needs, he has the, well, until the budget is approved. He currently does the newsletter. But he won't be working for us anymore after the budget because that was one of the cuts. So no newsletter? We are, his staff will be taking over the newsletter. That's one of the inputs. It's like a money shift, but... That's a nice way to say, y'all are a little too expensive. But... That's true. But it still reduced the overall cost of that service for the city. Yeah. We've underutilized, if we're being honest. We would have done much more if we had asked.

We did write and we did what we asked of it. Not anymore, sorry.

We never remember or knew we could ask those things.

We always thought the system was going to ask him, the room, what her name said, and then the VIP, and PA quarter, they don't have a system.

And he's saying through the SDF. Same food, same menu.

Honestly, the thing that he did for the camp was pretty amazing. The veggie powder. Like if I could, if I could pick, I would prefer that.

I thought there was, we didn't even get there and started doing like burgers and hot dogs that we normally do or that are easy to do. We did these like Southwest bowls. And so it was like, you go through a buffet line and we have, there were servers, right? Or was it just buffet?

It was just buffet, right?

A server shop, yeah. So it was like, you start with either greens or rice and you add beans, your protein, your cheese, like it was kind of like a chipotle bowl, if you will. With kids there?

Yeah. Uh, no. That's what I'm saying.

That's not going to be a problem for me. That's not a kid for me. Yeah. Yeah. Yeah.

It's an outdoor.

That's just my mental capacity right now. But that was, it was a limo, but it was all ladies. And if the band's in there and the flute's in there, there might be less decorate to be done in there just because of room.

um well they're definitely we don't have to do the i mean we have the grassroots we have all that we don't have to do all that i think it is nice to have stuff on the center of every table so we'll want to think about that whether it's as simple as you and just like fresh flowers that volunteers can take at the end of the day and like here's another little thing yeah um or if it's some branded stuff that we have made for it um that people can take away um yeah like that but i don't think we need to and maybe we spend more like getting some fun pool toys like things that can just be floating around in the pool for the kids to play with they have so many of those though pull flirts yeah

yeah it does yeah yes that it's like overflowing oh really yeah was that last year yeah yes that's something I remember because we bought someone here and I was like well that was pointless they have like four times as many yeah oh yeah yeah good so I hope they don't walk it none of those walk away yeah

Most people like bring their own. That also happens, yeah. And a lot of it, some of it probably doesn't get left behind. That's why there are a bunch of court meets going or kids from camp meets up. I don't know. Okay, so that means that we have a 2 p.m. start time. We'll want volunteers to start arriving between, depending on what our final layout and decor is, between 12 and 1 p.m. um and then so 2 p.m the event will start 2 30 we'll have an air turnout welcome everybody think any sponsors and introduce you can get any sponsors and volunteers first responders and then she'll wrap up by introducing the band inside the elc building what can you do duty we gotta figure out um and then from three to five we'll have food service inside the elc buffet style so if you want to know if that doesn't matter um okay and also now you can tell that like we'll bring in some snappy finger foods for the first hour to have out there's something careful techniques and cheese

So, whatever we get has to either only have vegan or only cheese. We can't, they prefer us not to have anything divided. That vegan version? They, that is their preference. They absolutely won't do it from the kitchen, but yes, they prefer we not let them.

Yeah.

You got no fun?

It's a Jewish thing. Yeah, because you're on their kitchen, you can't mix, yeah.

That's some really good news. There are no football games at Sunday afternoons.

All right, so from three to five, what food served inside the LC building buffet line or buffet style? I would say we'll need, as far as, Andy will ask us how many tables and when we need person's rounds and rectangular.

I think we did three. I think we have three. So we have one six foot over in the corner for the cake. And then I think we had one for the three and one for the buffet. We want a check-in, so that's four six-foot tables right there with linens, so we want to confirm that we can use their linens. They've got two check-in at two-foot check-in.

Do you think we need that check-in table?

What's the problem? Well, this is where I also would like to utilize the hands, and if we can get volunteers, or if it's us for the time, but We didn't have any actual check-in process, but I feel like it's kind of a mess for us. I feel like if we could sign people, we could make sure, hey, if you're not signed up for the newsletter, scan this and get signed up today. If you're not aware of our city events, like, here's a flyer, take it home. Or, like, if we can have anything that... We got the QR code last time they were signing up. We did, yeah. But we didn't have any... I think it was for a time. Yeah, it was.

If you want to.

So we weren't capturing anybody. So they had women in the building, right? So if anyone was walking straight to the pool, we didn't capture any of that, but it is what it is. But I think if we have some kind of interaction where we're able to agree.

You are good on outside time. You can put them everywhere. Yeah.

But people, if they don't realize a lot of they shouldn't be, they're not good. uh no one's coming there like can't wait to go sign with the volunteer well we can have a little blotter event we'll get a quick pin if we do a qr or maybe we get started like we're gonna raffle we're gonna do a raffle we have some sponsored raffle basket like we did the pc for the game like we did some raffle items for the games um So those are some ideas about how we can really capture and make sure we're interacting with as many people and really getting, like, educating them on why. Because we need more volunteers. We need more people to get engaged in these events. I feel like we're missing that opportunity because we're doing so many other things. So I think if we can have a dedicated person or team, if you will, to really make that happen. like really be friendly and social be like hey are you signed up for this like really kind of as much as we can yeah we'll see what kind of volunteers we have um so i would say probably four and five six foot tables that we'll want and then confirm that we can use their linen which danny has been worried about and then um same thing with the rounds i think we did eight rounds last year yeah i think so too

I bet he has a lungs record somewhere, I think. No.

No, no, no. Do we want that? We bought pineapples.

We got those in email.

Yeah. Yeah, maybe so.

it's probably okay so we had six to eight rounds black or blue linens and we had four six we asked for four six or eight foot tables depending on what they had available um we did burgers plus 20 veggie burgers we did slaw and salad and that was their choice so they brought out all condiments bad chips ice cream cups water and tea and then they also if you can convert that we can use their drink fridge again yeah Because we were able to stop that in the ELC building. And then also we confirmed and it'll confirm that we can do igloo water station outside. An igloo water station with a water refill station is a big igloo that CYJ has to provide water outside. Yeah, they had some ice cream. Yeah, they did cookies and ice cream cups.

Yeah, they had some ice cream in their freezer.

That's what we're talking about. Should we do a cake? Because it is a National Not Out Volunteer Appreciation. We'll just do a big cake. This is when we appreciate you or something.

Who's going to cut the cake?

You are.

We do.

In your Lady Liberty outfit. Yeah. You know what we could do is put the face of a previous mayor on it.

do a couple of different things yeah just so it's not so if you want to who are you who else is going on that tour so they're what time is it three I don't know if I came around.

Oh, sorry.

July 22nd at 3 p.m. I think it's 3 p.m.

I mean, I can as long as it opens here and I can, I mean, that's my only reason. I have to go to the office. Yeah. Yeah.

Yeah. I will be out of town already, so.

You're going to be. I'm not. I'm not.

Sippin' babies on the beach, which I hope to be. Actually, no. I have to get to the beach until the 24th. I'll be on the road.

I'm going to have a question. Can I call or text you?

You can actually text me. I don't think anyone else is needed. They are not as familiar as maybe you would be if you could go. I would then.

We could get right. Well, that's time to set up. We'll get right. It's going to be great.

Well, look at it.

I have a video. I had it written down on my phone. Yeah, let me know.

CYJ verified 722 at 3 p.m.

I hate being alone.

Although, I'm used to it. You said any time after 2 works, so Taffy chimed in and said, let's go at 3. Okay, great. then i'll confirm and then it will then meet at cyj yeah yeah yeah and just to get away the lane again but i think we've kind of come to the conclusion that we'll have the van inside and then do the pa outside so they were just up center against the wall you remember yeah i would have to look and see i mean they've had some

and the buildings and everything, so. Yeah. Yeah. What they've done.

They've added cabins and, like, an arc so during stuff, but I don't think none of that stuff's going to affect us.

I don't think it's going to affect the parking. Well, I don't think it's going to. It will definitely affect parking.

Is that right?

No, but they haven't been allowing parking on the field. They probably will have to for this event. I don't know, but they made, the last time we were there, they made parking. parking some other parking that was pretty far away that they offer um we need to communicate shuttle services for those with uh mobility limitations were they like in the soccer field parking instead on the other side remember the field yeah there's new parking house if like yeah so that's what i asked about yeah yeah just confirm and maybe they've been narrowed a bit uh option for mobility like for golf

Well, we can always, too, see if we can get the meal up there.

Yeah. And they've got a lot of golf carts. Not for anybody.

Okay. And Jeff has one.

Yeah.

I believe on people back and forth.

Okay. So. All right. So let's see. So foods are three to five. We need to confirm a ban. So.

Hey, it's the post counter that we paid. Can she be at this event or no, since I could be swimming? No, that's what we decided.

I mean, I don't want... Yeah, she could take her glitter tattoos, but I think we could save her for... Yeah, I don't think... Spectacular.

Yeah. Yeah. I don't think we can go in the tour. Yeah, in case maybe it's not on the...

But we... So far, we're spectacular. Or if we do music...

Does anybody have any thoughts on music?

i can connect with jeff or uh i like that man they had last time with outside but they were great yeah so they can come back they were that's fine and the songs were all yeah a lot of people heard them because yeah well they were like you know when we walked up they were probably rolling i'm sure but they're usually about eight to ten people sitting at the picnic tables yeah but they still their music set the atmosphere it wasn't just sit and listen yeah yeah does jeff is that him coming down with jeff last time well unless anybody else feels more connected to the music scene i mean but i would think

Maybe tap jack and say, hey, don't put the dollars out.

There's the Strata Crackers, there's Whole Country Monies, there's the Texas Islanders. Those are all local, well-loved bands that draw crowds and aren't super expensive. That's the other thing. I mean, I can recommend a lot of bands, but we're talking thousands of dollars.

Strata Crackers, it was one of the places I'm using that band

do you want to take music sure okay leslie you are a music community chair

So forgive me for asking this because it's kind of embarrassing, but what was the weight again? Are we just having two to six? Two to six.

Okay.

And food, three to six? No, three to five. Food, three to five. Okay.

Because I just need three to five, depending on their budget. They start at 3, 3 to 5, 3 to 5.30. Yeah, yeah. 3 to 5. Yeah, 5 to 6, 3 to 6. Kind of wrapping it up.

Yeah. You'll just email me some.

I'll email you this timeline.

Yeah, and then I'll send it to Ted.

Okay. Ted, Ted.

Ted, Ted. We're good. Bye.

Bye, guys. And I'll save the date just to get him out there. And then we can have snow phones. Typically what we do with her is we tell her our maps. budget yes and she goes until she's like she'll let us know hey we got there quick or pay yeah so what is the budget for music if they ask isn't it um okay

I think that's the next thing.

Well, we have this combined budget. We have this combined budget. We have this combined budget. We have this combined budget. We have this combined budget. We have this combined budget.

We have this combined budget.

So, but that includes anything that we want it to at that first hour. So when we think about who we have as band options, we can kind of reach out and get some quotes. So it's like, hey, we're over two hours. So what does that run? And that way to pull that from that number. And then that'll tell us what we have left to use for other things. And then.

Okay. Okay.

And I'll handle the organizing and what we'll, we'll, um, utilize a different budget. So don't stress about it, but for what they recognize them with.

Okay. Oh, you will. Okay. Cause we don't have $300 for that.

I would just put it to cake or put it to the food.

It's like, and I would like to get, can you go to our general budget? I would like to get officer Morgan, like a gift card, like a restaurant or something. I mean, he's given his family.

But we can do that from the study. Yeah. So can we just confirm that you guys will take on the appreciation aspect and all that entails? Wow. Do you need us to, I mean, we will do any kind of, like we're going to do the signage or like the walk, volunteer spotlight, things like that. Can you just give us a list or what do you want that to be?

I can commit to handling any kind of commemorative item we give out and who we're going to give it to. I don't feel comfortable trying to commit to producing a walk of volunteers. So you can have a seat and we'll do that. Okay. We don't have a comprehensive list of names, which is why I was saying I was uncomfortable because I feel like I will end up offending somebody.

That's what I was trying to do. Well, I say we blast out again.

Please sign up. and then we blast that a couple times between now and then and then you open on our list of all those years I mean, if we've sent out a couple things saying, hey, please sign up if you've ever volunteered, let us know. I mean, I wouldn't know what else to do besides that because we will not remember ever.

And then we have to ask for a photo because it's the wrong photo. I'm serious. No, that's the kind of stuff we get up here. Never mind. So that's my last comment was the other thing I commit to is having... pictures of the previous mayors, their specific committee that are deceased.

That's something we could possibly do. We happen to be scamping for the whole thing.

So we don't do the spotlight for the virus? I just can't. Can we do that and it's not on y'all? This is what CRC is?

I'm just cautioning that this kind of stuff can be made political really, really fast. And I don't want to touch it personally, just because everything I touch.

So can I say, if we're going to move to a board, is it something we want to agree on or move past? Like, if we're going to do this annual local party and potentially take a moment to recognize volunteers during this annually, can we just do...

or i think like i feel like he wants to speak like you said if they want to come up and say for this many years you know but don't listen to anyone's names and don't put the picture of that yeah yeah we have not yeah trees and parks for two weeks, and then I quit, but here I am, and y'all forgot me. You know, that's the concept.

Yeah, but we weren't going to fit everybody, were we?

We can't not fit everybody.

Well, no, no, I thought we were doing mates. Ask the mate. Ask the mate.

I... Go, Cheryl, go. This is hard. We...

It's a brilliant idea. We have struggled to get engagement on it. We have struggled to get, like, one of our most prevalent volunteers didn't even respond to an email. He goes, yeah, I'm sorry. I just really don't want anything like that. Okay, and so there is just, it just has not gathered the steam we hoped it would be. It's a great idea with the best of intentions. I don't know how to make it happen in a way that doesn't make someone feel left out.

So can we just do a general, like, maybe we, I mean, it's kind of a bummer. What if we don't recognize anybody that likes it? I don't know. And I think of like a couple of people.

I'm like, oh, what if we put up a sheet of butcher paper, but made it look cute. Like we could even frame it and I can do this and take it out. But I was like, if you want. And we had and it was like painted where it said, if you've ever volunteered for the city of Woodcreek. put your name on this paper and so and you can and say you can put someone else's name too so it should sit interactive and we have provided good markers and people go on and sign your name to it we can say please print and i can go over there and read them all or we don't do that and thank you for your volunteer service and sure you said you want to recognize somebody if they show up you see and you recognize yeah okay that's it

don't have to don't don't put any pressure or any errors on anyone to show up because i think i could think about someone showing up they're not going to show up just leave it yeah volunteers they're going to show up he's saying oh for example i'm saying a little helpless you do the work and just a couple things you know

that's what jeff did at the 40th people have shirts on not everybody had them you know it was like an opportunity to buy a shirt that year but he just basically said if you volunteer for the city of wood creek stand up yeah and he said if you see people in these shirts anywhere you know if they're on this room you know thank them for their service or whatever i'm not saying we do shirts but i'd be more than happy to say if you've ever volunteered please stand up there's many who aren't in the room you know the city is built on your your efforts blah blah blah i i do have a list of people i plan to recognize already So that's set. Yeah, I'm done.

Well, could we, so, or no, sorry. That's all right.

No, no.

I was just saying that the people that are there, maybe we could take a group photo.

Yeah, if we did that on the 40s, we can. I don't know what we'd do with it. I'm not even saying that. We could all take them together.

Then they're side by side and we take a picture. And you kind of think that's something in itself.

We have extra money for entertainment, the photographer, or a photographer.

Yeah, you could use the part of the $300 for entertainment.

Charles is then the photographer. Yeah, we have photos from prior events. and we have them saved and we can use them as we want. So I don't even know how much Jay wants to use them, but more. We don't have one for the volunteer though. Just thought of that.

You can come out for that.

Okay.

Yeah, and even if there's two people there that are friends and they're volunteers, you don't have to do a party. So get those two people together.

So you can reach out to Charles.

Yeah, so he'll confirm his availability. Is it the same rate or cash? And it doesn't have to be for the entire event, but all right.

3.30 to 4.00 to 5.00. Okay. And Thomas is doing a volunteer appreciation.

So we're not doing anything on volunteer appreciation if we're not making the picture. I want to share all of that for your brain. Yes. I don't think you like that, but as it could be, we want to do anything.

I'm on board with whatever that equals.

Yeah.

Well, that's what I'm saying.

It's not about the volunteers too, so. They're brave for ideas.

They're really overseeing the volunteer part. Because it is a lot on our backs to be like, who are the volunteers? And we only know certain ones. We're not involved in P&Z. Like, I don't know who's all on that board. Like...

I do have the list in my mind of the last four, five years, so that I can do, but that wasn't, that's what I was concerned about is, I don't know, people who volunteered past five years ago.

Also, like, if we're doing this as an annual thing, like, I just, like, why are we going back ten, five, ten years? Like, I don't think the goal was to do that first time.

It was just because it was the first one. Yeah, okay.

I mean, this first one is just a general, and maybe we can, if For next year, we move into more of like, let them nominate your volunteers. If you have a volunteer up here, you'd like to nominate, like, send their name in. And maybe they'll get one day, and then they went down.

So maybe the QR code is not so much about having to sign up to volunteer. We need a survey. we didn't ask them hey what do you think about having volunteer appreciation what about having something again every year or something like that to get them engaged and then that would work to be able to to participate in the survey we need to get your phone number and your email address like if you have like if the only last thing you're all suggesting that's

is if we have like a station when they're checking in say hey we're going to be recognizing some outstanding volunteers if you have someone you'd like to nominate put their name for this hat for who are we standing at the station we don't have we only already established that we want someone to have a presence at a check-in station we don't have that many people to volunteer well we haven't put a call out yet either i hate to go back but what time do you watch our screen today i think those two areas when neb starts okay he needs to get there at two yeah say till two to four three thirty ish yeah two to four i was going to do this okay sorry didn't need to go back okay um and then okay so leslie's gonna work on band let us know about that um carol do you like to take it over i don't tell me what my options are um do you want to think about what we want to come on for centerpieces for let's say eight round tables well indeed we got into that by the background last year we like you know well like

My grandkids were there.

And so, you know, so. Like a photo?

A photo that you're going to want. Did we put that up? We did, yeah. Oh, yeah. So I think that was a good idea.

can we have that idea so we did a couple so we did that like on through the entrance at the check-in table outside we had one that was like right in this it was not a good spot it wasn't it was right about the beginning yeah it was good it was good

Do you want to be in charge of games and prizes again?

Just the planning of it, and then we'll get volunteers to actually help run them. So, last year we did the hula hoop contest, which I think was a bust, and we don't do that. Yeah. I think the limbo and the water balloon toss were really fun.

Oh, yeah. I brought that limbo in. Yeah. And the water balloon toss. So, just get water balloons. So, I think we can order some reusable water balloons and just keep them. Have you had those?

Yeah. I'm going to like them.

Well, I love them.

Do you love it? Yeah, it's lovely. Yeah.

Okay. Maybe I had a bad day. Brilliant. Okay.

Well, you just fill a bucket and then you just throw them in there and you just like, well, like fill themselves.

It's just less of a surprise. Well, we don't have any for last year. So how many of those do you send to most of the ones? I think if we bought 12.

to 24, Pat. If you find some on Amazon, and then we'll make one big Amazon list for Taffy. Okay. You will do that. And then we did prizes. And we had a couple that we returned. And they might be in the box, actually. I returned on my own particular list. to PS2. To what? To PS. Oh, yeah. Okay, so Carol's going to be in charge of games and prizes. So if you will make sure we have an adult and a kid prize for both of those. I'd love to see a ton of people in that grassy field doing things. It was kind of a toll. It was best here. Yeah, yeah. When I was thinking last night, I was like, that'd be really cool. No, maybe summer camps also.

Right in that same little area. But I don't know what the construction looks like today.

We'll see next week or two weeks. One of the things we need to communicate better for Danny is no food in the whole area. That was not well respected last year. And it was something we got some... I think that he's never frustrated because he's the sweetest man alive, but it's just sort of like, come on. Yeah. Yeah.

So we need to have a sign. Yeah. Can we do more signage? Yeah.

Yeah. People walk around.

That's fine. If he doesn't have a problem with that, it's the food. Parents, please.

Yeah, so we'll make a big... Maybe we'll get one that we can reuse, too, because it says the same thing over here. Any time we're there for the pool. Okay.

And then... What was the name of that van we used last time?

The Texas... Islanders. Or Texas Islander van. It was something like that. Okay. And I haven't contacted them, too, I think.

They gave us, like, a real cheap rate of, like, $200 to $50 or something. For what? For what?

Oh, yeah, yeah, yeah. Yeah. Okay. Okay.

And then we do have, so I know Deb mentioned that she'll do whatever the item is or whatever that looks like. And I don't know if I need to really stick into what we have in our itemized list here, but we do have a budget line for anything that we might want to get that's like branded swag, like whether it's stuff that sits on the table um maybe it's just koozie something simple that just sort of like city of blue creek like basic just something that people can have that's just kind of like passed out or picked up off the table when they yeah so i mean that's something that's not a pin something that i love koozies

We are about to place an order. We keep putting that off. We need to do it. What did we decide? Chip clips and hand sanitizer?

Chip clips and hand sanitizer.

I feel like there was a third thing. So we will have some swag. We need it at all these events all the time and we were kind of bored with like so many things. so we selected um the chip coach i use it all the time so i don't know that's great yeah it's a good magnet to stick on this age yeah it's like a bottle opener um we still have some coolers left i will say that's probably the most used item i've seen out and from around but they are very bulky so they're kind of a little difficult for us to store but a smaller let's bring those we have some still we can get rid of Yeah, 50 maybe. I don't know. We still have some cups from the 40th, which it's like, I know it's not the right time, but we might as well just have it. And then I don't think there's any other fans left. I don't think there's any other koozies left. All I've seen are the coolers.

Well, I'll bring the coolers.

Personal fans, what do you think?

do we want fans or i mean we'll say well you know fancy cheeks sun visor or something that kind of goes with the summery yeah that's true i mean i don't know i've never priced like something i did look at if you can get custom like cheap uh sunglasses let's say so they look pretty on them oh really it's kind of cute yeah they're probably a dollar two dollars a piece though so uh they will say don't remember about him you're doing anything again

Except for the things that people have to take.

We've struggled to get people to take them.

I guess it was ordered, what was it, $200 or $300? Should I have thought of this order? All that stuff. It was like, we're going to have this many people. It's going to be out of the bank.

What about the hand fans? And just not point the line up and just sitting with Craig and our QR code to sign up for

thanks that's really reasonably priced too how much are they they went up this year um well there's about three hundred dollars for all those and how many no it's like 200 yeah 250 to 300. all right all right we're not no one wants disease What'd you say?

It's like something easy. Do we want to just do paper hand bands or something that's a little more long? Like, I don't know who it was that was giving them out. I think it was the First Baptist Church, actually. They were like that nice collapsible plastic thing. It was like, gosh, those are like $3.00. Are they? I don't know how many they ordered, but they were...

You know what's a really big hit every time I've used them is the Balsa Airplanes. The Balsam Airplanes. They come in a little pack and you put them together. And they don't last forever, but you can love them. I've used them twice now for branding and advertising and they were huge hits both times.

an option since it's a kid oriented event too and also you could think about that for fourth of july depends on handout um but okay um so if there are any facilities you can come a little bit a little bit okay we can find kind of get back with okay this is if we were 500 this is what they are the thing i saw played with in the field

On the 40th, one of those large airplanes, I threw out Hulu. And yeah, they're like these, they're like foam airplanes, this big. I got it on Amazon. I think they're like 40 bucks. In fact, somebody put it in your chain. Yeah, they were. They were well played with out in that field if you're wanting to see people out there. We tried that. Because there's so many other floats in the pool. Oh, yeah, you could give those away.

I'm just trying to think of something. Yeah, yeah. I'll do some digging and send you some things. Okay. Okay. All right.

What else do we need? Oh, I will also reach out to Allison from Snow Crows.

Yeah, that would be a good one.

And then, what are our thoughts on having any extra experience or activations that we've powered? That's what I'd imagine. Like, the sketch artist or whatever they look like anything that is available just while we're celebrating volunteers or we just i think we need to see if not we can afford it i said skip august it's the simpler the less the better yeah no they're gonna have fun too you know like they're doing it now like on their own that's not something we're gonna have other than a check-in level i'm gonna say the fine you know people they

i think they just do it on commission okay they're just there and they just get paid i think do you know how to use them i would prefer nothing be hard to do there so we need the paper on the last thing you know i don't i mean the city can't afford it yeah you know what i mean i hope president still can't force me to do that yeah

It'd be fun if someone could make the balloon with nails.

I did do research online for spectacular action. Okay. I'm going to just, I'm going to reach out and just get a quote and see what it costs.

I'm going to do some research on that and then I'll share what I find. And then I will also research

Unless you want to switch. You do the porn, I do games, or I'll do the porn, like finding stuff. So I did all the memes last time, all the things they were talking about. Switched. Maybe I'll do a beach ball arch.

Those are so hard to do. I know it looked cute on the fence where we had Splish Flash.

That was cute. Okay, so I'll look into that kind of stuff. I'll share it with you. Okay, anything else we can think of? We're going to have to do a flyer to market.

You're on mute. And you're going to want to take the time out of your draw screen. And I'm going to have to find out.

And now you get the phone number for me from Texas Island. Okay.

Yeah, that's kind of my niche now.

She's not going to want me to do that. She's got a good helper that helps her too.

I have a great helper. Okay. And then Leslie said you'll be on the tour with that. Can I include you also in charge of food? Just overseeing the food? Yeah, sure. Okay. So you're Dan the food. My still comes, but I'll just ping Allison. Okay. Carol being sanitary decor, Deb volunteer. position, tacky, tiger, slide count, what was the other thing you said you meant to do? Uh, re-tacking tech for, say, the dead fire.

So is that now going to go to H-E-B to get the snacks, too?

Um, we could do a curbside order. We can send what we want to tacky and do curbside, and, um... Did Abby cook his last year? No, CYD did. Yeah. you make cookies decorating for something else okay anything else for national for cyj everybody forget about that yep all right so we will any worst wow that was a big one yeah uh okay in our workshop about 12 46 and then Unless anybody else wants to make a motion. I'll make a motion to request Taffy to reach out to a photographer to check availability and rates, as well as getting a swag count, as well as reaching out to Ted in regards to getting marketing flyers out. Asking Mayor to um overseeing our volunteer appreciation portion of the event um and then we will send a list of purchase that need uh our shopping wish list to taffy to get purchased okay so i motion that we are second a second

I would recommend a motion to set your time so it's official for the event.

I also will make a motion to confirm that our event is going to be on August 23rd from 2 p.m. to 6 p.m. Second? Second.

All in favor? Aye. Awesome.

Okay. All right. So now number four is Workshop on Spooktacular 2026. Let's enter this workshop at 1248. and then this is obviously um all pending based on our budget of google which is still in the works with council but um the proposed budget to get us to that um request of having an annual budget of $10,000, we propose that we have about $3,000 of those dollars for Spooktacular, which it's our biggest event of the year. And I think based on our meeting last month, we were all on board on keeping it with the kind of farmable feel and really just kind of growing that vibe, if you will. So that event, just to confirm, is on Friday, October 30th from 5 to 7 p.m. And then I did do some research on, I think I was tasked last month to research inflatables, kind of entertainment things. So I have a list of things, but of course it will all be determined on our budget but i did find um i think having the toddler carnival bounce house was a hit for the littles so i would propose we keep that inflatable um and then the majority of our budget will go towards that, right, will go towards our entertainment, if you will, as far as any kind of playables or games. So, the toddler carnival bounce house is only $200. The thing about all of these things is there's electricity out there, so it is $200 for a generator, and most of the generators will hold two inflatables, or power two inflatables, and then the city does have an generator as well so last year we had three inflatables we have the city generator and then we run it and then we run it yeah i took the power too um so i did we did do it last year For 245, we can do the high striker game, which is like that hammer game where you're like, okay, that's a good one.

It's a good corner hole.

It's a corner game. And they have two. They have an adult, so it's like a tall one. And then they have a small one for like a mini for kids. So it's 245 for the big one and 179 for the little one. The other thing I noted was the balloon artist, but it was requested quote didn't get me another. So I can reach out and see what her topic could reach out and see, get a quote for these things, and we can kind of eliminate what we can't, what we don't want to keep. Yeah, you just have to send me the contact information. And then the other thing This was really popular at field day for the kids at school, at elementary school, was the basketball shoot game.

Yeah.

It's like a big inflatable, and they have two lanes, and then they're just shooting basketballs. Yeah, or skateball, but basketball's good. And then the other one, we didn't do it last year, and I was like, that would actually have been really fun. What's that? It was the whack-a-mole.

Yeah, absolutely.

So it's basically like a giant whack-a-mole. Yes. So what I would say is if we wanted to have a happy week out and then there were some of them being like the 70 foot obstacle course. So we had two big ones and then we had the kid one in the middle. I remember last year. So I've got some prices for those two.

um can i make one suggestion yeah so the stuff like where leslie did her thing and deborah did her thing in the face here we're doing the lines were all like this and people were almost getting mad because people were getting in front of them because they thought they were in line for something else yeah so we're we discussed last time that we were going to actually run the perimeter around of things and then

Of course, we're open to feedback. The other thing we discussed is not having a trailer. Because the trailer did not, it was basically a... There was no reason. Nobody got up there, the kids, it was too wonky to get on and off. So what I proposed is what we did the first... Our second year was spectacular where the kids just did a lap around the judges. It was more of like a ring, like they created a circle and that kind of, we can get hay bales to kind of create that round circle, if you will, in the center of the space. And then have the judges in the middle and then the kids enter and go around and then exit. And we do the same thing as far as the groups that we had last year. um but it's not a stage and that way people can just gather around the big circle because you couldn't see you couldn't see anything yeah and the judges i mean we were sitting like two feet in front of them and nobody could see anything um so we did talk about that for the layout already too um and because you couldn't hear anything like i understand on one side of this space um We also talked about having vendors. So I know for this event, instead of having everything provided by us, like see if we can partner with some people, whether maybe see if we can find a new sponsors or anything, or just ask people to come. So I can beat came last year and sold page 30 entries for cookies. Um, I'm not sure any contact or what their word was with the golf course. I don't think we ever sent any of that.

So I will remind him again, because we don't want them to bring the cart.

We'd like them to be acting on-site, because otherwise it's a loss for them, and then nobody has food or drinks at the space.

Or if we bring a drink in. Yes, I've reminded him twice. I will remind him again after he gets back.

Okay. Also, we're going to do the pet costume bonus. Yes. And Leslie is offered to take that? Yeah. She's going to have to.

I have to be lost in costume. It's my dog.

We put him somewhere down last week. Our big dog. At Apollo. But Apollo's so great. They really are. So they owe me.

They owe you? A dog?

No, two. A dog? Okay, so. I'll hit up that.

I think a grooming certificate would be a good advice. Right. Okay.

There's also that muggle tech groomer. Yeah.

Now this we are going to need help with to get the rest of all that there needs to be adults in it.

So I sent out an email to anybody that responded to the form that said they would like to know about opportunities to volunteer. So last year I created a group email essentially that I can send out to people. And that's how we got all the volunteers from Sputak last year.

What about like pumpkins? I think it was either too many or too few last year.

We ran out of pumpkins. The little ones.

How about decoration?

I think we said that we weren't going to do that.

There was no pumpkins. There was no pumpkins.

And I felt like it was, I think we all agreed that it was like more than we needed. Like it was just for decoration. Yeah. And we had to figure out what to do with them at the end. Yeah. So too many. I think if we got more hay bales to have more seating and really kind of create that center space and then have some, like be able to set up areas where like the pumpkin toss is like in a hay bale nook or something.

Yeah. I guess.

Yeah. Instead of buying $200 of pumpkins that were like, what are we going to do with these now? Right.

um um okay so so leslie's going to um carol do you want to get an early jump start on prizes

remember last year when we did the skeleton but they were kind of a bus oh yeah that was um do you want to grab something fun for trophies for prizes for the costume contest and you can include so do we want to just give a trophy do we want to try to get anything to go with it because I know you said maybe some all-in-one sponsor or something we're willing to do but um yeah yeah yeah I think I think something with it even if it's like the ten dollar department yeah monster treats right but we need to go contest too that's the next question the last couple years the cost the golf park competition has just either we're not giving enough notice for people or they're just not into it um we just it's not something that i feel like yeah it's panned out okay but if

You didn't ask my opinion, but honestly, all of the costume contest stuff has sort of been a flop every time. Meaning, no one can really hear it. It's hard to get the kids to come over for it because they're already all playing. It just hasn't, like, getting name tags on everybody. It's very time consuming. And so, if there was any part of the event that you caught, that would be the one that I feel like is not as like it's I don't know you know what I mean like it's just like in the new setups to make them different that yeah so the first time they did it that way we got a load of complaints because people couldn't see anything so that's how the trailer got brought outside and then then there was some plates about how like the coming up and then the time of getting on and off the trip so it's like No one's happy ever. I know. So, but I'm just saying, if there was anything that y'all could, like, reduce your effort, reduce the amount of work you have on site, reduce... That is the one thing that has been less well-received. The activities where people are engaged in doing something and the carnival stuff has had zero complaints. People love it. I would divert energy to that above anything else. and if you wanted to do for a costume contest like what if somebody just roamed around and handed out medals for great costumes and it wasn't like this crazily organized kind of consuming thing and then you could just you know more like like the silly little trophies from Target or whatever I have one judge just go around and just say mystery judge will be uh handing out um prizes for best costume yeah great costume here's the mystery judge yeah and we could you know people get costumes ages there's different costumes on it and a natural costume that's just a mystery judge yeah i mean i'm just i'm not trying to be unsupportive it's just like one of the areas i feel like just taking a lot of energy and management yeah and the reward hasn't always paid off. I know y'all won one year and the Mowers won one year and that was really cute because it was fun getting a picture of this like really great setup.

But I feel, I mean, I think just sitting in the judge seat last year and like watching all the kids, like they all do look very excited and like they're like, I got to see them last year.

I know.

um or maybe not that's something that everything was just so tight so like it was very hard to hear or see anything so we were hoping that by moving it to the center of the event versus onto one side that would open it up and then Well, maybe creating some seeding, if you will.

Maybe a zero to five, five to ten, and ten and up. Three categories. Yeah. So we're not one to three, three to five, and six to eight. You know what I'm saying? There's only that four instead of... Yeah, that one is not so much.

I don't know how to bring this. I'm not sure. I think small categories.

So last year we had a bunch of categories. We had like up to five, six to ten, and then 14 and then 14 plus. But then we also had a group.

Yeah, family.

Six or seven total. Simplify those and that way it'll go faster and it'll be done and that's And it could be just like, if you're under 18, grab the second line. And it's not a number, or you're not your name, it's your number. And everybody's got a number. And they're unnumbered. 17. Not 17.

That's even better. Yeah. You can go if you want to be in the contest, but you don't make it. Yeah. It's like adults, kids, pets. Yeah. And they need first, second, and third. And that's... We promise we can finish. All right. All right. I like that.

One of the things I like about that book is that it has just kids and adults for second and third grade.

I don't think we have any adults. I don't think we have any adults.

Yeah, I don't even think I know. I don't think we do group. So kids, group, pets.

No, no, please.

Kids, group, pets. Kids and pets.

There were adults and old people that were dressed up and participated. With their kid. So that's a group.

Group or family. Let's do a group or family. Kids, group or family. Let's do kids first, second, third. I'm just saying let's do it here now. We'll do one winner for a group and family and one for pets.

Yep. Sound good?

Yep. And you're going to ask about it. It'll be part of something. with the pets, right? Because I'm doing prizes, but not for the pets.

Yeah, so you'll need three prizes.

First, second, third, and then first place for family, and then Leslie will get pets. I'll get pets. Okay.

Okay. Oh no, I'm sorry.

There it is. So, before you leave, let's just think about really quick on...

where we're at for spectacular so i will make a motion that we post in our workshop oh yeah so so our workshop at 104 yeah and then i will make a motion that we uh request that taffy receive We mentioned that Taffy reaches out and gets quotes for the playables and entertainment. Games. In games. Yeah. Books the port-a-potty. We were going to do one port-a-potty. There's no way you can release it. I didn't release it.

You didn't. Port-a-potty to get from.

Okay. That's all I need to put along.

Mm-hmm. I would say close that motion, and then I think we need another one, because that's the lottery.

And all in favor, show of hands. I'm here. Okay. And then we don't have a, I don't know if we've shared our full update, but Max, it is not available for September, so this leaves Music in the Parks either we're waiting to get a budget, and if it's approved, we can have a fall two-night series at all. yeah yeah um and so to understand no reschedule of just anyone anymore correct and then because we can't pay anybody else since i have no idea where that stands but we are paid max i know i just i don't know if he's expecting to get paid so okay so you you could cancel that i don't know whatever you want what's it what's the question if we want to try to what move forward having the three-night series in the fall for music in the park?

I think it's too much. Look at, I mean, I want to make sure we have a CYJ event. That's like three events in one day.

Let's make sure that's really good. They have a budget. I know right now it says fall series, but could we have a line item for music in the parks?

you can't wait to say fall or spring you can say spring yeah I I just like like I said in the last meeting y'all sat here last fall and we're like that was too much yeah you know I canceled and so I guess spring got us nervous I know and so the hurricane season hits in Texas twice once in the spring and once in the fall there's a good chance this fall we will be canceling these events again. So it's just a group of everyone.

Okay. Leslie's going to have to leave, so we will not move on to finish.

Okay. I'm sorry. No, you're okay.

I was thinking a lot about it.

Yeah. Yeah, that's good.

All right.

Okay. Bye. Bye. So we adjourned.

All right. 107. Okay.

We are important. Yes. Bye, Leslie. Bye. Bye. So you have the updated. Yeah. It's the packet online.