Community Relations Committee - Regular Meeting

I'm gonna go ahead and call the order 1102 all our do You want to get it probably anymore? Sure. Did we already start?

Did we already start? Yeah, you're recording. You know what I'm saying? Yes. Okay. Alex Blakemore.

I am Cheryl. Okay, we have our quum, ladies. Thank you.

But I already miss some sunshine and I'll be um all right. So we do not have any public comments. Um if the first thing on the docket is to approve the minutes um from our last meeting. So they are online and then I have a print one print out copy and I read them when she sent them when she so accept those minutes you read it

as I read them all I was like, I mean, that's it's a lot of stuff. Is that what you mean? Yes. And then I was like, I don't I don't remember. Like I I did go back and I kind of watched some of our meetings because actually I think there's too many things on that. I feel you always have a lot of things on your brain. That's a good thing. Everything. Um well let's move in to Oh sorry did y'all vote? I know they did the motion and somebody seconded but

show hands to all in favor approve the minutes. All right and then we will go to reports from the mayor. Nothing really to report. Okay cool that I can remember. Anything you're waiting on for me? Uh, I don't think so. No. On the agenda, is there um their final budget stuff on the agenda next time? Their their budget for Spooktacular is on the agenda for Wednesday. You don't have any changes on that.

There's Okay, all right. So we will go into number one. Um recap of all day at CYJ next year planning ideas. Um yippee. It was a good day, right?

Yes. That was a fun fun party. Um I So I have a spreadsheet that I'm just like one it's where our budget is. It's where I'm inputting everything. and then it will be a good template if you will for next year for all of these events that are just annual reoccurring. Um, so what I started to do is not what was good, what was bad, what could have what was I think the feedback was good. I think people really enjoyed it. I think that there was a good turnout.

The everything looked beautiful. The tables and everything was gray. Did um Did y'all see the photos from Charles? No. Uhuh. I didn't get any. You didn't get No, I seen them. They were I did post them online. Did we Were they in the newsletter? They're in the newsletter, too. Oh, I didn't look. There's a link in the newsletter, but I didn't click a link. Yeah, there's a link in the newsletter. Okay. No. Excuse me. I'm glad I'm thorough. Thank you for saying that. That you said it was easy to miss.

Yeah, they are such gracious. Oh god. Like that facility and what they have planned to build out where it was all pencel. Should be ready for next uh next year. Yeah. Yeah, they're getting bigger. That means more decorations.

Oh, never mind. I don't know if we ran out of water, but in the refrigerated thing. Oh, we didn't have any water. Well, we ran out of whatever you had in there. All the drinks. Yes. But I mean, it's just kind of like I think that's a good thing. Yeah, it's kind of like that was awesome. All there is. Yeah. Good. Good. I might add it to our I'm always curious about our test counts. Like I wonder how many people were there. Um I almost want to get one of those little counters like maybe ask how many burgers they

so many left over. There are so many burgers left over. I mean, everybody was taking and it was nice that they brought out some to go buses. They did bring to take some home and um we were trying to get everybody. Yeah, we didn't want them to waste. Yeah. Yeah. However much they made, it was a lot and too much. They typically will provide uh I feel like every time we do something there, there's always extra food. So, I think maybe for ours for next year is to eliminate some of the waste, maybe tear down. Yeah.

Um I did the fear of like we run out. I did notice that the vegan the vegan burgers were gone. By Yeah. I mean, not like at the didn't understand my surprise.

Okay. Do we have one of those little count clippers that just sit here? Not that I've ever seen, but we can press one. Yeah, cuz I think that's a good idea for a lot of stuff actually. I mean sometimes we get this 10 count but with that now as people are coming in and the heads are moving around so much. Uh what do you estimate sir? What do you think? I don't know maybe at least 100 people. It was tough because the pool was was so crowded.

Yeah. And then there people just sort of milling around and people that you know came and left and right. Yeah. Yeah. So, but you know if you figure 100 it's probably pretty good. I think people enjoy the band. Yeah. Okay. That's right. I would say if they're not inside maybe put them full side. Me too. I was going to say too bad you should hear it. and just made a full garden. Yeah. I mean, that's pretty much what it is. And then put it on a playlist like we did and that's where everybody wants to be. Yeah. That band would not work inside.

No. Not in that room. If they have like little rays, little decks, that would be perfect. Um, built-in stage. Yeah. Yeah. You stay on. two to six people out there watching. Yeah, that's a couple people. [Music] Do they have a stage that can be moved that we might borrow for Spectacular? See, I do. I bet you they do. They have They have a They have a couple of risers um that they might lend us if we can get them over there. They're big and heavy.

But I mean, if we could roll we could roll them up on the trailer, we could probably haul them over there in pieces. I mean, they're they're big. Remember remember the band? Yeah. And and Marley Marley the drummer was up on the So, it's a 4 by 8 foot riser that pulls up like that on wheels. Um but yeah, quite heavy. um sturdy, but you could get a, you know, like a 4 by6 stage or a 8 by8 stage out of it pretty much. But that's about it. I think they got two of them. They got two of them that I know of. Two.

Um I'm wondering because we didn't have to do um I wonder where we're getting the balance analysis from. I didn't look at that. I already after council after council approves them next week I'll mail them a check. You gave me all that. I did all that. No, I'm wondering if I didn't look at their website as far as if they would have any staging and the cost of the bounce houses came out way under um I don't know if that was

like a wedding event place like where you rent tables and stuff like that. I would almost bet they would have something like that. Yeah, that's why I'm saying. Let me see. Hey, Mar wants to know what size. I mean, [Music] huge. It was huge last year. I mean, maybe like 20, 30 foot. How long is this room? How long is this room? 20.

Sorry, I was probably like 30. How big is this room? This room. How long is that? 20 foot. So, which about what length of the trailer instead of our one? Uh, I think that I don't know how big the the Cody's was. It was huge. It was great. It was It was like It was probably 20 feet long. Yeah, maybe 16, but it was It was [Music] for me talking on the microphone.

Are we all afraid of We are about to Sorry. Goodbye. All right. Any other notes for that? Aren't they um Sounds Park? There were no parking signs up because they normally put them out right before the event. Yeah. CJ puts out like the 10 signs that say park here, but you we got an early

Yeah, cuz I had to leave and come back and it was real clear. Uh all right. So we'll we will move on uh to number two. Um discuss and take possible action on the new co-chair and event subcommittee chairs. So this is my attempt to to delegate.

I I 100% um back you on that. I think it's a very very And so as a result, I kind of think Lesie should be co-chair. I don't know if you nominate somebody's present. Well, she's not here. We can check on her when she comes back. I think she would be up for it if um if everyone Yeah, we can we can see. But I mean, I think you mean a co-chair to you like So you don't I'm not here. She was whoever. It's technically a vice chair. Yeah.

Yeah. And you don't have to think of every single thing. Yeah. Good. And there are four subchairs. Yes. So would like to make a motion to nominate Leslie as our co-chair and then we'll tell her. Uh no, I did have a conversation. Okay. I don't know if that's I did cuz obviously I was didn't want to ask her if she did not have the capacity or

any and then I was thinking about not vote again. Oh, sorry. Adrian.

Okay. Um, so I just kind of worked out um just thinking about all the things that we will need um different roles as far as things that will come into play every time we plan an event or any kind of anything. Um, so I just kind of listed out what I should have asked you Princess. Um, email me. I think I I did it too. Sort of. You did? Okay. What? Oh, is this from you? Logistics and entertainment, sponsorship, fundraising, community engagement. Yes.

Hello. And text us if we have some. You want to send that to me and I'll go Yes. I just came across it while I was doing the music thing. No, I love it. Yeah.

I didn't put on here decorations, but I think that's under logistics, huh? No, maybe not. Maybe we need to put decorations, but sometimes we don't need decorations. Yeah, there are times when we,

you know, like coming up for this fire, I just don't think we need decorations. So, I have a list of things and then I obviously will talk to each of you like what do you want to do? with what's your most uh what's of most interest to you. Sorry, Taffy, I'm working slow. Uh so the list that I created it was so um like education and programming um logistics inside. What's education?

Um we might not need that actually. Um but would it be like educating

and sorry more like events and programming not education? So okay overall concepts theme schedules programs flow kind of like time events um logistics so handle site layouts any kind of rentals that we would need load in loadout coordination um vendor placement u and then volunteer coordination every like spectacular I got a list from Ruth Anne who was the parks and uh rep chair made spectacular last year like we're going to need a good handful of volunteers for Spooktacular. So if we all bring one to two people, we should have enough. Um and then finance and budget. So I've been kind of doing all of these things. So tracking all of our receipts, getting that stuff is tappy. Um and then just keeping a spreadsheet updated so that we can reference it. It also will help us when we're planning for next year's budget. Um and it's real time, right? So we see where we are in uh what what of the budget we've used up, right? Um and then decor um as sponsorships and partnerships uh which Leslie also already volunteered to do sponsorships. Um so trying did you get it? No, I think it's trying to send the whole um Let me try this my whole spreadsheet to you. Okay. See if that came through, Ty. And then

I'm going to try to send it as a PDF, too. Now I want to make sure I'm using the terminology you're using. So you said the first one was a coordinator timeline and schedules like programming. So running those programming and print out too. Um and these are not in like so long list of some of these maybe um and after program you have

uh volunteer logistics. She's going to give you a print out and then we can look at it. that basically I put in my thoughts my my brain I was like okay Leslie she's doing sponsorships and partnerships and I was put helping with the budget if I need some budget um is that that's several financing budget is another section it's under um and then I under your name Betty put decor and programming

oh do Okay. Uh, Carol, I put under you volunteer and then also sponsorships and partnerships. And then Alex, I put under you logistics and vendors and entertainment just for this upcoming.

So these are just my this is just our board in general. So every time we have an event rather than starting from scratch like who's doing what, like I know Carol is working or I know Alice is working on vendors. I know or you know what you will bring to the table for that event, right? And it's sometimes like the music in the park, it's going to be way less than spooktacular, right? Um so I just I'm trying to get us organized and delegate things out and I love I want you guys to do things that you want to do, right? I don't want to be like you're doing this and then you're like I

also that way everyone gets better at that skill set. Instead of everyone trading each time, it's like okay, we can really kind of like once, for instance, if I'm doing vendors, then I'll start to really get to know like who we can pull from versus start. Yeah. Is logistics and vendors together. It's logistics and then vendors and entertainment

is a set. Um, and then I have community outreach on all of our all of our um, and then I don't know what would be best as far as um, so you can't have more than two people working on something together, right? As far as in you won't break quorum, right? So, you can only have two of you, like only Alex and I can meet. The three of us wouldn't be able to meet, right? Um, so partnering up with somebody else for each of these things as well, even though you're the lead on it, right? So, like I have sponsorships as Leslie's like first and then um that's your second

as far as priority goes. Steph, but it needs help with Sure. Exactly. Like so when when Leslie starts thinking about sponsorships for for Christmas, for the holiday event, you two would get together and talk about that and she would call you in for support as she's needing it, right? Um and I have all of the things that I do, but I can't obviously do that. And but I want to be so much. I know. You want to know what's going on? Yes. Yeah.

So, your name goes by programming. Um, your name goes by programming, logistics, marketing, and budget.

Oh, look. It's printing them. I do it. Uh, and we can just start this conversation now because Leslie's not here. So, I don't want to put anything in stone as far as like here's everything we're doing and what you're responsible for. But I just wanted to start the conversation and we can, you know, have one awesome meet up. Um, or call, whatever makes sense, and really work out the details of what that means and what that would mean for you. And um, the expectations, right? Um, and some of this will be on here on the printout that Leslie has. So I have like what's the purpose of this and then what are some example tasks u so and then I also have um in addition to this thing because those are things we'll meet every single week um overall like every event sorry every I want everyone to feel like they're participating and being useful, right? So, I know it's kind of a shock to you, Betty. Like, can you do this? And you're like, what? I'm supposed to be doing that?

No, but I'm just Oh, that's okay. I hope you understood. I was like trying to do it. Yes. Yes. No, absolutely. So, but I didn't have the tools yet

on my computer. I should have everybody's name which by the way if everybody would give me their name I know but if you give me your name and your phone number and your email I put you in [Music] that way. So for like for example for secretary it is she already knows like the agendas on your plate right and the meeting minutes. So uh draft and distribute the agendas um email a meeting reminder to everybody um and then ask for input. So when you send out that draft agenda do you have anything you want to add to it because we're all here together. Um and then you want to give up meeting. So, uh, yeah. Any thoughts on on that or Well, I don't know that I'm the best person for that's but I'm I'm a good worker at it. I don't know about coming up with it,

but um Alice's channel. She's Yay. Okay, good. Let's put her name first. Thanks, Alex. I'm a good worker on that, but I'm not a good No, I'm talking here. But I'm talking back. So that way Oh. the whole thing.

Okay. So, if you flip over the first page, you'll see what I'm looking at on my computer and uh like colorcoded bars on the top on the back. Yeah. on the back side of the budget sheet. Boy, we're being organized. I love it. Organization is something I lost. Uh there's just so many like moving pieces when you're doing an event that it's and in my brain I'm like I like to touch everything. I like to see it. I

Is it the same thing that's on this page? Pretty much. Yeah. So you can really just need one. Um, okay. So really if you want to just take it's on the back of the 2425 budget sheet. Um, so we don't have to decide today, but I just wanted to share these, get it out of my brain and get it to you. I really commend you for doing that. You are finally finally capable of doing the whole thing. I know it. I know it. And I really admire the fact that you're passing some of it all.

Thank you. And we will be dutyful at picking it up. Perfect. So, if y'all will just look at these over and then if you want to email me or just what is most interesting you like what do you or like that's what I would love to own. I would love to own that when you're talking about doing any of this. Um I am happy to continue with like logistics and marketing. I do that already. So if what unless you really like that I will pay you out. Yep. So you would need the logistics. Well, let's not decide today, but just I want to put it out there and I'll send this to Leslie too and just

and some of them may even need or they're going to be combined. Right. So these are just my brain dump and then we can finesse it to make it work for us. So just related to all this, you know, like like responsibilities and and and vice chairs and and all. So um we have an election coming up

and after after the election, you know, we do have a new mayor, new council. Um and it also means that the and it also means that that each committee, you know, reforms basically and and kind of reelects, you know, chair or vice chair, whatever. Um, but what we would like to know is, you know, if if if you intend to stay on this committee, if your goal for next year is to keep doing what we're doing since we're planning for it already anyway, um, then then staff just needs to know just an email that just says, "Hey, Carrie, you know, definitely want to stay on. Put my name down." So, you don't have to go through the whole application process and all that. It'll just be it'll just be, you know, just just make it make it real easy. If you're not planning, I mean, if you really don't think you're going to be able to stay on,

then we just need to know so that we can recruit uh somebody else to take your place, but I'm hoping that everybody will stay on and it just sort of continue, you know, it just sort of continues, right? So, if we plan ahead for that, it gets a little weird because, you know, the election is November 4th. We we don't get the we don't get the official approval of the of the results from the county until a few days after that, a week or so after that. By the time the council meets and swears in the new the new council, you know, it could be it could be close to December, right?

Um y'all are already planning, you know, a a holiday event. you know, you're already planning, you know, tree giveaways that are going on all during that time, you know, so so for for it to be like a fruit basket turnover, you know, in November is is insane. Yeah. So, if we know that you want to stay on, we'll just say, "Okay, we'll just keep the committee running. We won't even think about it." Um, we'll just keep keep moving. But but we have to have something in writing that says, "Yes, I want to sign on. Please keep me on." Send an email. here. Okay.

Alex has to Alex has to stay. She just came up. Okay. I didn't mean to I didn't mean to, you know, mix things up, but we're trying to do that without so things could definitely Okay. print it out and stick up with your stuff. Okay. Yeah. Are there in some minutes or did you future on this of this committee? Yes. This one could use a couple more if we could get Yeah. You know, we we using it. We used to have we used to have five plus two alternates. Yeah.

But then the alternates didn't really know the alternate didn't really know what their what their role was or whatever. It was kind of confusing.

Yeah. They're they're supposed to attend and and in theory, you know, if you lose a member, the alternate one of the alternates moves into the regular role, right? um this is a group that could use you know all the help they can get right so whether they are actually members of the committee or just you know friends relatives you know it's like it's okay but I mean if if you want to go to the council and say you know we need more help whether it's alternates or whether it's expanding the committee by a couple you know we would like you to consider doing that and because the council has to do that. Oh, good. Let's do that.

The council the council would have to the council would have to vote to, you know, we'd have to we'd have to come up with a resolution ordinance to to set that set that number and then recruit new members and and go through the whole process, which it takes a while. Yeah. You know, so, but if that's something you want to do, go to the go to the council and say, you know, this is what we'd like to have considered considering. Can they have a CRC helping committee or something? Well, I have a running list of so whoever is the volunteer um coordinator.

Uh like I have a list of like friends, moms, neighbors here in the neighborhood that they're like I can't do I can't convention being on the board, but you can definitely I can volunteer like on one offs or um as needed. So I think if we can grow that list and have people that we can consistently depend not not the same ones over and over have a list to pull from. I think that would be great. Well, I certainly consider myself a member. Deborah considers Chris is always there. Absolutely. If I'm not mayor anymore, I'm a volunteer. I'm just a regular volunteer.

Yeah. still be on the same. I'll be I'll be everywhere. Yeah, it's not going away that easy. Yeah. All right, cool. Well, I don't think you have anything. Well, we already voted for Leslie for co-chair, but sub commmittees if you can all just kind of look it over and come back to me with what you would like to kind of take ownership on and then we can vote or move forward with that. That's impossible.

All right. So, moving on. Number three, we are going to workshop on spectacular. Uh, so let's enter enter workshop. Yeah, you just Yes, we all I was like, she has one. and that's to remind me to

thanks for having my back. So if you

and it's so little too sorry if you [Music] so there is a spectacular um budget sheet if you want to pull that up and then there are some little babys of the inflatables. That one I don't do spreadsheets. I should have brought my stuff. I put it out too. You need to put page numbers on the bottom.

We already have that. Yes. Wait. So, we do have the bounce houses already reserved. Um, so we have the um toddler carnival play land. Um, so this is a big deal, isn't it? Carnival.

Yes. Um, yes. So, we have our exactly. Okay. Um, so these are the three bounce passes that we have. I'm depending on what is the Carol, do you feel pretty good that Mark will be on the secure uh trailer? If you already

Okay. Uh, so the layout, this is a garden of a bounce house. Yes. Oh, nice. And then one of the other real cute there. Yeah. This one, the first one is like a kind of an obstacle course. So, it's a 40 foot obstacle course. Um, and they were really reasonable compared to what was rented last Austin party rental. Austin bounce house.

Yeah. a little bit at my house. You are not watching the link right here. Arizona. Yeah. So, there is the 40 foot obstacle course and then a carnival super juniper.

Okay. That is about 55 ft. So, I'm none. Did none of you go lost your Did you go back? We did. I did. You did. Okay. Yeah. Uh [Music] what do you think, Carol? The price of each one. Uh 350 for the extreme, 3.99 for the carnival, and then $1.99 for the top of the house. Yeah. And then they have one generator that will run them all.

Yes. And we were able to get one generator. um for 200 bucks that will run all three of them or have enough power and then the city will if we needed a backup we have the generator as well. So depending on placement or uh do we need extension cord like I think if we can place when I do the side map like we can place it all in one area that way is all in one extension. Do we need extension cords? We have some long Okay, we possibly will.

Okay, well we just go. Okay, perfect. Um, I have some material I donated. Do you need one? I know we have some. I just don't know how many or how long they are. Okay. Yeah, that's the thing. Yeah, if you want I just have a bunch of stuff in my garage. My husband doesn't use Well, if you want Sean to come look, he can tell you what we need. Yeah, that'd be awesome. Yeah.

No, no, I mean, seriously, I don't know. It's just sitting there. So we Yeah. So we had a budget of two $2,500 for inflatables and we've only used about 1300 of it for all of that. Yeah. Really? Yeah. Yeah. So um the other thing if we I think Russell did just a playlist last year. Um so we will have the PA so we could just do that again unless anybody knows somebody that would want to and Jim ordered that. Yes. Okay. Yeah. Ordered the system.

Oh, fancy. Um, and then I guess we'll still have a playlist. That'll be easy. Oh, okay. Spectacular. Yeah. Um, do we have Michael Jackson? Of course. We'll throw it up. No need to throw it. Um, all right. So, everybody had some homework, if you will, for Spooktacular. Does anybody have any updates or any any um progress update? And I have no idea. If I did, I didn't do

Yeah. So, turn our minutes. Leslie was working on sponsors and gift cards for prizes. Alex and Betty were doing um logistics, but I have written down and hey, I don't know about Betty, but I have written down that I'm helping with the board set up, which I don't really know what I need to do with that. Yeah, I'm the costume for that is the logistics. So figuring out the just organizing the costume contest,

we definitely need name tags because they said that on the radio. The guy who they said that No, he said the name tags were very helpful. Oh, okay. Yeah, because they didn't do them the year before, but they did them last year. So that way like Spider-Man win. I I never gone, so I'm just The only thing is is if there's four Spider-Man's or there's Cuz you I think we I think last month we talked about if when they sign up for the contest, we could give them like an index card that has their name and their costume on it and then they can hand that to John. Yeah. Or even numbers. Even if we just number everybody on. Yeah.

That's better than a card. Somebody's going to lose that card. Well, it's just in the process of being I mean don't have it all done. You won't have just while you're like as you get in line, you get your cards and then you're just holding that as you go up to What was that? Maybe they register. Um how did they we did they just did the event came up and the thing was it was a mess because they were doing like

one to five or something. Well, all the other big kids are standing there and we kept having the other kids, you guys get back. It's not your turn yet. We need to get these little kids registered and sign in and I was frantically writing kids names on I mean I was just volunteering because I was standing there waiting on my granddaughter. So yeah, that was it was a mess. So we need to over the sound system say you want to be in the costume contest ages one to five only come to the stage or you know I mean it needs to be very because that was a mess. There's kids everywhere but They may sign up in advance of the event, however, for the contest.

They probably won't. Yeah. I say just do it on site table and you just come up to the table and sign up for it, but you didn't want to do that tag. I think the numbers on an index card is like or even a number on the name tag. So, it's stuck to the kid. But what? And then you just number. Yeah. Number two wins and number three is 100 and up or something. Yeah. I think it should be stuck to the kid. Yeah. It it was it's a mess. Really? Yeah. Okay. Okay. Even if you could just put it on your leg in the back or something.

Yeah. We should have we should have asked Ruthanne to come to this so she could maybe Yeah, I we've been emailing um should have asked her. Who is it? Ruthanne. She was uh so head of that committee. So she sent me some notes and it was um 2024 volunteer notes. So three to four female enforcers working at the children bouncy houses. So basically we need one person per bounce house just to regulate or just make sure that everybody's okay. Um this element is for 8year-old and under.

Um so the reason we did the three different as far as like three different age groups. The only one that is like hard you have to be under four is the toddler one. Yeah, they're too if they're a brave twoy old, threey old, let them have it. They're too old. Well, the I actually when I was looking at the descriptions on these bounce houses, like they were like adults like ages 3 to 85, like

as far as the little one, you need to have somebody that is going to enforce it really cuz like Monica Rasco was by the little one last time. Oh, she's talking to everybody. And I was like yelling at these cuz they were tackling my 2-year-old granddaughter. I mean, she's tough. I mean, but they, you know, those big kids were in there jumping all over the place. And I'm like, "Guys, you aren't supposed to be in not as nice as saying like clearly like that's where I should in a conversation with someone there does need to because I can believe that's also the parent.

I know parents don't always parent, but that is the parents responsibility to make sure their kid is being appropriate and there should be a sign that says or That's a great idea. That's a great idea because as a parent, if I if someone wasn't there regulating and I walked up and saw four and under, I would be like, "Oh, no." You know, like, "You got to go over to this one." Well, and a lot of the kids, the bigger kids, like even probably five and six year olds, they were just running around. Yeah. Yeah. You know, the parents were all in groups talking or at things and there's kids everywhere.

God, that was the chasing the kids. I have one of my one of them is three and one of them is whatever. Yeah. I mean a 10-year-old running around. Okay. Yeah. I think for the the carnival the toddler one like we absolutely can assign out front and have somebody that is that's a great idea actively managing it. I don't mind um doing the other two. I don't know maybe on a larger piece of paper. one though because we have those plastic sleeves. We can put a regular piece of paper in it. We'll just do two or three for each one.

Put them on those yellow, you know, piece. Yeah. I don't know how we plan them to Well, that's what I was saying. I just say we stick them to the side of the I have some sticky velcro that we could put on the back of a plastic sign that we stick right onto it. And I think if we like we need a big a big Yeah. But I'm just saying those plastic sleeves we only have like Yeah. But that's all we have just regular. Maybe we should do it on like a

post. Yeah. I think it could be on a side comparable to candidate signs. Get a poster board and we can always cut out a little carnival. Start out with the ages first. We could print we could we have some budget so we could print out some signs and if a lot of this stuff like we will be able to reuse. So, if we can print it, it has basic information on it. We can use it again for the next year or even a different event if it's not Yeah. branded to spectacular or Halloween. But, um,

okay. So, I'm going to put that on here. Yeah. Great idea to have a sign so it at least Yeah. And I just printed a Thanks, bless your heart. I know she Okay. So

um Okay. So, if you um any other sign which means I think I'm going to do um the thought would like to we're not doing the golf parade. We're not going to close down Wood Creek, but I think where those boulders are outside of the golf course. So, we could just have the golf carts line there if we do want to actually do the golf cart decorating contest. Yeah, park your golf cart here for contest or bone and

I don't know if they want to have a minimum in order to do that or just let whoever would promote it like the city we can promote the idea the car contest and then I think it hurts nothing to just be like whoever wants to go without even regardless even one or two people do it more spiritually, but not. Yeah, I was make sure we have eight prize for whoever that is. Yeah, I was going to say it and maybe didn't get a gift card last year that uh they have these cool skeleton trophies. Oh, yeah. But they decorated. They were so cool.

They left. They did a They did a crafted one that told me she They were little. I don't have any photos of them. Um, but they pop in the newsletter. If you click on a newsletter, I'll get ahead of you. Okay. I'll add you to the newsletter. Yeah. On that when you click on the spectacular thing. Um, there's a picture of them on the table. Oh, really? Yeah. So, you can see what they look like. They were spectacular. the current.

It was these little u it looked like a trophy, but it was a skeleton and they like decorated like they put little outfits on them that they decorated the skeletons with different things. Oh, they were I think I just saw it, but I might have saved um something similar on my news from you from the secretary and the newsletter just gets sent out and were you not do you not get it either? I got it. Okay.

I just don't go back and it went out yesterday. They are so cute.

We could totally do that. But these thought they were so cute. Alaska. Yeah, we could totally Yeah, because they did pets and they did age groups and then they did families like if the families were Yeah. topic. Yeah. Okay. You need to ask for where she put those. They're on Amazon.

Amazon. But I still think even if there's two golf carts that they should get a Leslie is working on um well I thought she sponsors sponsors and gift cards. Okay. Um yeah because I definitely think they get a gift card because it's kind of like you want more next year and stuff. You want to give them a decent prize so that the time they spent is rewarded. So, do you and Alice want to do do you think one of you that or

Yeah, let me do the limited. So, what you'll need to do, Carol, if you're going to take that, is if you can get everything on Amazon, you can send it to um Kathy to order. Okay? Or if you purchase anything, just keep your receipts and you'll get reimbured for it. Um

and we need to come up with a number of how many categories and prizes we're getting out. One is going to the golf carts. We have how many categories for um the costume contest. Um I know they do ages and then I think they did families and then I think they did couples. I I remember like a family was all dressed to life or something too. So and pets. I think they did pets.

Okay. So let So these are the frosts. The prizes go to Yeah. costume contest winners. And I think they did first place and runner up. Um and then for age groups, do we want to break it up? Actually,

so if we do like five under six to 10, maybe 11 to 15 and then 15 or 11 to 16. Yeah. 11 to 16 and then 17 plus. No, I don't know. families, couples, I think.

Okay. And then we'll do a family or group contest. Yeah. Uh if we can add a dog if there are any pets category for two pets. What are these guys doing?

Okay. So that's one, two, three, four. Five, six, seven. And you want to do first hand runner up or I guess we can get golf kids. Yeah. Okay. Is everybody good with that? Yes.

Listen, I don't know how many I don't want to have to prize. I think if you make Let's say make 10 10 what? 10. How many can we get from Amazon? What do they come? Pack of six. You could get like 12. 12. Okay, I'm looking now. I know this other be like most original. Throw them in the box for next year. Yeah. Scary. So, if they're going to get that box out, do you want to come doing a little inventory of the Oh, that would be great. Okay.

And if you take any photos or it's worth it and you help put the trophies together. Okay. All you have to do is tell me what you Dude, it's a glue here. Okay, I'm Yeah, you said a hot glue party. So, just remember only two of you at a time. Oh, yeah.

Trophies. Yeah, it's okay. I'll wear a ghost costume. Just don't tell anybody that you thought I'll tend to make them. I was like, a Halloween party at her house and yeah, she would [Music] package six or eight. Okay. If it's eight, then let's do eight. Because I think we have seven. So, I thought you need 10. I did only to give us a little wiggle room for any other categories cuz right now there's just golf cart, group, pet, and then four group.

That's a lot. 70 is plenty. Yeah, for just that. Yeah, that's why they have so many in that picture. Because I did first place in my um Lee Winners. Yes. Yeah. My granddaughter got round up. So, I was happy cuz it Um, okay. And then let's see what else we have here as far as decorations go. And you I have you down for hay bells. Yeah. Okay. Do you What are your thoughts on securing getting them there? Do you have a trailer or whoever the trailer?

They have like a a 250 truck. Well, we have the trailer. Yeah, we have the city trailer in the back. Historically, was there any advanced notice that they needed as far as like making sure that they have many pay bills for you? I think I called like the week of and they said they had so we can do that again. Okay. Yeah, we can always call and just say, "Hey, we're going to need this many years." I don't remember seeing any not. Do you remember? I'd have to find the receipt from King Feed because then we returned them.

Mhm. Oh, you return. Yeah. So, return it back though because Yeah, that'll just credit the cost. Yeah. That is awesome. Yeah, I know. Yeah. Like how how many hay bells can Yeah. Wow. We could pick a truck in the trailer. Yeah. And then I think brother has a truck. Jim has a truck. It doesn't matter how many because we'll just use them. Just throw them all over the place. I know that we have to get stack them up or whatever. Well, y'all have a truck. We have

Brennon has a truck. Jim has a truck. And we have a trailer. I can't call him J. The trailer. It people call him Jim. What do you call J? No, no, no. J is my father-in-law. Oh, Brooks. Oh, yeah. Yeah. So, I like as far as having like a photo area or I think that's what they used for last year, but it was there was no seating. Yeah. There's no that's I drove my chair out of my car cuz

I would love to have extras and just have like just so you can sit down. I don't think it has any seating. Um Yeah. having so I don't Yeah. Do you want me to share his CRC? Yeah. I'll send you my

found. Okay. Okay. So, just having like some seating areas around. Oh, yeah. That way people can just sit down and then photo or just rest. Exactly. That's exactly what I was thinking with all the gales signal.

Like just having some areas because there's no table like unless I I'm happy to ask the golf course. I know they have picnic tables if they would bring any around. Did they do that last year? No, because there I got my chair out of my cart. Yeah, there was no way to sit. Um, so may maybe I'll text you, Alex, and get a time where you and I can meet up and we can do the side plan and then kind of map out how many emails do we need, like how how much seating is needed. Yeah.

Um, and then whatever else. Uh, all of the inflatables are carnival themed, so it's kind of like the theme first pack this year. Not total carne, but sort of. Um, so if you do want to do some research on or like just bring some ideas um for like decorations for that. Okay. Yeah. if I can

reinforce. [Music] Yeah. Always over. Yeah, they're always y'all are always what? Always been under budget. Yeah. Yeah. I said over a month. It's better to ask for more and not use it. Yeah. Um

who's going to hand order or do we get it free from somebody? A port and hand wash. No, we are already checked into the cost of that. Yeah. So, it's already on hold for us. Um we're doing two bathrooms and a hand washing station. Basically the same that they did last year. Hey, ADA compliant and they Yes. We'll get Well, we'll coordinate drop off. Are we going to do two puppies? Yeah. When I looked at the invoice, that was what it was. Okay. They hand washing go with it. No, you have to order three separate separate things through the same company. Yeah. So, there you go. I'm looking at this budget

and I don't see anything for decoration. Oh my god. Impossible. Well, awards and prizes with that. There's $400 for decoration with supplies. Okay. [Music]

So, hey Bell, they spent $150 last year on them. And I have no idea how much they are individually that that's what they spent on them, but to the back. Yes, we give it that money back. But that's just But you have to be able to spend it. You get all of that back. Yes. As long as they're in As long as they're still intact and not Yeah. So I guess it's I was looking at like what you say. Oh no, I had to get it through. I was doing the same thing. Okay, you had walking doing that. That is already done. Happy.

Thanks, T. I just need to confirm. generations of us including and then I don't well I was there so I don't and she couldn't remember either but I did reach out to Laura Green to check her availability she likely face painter um so I did put that on here cost yes she is pretty reasonable she's really reasonable I put $300 on here I think And she we booked her for Easter. It was $200. Um what's her name again? Laura Green. Laura. Laura.

Yes. Lollipop. Lollipop. Lollipop. She's a ceramics. Um so she's one of those. Yeah. Uh Alex. Perfect. Okay. So, if you'll do decor search, keeping with the theme of the carnival. Um, and then if we need to like make anything or DIY anything, we could do that, too. I feel like you're pretty handy, too.

What kind of I can't remember. What kind of food was out there for or drink? So, the golf course is doing food and drinks. They will be selling and I think it's burgers. No, I think it was hot dogs and hot dogs and drinks. Okay. But we don't do any food. They whatever they And you've checked with them already that they and I did ask and I they answered everything about that question. They did say food they'll have available for us again. Um but I was like can you tell me what like what? Huh? They sell it they sell it.

They're going to be selling it. Um is it all cash? I think they will be casher cars because they I think they just pulled up one of their drink carts that they take and have that and then a table with condiments I think with condiments and stuff. Do we have a B? We do. And I'm having Sean pull it out so we can get it up. And we are reusing the one from I think unless he brings it out and we're like oh no. And then I did check with Mr. as far as like how soon we could get one and we could get one pretty quickly. Um I think all we did was a little thing at the bottom just change covering the date.

Well, I think the original scooak was actually on October 30th. Nice. Pull that old last year's sticker off and put it back up. Um and then we do have budget on here for uh for marketing and signage. So um printing flyers, putting those around town will be something that we'll do. Um, and then, uh, I don't think any yard signs have ever been used, I think. We usually put the one at the entrance and

put the one at the entrance. Yeah. Do any thoughts on additional signage or well you know Wood Creek doors doesn't come through that entrance you know I would every day anyway so no this is a fe piece of feedback that I got is that well wood doesn't do anything or have any events I was like well yes said that personally and But you know after I said that then how we got to sign edit and stuff is that I just don't know how we can get it out more than a newsletter outdoor signage and we'll post on next door. I think we have a flood next door.

Well and we also have a little wood creek corner something in the newspaper every week. So a couple weeks before we'll get them to put that in the newspaper too. So you can send that to Teresa and she can put it in do a little write up on Spectacular and then I blast all of the community Facebook pages and next door we'll get an email blast some stuff ready too. Okay. Yeah. So who does the blurb in the paper? The editor. Teresa. Teresa. Writes it. Yeah. But I mean how do we make sure it gets done? I can reach out to her or or I can email her. Yeah,

that's easy. That's easy. Do you want to do that? That's fine. Okay. [Music] I'm not counting anymore and I didn't do anything. I'm nothing to do it. No, that's no big deal. Okay. Well, I bet Mark has a 16, but I don't know what that I don't know how long this little one is back here. I bet that one is probably eight or 10. Yes. So, you think 16 of the What are you getting for Tulum? What's going to happen on

the That's where the pling. Oh, yeah. Uh do driver Jeff last time we sat long chairs kind of near the street but is that but I just saw up there he had a sound system said blah blah blah you know. Yeah. So but the kids So would we decorate that trailer and did the you said the kids had trouble get up on it. real tall, but there are five or six steps. Need to reserve some hay belts. I already have that on my list. For the trailer,

I think the trailer I think it would be the same height as the trailer. Yeah, this one's lower. And the other one had steps down to it. This one was huge. The trailer from last year was like a massive. Yeah, and I think it was like six foot off the ground or something. Yeah, I mean it was Yeah, there were a couple except like a staircase. This one's like and so like little fouryear-old walking up in there like it was Yeah, that wasn't going But did y'all decorate that trailer? I think it would be I think we need to do something. We could totally

just like the I put it on trailer decor. And then the other um thing that they had and I'm like not that I'm crunchy but I'm like what can I give candy? All right. Um or like what are some other alternatives? Cuz I think toys. It was like $500 that was spent on just candy. So what candy or the kids expect?

Yes. So what what I say no candy but like what are some other fun like fall those like those spider rings and stuff like that. You know what? I sold trinkets. I thought I was going to just buy the whole kit for like two grandas, but they were they were light up wreaths. They love anything that lights up. That's what I'm saying. What is that? Oh, glow sticks.

I thought you said ghost. Well, also some people do um get like those thicker glow sticks and put them on their trickor treat baskets for whenever you're treating it. Yeah, that could be cool. Um the other thing I was think like is there any cool like for my neighbor I don't know if they are still doing it but like a popcorn vendor like something other than candy or popcorn balls. popcorn balls or candied apple like other things besides c like if we're gonna put money to something like what else could we potentially do instead of just pop

a ton of candy the day before Halloween so the next day they're going to get loaded with candy what about a cotton candy machine that Allison has cotton candy thumb uh I mean like that standing popcorn thing like they have an ace or something. Is that Yeah. So those are just things that I'm like what else could we bring them instead of just candy? So I just wanted to start that process candy with the caramel bean but if you're not wanting sugar I think popcorn is good.

I wonder if there's something popcorn on here. What's the I feel like I saw somebody I thought it was I'll follow up with Alison about um Do we need a popcorn machine? Somebody's just going to put it in bags or box it. Somebody would have to man that the whole can't put up to there. They're going to have to pop. Yeah. So I have a little table top popcorn machine that we've used for Arbor Day. So, like last year at Arbor Day, we had it out and we did like a little popcorn bar and so we had like little toppings that you could put on it. Um, and I think we still have some of those little cup popcorn cup things. I think somewhere probably

um, so I just wanted to put the thoughts out there. So, if if we're all on board, I'll follow up with Allison about cotton candy or popcorn, like see what they have or if we can find. And the bounce house plates may have a popcorn machine, too. Oh, they absolutely do. True. Yeah. Okay. They the bounce house place probably has one. Oh, yeah.

They actually have all the popcorn and cotton candy machines. But my only hesitation with renting it is like who will man it rather than bringing hiring a vendor that will just set it up, break it down, manage the whole situation. Yeah, cuz that's somebody else's been there the whole time. Yeah. And cotton candy. That's a volunteer.

Cotton candy either. That's a stick. So, let me ask Allison about that. And if she's not available, [Music] you can get some money from the high school possibly. I mean, we did have we had some volunteers from CJ come for us one day. We're going to have our little intern too. She may be want to come out and help out. Yeah. Who's that?

Our little intern that does some She's from high school that does some stuff for us. That's all. That's what I see. Yeah. Ask me. Uh, okay. Um, and then let's see what else here. Inflatable. Do we have other ideas for candy replacements? Well, I'm looking at these at these light rings. Okay. Yeah, if you will do some um little research and then send it to me and then if we can get this stuff ordered by the end of next week

that is the deadline because then we'll get it the following week. Um but any of the decorations like the sooner we can get that stuff the sooner any prizes. I think they did like a 175 treat bags that have this candy in them with like a party bag if that's party bags too if we go that Yeah, if we and I don't mind if we come up here maybe do a special meeting and we all just sit and stuff. We can pretty quick. They did 175 treat last year. How many do we have left? Um

I have no idea what's in those tubs yet. Yeah. [Music] Doesn't matter. He's a volunteer. He's a volunteer. He is. Yeah.

I volunteer and like I volunteer one time. This is very short. We're at the thrift store. I saw am. And so I said, "Hey, you know what?" I said, "We will take one of those sections of venues up at the top, you know, the flags." And I said, "And we'll just maintain it because the people who funded it don't." And she said, "That would be great." And so, you know, I can't walk too good on train. So goes up there every month. So last year they had like a pumpkin like everybody got a little pumpkin and they painted those. What other are they all having anything else like that? Any other games?

Yeah, they got to paint a card. No, they painted them. I think that's cute. I think it would be easy. Yeah. And I think Cody Abney and his family just did that. They were all the pumpkins. So it would be something else that I have to get but I think [Music] and they were there was the little one. Yeah. The little pumpkins I think so too. I didn't know what other events kind of thing like other Yeah. Yeah, they just had a table where you could leave them sitting there to dry and kids went everywhere else and

we did it at at the the lodge there at Fest too last year and we just left them there and walked around and then came back picked them up before we left at the m um as far as games go. Um are we going to do little pumpkins? Do we ever do pumpkin painting? There was lots of the only thing you have to have tables and stuff, but there was lots of kids and table. Yeah. They had like three tables out and Okay. Yeah. So, that's going to be a, you know, getting the tables. Tables. Yeah. So, just

I will also uh would love an inventory for what do you have? Oh, I have a plain white 10 by 10 set that we that I can bring pop up. I have two six foot tables. Oh, yeah. Okay. So, if you guys will just take a note of what you have that you could offer up for Spooktacular and then that way if we need to add anything to our rental list like any additional tables or chairs. Um, I think are the white table are the white chairs at the gazebo that's for the yoga belonging for the city.

Do you know how many there are? 12 15 12 or 15. Yeah. So, you know what I'm thinking that you know how the homes typically are orange. Mhm. So, I'm thinking about getting borrowing some of those and then a ready toss on those cones. So, they I like that they did a like a pumpkin toss last year. So, they got a couple of like four or five larger pumpkins and then use two loops to do like a pumpkin. Yeah.

So, I think I have five or six hula hoops that all day and I could either paint them or wrap them. Yeah. And we could use that. Sometimes you want to do pumpkins but because I'm just thinking about who knows of course they're bigger but the pumpkins you know but they would be too big I think for a con so yeah too big for a cone I have probably four enough I kind of like the pumpkin because it's more on being.

Okay. But I'm that's just my thought. They do my notes here. I wonder how many shirt I think they also had some sort of wooden thing that they did like a bean bag toss game. But

they had cornhole. Yeah, there two things of cornhole. Um I don't remember what I was sitting around. So we have cornhole and so I wonder which is not even not the colors that would be good spectacular but I was wondering if I can cover them in craft paper the boards on or what like I I was thinking you know pepper pepper the orange paper or black and stuff. It might be like, "Can you paint it?"

My husband would not want to do that. But I mean, would you allow me painting? She just said her husband want to. Okay. Um I already thought of that painted come off. But anyway, so you think to leave it like it is? I depending on what's on it, I would say you can just leave it unless it's like I mean it might use

I can also see my my mind right now like what's the easiest option like could I just rent them Um because they do have um the Austin bounce house where we're bringing the uh inflatables. They have these like little three game uh carnival kits if you will that comes with like a table and then three different games. I'd probably break that up into three different tables. Um they have a bunch of different uh they have a balloon pop. They have a can smash. They have a clown tooth knockout. Like those

kind of for some reason I thought Sorry that I didn't mean to interrupt. Oh, that's a good idea. I just lose my head out. Do you remember what people? Not very many. I don't know if it's worth. Yeah. Not very many people. They were in the bounce things more than anything. I feel I wonder I was just asking happy did anybody play hole? No.

Were they there? Did anybody play or should we What are y'all's thoughts on these carnival games? I say don't overload. Yeah, remember it is just two in those are you think that the bounce houses will be like the main Oh yes and I think the adults will be just standing around mingling and not really like Yes. Oh yeah.

Yeah. I think the ring toss on the pumpkin spice. Yeah, but I don't think you have to do the corn. So, let's do we'll do the pumpkin the ring toss. We'll have a face painter. Are you talking about pumpkin? You mean the pumpkin ring? Rain toss. Yes. And then the pumpkin paint. And then the voting that will be a huge point of entertainment with the bounce houses in person. Yeah, that would be cool.

If they do if she's face painting, it'll of course obviously one or the other with her. But yeah, I wonder if she knows anything. She Yeah. The only thing with that is then after y'all are going to walk around and pick up all the balloons also. Yeah. And then you think about Yeah, they're all right. Yeah, that's Do you all think about that? We got to give a trophy for the kid that picks up the most. Hey, my one of my boys, if anything resembles Easter egg hunting, like we gave him a five gallon bucket and told him to go get all the acorns in the yard. And I mean, he filled that. He loves anything that is like Easter eggs. He was born to Easter egg hunt

and if you told him like said, "Hey, can you go find all these toys?" Alex will be out there in the dark with a flashlight. Kids love flashlights. Yeah, they do. Spock the balloon and then go pick it up. Are you checking on the How do you check on the She's gonna ask Laura. Yeah. What do you think? What do you call artist? What? I don't know. I said balloon artist.

Oh, yeah. I don't know if they have a name. We can always Google it too. Yeah. Yeah. Are there any of these items? Are we excuse me? Are we finished with what? With all of these things that we need. Um,

we have inflatables, PA system, zombies, costume context, prizes, decorations, portal auction, Res budget promotions. Huh? Blackbed and replacements and balloon animals. Do any of those need to be made into motions? No. Y'all are in a workshop right now, so you don't have to vote on your checking. So, Cheryl, uh, did you want to have any candy in the bags? Because I think

Yes. You're right. What are y'all's thoughts on it being do we want it to where it's just like walk up and come take a bath or do we want it like Yeah. Like what? I was saying that non candy cuz my kids love like those little stamps, you know, that are like Halloween tattoos. Easy thing to put away as like a non tattoo, but I think I would do all

that. And then I don't think a couple pieces of candy is bad. Like I think we have not so much. What can we like? Do we need Yeah. Also, candy, let's be real, it's expensive. It's very expensive. I never realized until I had to like buy Halloween candy as an adult, I was like, "Oh my god, I literally start at the beginning of September. Every time I go to trick-or-treaters, probably I'm at 13.

Oh, at 13. I thought you were 12. I did that. No one ever comes to us. That way nwood. So from this entrance, you take first left right here. Yeah. And you go to the next first and then you go down. Okay. One, two, three. Yeah. I'm a slipper. Okay. I know. I used to live around all the time.

So, what I'm going to do based on the notes that Eddie is taking and some of what I'm doing is I will come up with like a checklist of what is needed for each of these things. So like that way we can see what we all have. Like how many tables combined do we have? How many does anybody else have a tent? Is that um do we even need the test? Like actually yeah. Maybe we don't even need the tent. They had one over the pumpkin painting. Over the pumpkin painting.

That's the only one that I saw. Okay.

I guess they'll be We have them if we need them, but uh mainly like all the supplies for like the pumpkin painting, the ring toss, those types of things. Um and that will plug it into our our side. There it is. Um, okay. Let me I didn't even finish going through these 2024 notes from um a volunteer to sit at the name tag table next to the trailer to help parents put out name tags. First name only four large pumpkins to decorate the photo opportunity spot. Becky is also bringing four, so they four to six volunteers on the obstacle inflatables. Um, and then trash cans. Does anybody have any trash cans?

Okay. For our back. Yeah. I wonder where we should get those just to use inside the bag. I know. They're in those big metal. Can you get them from the doll? Um, probably not. I can check it by church because we have them everywhere. You know, in these building, you know what I mean? Okay. Yeah. How many? I would say at least two, three. Two or three. Like, if we have one, I would say at least two or three more. Really? What are you going to throw away? But food and then the bags. Oh, yeah. If they eat all their candy.

Yeah. [Music] and maybe the golf course will bring one down by their table. Maybe like I guess if you ask them what are you what food are we having and you guys bring a trash can. Yeah. And then I think the one more worst comes by the base. I feel like every time we have something where I was like trash because we had all these events. I wonder if the city up at the at the parks there's already trash cans. So when you do stuff at those there's already trash cans. Okay. The worst comes with a big black garbage bag so we can Yeah.

It'll Yeah. tie one to the trailer or something. Just Yeah. That's okay. All right. Um, let's see what else do we have? Anything else? Anybody? Everybody feel good about most student? I'll send you a little something and we'll start. And did I send you all the graphics like the little witch and all that stuff that they've used in the past? Did I send you all those? I got one of the banners, but Okay. because we have like I have folders for each year that's got the little witch that they use for stuff.

Yeah, I feel so I I had reached out to Pat and I hadn't heard back and so I was like I'm just going to have to remake it like I don't know what is it the banner that we see if we have it still. It's in the in the shed. Yeah, I'm gonna before I leave here pull it out and make sure we can get it up if Sean's around. see if he'll just kind of get the bin somewhere where Yes, they can take it along. That way it's not if it's on the top shelf or something, he can get it where it's easier. Yeah. Okay. But the rest of the stuff is not easy, but it shouldn't take as long.

Anything else on sleep that we all feel good? Yeah. Do anything else add before we move on? We'll move on. Okay. At a workshop at I had a workshop at 12:40. I know. But wow. Yeah. Um I don't think that is anything that we needed to vote on, right? Discussing possible action. I think everybody has their homework. Yeah. Vote on that either. And again, if we can get this done in the next week that way and the sooner the better, that way we can get it ordered and Yes. Start start knocking it out.

I got this. Yeah, I'll send it to you. Perfect. Okay. Number five, workshop on planning a music and the heart series. So, new just a dream right now. We're going [Music] okay. We're going into workshop. Another workshop.

Were y'all thinking at the triangle thing or bigger than the triangle? Uh, except for the dance music, but then I think we could still do it if we did dance music. What's the dream music in the park? Betty is taking the lead on this. So she says, "What's the dream?" Well, that we would be done. What's the Okay, you have a piece of evtainment and simplicity because it's a music series, so you want people to listen.

Huh? I was I was just holding it in a really weird way. She's lost some Okay, go. So, the venue would be at the triangle park and even if we were to put put do a dance music thing the um I think we could block off the street and do it the street. The street or that nice new parking lot parking spot. Yeah. Yeah. Yeah.

So, I just thought we'd call it music, but Wood Creek Music in the park or we could change it to the triangle. But I'm thinking maybe 30. I had no idea. 30 plus minus. What do y'all think? But I think it's something that will grow and I think on the It just depends.

Depends on what it is. So, it's a So, I came up with a a way to kind of test the waters, but basically, you can have one I'm thinking of a series of three to start at, not too many, right? Just a series of three. Um, we can do it one month or two months or three months. three months, it would be once a month, right? And then the same gag each month. Or if we wanted to do a series in one month, we could pick a day and do it like Friday nights for three weeks or Thursday nights or Sunday afternoons, which I think is a good idea.

Um because people are looking for things to do. This is going to be springtime probably. So because it's outdoor, so it's going to be springtime. So and then of course as far as music, the themes, there are three main themes that I put on here. Um country uh jazz and life and music dance and or big band. Um or pop or pop, you know, that 70s 80s. Yeah,

you could do like an 80s dance party and people could dress up like that too like that. Um but however, um I think the the biggest thing to think about and to give input is what if you want the series to be one type for three nights or try to organize three different types and see what the reception is. But I think three different you're catering to all eight groups of Yeah. I like the things that you play and obviously country wester. Yeah.

By the way, I have talked to my stepdaughter who is in a band. She's in two bands. She's in a country western band and a jazz band. And the country western is called the country clubs and she is more than happy to volunteer her band to do that. Oh, that's awesome. Yeah. So it can be factory western which I think is the music that everybody's going to like the most. She's the vocalist and then she has their three musicians guitar. That's right. Guitar, drums. What else? A bass.

Yeah. And I mean so and uh so what else did I put on there? Oh, the idea of the target audience would be the entire family for all three. Uh, bring your own blanket, chairs, picnic. It's an idea. BYO bug repellent. Uh, we provide the van and maybe some hand fans, maybe balloons, but we provide a little bit of water, trash, chalk painting on the street. I think there's not very much added to this. I think setting a day Hey, getting the bands lined up tomorrow. That'll be the hard part.

So, that's the first thing, trying to find the bands and see when they're available. She may have to do it every two weeks because somebody can't come or something. Yeah. Yeah. So, that that is a big part. I do not know how to um Oh, there just some other ideas on the back. Um the PA system stage like

uh other ideas have an open mind if we wanted if we wanted a Disney thing for kids uh a community jam where locals bring their own instruments, you know, because that would be that would be kind of nice. So maybe add that on to another theme. U then the things that we always do. Oh, but I added craft beers, wine stations for jazz night. That might be nice. Uh flyers. Um

well, and if somebody wanted to set up and sell those things, that money could come back to y'all. You know what I'm saying? If y'all spend $200 on movies and we make 400 that goes back into your So that's if it have the wine tastings or stations. Yeah, I was going to say something like that. Y'all can make make a little money, you know. Good idea. Local promos, um, radio glow sticks, lanterns, antics,

a picnic basket contest. Yay. Who has the best friend? Giving to spreads. That's always fun, wouldn't they? Um, and then expenses, I guess, are going to be musicians. That's your biggest lighting. Maybe we probably have some lights around. Sound engineer, that probably comes with the band, don't you think? And then, um, I think if for the vans, we should set up some donations. Yeah.

Um, even if we tie in a little bit, I think in the VMO the Yeah. the tip tip dollars. Yeah. But Vimo I think works better with QR codes because people can do it just right for your and the band's like that. Nobody ever has cash either. So yeah. Yeah. This is great. I take a lot of thinking. That's what it takes. And um this is what I like to do. So and then sponsors. I think we can have sponsors that would show their banners and let them help offset the cost for the musicians.

I mean, why not? Because some of the uh banks, realtors, or local businesses may also have family members that are in there. Well, and especially if somebody lives here and they've got an insurance agency or something, try to hit the locals. Yes. Yeah. Make it real local local sample. Yeah. But I think that's what people like. Yeah. And something like this that's real easy to put on. It's really a get together social. Yeah. And uh depending on what it is, it could even be bring your own shun reports or bring your own advertisers. You could do a potluck. You could get a pop.

Yeah. Everybody bring a dish, drive a dish, especially on like a Friday from 6:30. Absolutely. Something. Absolutely. doing our last that I don't Thank you. I think this could really help the community specific. I think so. And I think that even if mom and dad wanted wanted to get a babysitter for the jazz night and make that the night that we have the wine tasting and you know not give it so much cute for kids. Yeah. But some are going to be welcome. But I mean really something for the adults.

Partner with somebody and help your kids play. Yeah. every sing at the playground. We don't do that many um events that really focuses on adults. Exactly. So yet we could do a Disney thing with music and all of it. darling. Especially like I know the little girls who get so into being princess mermaid anyway. You could try this first one first and then hey this is great. Let's do a fall series or something.

Yeah. But I thought it was in the spring. Spring. Yeah. Yeah. March. Well, and that's what we do. We could do spring, summer, fall, whatever. September is going to be a large summer. It's going to be a hard shoot for like March like the weather starts turning nice. It could still be a little chilly, which is Yeah, that one thing obviously is. Yeah, but we have to have contingency plans for we'll just pick another day and see if if the band would be willing to do that. That's going to be the hard part is hard to reserve today.

Yeah. I mean, worst comes to worse, she's about to cancel. There's not a lot of money going into it. Anyway, we need to move. Let's keep going. That's Those are just ideas. What's next? So, I think the next step would be um I'll put this what I'll do. I'll put up some main um Yeah, some main ideas that could come out of this that require planning and writing down and then y'all can sign up. Yeah. How's that? Sign up for some things. Does anybody else know of advance?

That's what I'm saying. I would ask your what do you say your stepdaughter? Yeah, like a DJ would be fine. which probably spectacular thing was like over $1,000. Oh, but I don't know if he was confused and thought I was I asked right because Buddy's friendly. He's available, you know. And I think it was so close to his show at the falls that I think maybe was that's what I would want. But I know I just want you to come and like play music on your DJ set. Yeah.

Well, I was thinking if we had we could actually do a Disney sale on without a band and just have it recorded with a DJ cuz then obviously you have Yeah. At that point I can like you probably be a DJ. Okay. Yeah. Karaoke very soon. Yeah. It's not our budget for this year, right? That is the only thing about this event. But if we if we're clever, it's not going to cost much at all. Yeah. If we can get

Well, we can if we put this together and you have a budget like per event that you can come up with roughly. Um we could go present it to council and ask, hey, we want to add this. This is something that they've been talking about for a while, music in the park. So that is why it's on our table. Um, and if we can prevent what we want to do and how much we would need and Cheryl can say, "We spent $500 less on Spectacular. We spent $500." So that way it doesn't y'all aren't spending all your budget time. That that would help. Um, so you'll do that thing. So do a budget.

Yeah. Just a general breakdown for budget. And maybe it's also your first event. There's an outline like here's an outline. This is what it looks like. This is what it sure can take. Um, do y'all wanted to? I mean, I need your input. Do you want to do the country western first? I think why not? Yeah. Have a band lined up. You have That one's also more inclusive to like everyone. Yeah. Instead of one of these other two. Yeah. Yeah.

I love the evening jazz. I think that country western would be a fun either Friday or sun Sunday. I don't know why I'm like jazz on a Sunday. That's my nap time. Okay, awesome job. All right, let's keep moving so we can um work at 12:55. We ended at 12:55. Sorry.

Uh the next one is really just a update for everyone. Um I have been working with uh the trees and parks board on our second annual fall tree giveaway. Um so last year was our first one went over really well. So this one is coming up on November 9th. Um uh really everything is like really coming into uh falling into place for this and we have some really cool stuff that we're going to give away. Um, so it's from 3:00 to 5:00. It's going to be here at city hall so that they can showcase the community garden. Um, we have Oh, actually we have maybe this event is fully sponsored by Aqua. Um, they are going to buy 50 trees um from the water.

They're doing food. No, we're giving away the trees. It's a giveaway. So, they are just buying the trees. They're giving us some money to buy. But I'm saying and how are going how are they going to live out? But wait, there's more. The We're giving away 50 trees. We're going to raffle off three rain barrels. Um we're also they're giving away um Aqua's providing two rain barrels. They're going to give away 50 gator bags which are you fill them in with water and throw them around the base of your tree. Okay. Um to slow water basically.

And then they're giving away rain gauges. Um they're spending um they're giving us up to $100 to buy food and drinks. Um and then we have education components in addition which we didn't last year. So this year we have a um the Raines. I don't know if you guys have heard of them, but they are doing two roughly 30 minute prep demonstrations. So, they'll do one demonstration on how to DIY rain barrel. Um, and he's going to bring all of the stuff for that and then raffle that barrel off. And then he's going to demonstrate in the garden how to do a DIY baking container.

Um, which is another way to build up your garden. It's awesome. office. Uh, so this has been Shannon and Judy off the board and myself. Yeah.

And then they're going to raffle off two wicking containers. And then um we have harvest rain who installed the big um water tanks here for the city and they are going to do a presentation I think in here like a PowerPoint on how to um use your ring collection for like full house colle like large scale versus like little 50 gallon berries.

Um and then we also have this I think Shannon said it was confirmed. We have We Love Trees. Um, and they're going to do a quick live tree trimming demo um on a healthy oak tree here, City Hall. Um, and then with that, we're going to raffle off a little kit that has everything you need to trim your trees. And we're not talking about like a full-on tree trim, but something that as a homeowner, you can do. And it'll have like the correct spray paint that you're supposed to use, some gloves, some shears. Um,

Wow. and trying to get it from and then donated three different trees. So, we're picking out different kind of trees versus what the 50 will be. So, maybe their fruit trees are something different. Um, and there's a we didn't know that the rainies and and uh that they would offer to raffle off what they're doing. So those were bonus, but we had initially said that we would raffle off like with a rain barrel u presentation like a rain chain or a jerk irrigation starter kit, something that can go with that rain barrel. Um and then so those things are still in the works, but a lot of really cool stuff that we

about we asked for $1,000 to help plan this event and we're not going to use any of that. So that could potentially shift to music. You don't get these in here yet? Yeah, Aqua sponsoring a bunch of it. If there's anything in addition that we might need, i.e. like signage and marketing materials, that will come out the budget, but um Aqua's Yeah. paying for everything else. Yeah. So, um yeah, so the rain barrels are really exciting. Not today. I think All right. So I sit on that side quite nice people though. Yeah.

Every time the people that we work with on this mobile, it's they're great. Is really awesome. She's very helpful. She's not going to be there if she's getting married, but we send her a treat. Okay. The next and final thing is to work on the Christmas event and Okay. So, we're no action taken on number six, right?

No action. Yeah. Um, so we'll do this as quickly as possible. We can really just kind of do some updates and I think we're still early in the research phase of this event. Um, but we at least have a date, but workshop starts at 10:01. So, the we voted on the date last month. So, it is Saturday, December 13th at the triangle. Um, I did reach out to the Waverly Santa. I said that via email. He is available and he's at no cost. Um, and so he is would be coming here from 3:00 to 5 and then going straight to Emily in I think for their nighttime.

What time do we go workshop? I'm sorry I missed. Uh, okay. Sorry. What time is next? Deborah, not annual. What time is the fitness deal? I don't think we confirmed the time yet. mind. Next. Um, so Lacy was working on a like letters to Santa mailbox situation. So, she does have like a little bitty one, but I would like something bigger. Do Do you guys remember our our homework from that one?

Yeah. But I can't find them. But I'm going to market on Saturdays. Maybe I'll see if there's anything crazy. Yeah. We buy a giant mailbox and payment. Yeah. Can just close make a seal it somehow and they can just drop them in there. What is it? Mailbox. So the letters the letters the same the real that we can leave with the triangle box here and let people put like use it like a suggestion box.

Oh y I do not want any more complainers. Okay. All right. So per our minutes um who they are you were looking into carolers or any of that I was remember I left for my for my grand sorry I didn't finish reading it I just saw Carol investigated by Benny Carol I didn't investigate sorry

but I'm supposed to call I'm supposed to find out from Pat and Linda Rawlings about the choir and then I was going to call so sorry um S Stevens about the kids see that would be so cool so I the kids the Stevens is the only do we no we just need one we just need one

so I saw u I talked to my friend who her daughter is in this choir And I think Mercy said that she was the one that told me that state. She was like, "Oh, St. Stevens St. Stevens." Um, so I She is working on that aspect. So, you haven't asked Pat yet? Because I followed up with her and I said, "Hey, no, I haven't." Would you still do that? Um, you want to give me her phone number and I'll call up. I'm just waiting to hear back. I saw her at a baby shower. I'm just waiting to get her phone back. Um, so I'll keep you posted on that. So if we don't want both, we could just do one. Do you want to just do the kids? I think the kids are so cute. The kids would be so

Okay. And then Santa is We are on his calendar. My boy's face when I said

he's been watching. So we need to the trailer. We need to try to set up our photographer that we need to set up our photographer for that event. Yes. And Charles is not available for Spooktacular. He's already booked and he is bummed. I think a plan, but we need to set him try to get him right now for I Yes. If you give me a name and number, I'll call so you don't have to I have I have his email, too. We connect with Kathy. Yes.

Okay. And confirm Charles. I would love to have like a so Santa is set up. Let me just paint the picture of what I'm doing. Like if we have Santa and doing like where we could do photos if they just keep with Santa and then have um whether it's tables or under a tent or something um where it's like the letters station where you can go like sit down and actually write the letters. Um, and I found on Pinterest they have like you just print these templates out that are like a dear Santa letter template basically. Um,

and I don't know why, but I'm really stuck on the idea of like how can we get letters back. So whether it's like volunteers, I wouldn't mind helping that helps bring the Christmas spirit like I We're gonna break the magic, right? Mailing them back. That's a That's a budget item to mail them back. Yeah, they it's not like they have 900 like their address. I think a pre if we do an an envelope that they have to fill out to get their letter back. Also teaching kids how to write a letter.

Send mail. You have to fill this. Why can't they bring their stamps too? A selfaddressed and stamped envelope. You got to buy the stamp from me. Yeah. Well, I think we have budget just to sit down and respond to I would I would not be a class. Okay. We buy like fake stamps for these kids envelopes because they're not actually mailing them. You know what I'm saying? Like we will need stamps to send them back that cuz we'll have to drop them in the mail.

Oh, I bet you we can find one. What about one of those stamp things? Yeah, the North Pole. That would be so good. North stamp collect them all from But that's where we buy a stamper thingy like that. Yeah, I bet you could get one on Amazon. Oh, yeah. But that that would be real cute because they could stamp their own little Yeah. Yeah. Good idea. Yeah. $8 a North Pole. Uh there you go. Reindeer mail. Um

I think North Pole is great. Yeah. So they have a line here. Each kid can stamp their own, right? Yeah, they're cute. So we would need to have the station. So we'll have And I mean I think the stamp is very cute. We could even print the envelopes if we didn't do that route. I don't even know. I thought you knew she was gone. She just That's too funny. Okay, I got mask. Yeah, I keep sneezing, which means he wants to go. Well,

we're almost there. Okay. Um Okay, so let's see. Oh, Al, you were doing crafts for this. Yeah. So, I'm again, I don't know what you're wanting to do with the budget, but I've got two things that I need for budget concerns. Okay. Pepper is the the most bulk that I could find. And I even I also watch this cuz he's really good at finding stuff online. Nice. Was like nutcrackers for a 12. So, I think 12.

Yeah. And the like going rate was $20 per box. So depending on how much you need, we could be able to keep

Oh, there's the thing. Um 60 to $80 worth of nutcrackers. And then I don't know if you need to find I looked up like just on average um for bulk paint. Crazy art bulk paint is $11 for like all the colors. And then b paint brushes you could find for about like $10 on Amazon. Um so yeah, I didn't know if that was like we have $2,000. So in the in all the paper in the stack on one of these is the the holiday. I'm stop saying Christmas holiday.

I just didn't I just didn't know what the budget was. So I was like maybe wooden ornaments are a little more That doesn't sound interest. Yeah. And I don't think that's unreasonable. So, have you checked at Hobby Lobby? Cuz if they start having their like Christmas 40% off and but I don't know if you can buy them in bulk. I don't think 20 sounds that bad. I don't think so. Yeah. And I don't I mean Well, it's at less than $2. Yeah. Including paint. I mean that's

so what I submitted at and it it's in it should be in here these pages. Um it is uh we have $300 for crafting games. Okay. And then while I got this and some I mean I'll have to resubmit this because some of this is not even happening. But and then you had me look up the cookie decorating. Okay, I reached out to Sweetwater Cookies and again I'm I don't know if this is really within budget like I kind of want to throw up

but for really I would like seriously but also I'm not sure if I'm person because I'm I'm not good at asking for sponsor like that. Anyways, for three dozen cookies and icing and sprinkles, it's $90. So, I mean, $200 for Could you ask? So, could somebody volunteer to buy the rolls of cookie dough, bake round ones, and we buy, you know, just color icing. Color icing and spray. Yeah. Or even just buy white icing and we dye it with the kids aren't going to care.

No, we just have to get that at the library. Gingerbread. Or you could buy the gingerbread men cookies. Instead of putting it in like the tubes or whatever, we could just put it in like a bowl with some butter knives and Yeah. Plastic size. Yeah. Really going to sit there and like it. I think it's just easier to get it out. Like I Yeah. And I would say this based on the the couple of cookie decorating situations I was not too many, but uh like the library always does one that's really cute at Christmas time and it

it just it's so messy. So if like there's no way to like I could see oh like maybe you can put up a sign parent supervision, you know. Yeah, I think I think it more contained that the toppings or uh frosting can be I think better whether it's in a bag or we just buy true I don't think this is going to be like 100 kids right it's probably going to be like 30 40 we'll see right it's the first time we've done this and historically it's not like I think they have diet that's non sustainable too better yeah

for some reason I So, I'll investigate on that and I'll make the cookies cookies, too. That's got to be so much cheaper. I mean, they're not going to be there, but the kids are not going to care. Yeah. Yeah. Okay. Okay. Yeah. I knew I mean, okay, that was the efforts that Yeah. I mean, I was not someone that asked for a sponsor. Like, I was kind of hoping like I laid it out. thought I was kind of she like oh well I'll give you a discount or whatever but she was like 90 and I was like it's not a discount that's crazy

you know how much I spent on cookies for my kids birthday party I wanted They're so pretty though.

And they were cute. But that's they talk about just the what I for the pumpkins. I'm going to put a list of supplies that we'll need based on what we're going to do. I just want to make sure and then add that to the wish list. Okay. Um, okay. What else? I think for that those are the big ones. So, Santos confirm which is awesome. We can confirm Charles that would be great.

Uh, and then got cookies covered. And then you're doing the nutcrackers. I think that's fun. And I think that's not too much money. Two bucks a kid. That's Yeah, I think that's totally useful. Um, all right. Do we want anything else? Is that good? That's good. Which we have to have candy or something. Nothing for Santa to give out. Well, do you have hot chocolate and something or is that car? What? How are we going to heat up some water?

I will. The city has a coffee. We bought the city bought a big coffee. So, we can just put the water in that water. Oh, yeah. And what's that for? Hot chocolate. So, you actually in our minutes I have Carol obtain hot coke. I said something. We must have marshmallows and coffee. Hot cider. Hot coco and cider is what we said. Okay. No, we got to [Music]

This one seems pretty easy, too. There's not any decorate. Well, we have giant balls for the trees and I There's a bunch of stuff. Yeah. Carol, whenever you look for Halloween stuff, do you want to dig through the Christmas stuff we have? Because we have a lot of stuff. We both did it all the Yeah. Well, somebody needs to get it out. Just put it in. Yeah, we'll get Sean to do that after. Let's get the Okay, that's okay. Perfect. Thank you.

Awesome. Okay. Anything else? I think once we accept what we have as far as decorations and then we if we want to add anything. I don't know why I'm like I want to see the gazebo look like Christmas. Did you guys did anybody go to u my gosh creep house during Christmas when they had their little silo bar like decked out later house the restaurant on the square? Oh, okay. They have a little bar outside like the like brown silo.

Yeah. Drifting Christmas. It was so cute. But not just one day, but like it was part of like holidays whole thing for the swear. Okay. All right. Mark your day with me. At a workshop. Uh, we are good to go. Right. 118. That was I haven't even looked on the end. Which one? Am I allowed to like just bring one thing? That's fine. Go ahead.

I haven't I've never even looked at prices, but I know that multiple places downtown when they do like the Christmas parade, they have snow machines and the kids love. If we could get our hands on a snow machine. My dad has one, but it's not Yeah. industrial. I mean, he just did it for his great grandkids life here, but I bet that can be rented pretty well. Yeah. I mean, I mean, they're on Amazon for purchase. I don't know how much they are. And I don't know if we could even borrow them or

they're under 100 bucks. Do you think they're bathe? And I think the stuff that you put in them is What is it? just like fake snow that you pour in and then just like they have it above sit last year the hometown the parade last year community the community yeah pools they we like never get snow here so here yeah I hope we do too again so the fogy the snow the fluid runs about 30 bucks for one of these gallons. I don't know.

There's my grandson Henry with the fix that my dad did. It's right. Yeah, it does. That's cool. I mean, there are things that we're not going to do that are on the this budget line. I think if we if that's something that we want to add, I think we could do away with something else. Um Yeah. or like if we're not going to spend 150 that was line item for we will spend some money on cookies obviously you got to buy all your supplies but not there was also um a Christmas tree shaped bounce house

next door so we don't want that that's 350 um I want that I think initially when we I haven't talked to if like we thought about maybe like a Christmas movie. So that's a line item for so there's funds in here that if we're not going to do those things. Yeah. So once we finalize all of these details and before we buy anything like I will have to submit it back to council like this is our annual budget like that's how it was broke down when I for the year but we haven't even really talked in detail about any of these things yet. So I used what had happened previously and then for this Christmas event is what we brainstormed to come up with a budget.

Um so there's wiggle room if we're not open to the next meeting though is November 1st or whatever it is doesn't matter. I can say and at Christmas is six weeks later and y'all could always have another meeting. Yeah. Could always have a special meeting. Yes. And if y'all had emergency stuff to talk about, yes, you can always schedule another meeting. Um, is there any one day of the week that works better for you guys if we were to if like I was happy to find a a time to meet before Do we think we need to meet before Spooktacular? Yeah, I think so. Oh, yeah. I do. Yeah. Okay. I think so. Wednesdays are just when everybody else's meetings are. So,

Okay. Wednesdays are Wednesday afternoons or evenings. Yeah. Thursdays. Um, I just booked something too close right now. If you need to go, I'll text you this. Um, do we want to try to meet like the 15th or 16th? Well, I'll be gone. I don't count on the 16th of it. I'm just saying. Okay. Are you back in the 15th? rem Wednesdays in the wedding, but they're on the Aster anywhere from 4 to 6. Oh, okay. Pies at 5:30. Trees and parks is at 4:30 at 6. Tuesday.

I could do Oh, I'm not even here. I could do the 14. I can do the 14. Alex, 14. Can we do it a little earlier? I have this very well. Sydney, I'll open 10. But if all y'all are doing a spectacular wrap up, then do 10. Okay. Just send your agenda items and we'll do another agenda. Okay. Do we have to do another agenda? But it we'll just say spectacular.

Yeah. Yay. Meeting and that'll all be on your just wrap up spectacular event stuff. That's all you need. I go by an actual calendar. Yeah. I was like, I can't just I know, but you have to. Okay. All right, ladies. Well, um, we're not going to We got no action on eight. Uh, I'm sorry. I don't think so. No. Okay.

We have no action. We're just still kind of regurgitating ones you guys have more of those card numbers or lists as far as wish list items supplies. Yeah. What is it? What is was there something about Spookacular that we thought we needed to you know address or book email address. All right. At I don't think so. Do we have to do we have to have a motion to adjourn? Just say what time it is.

Are you done? Yes, we are. What time? 124. 124. All right. Bye, guys. Bye. Um, I'm going to text you and see if