Community Relations Committee - Special Meeting

Recording in progress. All right, we will call to order. 10:08 is not here yet, but we do form. Leslie, can I ask you to call? Yes. Okay. Cheryl's here. Here. Hi. Leslie Scott's here. Carol Le here. Um, let's see. Oh, this is for you guys in here. My name Alex. Yeah, Alice. I knew that.

Alice Blake. Okay. And then Betty McDonald. No. So, when she come I haven't heard from her, but when she comes, we'll just note her time. Are you okay doing here? Okay. Next.

Okay. Um so we are going no public comments. Um we have nothing on the consent agenda and then no reports. Um our regular agenda number one is workshop to discuss final details and member reports for the 2025 spectacular event. Um which is the main wild record today. We will enter the we'll end the workshop at I think I needed to do that but 10:09. Okay.

Um okay. So we are two weeks out from Spooktacular. Um I think we have a lot of all of the big things confirmed as far as we have our portaotties, we have the inflated on the walls, the blowup bounce houses. um uh face painter and then all everything that we're here today is to just finalize that you are all on the same page. We have a Amazon wish list that we would need to go through and um confirm and then send that list to Taffy to get it ordered so we can start getting those things. Um, so let's just start with who remembers their homework and what they have back have the report back today. Well, I did an inventory of what we have and I sent that to Cheryl and I just much that we can you can use some of it that you know it's not all of anything. So if it's like set uh fillers, we have some the butches and table claws. 33 table claws.

But anyway, but uh so but I do think we have enough names and get our troop face anyway. Huh? Okay. I was just wondering if you text her or email, but here it is. Okay. And um so I think really um bowls for candy. I think I don't know where we all give it out but we have those and two large bowl of hang tags. A ton of tablecloths rolls within Oh the little washi tape. Yeah, exactly. Use that. I don't know what they use one other tag for.

It's more used in crafting. Yeah, maybe they use that to hang signs instead of just blue tape or maybe so. It's like really cute. They're probably like 20 rolls in there, right? Yeah. Wash tape. Wash tape. Yeah, but they're very sparse, you know, like there's not red swift. Okay. Well, let's see if we even need it. I know. I think do something else. Um, what else? the four small turquoise bowls. I know they're like almost like cereal bowls. I don't know.

Just And then two large bowls for anything. Okay. Um and then yeah, I I stopped by city hall to drop something off and I kind of peaked into those and I was wondering if they did like a bobbing for apples. Yeah. There's 50 small plastic. They open up apples. Um, and then there's a couple little nets. Um, like they were I think that might have been a game. I didn't see any notes on that, but I didn't see any. No, I didn't see like jokes or anything that um and then spiderw webs. Yes, that's decorating.

Um, and then about 70 treat bags. Um, this is the current inventory. This is the current inventory. And I did go to I had to boy by myself this weekend. So I did go to the Dollar Tree and got uh Yeah, cuz Love is going to do her portrait color. Do you remember that? I do say and so they had candy in your future times a charge

and then just some rainbow free bags. So this with what I got based on what we have it would fit us right where they like a shirt and 70ish bags. Um and then a Lordy Bay. Did they actually have the in awesome I'll be your first test bird if you can tell my fear. It was too fun. If you don't want it at the store had that I was too. So I had that was like a sign I had to buy. Yes.

Dollar and the treat bag that went with it. I was like this is perfect. And then we have some treat bags here kind of brought it in one station kind of separate it out. It's perfect. Um, they had some Play-Doh, um, cups, which we'll just put in bags. I mean, you know, the bags will look different. Yes. I'm wondering if there's anything like I'm wondering if like the bowl like if we do the golf cart decorating and I just instead of buying tickets like what about something fun and then we can reuse those spiders next year like just a little plastic that you stick in your spider webs and so

um I know you guys are on logistics for the contest so I don't know what your thoughts are on running uh let's just soundboard each it and see what do you want to fish to that is just real quick. Yes. Um two glow stick necklaces, five fish brace flashing bracelets. Um four bags of glow bracelets. Do you remember seeing a count on them? Three per bag. Okay. They're Dollar Tree pins. Okay. 10 caterpillars. Well, they're that they're not and you can pull it like that. Okay. But they don't like throw and stick on the wall.

Do this with them. Yeah, that's what they are. Squishy worm. Also, those sticky hands are awful on I know. That's cuz I said these are not the sticky stay in your wall. Yes. Yeah. 25 bouncy balls, 22 zipper bracelets, and then there were 20 skeleton trophies. Yes. Oh, so they from 2023 when they got rained out and so Oh, okay. Well, there was some 20 24s and five. No, this but Jeff made labels for me

for 25. And I said, "Would you go ahead and print some 26, you know, that's need anyway." So, uh, the only thing I don't have are like to accessorize and so could you put that on the list for Taffy? Yes. What do you have in mind or what do you did you find anything that you would want on Amazon or Al is that on I don't know about Amazon. I know I've had to send it to uh you sent the list to Kathy or no to me. You sent the list to me. I sent one to Carol. Alex sent one to me or Carol sent one to Alex. Alex sent one to me. But same thing. I just glanced at it again this morning and looked at it

with those little skeleton. Yeah. whenever I shot you in a text. Yeah. Let's see if I put you in as a contact. So, I'll have to look back. But anyway, I'll look back at that and send it to you. Yeah. So, I don't know. Is it the table of claws? Is it the rest of stuff? Really? Oh, and I did it. Um, 20 skeletons, one large sidewalk chop. He's like this big. Uh, 33 tablecloths. Um, six little nets, little

fish nets. And then I don't know what this that bag of metal disc was either. What is it? That bag of metal disc. I don't know what that came from. I don't know. You know, it just felt like that heavy. Yeah, we thought that holding something down. Oh, maybe it waits for the Yeah, same. So, anyway, so that's that. Yeah. I mean, okay, that's all that we had. Okay. Yeah. So, Jeff made those labels. So, if you order these, are they here or do you have them? Uh, I have eight. You What did they say? Huh? Did you

It says Spookacular 2025. That's what they said every year. didn't say 1 through five years or anything like that. Okay. So, is that all right? That's fine with me. And then if y'all um depending on what you want to dress them with or to decorate them with. Um and just like hot glue that stuff on. Yeah. Whatever.

Um Okay. So then let's look at and then Alex was looking into I think we just budgeted out the same amount of hay bills that they had last year. Was it? So if it's $150 worth of hay bills, that should be about 15 hay bells. Okay. I mean, yeah, about 15 bucks. Does that sound right for what y'all had last year? I didn't I had to work last year, so I didn't even get to go last year. But they did they didn't have them scattered. They were just in a like a photo op area. So they were like stacked and then they had like a photo booth.

But you want some trigger too. But you want some scattered right for sitting. I would love some scattered. Like I don't necessarily think we need them all for a photo op. I would rather them be used so people can sit down. Yeah, we either increase how many pays we get or also in a small predicament with that. Brooks just found out that he's out of town that week. Okay. And he was going to be my hail loader. They're about 40 plus pounds each. Yeah. JD out of town. Uh okay. Um I can do it. and my brother-in-law. I mean, he works from almost up to sun down. So, okay.

Yeah. I'll recruit Rick to do if we can. Is Rick your husband? Rick's not the park. Mark, what time is the um set up again? So, the golf course is okay with us setting up anytime after like 9 or 10 a.m. I said I think I said 10:00 a.m. Um I So, ideally, and the trailer's confirmed. Okay. So, and Mark's gonna go get that delivered. Okay. What time will he do that, do you think? Well, he has uh something in church or you know, around scratching notebooks, right? Okay.

Yeah, he's in a appointment maybe in Austin. I don't know where this goes till 10. So, he'll have to go pick it up. So, it'll probably be at least one before we get the trailer there. Okay. My thoughts are I'm wondering if he would be able to if it's before school's out would you be able to meet market king feed to get the hay bail like and then we could just load him right onto the trailer cuz he has to take his truck so like I'm not I was like I wonder if we can get Mark to go straight to King's with a trailer Oh yes remember what I said last time what

he can be challenged with the trailer even though we have a 30 foot uh fifth wheel very he could be the muscle but he didn't really have experience driving a trailer you know well if he can well Russell's used to driving it the 4th of July I don't know he has yeah will he be around that day the ask him yes okay yeah that'd be great if we can if you guys can coordinate that to where we can get Mark to come straight to King. Oh, yeah. That's a good idea. And then I wonder if Mark just shows up, they'll just load it all for him. So, how is he getting young?

Oh, yeah. Yeah. Yeah. But in that King parking lot is what I was talking about. Where he's going to be and then if he has to back up and then get out by Berkshire Brothers. I don't know. You know that. Okay. It may be no problem. But he'll go. This guy has it first. This Wimberly has his track. I get water. Does anybody want any here in here? I think it's in here in the maybe the fridge. Yeah. Alex. Oh, no. I'm thinking um because I can we can help. I don't know. We'll have to unload if we can get

Would you be able to meet him there if it was between that time? Yeah, cuz I just have to pick the boys up. I leave at 2:30. Okay. So, Russ will meet at Keen Feed at 1:00 just to assist. Do you want to ask Mark Hollyfields or do you want to just plan to have Russell meet after the fact after this meeting? Yes. You see what I mean? I know it's already a done deal, but this is what you're doing. Yeah, about that. Said, "Mark your calendar for Thursday, October 30th to help it set."

Martha will help us. We're not 100% but I think we will. Um, so around one or so, set up around one for if I mean, let's get a confirmation from Mark on the time, but I would say between one and two. Yeah, because like needs to be out of there by two to get to pick up Mark probably Russell's number. Yes. So if you send it, you have me as a contact us anyway. Okay. You'll be

Yeah. After he says okay. I'm sure. Cool. Yeah. Okay. So that's um Okay. So Rick Russell And they'll I mean it's only 15 bills spectacular. He does. He says I know. So you mean I can't beat the room one? I would say yes. Yes. Unless we hear back from Carol that Mark is like that is the off timeline for him or but I think that would

fine. The only thing it would be [Music] okay. Um, and then let's

Russell can assist. He's got those calendar to assist. Okay. I don't feel my weird. Um, all right. So, feel good about that. Um, I want to just talk about the costume contest and the parade, the sound of parade and the golf cart, the golf cart competition. Um, Sean and I were just talking and we had the uh the day updated, but it the signs all say golf parade and best performance. Oh, what is it?

It says golf ball parade. So, and so the verbiage that I put on that I sent out, I think I sent it Did I send it to everybody or did I send it to I think I know it was to y'all but um that just says like don't be scared. We're keeping one of our favorite spooktacular traditions alive contest but with a little twist. Um instead of paring through town and our spooky fleet will be parked along Wood Creek Drive. So, my thoughts are where all of those stones are, we can just have them pull in right there. Um, so that means that that morning when we get there, we're all Maybe I can ask Tom to do it actually. Drop tones in the spot like nobody is parking there.

Yeah. Yeah. Um, and then I noted in here that if you can pre-register by contacting City Hall or um show up and then go to the registration tent where we we'll do the costume registration. Uh, and that if you're going to participate, you have to be lined up by 5:15. Yes. Right. Okay. Um, and then it sounds like we're all on board of opening the golf cart competition to attendees to vote. I think that could be fun. I think so, too. But just figuring out the logistics of how many golf cart like Well, obviously need to know how many golf carts and then what do we use to vote

to vote? Is it the spiders? Do you is somebody we have a volunteer that is there like, "Oh, do you want to vote? Here's a spider. Like, go drop it in a cup or a bag that each of the cart owner has." Or do we attach something to the golf cart? Maybe like a little box or a little holly cup. Um, or we just say, "Hand over this cart flat." Yeah, it's pretty wide. Really hard to get everyone. Yeah. I'm thinking the golf cart contest is more of like it's just there and people can stop by and vote and then the judges if we have no votes or a tie like they'll be the braver of it cuz they're going to judge the costume contest and then

announce the winner of the golf. I think dropping little spiders or something into something we definitely don't want to like have them write down on a piece of paper like one two three and then us have to go through it and but who's going to count those fathers? So, same judges. Well, it shouldn't take too long. I think the judges could count them. Yeah. Okay. Okay. Okay. So, we seem like little, like I said, a little jack lantern kind of little pale put in the front. Mhm. Carter drop the like a cheap little jacker Andy bucket. Yeah. Okay. My only like How many people do you think will do it?

I don't know. cuz I feel like a lot are just going to be heavily drying up. So, I think we need to have a backup plan because I went to the Dollar Tree on Saturday morning with the boys and got some stuff. And I went probably like Tuesday and they had all of this Halloween stuff and I literally got in line behind someone that had probably like 300 items in their cart and I ran out of time and had to go pick up the boys and I had to just drop everything. And then I was like, "Oh, we'll go back Saturday and pick it all up and again, all gone. All the Christmas stuff was out already." I said, "What?" And she's like, "Yeah, fast."

But it was like really good stuff, too. It's like stuff. Um, but I also only went to one one dollar store. But, uh, but they had a bunch of the little cookie buckets. Mhm. You know, like the plastic Tupperware like with the lid. Yeah. I'm almost tempted like do we just like what is something easy? Do we need it to be reusable? But we need it 10 to 15 maybe. I don't know how many people are going to sign. What if we just tape a gallon Ziploc baggie? Just something like that to it and drop them. I mean,

okay. I don't want to overthink it, but I also like what are we going to is it attached to the golf zip bag because it's clear. Yeah. Yeah. Or do we leave it to whoever registers? If like Leslie registers her car, you bring your own container part of your if you're going to register, bring your own container, put your votes in [Music] it. We can find some kind of little thing somewhere, can't we? I think Yeah. Yes. I guess we needed a

Santa is just too too much. And what if it's sprinkling wet? Not that it's going to rain, but I hope it does. It's going to cost that much to get little tails. Do you think there'll be 10? I don't know. I mean, the first year there were probably 10 or 15 golf carts. Last year it was like what?

Um, I think if do any of you think you could go to the go to a like Walmart has like the little stacks of 10 Halloween cups for like 250. I bought some of last year. But now to 30, of course. What' you say? I don't know how hard it is. Okay. Target girl. Sorry. Huh?

I'm a Target girl. Well, I'm both, but yeah, of course I can. Okay. Do you want Cuz there in Kyle there is um I trust whatever you find. I would say get 10 of them. Okay. And then Right. I would be shocked. Me too. But part Yeah. But if they're in a package would be best. Yes. We can always reuse the pills for something else. Build another thing. Yeah. an edge of the inventory when we throw them in.

Well, we're gonna use one after a little table here. So, yeah. Oh, yeah. We just have to modify. It didn't take that long. That inventory. Yeah. We already use those facts in the silver, right? Yes. Yes. So, I only got more just to get us to That's great. We're over 150 sisters. Um, okay. And then I have stuff, the other stuff is just stuff that is sitting on our Amazon. So, um, like the pumpkin paint kits I found on Amazon. These, uh,

pumpkin painting station. That's awesome. And face paint. Yes. Laura has not got back to me about a balloon twister. She said she's like, "I'm pretty sure I know someone." And I sent her a message that we went to whatever uh l whatever that town's called. Did you have anyone follow us? Uh yeah, the pumpkin fest on Saturday with our grandkids. And uh there was a balloon twister there. So, I'm wondering if they're used up by pumpkin vegetables that may be fed, but

yeah, we won't be deterred yet. So, I did put on here um I found a set of 24 dual tip acrylic paint pins instead of like liquid paint. What do y'all think about that? There's 24 of them for 10 bucks. I think that's a lot less messy. It's a lot mess less mess and they'll dry quicker. I also found 88 funny face um stickers and then like the pumpkins, right? Yeah. Yeah. I think that's great.

Um and then I don't know if we'd want this. They're like uh like little funny. It's 88 for 10 bucks for like stickers. Little stickers. Yeah. littles that aren't using the paint pads.

Okay, I'm just going to add stuff to the cart so we have a price. Um, and then some of this stuff if y'all are not if you have no I mean I had no opinion like Alex and I can look through this. I just haven't got together yet. Yeah. This um to confirm our spectac the wish list um because that sounds really cute stuff. um for decorating. And then this is I think I sent this to you, Leslie. The stand. Yeah, the stand. Yeah.

So, an alternative to building out something. And then did you see or I think you just sent me a picture. I'm not sure. The little backdrop. Can you show her the photo of the trick? Yes. Since it's a carnival theme, Alex found this really cute um way to frame the stage, if you will, to make it look like you're coming up walking through the curtains. Oh, yeah. Um where in the world? Okay, I sent I'm wondering. Okay. Did you Did anyone else stand?

No. I have tables that don't what I told you. And then we do have some uh fine chairs and some that are just metal. Oh, really cute. Yeah. Really cute. Uh and then some that are padded. You know, they probably have a cardboard table. I'll bring a tablecloth and just We have tons of Okay. Okay. I'm going to put Carol down. She has two sixft tables. You want us to bring this 4ft tables? I'm going to take an inventory right now. And then uh what

we all have? I'm thinking yes, we have not added any to our uh new one table, right? Okay. Um we have not added anything to the rental as far as from labels. They do have tables and chairs. I think it's like I would be lying if I said the number off the top of my head, but I think with the a bills they don't need to rent new. Yeah. One I mean I've got a long folding table like the garage sale. I seen a small of a cardboard table. Okay. If if anybody has one. She has a 4 foot and then I have two six. So we're going to need We have like three or four card tables.

Oh, you have table. Uhhuh. One's my dad's ones. Yeah, we have different reasons. I can put you down for four cartoons. Oh, you want me to bring? I'm just doing an inventory. You told me that already. No, I know. But so that when I finalize my site plan and plug everything in that we have and say, "Oh, we don't need we only need one. We'll build your six foot. We're going to need all of your like I have two six foot tables." Um, you said you have company. I said one six. It was a board, but I don't Okay. Do you have any? No. Okay. Do you have any anything else that you know you have that you think would be helpful or handy?

Did you want that? Probably like the chairs at the welcome or the whatever table registration, right? Yes. And I I hate to assume, I will confirm, but I think there are 10 white folding chairs at the gazebo that they use for the yog the chair yoga that we can pick up on the way. Where are they? At the gazebo. They're just sitting near the gazebo. I'm sorry. Same. Every time they drive by, I'm like, they're still there. It's awesome. Um, is that the kind of teachers you have or is No, I have metal. Metal. Okay. Yeah. How many do you think you have? uh H3 and the second.

Okay. Uh I know if we need more I know like Dev and Christa have some that I can ask to borrow. Uh that's bio tables. Okay, we'll probably ask you about a few, but um and then Carol, did you already did Sean come and get an extension cord? I know you talked about that with him. You said you have extra extension for you. Was that you or is that Betty? It's me.

Oh, did you? I think that was Betty cuz she said that Yeah. I mean, we had a bunch. Okay. But um but yeah, I think that it was baby because she said just come get them. We don't ever need them again. I already I can remember you

what am I missing y'all? I know my breakfast. Do we happen to have a smoke machine or anything? A dry like a dry ice machine. My father I do not I could ask if Christ might have one has like so many like they love Halloween that's her last name Christa Richardson she's on council pet just

let me Then I can't find a list of exactly what bouncy houses pumpkin decorating. Uh yeah. So the pumpkin rim floss I had I think five small hula hoops. Uh so maybe we'll just add five pumpkins. And HB I think the small ones are four bucks. I don't think we go big. I think just get the small stick if you maybe you and I could go hate to just plug your calendar, but maybe you and I could go on like Wednesday, like tomorrow. Yeah. Or a day next week before they're all gone.

Yeah. Or maybe they'll be on sale. Yeah. Um and see how many they have. Yeah. Okay. Pumpkin ring. So, we have a pumpkin ring toss. We have the pumpkin paint can. Um, and I think we can just get those at the same time, Alex. We can just grab however many pumpkins and uh I know that 50 pumpkins were painting. I think let's see how much they are and what we can budget and then just get that. Yeah. Um see how

I didn't see any notes on a quantity of how many were used the face pain is there as well. Yes. So Laura reached out to her to confirm and then I was just waiting to hear back if um she had Did you want to do I mean we didn't talk about last time but did you want to use those apples in any way Cheryl water? So this is a 20 is this 24 I guess but a grab apple game

golf carts lined up along the creek drag the view uh review by judges set off treat bags pumpkins in a row for ring toss grab apple game Smith I don't that was Smith I don't know who that is Denise Winter I know that pumpkin bowl even. Oh, that's what that ghost toilet paper roll is for. Put it on the inventory. Harry's like, "This is weird." So, they're just a roll of toilet paper with a ghost drum.

Yeah, it's like two eyes and a mouth on a full toilet paper. Not just the roll. This is weird. Okay. So, do we want to do the brown apple? So, I imagine that was in like a small pool of some sort. Oh, full of water. Who would play that game?

They're little uh like 50. I thought we were actually Bobby. I'm like that gross me out. Bobby doing that. Okay. Well, u but then they get prizes for that. So, we need to a lot for they get to take home. There you go. They're pumpkin. Maybe we just don't do that for Arbor Day. What how about the the bridge to house with the pumpkins? Do they get a prize for that? Andy a treat bag.

A treat bag just put it at Easter. You were just a game. It wasn't a prize for just a game. Just activity. Yeah. Not a contest. Just an activ. Yeah. Yeah. And for the small like the littles. Yeah. Um just activity. The only the only prize we're going to give out for the contest. Yeah, the golf part. Yeah. With golf cart and costume, right? We're doing pet pet and kid ages.

We are doing a family or group prize. We're doing a pet winner and then four groups for kids. So, under five, 6 to 10, 11 to 16, and 17 plus. Guess in the kid category or maybe an adult would dress up and bring her kids. So I don't know. Yeah. I was trying to think what adult would sing.

So I think this is something we this is a good good way segue into the logistics of the costume contest. So we need to figure out who wants to run the registration table. And then if Alex walks up with her two boys, she's going to give a name tag and they'll get a name tag and then are you in the kid? Are you a family costume? Are you a group? Like if it's not obvious, right? And then they will go in that category. So when we do the registration because you know doesn't take much walking around. So, Carol on it. Uh, do you think Betty will want to do that with you?

What do you think, Betty? Want to text Betty? She's okay. I wonder if she got it. So, I said 11 cuz that's when normally we meet. Yeah.

But it would be good have two people. Yeah. I think at least.

And then Ruthanne said she would home the day of to plug her in. My neighbor Jane Little said she would plug in the day of as well. I'm I will follow up with her, but she I saw her on Saturday and she said that she responded on my text. I was like, "Absolutely. What do you need? Plug me in." And then immediately was like, "Actually, I'm so sorry I can't come." And then I saw her in the driveway and she's like, "Actually, on that day I have a wag uh like a volunteer sip night where they just get together and sip wine." She and she said, "I'm actually going to see if everyone will come and volunteer at spectacular and then we can go a sip wine." I said, "I love you. I know I already left you."

Oh, it's really mine. So, I don't know how many bodies that would be or she is like a big part of a startup spectacular. Oh, good. Yeah. And if it's for wax, give me some pets out there. Yes. Maybe they can um do the pet contest. Judge that. Yeah. She's like, just put me in where you need me. That's a way to promote Wag and and judging the pet contest is so and so for Wag. You're not familiar with Wag. Oh, fair. What's your friend's name?

J Little Okay. Um, so if today will you guys or Alice, whoever wants to do it, just find what you want to use to like what are y'all thinking for the uh trophies like what have you decorate them? Yeah, I send it to you right now. Little Barbie clothes or Yeah, they're just and all. Okay. Yeah. Yeah.

Okay. something. Oh, and the other thing is John Odell has been there every year and he would be one of the judges and like our MC along with the mayor. Um, but we should put together like a wish list, a dream list if you will of judges, people to ask, hey, will you be a judge? But we would definitely ask um Jeff and put John and Jeff on that list. Uh Jeff Mayor John John he's the uh DJ at Radio.

He lives here in Wood Creek. He comes to look everything. We're also judge too. Okay. Do we have a photographer? Charles Schwarz. Uh Charles Charles is booked that day for another event. So we do not have photo booth. Yeah, I think we all take pictures and share them. Yeah, babble. If there's somebody that

I think of now between or any of y'all think of somebody that doesn't have time for that might want to do it. Uh, who was I just talking to? Let me think. Let me s on that for a second. But he's I reached out to him and he's already he's like, "This obviously sounds way different than what I'm going to do." Um, what about any city council I want to judge? Uh we definitely the the ask out. So we have uh two we need two more people.

I don't know how many we have. Then Jane can do the pet contest. Let's ask one for wag. Is a pet. Well, she probably won't stay the whole time. But I Who's on this here? What about Jim Berd? Lucky. Yeah. You volunteering for Oh, I was volunteering. You're gone. Yeah, I'm at the conference at Unfortunately.

That's me. I already tried to recruit on you. Oh. picture works. Oh, that's true. Okay. Well, we have how many people are here? I think Russ can ask the council. I'm sure Chris G to do it. I think Yeah, I think we can fill the other two seats um with Let's put one for Jane, whether it's her or somebody from Wag.

Okay. So that's Jeff and J potentially Russell. also a council member. Maybe two we can get two of the council members maybe maybe um okay let D want to do it.

Um that should be easy. Do I'll put that on high list to reach out to to send a first come first ser who wants to come judge. No, what time does it cost?

So I've put this has not gone out. So these are things we need to finalize and confirm today. But I noted on here uh I said how it works. registration. Register early by contacting city hall or sign up the day of the event. The uh at the registration tent near the stage. Golf carts must be parked along creek drive by 5:15 for judging and community voting. Attendees and judges will vote for their favorite cards and the winners will be announced after the costume contest. Um, so in my mind I was thinking that if people are able to register for the costume contest when I was looking at the notes like this is the whole event based on last like the years pass like the games are there but like the whole thing was the costume contest right um I think it's actually start

what time it was so this event was 4 to 7 or 5 to 7. And so uh station judges with chairs at pro lane 4:45 start the parade at 5. This is a better this is better. Uh 5:20 festival begins at the completion of the parade. 5:30 to 5:45 costume contest begins. Participants invited on stage by age group for judging and awards. Um and then it ended up so it was the last hour for that. So if we was on what day of the week was that on a weekend probably is the 26th last year?

26th was a Saturday I think. Some people may not be able to go off. So if we haven't the registration open until 6. Uhhuh. And judging of the con of the carts until 6:30. That was a Saturday night. Yeah. It's been I tried to get on the 25th but I think it might be a little later than what that was. go later. But how much time do we want to all lot at the last hour or from 5:30? So if register the golf carts half will be parked by 5:15, right? Yeah. And then judging you can vote until 6. Yes. Yeah. And then the costume contest starts at 6. Mhm. And then that goes maybe 30 minutes.

Maybe maybe. and then announce then we can have draw final call for voting like last call for voting on the golf carts as the judges are tallying or doing the golf the costume u and then announce the golf cart winner and then it's pretty much the end of the day the party so we're going to announce the winners at 6:30 is that what you're saying I think that sounds Yeah. 6:30, 6:40. Yeah. What time do they need to register for the costume contest by? I know the golf park by 5:15. Register. I said by 5:45. Okay.

And they register or do they just we need them to come to your tent to your table to register and get a a name tag and know where they're what category they're in. Okay. And so I think if we have registration and we I mean if people are walking up and they're it's the last 6 550 like we'll take them but I think if we announce like uh you must be registered for the contest by what did I say 5 5:45 5:45 and then the contest starts at 6.

Okay, that's fair. Uh and then right after immediately after we'll announce the winner for the golf cart. Um and then winner is announced at 6:30, right? Roughly. Yeah. But at least we'll say that give or take 5. Yeah, that's good time. Um and then I also reached out I know I'm jumping around. Sorry y'all. But yeah, I also reached out to the golf course about there were notes in here. I think the Cody Abney actually did it. They went like sprinkled for ants around the whole property

um the week before like that week. And so I emailed and just said, "I don't know who would do this. Was that something you guys can do?" So the golf park is going to treat her for ants before the unless Yeah, I know. It's now that we were playing baseball and I'm about to feel them. They're just everywhere and you don't even see them. Oh, it's like at the playground in the mulch. They're so Oh, really? Did you have you told someone? I tell [Music] the triangle. Yeah. In the wall.

Yeah. There's a whole bunch over here in Memorial Park, too. When we were put our garage sale signs up where um that's pink, I want to make sure we're talking about food and drink. And

so I can't I can't find it right now. But uh the golf course is sort of a sprinkle for ants. They will allow us to put trash. My question was will someone from the club be able to manage trash or can we throw trash in your dump at the end of the night? And he said you can absolutely throw trash in our dumpsters at the end of the night. Yeah. what we talked about last time with large trash cans around the premises. Yeah. To throw stuff away. And yeah, we talked about just buying them for, you know, City of Wood Creek to use it up and have storage, but I don't know. I don't know where we got with that. I already had trash cans we could use for this. Yeah. We won't put it in this budget, which we got to worry about.

Yeah. Well, he didn't I will follow up again. He didn't confirm or say no that they would manage trash. She like some of my questions you kind of I'm like okay um I and they're going to have a golf one of their carts their beverage carts on site for drinks and then their food truck will be open full menu for food. Okay. Now what about any other food? So remember I sent that picture from through a popup for Oh we have external food vendors there. um or any external vendors.

Currently, we don't have any other confirmed food vendors. Uh we were looking at like popcorn or something. Oh, actually I guess I gave my feedback this morning. I was at the farmers market group and this girl two years ago she started this baking thing and and now it's really blown up and she it's so good. She has a little shortbread cookies and banana bread and um all that kind of baking items and stuff. Told her about it and she says, "Yeah, I'll be happy to come do a popup." So we want to Okay. cookies and just little things like she didn't um No. Okay. What do y'all think?

I don't think they need an extra permit and I don't think the golf course is going. I didn't I have not asked if they would care if there's any other food vendors there, but she's like true. She's not like no. Yeah. Uh I think this is okay. I think if she wants to and I will confirm with Jim like I don't know if we need any kind of food like any kind of permit or anything for selling food on site. Be her name. She my mom calls me that. But

last week I had reached out to um I don't know if you guys the popcorn shop on the square in Papa so they used to be my neighbor and they said they would totally be interested for me too. Yes ma'am. Come to your event set up a popcorn bar if you'd like or we can provide large event bags and containers for giving out popcorn to the community members. But it sounds like it'd be one just of us having us come out to set up a booth or table of sorts to make our popcorn available for sale at the event. Correct. If that's the case, we'd be very interested in that. Let me know the details and what you might need from us in order to participate.

I think we do. We start doing those type of things. Sure. That's is going to start giving us sponsorships. Yeah. I The thing about additional food is I don't want to deal with it. Like I don't want us to be responsible for cleaning it, for managing it. So if they're willing to come and set up and do it all to set up, we're not doing it. We're not selling it. We're not like we don't we don't get left over. I mean, maybe you found it better than you got, right? Yeah. So let me ask you.

I just the food truck. Have y'all eaten in the food truck at the golf course? Have you eaten at the uh golf course? Food truck. Food truck. Yeah. Like it's when's it open? Um I've gone there during it during summertime when golf course is open. It's open. Wipe that down. And uh but it takes a long time. Like a hamburgers like really really good. like all along. Can you call ahead? Can you call ahead?

I think you can. I think what do you know what it's called? No. I want to look. We're just going to walk over there one time and because like my friends have a bottomless pit of the stomach and sometimes it would be nice to just be able to grab something versus go home and do top of it. Yeah. This is a really good hamburger if you like hamburger. Oh, no. Durango. Oh, really? Believe it or not. Yes, Durango. Interesting. And it's very affordable. Always doesn't have to order a burger on West. I know. I know. Believe me,

anything. Really good. And you call ahead and drop into that. I had read that food trope in front of the Yeah, it's really good. in addition to that. That was Joseph, that's totally fine by him. So, I'll just follow with the golf course before I confirm. Okay. Uh if they are going to come and set up if the communicate like if they can be on site by 4 to be set up and ready to go by uh

stop selling at 6:30, right? 6:30. winners with an out of setup right I mean I don't really care as long as they they don't need us they're not going to use they're coming set up okay and we are not providing anything just the opportunity to come sell right um and anything they would need like what they need electricity pop she will she might just come from the or they'll uh so I'll confirm my confidence today. I'll reach out to at the golf course and then

make sure they're fine with that and then I'll ping you and say okay let's skip them. Okay.

Uh and then we're going to do something Thanks, guys. There's something else they said. Now I'm like

actually sorry. Okay. Um What else are we all thinking? What else? We have major. Is there anything else you have to think of that are? Let's walk through. Um, I know I said I would do this in the class away. Um, pretty face painter. She will come set up every like she normally bring all of our gear, all of our things. Um, pumpkin hanging. We'll get those supplies from Amazon. And then should we put two sixoot tables and make one big square? Should we do just two tables, no chairs? For what?

The pumpkin aging. Oh, so the chairs will hold sit down. Yeah, they'll get the hay bells, too. Yeah. Um, do you think we need anything on top of the hay bells? I know we have 33 plastic covers. Plastic on hay doesn't sound appealing to me, but that is just sitting on hay, but obviously I think some sit on hay. They're going to sit on hay. Yeah. I have Okay. If you want to sit down, then you're just Yeah, I'll sit on the ground. I really have to uh two cupboards.

Do I'm thinking just a tent for the registration table. So, it's like a clearly defined space that people it's going to get lost in the but we we what are our thoughts? Do we have a canopy? The city has one and then I also have white one. I think it just like makes you definitely need a can I think for the registration. Yeah. Yeah, I can see. Okay. Okay. So, we'll have one six table there.

There's a tree zone. Not just the perimeter really on two sides and really just one side cuz that the boots might be a couple trees in a little umbrella then I mean do you want to No, I don't know. Yeah, but that's it. For as a real Oh, yes. And I mean the other thing to think about is I just I haven't been there two years. So sun sets at like 5:45 6. Yeah. So as far as lighting like if we need any

Yeah. Uh when we'll be done, but we won't light until 7, right? The breakdown might be getting dark, but yeah, it'll be fun. One day you need lighting for like Deb just gave me I don't know 10 rolls of purple lights scattered around my house. But if we meet like for any of the decorating or things we can talk about that Amazon okay registration

fortune tell you I to do it when I when I ran out of schools. I used to be with So, I'm gonna tag a card table for you. [Music] And we'll put treat bags with you that you can give away. That's I don't know what the treat bags are going to be. No, but I got some that say I can like candy. I see candy in your future.

Oh, yeah. They're only like three of them. 45 pieces. 45 bag. But I was like, that would be cute to like there for the truth. Yeah. Um, we need to order candy. Yeah. So, I'm going to put together a Amazon or Sam's list or Costco and I'll put that on there. About 100% positive I'll be at Costco in the next two weeks. uh tickets to get ton of candy. I think last year it was like almost $500 worth of candy. It was like sensitive. Is it time to get chocolate or not?

I So my thoughts if I or talking about it is I don't want to give just candy like I would buy more of those trimy things and erasers and pencils and kids love a pencil. Yeah. So, I think on Amazon they have like I don't know if they're piñata people, but I I get piñatas every year for the boys and I get these like bags of just like that lace, but not little bracelets or Yeah. Yeah. We had out there more. Yeah. Yeah. But you get little pencils that are like Halloween pencils or something.

I mean, I had that in my garage sale. I just gave it to somebody if you wanted. I had a bunch of pencils. I should have actually taken off title, but you're following. Can we use this for Christmas? Can we use this for a Christmas event? Nobody wanted this. It was a hard day for sales either. Yeah. Everybody that stopped by was like so had big. They did not have a big push. for better. Yeah. Was that it was a community fire rock? No, it was just by Saturday people.

Um well, usually it helps with other people. Okay. So, the pumpkin ring toss, we just need five pumpkins and the hula hoops. And I'll confirm the count on the hula hoops and then that's how many pumpkins we'll get. But I think it's five. I have three like this. That's what I have. Okay. If you need extra. Okay. Uh and maybe we just get extra loops with just five pip, right? Just line all the do like a ski ball like um does not need anything or table. She breaks all of our stuff or at least she has all

this is like just don't put me in the sun. Yeah. Um, blue maker TV, but we have a big next to each other. Yeah, I don't know that the copy would be. They're 10 by 10, but still one of them. Yeah, just maybe just we can sure. There is no shade at all down there. Yeah. So we can share. Okay.

I think if I think we have enough if we have each because she's going to you guys are going to be a popular thing. I know yours is always um okay. It's Yeah, but I'm challenge. And I know it's not like real, but I'm like not a quiet space by any mean

to have it like there. Alex has some really fun stuff that we could even drape the tent to make it like come into play. Ooh yeah. I have many way too. I don't know why I wasn't going through your stuff. Okay. Um I right now in my mind I'm like I'm not going to stress about a belief maker then.

Yeah. There's a there's some that's a lot to do within two hours. Okay. Registration table. What? Well, obviously be just little decorating bunny leading it up, but the event itself. Where do you want to be? Well, I thought I was doing names. So, Oh, if I'm not with that with Carol, do you want to That's what we had said last year.

I just can't remember. Okay. Okay. Uh, so I will put and Alex registration because you're a contest logistics. Sorry for you. Uh, okay. So, Alex and Carol will be at registration table. What are you doing? Yeah, I was curious. I was thinking, what are you doing? What are you doing? Me? Wow. Yeah, I

Oh, cuz Brooks is out. Okay. Uh I'm just assuming their father will. Okay. Um I might invite my mom to come. Okay. Not that it will be certain amount of help, but I guess I'll just have to see my page is going to I assume she is, but okay. I think if

I mean based on volume, if you are stationed with Carol and Okay. Um because the registration will be done in the first hour and then my thoughts really on the on the costume contest was like wrangling these cats.

Yeah. When it comes to like getting people to line up like managing that line of people going from once you get their name tag and then they're in line and then they're walking off to the stage. um like that might be we're going to need volunteers for that. And then we have I'll confirm with the people who have been like yeah I can help I can't help but I can help the day out. Uh and then if everybody breaks one helper uh we should have who else? All my friends also have a kid. I'm like, I think they'll be fine.

Yeah. Claire said she would have Elizabeth said she know that Crystal will help.

I'll see if my daughter's coming down.

Want to come to help me? I mean, Cody Anthony also told me that he would help. I have not heard that from that. He was the one that initially said that he would find us a trailer. Oh, okay. But when I did come back, I said, "Well, not going to press it, but I'll follow up again." Um, and then

I thought we have a trade. We do this too. So, okay. Does anyone else have a trip? Okay. So, he did this. He helped us reprint the the dates for the signs. Um, okay. water or anything out there or is the dog course going to have water for sale? Last year we had

we had cooler. So we have $140 to buy water and ice. So I think if we just have a cooler and I'll as I say these things out loud, put them on this list. Um, for a Sam's or Costco run, we'll just get a bunch of little bottles of water.

Um, and then would anybody who wants to stuff tree pants? I will. You will? Just let me know when all the stuff is in from Amazon. That'll probably be later this week. Yeah, probably tomorrow. Yeah. Um, sorry. No, you're fine. Yeah. Every time I think of I know mentally you're not going to be here. What's wrong? Nothing. When I'm not available as much when I speak anniversary and a wedding and then next week go to Bahamas. Yeah. What? Told you Bahamas. Will you need back to this just in just the day before?

Oh, yeah. Yeah. Like, I'll be there, but what do I need to do? Like, you're not just I can do it uh, you know, like after Saturday because we're going. Okay. Before th Thursday morning. Oh, yeah. I'll definitely be doing it before. I'll get with taffy and I think the candy will probably come from Sam's or Costco or maybe from Walmart. Like we'll go buy that and then I'll send these with you. The drink bags and then we can get the rest from the out of the tub. The tub still here.

Huh? I did not come to get here. Tell me if I have one more thing. I know. Yeah, I know. Okay. Um, [Music] anything else you've got on there? Things from Amazon that are just stuffers that aren't candy from Amazon. Yeah. Yeah. Uh, and I just sent you a text for the little accessories for the skeletons.

Perfect. Okay. And then I will do another reach out as far we need to get start for the toddler bounce house. Oh yeah.

So maybe I'll get those ordered and then I can pick them up on my way to Walmart or Safe Cost, whatever. And then ballpark parking and then the toddler bounce house. Do we need any other signs? In my mind, I was like, oh, we could I could stencil with like some like a cute registration sign that we could make and have it every year. I did it real easy for the our little community garden sign, but with what my next two weeks looks like, I don't have Ace or something. Maybe I'll just get a credit on

Yeah, at Walgreens registration. Yeah. F. Um, anything else signage wise you can think of? No. For the day of golf cart parking for under only uh registration. Do we want to get anything for like food and drinks? That's pretty obvious then. Yeah, pretty obvious. Okay. Okay.

And you can have all of us be able to direct the L, you know, okay. Then I will also ask all council who and what capacity are they available to participate as volunteers? I didn't definitely went to number two. Oh, because we're still workshop, I guess.

We I mean, we don't really have anything to vote on really. It's just a workshop in case anything changed. Discuss it to actually. Okay. Um I think that um I think that's pretty much it. Um, I think I'll if anybody else have anybody else that you think would come and volunteer or I feel like we have a good list right now. I don't know.

And then if you have a little more time to stay, Alex, you can knock out the hand order. Okay. And then we have a PA that should be arriving if it hasn't arrived already. So we can just plug in spooky. Oh, perfect. I was leaving one day when the guest was coming. Okay. Uh, what else did we um I think that's it you guys. Can you think of anything else or Oh, yeah. We're going to send Russell's number. Yeah. Yeah. Let me see if I

Right. And have your number. Yeah. Well, let me say if I have years. Yeah. Okay. But I'll meet the Okay. My phone number. Yeah. Let me down. 8397080.

Okay. So, I'll send you Mark and it's in work. Yes, we're in workshop 11:45 and then well what are I hate to assume again but as far as the load in and load out for spectacular um I know you're not going to be at this, but what time do you think you'll get there?

I'll try to sneak away. I mean, I have to work that day as I be I put my theater at 4 by 4. Okay. Um, but I I volunteer. Okay. But yours, I mean, and if there's anything that we order for decorations that you want to play with before, for your setup, but or make it sense. Yeah, sure. We'll make it work. Um, okay. And then I have some You think we can make a charter there or not? Um I don't know.

I didn't I don't know. I wouldn't just because they would not be responsible for it. Uh people are still in golf course in a while. No, I think they left the trailer there last year overnight. I can ask. Let me ask the golf course. Well, so I could just back up and take it. I would just pay it for someone and it's not even like we're literally borrowing it from someone. Yes. Yeah. Do you would you need somewhere else to park it overnight? Is that what No, he at the church. Oh, the first baptism. Okay.

So that anyway. Okay. Um All right. I think we can call. We have no action on the second item. Okay. So, 11:27. Hello. And then our next meeting will be Yes. How are you? Um 6. I'm a salary office. Okay. 11 a.m. Let me call you back just a little bit. Okay. Okay. I'll talk about

I need a boogie. Yeah, I did too. Okay. And once you get confirmation about the external vendors, let me know. Okay. Let me just I'll do a quick configure any reminders. I'll text those to you before I can pop that up. Okay. Thank you. All right. All right, ladies. Not exactly. I just spray this on you.

Okay. Yeah. And never many