Community Relations Committee - Regular Meeting

We will call 11:05. Would you like to call in? I'm sure chair Cheryl Mills here. Uh, vice chair Scott here and member Carol here. All right. So, no public comments.

Um, on the consent agenda, we do had a moment to look over the minutes from our November 6 meeting. Um, and Yeah, it's happy or happy. I will make a motion to approve your second and then show hands. All in favor?

I

All right. Moving right along to regular agenda. Um our number one item workshop on the final planning for the Saturday December 13th holiday event at the tribal. So we will go into workshop at 11:06. Um all right. So I had sent out an email before the holiday. Um it was something that I realized as I was looking at the break last night was the reading notes simply just skimmed right past that. Um it's basically my brain dump of our actual needs for each of the stations um for basically every moving piece of the event. Um so I just wanted to go over that with everybody. And then I brought um a sample if not the whole whatever I bought so far for some of the stuff. I know I sent some photos. Leslie has our elf hats. Uh elf security hats.

I really want to call it Santa security or elf patrol. Elf Wood Creek Elves. Whatever. I like that patrol. That's fun. Whatever. Whatever. Thought we'd talk about that. Yeah. Um All right. So, um, Paula does not with the laptop, so I'll be looking on my phone at the email. Okay. Okay. No worries. Um, I guess I could have set this up, too. But

All right. So, let's start with we'll just go down the stations and see what we have. See what we still need. We need to get our wish list to Tappy like yesterday to get everything. Um, so let's start with the letters to Santa. Um, and actually let me just take a step back. What's the date of the email that you sent all that? If you want to email us,

this the one on December 1st. It was uh November 20th. Oh, wait. The document. I sent it on November 20th. Okay. Um, and then the document, I see it shared that day. Let me Yep. Got it. Okay. Got it. That's we have the list of all the things we need. Okay, great. Sorry, Santa. Okay,

so before we kind of dive into that, I did print uh Terry put it for us. Um this is our site plan so far for what um for all the stations. Okay. Okay, I just sent it to it's a Google doc.

So, I just shared access with you. Okay. And as you can see, it's very blurry. So, over here in this area, this is going to be our hot cocoa and cookie station. Um, so we will have two different kinds of cookies. So, we have Carol's uh cookie decorating station and then CYJ was very generous and reached out and was like, "How what can we do? we'd love to donate something. So, they are going to donate a couple of like platters of assorted like cookies, not for decorating, but just for snacking.

Um, and so we'll have a table there. We'll have a I'll bring my 10 x 10 tent so we can put it over and we'll kind of establish that space as a station. And then you can't see it, but all along the pathway, we're going to have that lined with candy canes. And then that will go right into our Santa photos with Santa station. And then I drove by with the boys the other day and just gone crazy. Uh, and I was wondering if we do have the chair that Jeff has and we could cover it with that linen. I was also wondering like what if we just bench over there and covered it with blankets. Sam's going to be uncomfortable sitting there pillows.

Oh, you mean like the bench bench at the Oh, so we don't have to worry about somebody bringing it and leaving. I like that better. Or maybe we put cushions. Exact. Yeah. Yeah. When I'm a kid. Exactly. We can put cushions down. Put the cover over it so you can't even see that it's an actual Yeah. iron bench. Brilliant. Utilize what we already have. I've got a bench seat. Do we have a I got one of those huge bench seat cushions. Oh, perfect. Put it underneath and then cover size, but yeah, it's perfect. Okay. Awesome. Okay. Uh Caroline, I'm sure you drove around the

W. I was at the George decorating decor. But I do love and I keep going. I go I got I got to fluff my tree. I got my tree about that today. Oh yeah, we can do that. I was thinking maybe like Friday afternoon if we want to go do anything else before we're start raining. Yeah. Yeah. Well, I mean, I think this weekend I'm go. Oh, the tree itself. Maybe just Sunday.

Okay. And then so right to the side of the gazebo, we're going to have our letters to Santa's um pickup station. So there we'll have a sixoot table. Um Leslie is manning the letters to Santa station. So she'll have some helper with her. I sent out a mass email this morning to everyone that has volunteered in the past that offered to volunteer in the future. uh in current council. So, we'll hear from them and then we can kind of plug them in based on what we need. Um but essentially, we'll have pre-addressed um we'll have envelopes that the kids can or the parent can write their address on. Um we'll have a Santa stamp that says ship to the North Pole, something like that. Um and then a letter template that the kids can just like fill in the blanks with their Christmas list. Um, and then right next to that we'll have another six foot table. Um, and I'm going back and forth in my head. So tell me what your thoughts are, especially when you think of the layout of the stations for the nutcracker and the cookie decorating if one six foot would be enough or do you uh and we can talk about this is when we get to that station, but do you want a four like a card table that has all the toppings and then they moved to the sixoot table to decorate or just all down the center of the six foot? Think about that. simmer.

Well, I don't think one sits the table's enough for the supplies and the kids. Okay. So, to two. Okay. Okay. We have table clothes. Mhm. Yes. What about a million? Oh, we did it. Thank you. Spectacular. So, we got these uh Okay. They're like cute little Christmasy uh and they can be wiped down. They're a little heavier than the straight plastic. Yeah, use them.

Um, okay. So, let's move back to two six foot tables for the cookie decorating station. And then right next to it, um, we have the Nutcracker kids craft station. So, same thing I'm in my mind about. Is one table enough? Yeah. Um, is is Alex doing that?

I asked Alex if she could join us via Zoom today. She's got uh her boys home. One was sick last night. Um and she just asked if I would let her know what needs to be done on her end from today's meeting. Um so I've not heard her needs or her shopping list or anything like that yet. So we'll we'll follow I'll follow up with her after. Um and then of course we have a porta party coming. Also, just to clarify where people can park and as you talk to people when we're parking at the triangle, you want to park perpendicular rather than parallel so we can get as many cars in there as possible.

Right. And also this time I think it's like remember we're breaking down spectacular. We're all trying to have our headlights out there to break down. Oh, I think we should strategically plan that we're wearing headlights facing. Maybe one of us take a four corner. Don't you think? Yeah. Yeah, that's a good corners. So, maybe we each have our car. Here's our cars. Yep. Also, we'll plant the seed of like where Oh, this is our parking lot. Yeah. Okay. So, you tell us where our parking spot is. Where to pick up a car and if it's field go to different. Yeah.

Well, you know, for example, here you want to be close to your station. Yeah. Yeah. And it doesn't have to be obviously where that blue car is just to start the grand heart. Yeah. Um All right. So that sounds great on the map. So let's go ahead and go into the list. So for letters to Sanfestation, uh my thought Leslie is that you have two helpers. So you plus two. Um, and I would like for you to be more of a and you tell me actually what you want to do, but my mind is like I'd rather you be able to float than just be planted and you can't get out of there. So, if I could get the volunteers and I'll be planted.

Yes. Yes. But I'm based on our feedback already, we do have a couple of hands already that will help. And I know city council members are always more than willing. Um, and then we didn't really go through this. Um, and so I plugged this into our budget stamps. Oh, good. Well, thank you. Okay. Yeah. Uh, so my thoughts are we purchased 75. Okay. I thought 50, but we can always re like the city will use stamps. Yeah. So, um, what are our thoughts on 75 as a Let me find about

what did I put in here? I didn't realize that there are stamps for your wrist. Oh my goodness. Yeah. Well, and we could even buy some more for you. Yeah. And I've got some donate, too. Yeah. Either. So, if we're on table 75, I think. Yeah. Okay. So, you have 50, but you want to change it to 75. Oh, I'm sorry. I put 50 stamps 75 pre-address for the other thing. So, do we want to just do 75 stamps as well or just do 50 to start? And then for the event, as long as we have Oh, that's why. Yeah. And that way we don't sit on a bunch. Um.

Okay. Gotcha. So, let's do we'll do 50. I'm going to highlight this because it's something that needs to get purchased. Um, and then the envelopes. Um, I would like to like when you think of your station lovely and whatever makes sense in your brain. I'm a visual, so I'm like, I need to set my baskets out, see how this is going to flow. Um, we'll have the letters, the template letters, and then the envelopes to So, they would get two envelopes and a template, right? So, the envelope one is to send to the North Pole. Envelope two is to get pre-addressed so that we can mail it back to them. Okay.

Well, with the with the envelopes that the North Pole, do they need to be there? cuz they're all Yeah. They're all going to the North mailbox there. Yeah. Oh, the kids going in the mailbox. Yeah. So, they'll just get their they'll get their two envelopes. Their mom parent will fill it out at the um pre-address envelope. So, the envelope to the North Pole's already said to the North Pole. Sorry. Uh right. They don't have to write down. So, we'll have a stamp. So, can we do that ahead of time? Yeah. Okay. So, let me show you a This is kind of what I

show. That took me forever. So, it might not have the like border on it, but something that says, "Please deliver to Santa Claus." Santa Claus. You get those printed. So, we'll want it pre-printed. Yeah. Okay. Are you going to stand? Do we just print it or are you going to I'm hoping that we can print this here at city hall. So, I will have a template of a normal envelope size. Okay. And then we can just run it through the printer. Yeah. Oh, you are. Okay. Like you do for print like mailing addresses and stuff. Okay. Perfect. Okay. Um so we'll do 75 of those.

So I want to have some kind of basket or tin for the each thing. All right. I would have something in mind just one we want to consider like weather if it's going to be blowing like some kind of weight or a some kind of enclo like yeah vessel for it. Okay. Um you have any work on that? Yes. So whatever you and I in my volunteer email I also said if you have anything that you would like to lend or let us borrow for this event that would be like fun and festive. Um that would be awesome. So, this is like the template that we'll print and then the kids will be able to fit. I saw those hat boxes too, Bill. I put them by the tree. I can put them on tape. The what? The hat the Christmas hat boxes. Oh, yeah. Yeah. Whatever. Like, think about what you have and then

Yeah, we kind of stuff go through all of our stuff. Okay. August. I love her. Oh, yeah. Right. I love her. I love it.

Um, all right. And then I also have a template that we can use for the responses whether we'll talk about that too. We need to create like a signup sheet like who wants to take what day and depending I imagine and obviously the most volume of letters is going to be the day of and then some might triple in over the next week. Um Taffy did say like there's two that had dropped off in one day that she could probably just write the responses for us. Okay. Um, otherwise we'll want to have I'll take Monday, you take Tuesday, you take Wednesday. Uh, and then we'll just check in with city hall before they close and make sure we pick those up that day. That way we can get them. And then I've we've noted that the 19th is the last day that they can drop letters in the mailbox um

in order to get here. Yes. After the event, the mailbox will come here to city hall and so people can stop and still drop them off. Do you want it to be left on the porch or do you want us to bring it in like after like when we close it for bring the Oh, that's fine. I at least on the last day for sure. Bring it in for the I do. We have cameras. I I'm thinking we would just leave it on the front porch just because there will be people that come after 4. Like I would I do come here before, but people that get off work and oh, we can do this after bed or before bedtime or

whatever the case is. Um and then we can also leave a stash of um no Christmas lights out here or lights. We were going to me and Taffy are going to go to the thrift store to get some decorations, but there was like the Sean did have it the string lights. He said that there was just a like one 100 count. No, no, there was like a whole uh You'll There was a lot because we didn't end up using them. Okay. Or did we use all of them? No, the string liners. I think for the garnet you did, but we still had like two piles. No, a couple of them. Okay. Well, I got whites, too. Okay.

Okay. the lights. We were planning on like wrapping the railings and stuff like that, but Taff is not here today, so maybe we'll go next week to go get stuff. Okay. But we're going to plug the lights in when we leave and then unplug them during the day. Perfect. Yeah. I So, I do have a short end with all this. I know we're getting we're bouncing around. I have um cuz we thought that there was going to be icicle lights in the box of stuff and there was none. And then all the stars were burnt out and they don't work. So, um I was going to just go and purchase a string of uh lights that we could just hang at the top of the gazebo. And then I also found a two hat. We have those.

You have some? Yeah. We're finding why we find a place. Okay, perfect. Can we? Yes. I'll make sure that throw them out because I said I'm never going to do lots again.

Oh, really? I keep con I'm trying to convince my husband. I'm like I don't love our lights. Uh but the other thing I was I have on our list I found a two pack for 20 bucks and it's a light timer so that you can actually plug the lights in and then have it on a seven four to eight hour timer and ice turn off. That way at the gazebo someone's not having to we don't have to leave them on all night but we can have them on from like 4:30 to 10:30 or something. Um, but do we get the electrician out there to fix it? Yes, but it's working on that, I believe. Yeah. Okay. If he can't find anyone, also has someone. Okay.

Okay. It's been I know it was Yeah, it's need to get it out of there. Um, okay. So, this North Pole stamp is also on my Amazon list. Um, and then just to kind of show you what I have in this bag of shirts here. Um, I found these at the dollar store. So, I think I got five or six of them. So, we can use these at the letter station for like pens. We also have one, too.

Um, so we can use these at the craft station markers. And then we can also use them at the writing station. And I think like a cell skinny pen like a marker would probably be the best rather than getting kids like pens to write with. Um but your station your So I need skinny markers. We're going to get that on Amazon. If you want to send me your list if you plan to go shopping and you want to pick it up and get reimbured or send it to me and I to the Amazon list.

Um okay. Okay. So, we have those that we can use for the pens, markers, whatever we decide for that. Um, we have three six foot tables assigned to the station. So, that would be two writing stations and one supply station. So, we do have three. Okay. The three six foot tables are all for the letter the letter. Correct. Remember, we have two for writing and one for your supplies. Okay. Do you have enough tables for all that? We should. Yeah. Um, and then I'm going to propose that we put the uh the folding chairs that are already there. You can have some at your table for supplies and then put the rest around the tables for writing.

Okay. Um, and then I don't know if you're going to get the candy bowl. Well, I got a big old red plastic bowl from Spooktacular wherever I bought it. I'll bring it for what? Candy. I I just deleted that. We don't have like loose candy that we're getting out. Yeah, this is a template from um and then we'll have a sign like we did for Spooktacular. Um that just says letters to San Station. Um my little my little mailbox.

Yes. Um okay. Okay. Is there anything else that you think you'll need per No. Okay. All right. Moving right along. Um that you're going to write your phone. Should we carry purchase envelopes or does the city have enough to give us like 100? All of our things said creep on them. I don't know. Okay. So, we'll need to add envelopes to the supply list that Dollar Tree has them pretty little bit cheap, I think. Who?

Dollar Tree. But I'm just saying if you want to add that to your list of supplies that you're getting in your like the letter the long and I would get the like that's what you're imagining, right? So, so that you can just fold the paper and put it in. Okay. Um, okay. Moving along to the hot cocoa and just one second. I'm sorry. Okay. So, so the letter going out, what about the letter sending back? We have a template for that, too. Or I'm just going to write. We're just going to write

We'll have that template. So, I have this stamp uh in the my Amazon list. Um it'll basically say like official and that's something we can either if we buy the stamp or have it print it um like when we do the pre-addraft daily letters to Santa um it'll say like official North Post North Pole back to the kids. Yeah, that's what I'm saying. Okay. So, like it'll we'll print them. Okay. Uh long answer long correct. Yes. Okay. So, but yes, I have a template that we can use that you're writing.

Yeah, great question. Um Okay. Um All right. So, hot cocoa and cider bar. Um, Carol, I have I know I put you on this one because you were getting supplies for it, but I think once we get it our volunteers plugged in, we can assign a volunteer because it's more of like just making sure it's clean and tidy. Okay. Um, that way if unless you prefer one over the other, but I was thinking I could put you at the cookie station. That way you can Oh, I see. And have everything you don't have to be walking around and moving and lifting.

Okay. sell on both. So, how many troopies do you want me to make?

What' you say? That's why. Um, so we already have a cast cookie decorating station, right? Yeah. Yeah. Um, I would say I mean how many do you feel comfortable making? Like I don't want you to go crazy on it and we need to get volunteers to help. We can try to do that too. But what are you thinking? Well, if you're planning for 50 people, not 50 kids. Is that right? I'm thinking 50 kids. Like maybe up to 50 kids. Oh, okay. Yeah. Well, then I five dozen 60.

I think that sounds great. 72. I think five. going to make some too cuz in this they're either slice or blocks. Yeah. Yeah. Yeah. So they'll be about the same size. Okay. I mean that's what we talked about was Yeah. Are you getting like shaped or just size rounds? Rounds. Okay. But but I'm just saying I'm not making a stretch. Yeah. I sew I Yeah. So, what you thinking about, Cheryl? It's not too hard to notice what you're thinking.

No, it doesn't. It's fine. Uh, what will I help? Do you want help with the cookies? Like, is that a lot? Okay. Oh, okay. Okay. It's a It's a hot oven and a a hand that fles. Yeah, I'll be happy to help. Okay. It's her fault. Okay. Um All right. So, oh, but let me just say so, um let me see here wherever it is. Is that uh Okay. Uh, do I need to bring those two? Well, we don't have that many

dudes. Two six foot tables. Yes, you have that on my list. Yeah. Um, so toppings, I mean, well, let's can let's go through the let's start let's start with a hot cocoa station and then we'll just work through this list just so I know we touch everything. Sorry, I'm my brain is scattered. We're talking about the tapes. Okay. I know we have us that are volunteering. Can we get some men folk to help a set of tables ahead of time? Yes. Okay. I hope so. Okay. I'm I sent the the email out and as soon as I start getting your responses, I will in one be there. So, I got one guy that he one of the things that I said they need help with is set up and break down. So, I was just doing that. Thank you for doing that.

Uh, all right. So, back to the hot cocoa and hot cider bar station. So, again, if you can secure all the supplies, Carol, and then become a volunteer, actually help manage it that day. Um, so we do have one table, one cover. I'm going to bring my um my 10 by10 tent and then the city has a um a large I think it's like a 50 cup earn. So we could just do hot water in that. And so I would bring a couple of like gallons of water. So, let me I'm going to put that on our list.

Okay. You're already putting it on there. How about a little sign? Have you a sign about hot liquids? Yes. For children or she? Yeah, we do. We'll say like a hot cocoa cider and cookie like a sign for the station. And then we can do some table top and then even on the earth something like hot water. Yeah. Okay. Um, so we'll get that from the city and then anything that we will need from that and if it's so like the coffee cups. Yes.

With sleeves. Um, I have these left over from an event. So I have two, four, six, eight, nine of these cups. If we wanted to use these for like Yes, I do. Well, I saved for the hot cocoa station. Oh, or for the cookie topping. Well, for the cookie topping, we bottomless bag. Bring the Did I give you the sprinkles?

Okay. They are the box. I just tried to grab a sample of stuff. Um, so that's for the art. So we have these. So we can put some boring. Um, so I think we only have like 30 of them that if anybody gets to the Dollar Tree and see more. I just grabbed I didn't want to go overboard, but Was it the Dollar Tree? Mhm. And then I When did you go to the Dollar Tree? When did you get these? Michael, they're sold out. Oh, yeah. Yeah. So, we'll just put it out. What we have is what we have. Yeah.

Um I also grabbed um so we have some of these wooden spoons and then some of these little scoops. So, depending on the topping, we can use scoops or a spoon for that. Um and then I also got some of these little white bowls. So if we wanted to use these for you know I did like well I use them for wine but I just mean little clear cups can also use got is that what that is these are like little round mini bowls bowls but I've got little cups like the 9 oz wine cups. Yeah, those would work too.

Um so we just want to think about like what would be the easiest way for your station. I I have some of these and then um like we don't need to go crazy on the amount of toppings we give each kit, right? So if and this is why I was saying if you wanted to do like a supply station like we are doing with the letter station. So if I came up to you K was like, "Oh, I want a decorating cookie." You could look at my assortment of decorations and I would give you six and then you go decorate it. Or we could do it in a cup or do we just want it on the table? I'll let you think about that. But okay,

when I was making this list, I was like, what is our setup? What is that going to look like? And what do we actually need? How many spoons? Like how many bowls, how many toppings?

Um, just the kind of thing. Um, spoons, bowls, stir sticks, and then the hot cocoa mix. How much or do you have it on on the order list for testing? I don't have that on the order list. So I I've never really made hot cocoa in bulk, but so I don't know if you want just packets and just get a box like a several boxes and then we could just have like a b some kind of vessel that has the hot cocoa packets and then they get the hot water from the the earn and then they make their own hot cocoa that way or do you want to get cup of powder that they're scooping? I think individual packets.

Okay. see what you're going on. I mean, adults are going to be making it. Yeah. I think adult will make it either way. So, I think if we do the powder, lush trash, the packets, they don't have to stand right there and do it. They can take it and then move to the next area to do their chopping. Uh, so, so if you want, we could just packets or do packets. Yeah. How many Um, how many come in a box? Probably eight.

Mhm. I'm looking at right now. Yeah. I was trying to see if there was like a You know, some like add five packets for a gallon of gas. Yeah. Well, the thing about the in the M I think we just have hot water. I don't think we pre- batch the hot cocoa. Okay. Unless y'all have thoughts on that, but that's because then we don't have to worry about cleaning the like it's just water it then. Yeah, I'm like less than less. Uh, let me see this pack. So, yeah, it's an 8 count. So, here's 50 packets for 20 bucks. I think that'll be plenty.

Yeah. So, you can put it on I'll put it on. Okay. Now, um, when Okay, wait. I'll bet you put food on it. What was the other thing I said I was going to put on right now? Um, what? I'm just envelop. Oh, okay.

It looks like a skinny one. I was looking on my phone, but printed this out. So, thank you. I was doing the same and I'm like, "Oh, this is the best paper." Just told me to find them. Did you get 500 of them? That's crazy thing.

They don't have 100. They have 100, but I think we're remember cuz we're going to give about 70. We need 150 at least. What is it? Oh, wait. Here's top envelopes. They're either like 45 100 or 500 count. Probably they're cheap.

500 for 25 bucks. The selfineing is kind of what I want. I'm just add these here. And if I need to research and find a cheaper option, I will. But since all this um Okay. All right. Um and then hot cider. Yeah. So,

so we did this at the tree giveaway and I think it was it Judy or Shay and they just brought a um crockpot and then pre-made hot cider and just poured it in and heated it up. Does anybody have a crock pot? I do. I do. So, I'll bring it. So, uh they just bought like a gallon or so. Um, so, uh, yeah. So, I'm going to put the crockpot and the hot cider um on an HV list for you. Okay. Is that okay? But not crockpot. Leslie's going to bring the crockpot. No, I'm going to bring

Oh, you are? Okay. Yeah. I have a big black one that's I'm just trying to note where we're getting stuff and who's bringing it. So, yeah. All the toppings. I'm going to say Carol HB. So like whipped cream. Okay. Um mini marshmallows, stuff like that. What else? You have a lot of little containers there. So on I was just looking at like Pinterest images of like hot taco stations. Yeah. And like mini marshmallows, like chocolate chips, peppermint crunch. We could even use some of the sprinkles or toppings that we're putting on the cookies.

Okay. We don't want to be all in of course, but um I also I don't I don't know. We don't have anywhere that we would be able to use it in a timely fashion to spend the funds on it, I think. But like the caramel drizzle or like something like that. But I think whipped cream, hot uh marshmallows, and then we can put toppings. So we don't again we can use Is that is it at cookie decoration? Yeah. Um it should be Carol.

What color markers do you want? That's red. Or when it's brown on red. Um red or black? Red light. Red or black. I would say if they're not real letters, I don't know that it matters. Yeah, as long as it's legible, they can read it. Um, and then I have a little um like champagne little ice bucket that I could bring that we could put ice in for like the whipped cream or like anything that needs to stay cold at that bar. U Oh, I say that's good. Unless you have something else that you think you'd want to use.

No, no, that would be great. So, I'll bring that up. Um, so I'm gonna bring a little bit of ice for the I'm gonna add the cups to the Amazon list as well. Oh, for the Is that okay? Yeah. Yeah. So, I'll add that to the Amazon. Um, we have a ton of napkins in our bin from Arbor Day. Like, we have a whole bin of like plates and napkins and forks and stuff from Arbor Day. But I your 20 red pens for $10. Okay. You send that to you?

Yeah. I feel um Okay. So you put on the HV list the cocoa mix the hot sour. I'm going to cider. I'm gonna Yeah. So you have from HB your order list so far is hot cider toppings. Uh whipped cream or ready makes stuff. The Yeah, the ready whip. Ready whip. Uh hot cocoa mix. Marshmallows. I put the hot cocoa on the Amazon list. Okay.

So, you have the gallons of cider. Um, I would maybe get I don't know, let's say two gallons of just water, drinking water according to the earn. Okay. And then Oh, yeah. Um, and then we had some water left over from Spooktacular ones. Yeah, they're in the fridge or somebody put all of them in from the tree giveaway. Uh, okay. Possibly too.

But I know that there's so many. No, it's a whole drawer full. I said there probably. Okay. And then we're use the ones from Speak Time. I don't know what these are for, but there's two of these. Oh, perfect. Okay. Can we have those? I think they're from the tree giveaway from the hot cider and the water. So, you're going to put water on ice. Uh I was thinking about the hot focus station. How many bottles of water? Okay. Station is going to be over for the

Yeah. On the parking pad. J says take those two drones. Okay. So, we'll take those. So you don't have you can take little jugs of water off your list. Oh, cuz we have two left over from the drink giveaway that we could use. Are you just going to put those? We'll just dump that into the urn for hot water. Do you think that somebody might want to do it? Just so we'll get We'll use a little bottle of salt water. Okay. Okay. I'm going to add one case of mini bottles. Okay. Will you actually add that to us? Because we don't have them at Costco. It should be just one case of the mini bottles. Yeah,

cuz we can just put those like on the table, line them up. Yeah, I I think maybe not even the refriger I would just like put them on the table as an option. I don't know. Okay. And then Carol. Okay. And then we have a long sign there. Um, anything else for that station? Tell me what I'm about again.

Okay. So, um uh the cider cider um whipped cream, mini marshmallows, and then chef's choice of any other topping do you think? Um a case of mini bottled doors with candy canes in Oh, yeah. You better crush them. Yeah, we I'll crush them. If you'll get some candy canes. Okay. Small. I would I should

I would get an assortment so we could use them as stir. Like we can add them as a stir stick. You could crush some and then what you like just as My kids don't like peppermint, but they love a candy cane for some reason. 5 seconds. I only like the color the blue and yellow.

The color fruity one. I don't like peppermint. I know. Okay. Uh, okay. So, that is that. Um, everything else we should already have. If not, it'll be on the Amazon list. Um, and then I am going to jump over the kids craft station since Alex is not here. Um, but if you if either of you have anything that you think would be fun or helpful at that station, let me know and I'll We had two six foot tables for that, too. I think we had that many tables.

Carol's absence. We have two in the shed here. I have two. Deb has two. We collectively we'll have enough. It's just making sure we know how many we need so we can play that. One, two, three, four, five, six, seven, eight. No, turn for just a minute. So, it has on here vessel for the ice bath and cooler full of bottled water. Let's do that.

Cross the cooler part out. We'll just have the case of uh mini water and then I'll bring the uh bucket. My champagne bucket. Yes. Yes. for um the like for the top any top that could be cool. Yeah. And napkins you said. Did I just said find napkins left over for free? Okay.

Okay. If you have anything that we could use, like I wish I could just find one at thrift store, but like a little square back like something for the napkins so they're not just like blowing in the wind. Um if you have anything, think about it if it's not try to find something. I have a couple that's either a basket that they fit in or a weighted thing. Okay. Yeah. Okay. Put this right if you need if you need a red plastic bowl. I got one. Why did I get it? What? Fourth of July. Okay. Maybe bring it and we can use that instead of my ice bucket cuz it's just like a hammered. Yes.

Ice bucket. Okay. I'll bring that. Um red bowl. It's a big old red plastic bowl about this big. Okay. Um, all right. We're gonna skip over craft station and I'll touch base with I'll stop that and then maybe that's a decorating station. So, okay. Um, so we'll up yours to two tables to your linen or covers and then um we'll for sure have two chairs for you. But if you have another chair or something else you want to bring, um my thoughts are that this is a standing station.

Me too. Not I don't have people sitting down getting comfortable decorating. I mean, please get comfortable. Yeah. Um so if you want to decide that so you have up to potentially nine toppings. So um if you want to think about that and I have a But it must be in my I have a box that I'm just collecting stuff in my kitchen. Um I sent a photo of the stuff that I bought at when I was out running errands before the holidays. So it was like an eight pack or six pack of sprinkles. Do you remember that?

It tastes very interesting. Um, so it's a eight pack of sprinkles. So there's like red, white, and green, like glittery like the sugary sprinkles. Oh, yeah. And then snowflakes, red and white, green balls, golden white. Yeah. Do you think that'll be enough toppings? Totally. I would like it to be what I mean in addition to like the peppermint and like I think the sprinkles the peppermint. I don't know what else we would want to use as a topping. chocolate chips

for um cookie decor kids think about you know the only other thing so yeah so we have the sprinkles so we're good on toppings then I think so oh do you have on your HB list candy canes I feel like I haven't even seen candy canes but I haven't I haven't looked for them because I don't Do you need icing? That's on the What is it? The icing. Oh, are you getting their icing?

So, let's try that. So, I would love to hear thoughts. My thoughts are like, let's get the tubes and they can just tube it out and instead of having like here's a bowl of red and green or whatever colors you want to make me make, I will say let's spend, you know, 20 bucks on getting a couple of colors that they can just do two of Yeah, because tips, you know, they don't go very far. Okay. So, what are your thoughts on Yeah. No, I'm I'm open to sound. I wonder,

you know, I sort of wondered about this buying the the uh tubs, you know, just regular ice and uh vanilla or white and then uh color put just cake coloring in there. Yeah. And green or red and white, green, red. And listen, who doesn't have food coloring? Me, I have it. Well, I'll put it in there and then it's red and green and but we will have to have plastic knives of course to just to frost and I know about squeezing but squeezing can be as true. Exactly.

I'm whatever you want to do. I like what's the easiest and the I think cleanness that the tubes yes they will get messy with the kids and their hands will be sticky and the tubes will too you're going to have but those those tubes are just they don't have a lot in them where those the tubes for the cake a lot more ice I just got a little plastic knife

so the dollar store also has um I got two packs of these I'll keep them if we don't end up using them or doing these for the next thing. But they're just like little I didn't know I had these. I found these at I was pulling out my Christmas decorations. So these could potentially be like frosting or topping like I'm just thinking of like I guess I'm a visual. Do you see like if you do the tums of frosting, you just put them down the center and then I'd like you and two other volunteers to work that station. So maybe are we frosting the cookies or we're just letting the kids run wild with it?

Well, I think like those little art doodles are for the toppings for right that's for that's for Yes, you can use these for these are just what I got. And then so you know we could have the you know the the um toppings like the beads and the stuff in those. Okay. to give them to them. But now it's ice. No, I don't think I think that they need to ice them, too. Okay. And so what if you prefill these and these are just like down the center and it's just an assortment of the sprinkles that we have and then you can fill cups of frosting and just have that

and I have the And then you can have your backup that you're replenishing. Yeah. On here. That's fine. But those are cute. I want to use those. And since the co the sour and well are both mine, I'll use those cheap tubs for something. Okay, perfect. All right.

Plates. I'm thinking if we have plates at all. Well, no. We want to have them decorated on plates. Like saucer size uh foam plates. Is that what you're thinking? So, I need to I will look I'm gonna unload the boxes, the tree boxes from the gazebo. They're in my car right now and I asked Sean if he can help me just get them into the shed so they're not I will look in the bin and see if we also have plates in that bin with the napkins because we have from our like from other events. Oh, okay. And my understanding is now that we have this board that those can be communal items that we will use for any of it as

So you're going to look for plates and napkins. Are you going to order wet wipes from Amazon? From my personal stash on diapers, baby. You'll use those for other things. wife. Well, I keep Yes, I will not deplete those, but I have enough to share. I So, I'll have one. Um Okay. I'll have some wet wipes that I'll just give to the to the stations. Yeah. Um I think plates. I'm going to check the city. Um

and then scoops and spoons if we have enough. Uh, I don't I got these at the um the Target dollar spot, so I don't they don't have any more gone. But that reminds me, how does it work to get reimbured? I gave Taffy my receipts. How does that work? She send me a check or something? Yes. Okay. Well, I don't know if she would send it or you would come pick it up. Well, she's looking at me. Yeah, she'll cut me a check. I'll write that down. Oh, I need.

So, I have red and green now since fits. Oh, awesome. Okay, so Carol those um we'll just use what we have for the toppings here. So, that I'll put my name next to the wet wipes. Carol, well, you'll bring your own. What? I was just making a note about the chairs, but Oh, yeah. We'll have the eight that are at city uh at the gazebo already. And then if we want to bring any others, one of CJ is going to donate going to bring a cookies, but they're going to bring napkins and plates. Sometimes they do that, too.

I didn't I I'm going to assume they'll just probably bring like two round platters of cookies. Um All right. So, you had me down. I don't get p. But those eight chairs, she had me down for eight chairs later. So, do you still need our eight chairs with the eight chairs that are in the gazebo? Later. Maybe not. But I just don't want to haul it. I know. I don't I know. I don't want you to either. That's But maybe not. No. No. Cuz we don't No. We have the two benches that nobody's that'll just be there for seating. We'll all bring our own chair if we want to sit at our station. So, no chairs. Holding chairs. Other chairs.

There's four like the chairs from the gazebo. They didn't move those for yoga. They're supposed to move them. Oh, the white chairs. Yeah, they cherog's in here though. Those are still there. Cuz the they're the Christmas tree and keep chairs. Yeah. Yeah. So,

um Okay. So everything that all sounds good uh anything else for cookie decorating? Oh, you know what I don't have on here is maybe you're already thinking about it. Um do we have or need any kind of like large sliders for the actual cookies? Oh, I have one. Okay. I I do too. Yeah, I'll bring whatever I've got. I got I'll bring whatever plastic platters I have. Okay. if you want to coordinate so that you can bring the cookies on the platters. Yeah. Okay. Um or Okay. Either way, we got it. Okay. Perfect.

All right. Moving right along to the photos with Santa. Um I think we've already established we'll use the bench that is out already. We'll cover it with Leslie's gonna bring a um Christian bench cushion. Again, it's a love seat cushion. So, that's going to not be as big as a bench, but it's going to be covered. So, I'm going to I know, but I want the little cushion down, too. Right. To sit. Whatever you want to bring. Perfect. So, bring love seat cushion. And then we're use a tapestry. Mhm. I got it in my car. I'd like to show y'all, but Okay. It's really pretty. It's like gold and red.

Yeah. It'll be pretty. very and then we both have some like cute little vintage Christmas pillows that we can put in there. Um, can I have those afterwards?

I just got them last year. Huh? I said I just bought them last year. Oh, yes. Um, I still want to have something behind. Oh, yes. So, does Amazon have like a backdrop like we had at the luau? You want to put hang behind? What do you think of that? What are you going to hang it on? Oh, it has to have staple it behind the on the gazebo. What do you think? Uh, let me look. Is he going to be like in front of the Christmas tree or like beside the Christmas tree where you have the bench and then the Christmas tree is next to him? But right behind there's going to be is just open air like open air in the car is going to be parked there.

We could do just like a white sheet. Well, I have I have a burgundy sheet too. I thought you just put that up there. I think if we do your sheet and as long as it like isn't clashing with your tapestry, I think we can put the put the sheet up and then put the garland around it and not some lights. What do you think? And keep it like simple and plastic. Not like cuz the trees are just white lit. They're just the white lights on electric. Yeah, if we have power. He said that he scheduled and he's supposed to come out, but he doesn't think he has yet. Okay. Okay. Thank you. Um, and then cuz I'm afraid that if we have something like this, like we're already doing the wind like all this.

Okay. So, maybe this weekend I'm going to even maybe I'll wash the sheet, but I'll lay it out, put some of the garland, and just kind of play with it. Yeah. Okay. Okay. Um, and then we have Is it a sheet you That's a flat sheet like you'll reuse it or is it like Because we do have a staple gun so we could just st it. Okay. I was going to give it away at the garage sale and take it. It's amazing. People just I was I was a new a new crockpot this big sell like 10 bucks. No one took it. So it's still sitting in my garage sale. donated, I guess, again. Donate it to the

y'all need the sigandy crockot. I don't have any storage anymore. Y'all need a big shed. I'm going to donate so much stuff to y'all. Sean needs a bigger shed. Okay, so we So, the tapestry, you have your burgundy, your linen. Um, we have the garland already. Um, the Christmas trees there. You'll have your Christmas decor that you Yeah. want to put out pillows and this beautiful um gold papermâché deer that my mom made in the 70s. Oh, yeah. Perfect.

All right. So, that's that. Again, I'll touch base with Alex about the kids crafts. Um and then we also have the bounce house. I need to confirm actually with Jim about uh or mayor um about bringing the generator. Oh yeah, we have one here. Don't we have a we I thought we had a generator now. We also said we had two roasted two generators. Oh, well I mean like I know we have a backup generator thing, but that's like out of the That's my uh Okay, here's a question for you. So, we've got and all the elves. All the elves.

Did you keep your hat the other day? Okay, good. K, you are you volunteering that day or you I guess I would just be depending on the weather. The weather. Yeah, like day of volunteers show up so that we can cuz we giving you not everybody that you already gave one to is going to show up as I hope so too. I think that will Shannon Shannon will show up. I have her on my email. She's the on the trees and parks board. Okay, good.

Um, okay. So, that all sounds great. Um, and then I would like to say when we think of our stations, we did not talk about this after like was spooktacular and we were all just like doing whatever. So I think if you set up the station then that's your station to break down. Okay. Um, okay. And then I would like to a lot of the bins of Christmas stuff are like half empty. like we'll be able to consolidate them so that we can put it back in cuz after Spectacular I took everything home and then have to reorganize it all which I don't mind. Um

that's like eliminating what we don't need like just making sure it goes back in if we have an inventory. Um yes, that way we're not having to what do we have? What do we do? Uh so everybody will be all hands for that. Um, and then any questions or anything like that? Well, I'm not taking my Christmas tree back home. It's going to the city. I actually should. Yeah. Otherwise, I'm taking it to the dome.

Oh. Okay. So, and then the only thing that I have not secured and confirmed, I'm waiting to hear back. Um, and we will just do what we It'll just be what it is is the carolers. Oh, yeah. Oh, they're not going to come. I just haven't heard back yet. And so I asked out to the Danforths and the high school choir and to St. Stevens. So if Robins has a chor choir. He's singing this weekend at the church. See, he wants to come stay.

I know. I've not asked him because we were trying to find like kid carol like to do the kid caroling. Um, and now we're so close to the date, but I'm like maybe we just if anyone wants to come and see, come see. We have a lot going on. We have a lot going. So that's by time Santa Claus leaves at 5. It's going to get dark. I think 5:30 is going to be shutting down. Yeah. Okay. So you could just put Christmas music on.

So we'll definitely have Christmas Carol and I on my day of roll. So like mayor Jeff is also will be there. So if he wants to be on this because he's been doing it is bringing the PA system and the mics extension cords. Um so we can plug in and play Christmas music. But if we wanted any kind organized care, when are you going to burst everything? What time do you want us there? I have us all showed up around 1. Perfect. So that way we are set and ready by 2:45. Sure. Um we can get some good photos. What time is it going to be to close down? 2:30. Perfect.

Um so that is actually something I could help I could use Russell's help with is coming here and picking up the barricades that we need for home real use truck. When if he is not available, I can ask Jeff, too. But if we can get four barricades by 2:00 p.m. or when like if he brings them with him, that would work, too. But we'll put them out at 2:30. Okay. All right. We're I'm wearing a red t-shirt that day, by the way. My little red sweater sweater, right?

Yeah. I said Carol a short on this does not work because what we like to do is that on the PA system Jeff will say or Deborah say whoever want you know the Wood Creek Elf Patrol if you see some that wear the red hats go see them. Yeah that's what we're going to label. Yeah. Same as security or elf patrol would quick elf patrol because we're just running around doing

um I need to confirm but um Deborah our mayor offered to surprise so I don't know if for Deborah does Christa gonna volunteer Christa but my question but I have something already balance. Yes. Um should I order just in case? I don't return them. How much? 24. They're 24. We're going to add it to your list and we don't return them. We're using them next year, you know. Yeah.

That against our budget. I need to check our budget because we also because the same like the stuff that we didn't think about I was like oh let me just order some and I'll keep them and then if we need them we need them I'll just donate. Okay. If it's totally up to you or we can journal if we don't need. Okay. I'm going to do that just in case because I hate for somebody to not have them to not have them. Okay. Um All right. So moving right along because we are everybody feel good about this? Okay. Yes. And I'll see everyone there at 1 p.m. on the 13th. Yes. We'll set up take some photos. Be jolly. Jolly Elves.

Yep. That'd be cute. Carol Carol, don't ask me. I don't know. All right, let's keep moving cuz I would love to get out of here within the next 45 minutes. I know. for sake.

What' you say? For car sake. Um, okay. So, what our workshop everybody feels good? I'm going to close the workshop at 12:13 and then we do not have anything to discuss or vote on five. Um, back into election. Um so we will go right back to workshop or 123 uh workshop on the planning and budget for the music in the park event series. Yes. So uh I think Les on this one.

Yes. Okay. So we didn't have anything to vote on for four. You mean two? Yes. Workshop? I'm sorry. I just jumped right ahead. Workshop at 12:13 for number three. For number three. Yes. So, just kidding, Posie. We're in a workshop on the planning and budget for the Wednesday, February 5th volunteer appreciation event.

Yes. Uh, it's coming up. Have we decided the location? Um, we have not decided a location yet. Um, but I now that we have a date, uh, we can actually start reaching out. I had previously reached out to Willow Lake and they would actually give us this like they do no charge, no venue fee for a volunteer like city nonprofit events. Okay.

Um, so we wanted to explore that option. It would be a venue that we could do everything at like including the food because they have a food truck, they have music, they have a bar, like it would be a onestop shop. We show up with decorations and awards and the people like um and I think it would be appreciated because it's a Wednesday night, not a busy Saturday night. Confused. Wednesday is the fourth is the 4th. Thursday is the 5th. Yeah. I was looking online. I have it on Thursday to fit on my on my Then this is a typo that say okay. So yeah, I need to double check.

Yeah, I think blue. Yeah, look. Well, no wait, maybe I did. I I did have it on the fourth and I got the wrong calendar. Think maybe we did the fifth because we're going to be meet that day and that way we can wrap up everything. What time do we all have or is that a workshop discussion?

It's a workshop. So I think we just did the date. When did they get announced? Um okay. Yeah. Okay. 5 or 7 is the time we talked about. All right. So, Willow Lake,

I mean, and this is TVD if they're available that day. I had reached out to them when we initially started talking about it when we were looking for like a fall date. Um, so, well, I I did reach out. No, that was restaurant like falls and had lodge. Have you ever been there yet? No, but it's super cute. It is super cute. Where is it? The lodge. Huh? It's at the lodge. The falls. Yeah. But it's small, but it's really cute and it's classy and it's a full bar. It's just small. But they have Yeah. As far as food, they only have like one of them, but they serve salads and and pizzas and things like that and they're local. Mhm.

And it's in front of And it's in Wood Creek in Willow at Willow Lake. Yeah. They have that back um like covered porch area and so they have it like enclosed with heaters and stuff like that. So, but it would be an indoor outdoor situation. So, how do I get anything to look at? Because this place could maybe hold maybe 50. I am thinking like 50 to 75 because it'll be plus one like any volunteers, any previous city staff, um like anybody that's volunteered or been a part of the city, we want to extend the invitation, right?

Um are you able to pull up the civic plus like the list of responses? Yeah, we're good. Okay. So, I I love I don't think I'm the one I love that. What about less think more creep you know within? So I haven't been there but it's super cute. Did you come to the movie night we did here? No. So we brought a food truck and it was a pizza food truck and it's the owner the squads and I didn't realize that awesome. Uh they're really good and I love so I talked to the manager waitress I don't know whatever but it was really really good food really.

Yeah. Claud claws c a e s claws. So I'm wondering if it would be more like we would host it at the lodge. They're competitors. The tavern with claws are competitors. I need to go in there. I just I want to go check it out. I think it looks very small, but I don't I've never actually been inside. So So I'm think of like spillover like where would we all sit? where if they do announcements or like the awards, like where would everybody be? Um, but if it's more intimate, like if only 20 people say they're coming.

I know that's we got to find out if we had a a dead a deadline of RSVP. Or some maybe do something there sometime. I would like that. Yeah, there's 17 at the moment. 17. So we can get fill out the form. Okay. Yeah. Did I know if I did or not? I know. You did. I didn't. No, we're up to 19. We're close to that 20 plus. So, that would be 40 people already. That's so be too small. Yeah. But, uh, yeah. So, as I were asking about how, you know, word enough do start a conversation.

We how how would you explain it to us? She goes, "We are," She said, "we're a small place next to the hotel." She say, "Next to the tavern." Mhm. Because the tavern has our own kitchen. Yeah. And their own bar. Yeah. It's just a whole It's a whole separate Yeah. Yeah. Um Okay. But Okay. But the t I like the tan though. Have y'all been to the event center? That's really cool. Yeah, I do. I did a post. Well, that's the concert. place. I think I went to the

bar. But but you can have the tower be open. The bar can be open when you have something at the event center. Yeah. Yeah. I've done I did a close swap there one January and did that and they were very they gave us the space for free. They're like we just like the bar spend like come spend money at the bar and we'll give you the space for free. Um what about that? I think we could definitely entertain that and see if they're available and if they'd be willing to work with us. Um I did talk to Lindsay at Spooktacular and I was like I would love to build some kind of relationship. I feel like our she's the owner of the the lodge. Oh, okay.

Uh of the full like the falls the whole Okay. whole property her fabric. Let's do that. Um, so I think if we can have I've never been. So maybe the idea would be hosted at the falls, have the bar there, but maybe get it catered from the clubs like a pizza. There we go. I like that. That's a good idea. Do you think people would like that? What are your thoughts? Well, they don't like pizza. They have a cowzones and I make I know I have no thoughts. I had to make balls sandwich. I have no thoughts. You have no thoughts? Well, because you know I haven't seen it or been there.

Yeah, but y'all go pop in there sometimes thing. Yeah, that whole area down there confuses. It is very confusing. I've been parked over here. Have I parked for the right thing? And if it's dark, which it will be if it will Well, they have lights. Like they have their parking lot is lit up. They keep it pretty festive as far as the lighting. Um, Carrie, have you ever been there before? I have not. I know. I've walked past it to the tower, but I've never been in there. I think we should. It sounds yummy. It's been inside. Yeah. I just wrote Leslie instead of

I think it'll be fun. Let's check that out first. All right. Well, I'll talk to Lindsay and get some pricing. And I've got the other lady's name at Claus. You find out that first. The manager. Find out what? probably use. I'll reach out to Lindsay and just touch say, "Hey, we're looking for a space for this case rates like whatever." What's our budget for that event? We allotted $3,500 to this event. Okay. Um, not that we need to spend it all, but we know how many people come or what we were actually do.

Uh, so in our budget, we need line items. So this is what I need to get submitted. So this is why I want to talk about this now. Yes. And we as soon as we can get the budget approved. When's the next consultation? And then but I can submit it by tomorrow. Uh I have to post it today. Can I give it to you today? Um I the agenda item probably to Deborah just because it's already there's so many things on it. I don't see why not. But then we have January. But I want to be I'll eat it before January because y'all wait. Yeah. Um I don't see why not texture though.

Like I can get I will not leave here until I get it in your hands. I don't want what happened last but Oh, huh. Well, there was a holiday and so I thought I had until Friday to get it posted, but it actually got posted on Wednesday or the holiday. There's a new law that you have to have business open to business days versus

um so what I have on this line item with the $3,500 um is uh $25 per person for food. 20 to $25 per person for food. That's doable for I think if we go with the clouds it would be way under that. Probably more like $15 per person because in bulk it would be per person. Yes. So I never I always think about like what would the price be per person versus like buy 20 pieces. Right. Exactly. Yeah.

Um, so and then a and this is something that I need to talk about. Maybe it's Deb. She'll be in I think after like 1:30 today. Okay. Okay. She's getting um a $10 per person um for drinks. And then we have um $400 for entertainment. So if we brought in music or anything um $150 for for decorations, $300 for gifts. I think we have to need to spend a little more money on food and beverage. Cut back on the decorations.

So it's somewhere like the falls like we wouldn't really need much decorations. Yeah. But it was at Willow Lake like they would have much. Yeah. I really I'm about the outside and so on. I don't know if it really um if they're available. I think let's do the falls. I'm not supposed to at all. I just think we just we can't move forward with that thought until we know they're available on board too.

Um and then we have $300 aotted for gifts. So depending on how many volunteers we have showing up, we also need to think about like what the award is. Um we voted last month to move forward with the rooted in Wood Creek award. We I met with Shannon from the tree board to talk about um where within the city can we plant trees and how many trees could we plant because that will determine how many rooted and what creek awards we can give. So maybe we just do And based on her response currently, she's waiting to hear from Jacob if there's more places, but she said there's for sure one spot available to plant a tree,

a tree, a tree. So maybe it's an annual you it's the biggest award. You get a remake and then everybody else gets something else. maybe a smaller or um if I don't know if everybody is on board with the idea of maybe like a like a t-shirt like something that I love a good like branded t-shirt cuz you're just like a walking advertisement right and I like a good polo a good polo I mean that was a like you like as a gift you for a branded polo. Yeah,

I'm thinking a sample. I can't visualize this. I'm thinking of like Jim's branded Pol, you know, a publisher with a car. Yeah, the work we used to always get I just got it. But let's we need to brainstorm. We only have one tree to plant and that's for one big award and we need to think about who is going to get that and then what else do we want to give as recognition um to those that show up. Is it just the occasion? Is it the event? This is our thank you and we want to make it fun. So what can we get? Sure.

Not everybody but like if we as a board hey these are our five nominations. These are the people that we or the city or the mayor. We need to these are the things we need to soundboard and think through, right? How many awards do we want to give out like outstanding make an award? Yeah. We need to get back to sponsorships is where we need to help get sponsorships. Yeah. So if we get sponsored gifts or like basket like if we can put some baskets together. Exactly. Yeah.

If it's in a basket I don't know. Would you wear the braid?

I do like my hats. Yeah. Okay. Uh so those are just things we need to we have not even the topic. So we need to think those things through. we need to think about like for this event, what does everybody want to take over as well? Um, so like I'll reach out to the venue to try to lock that in. Um, I'll reach out to Claus if you're excited to get that get it there, right? Or you start sponsor. I think if you want to do sponsors because Claus is like event like I I'd rather one person be coordinating all of that then we're both tapping the same property. Okay. Um, all type of sponsorships. Okay. And I already had the conversation with Lindsay at Spooktacular that I was like,

I feel like we need a bridge here. Like how can we you're in our backyard like we don't do anything with you. Like how can we this? Uh and I feel like we're all doing the same thing. So why don't we combine forces and like agree do something together? Uh, and then the other like when I think about this like I think about like past like holiday staff like event and parties that I have hosted or like that I put together like what made it fun for right the people that work so hard for us, right? Like what can we do that's not just like come and eat and drink, come get a bunch of drinks at the bar, right?

Yeah. Yeah. Um, so like one year we did uh like the 10 type photo booth. I don't know if you all familiar with that. They're called 10 type photo booth. So it's literally like an old school way of doing photos and it like comes on a tin. So like they oxidize like they take your photo and then they oxidize it and then like it's a whole it's very expensive and we probably can't afford that but like it was a really cool experience. Like I have mine sitting on the shelf. Like I love that photo of Rick and I look that's like it's like Sevia like black and whitish and like super old school. Yeah. Just see how much that is. That's very different. Um since you know

Yeah. So like how that was called proto 10. Okay. They're out of Austin but they I mean to be very honest with you I recently reached out to them. It's like $2,500 in so they're not but it's but it was like a really cool experience. So, like what could we bring? Like what we want to just think about those things. So, like would it be a really cool photo? Would it be, you know, a really cool um this might not be the appropriate fit for this event, but like Laura Green does like really cool caricatures. Like that was fun. I was thinking that too.

Um or like do we want to bring Charles and like get a like make a really cool photo opportunity and get a really great photo of this couple or you know um or do we everybody does a yeti, right? Yeah. Yeah. Exactly. Like those types of things like what would be a what would elevate the experience, right? rather they're showing up and mingling. We have we have a local comedian that would come in and and roast Wood Creek and roast that actual people at the opera house. Yeah. Wouldn't that be funny? That would be I feel like we have a lot of

Oh, the old subscribers magazine. Well, to be a good sport, then come and roast Deborah. No, never mind. She doesn't read from Ro. Yeah. I don't know. It's like a magician. I don't know. Yeah. But so like like these are Let's all think about this and come back. But a magician might be kind of different, you know, an interactive some. Yeah. So like let's research some ideas and like think about what would be like what would you enjoy having happen? Would it be the experience? Would it be something you're taking home? Would it be I'm all about experiences myself.

Yeah, no one wants my anymore. She's all right. So, you said nobody wants your anymore. Well, okay. I don't want it. Yeah. So, do we want it? So that's So Leslie's going to do sponsorships and do you want to move forward like trying to put together like baskets of donated goods? Okay. So maybe I think we come up with a number as a goal like I want to do five baskets. Mhm.

And then so that it's gives you more direction of like what am I trying to put in these baskets, right? Or is it going to be the same or or five different kind of baskets? And actually, I'm just thinking about like the hometown holidays just did these baskets and they were all like ladies night, date night. I don't want to replicate that. No. What did you say? No. Who did that? Uh for hometown holidays, they did a basket raffle. No, we're not raffling. We're just someone who's been a volunteer. Yeah. Uh, okay. Are we gonna know who these gifts who's going to be our top volunteers?

I think if we have five baskets that we are going to give away, we have five people we need to choose. Yeah. And then we'll have the rooted creek as the top. I think this Yeah, I think just the five baskets be the same. Or we look at I'll look for dinner gift cards, spa gift cards, things like that. Okay, perfect. Winery, guitars, anything. You can get a t-shirt. Whatever get donated. Okay. And then Okay, Carol, that sounds good. What do you want to

do? I was listening to you and I don't see anything yet. We don't know where it is. So decorations and she you know the gifts or trousens or whatever you want to call them for the volunteers she's working on. I have to put baskets together sponsors together or I'm not putting basket for sponsorship. I'll say you don't want to help us do you. I will say that, you know, but I would like to know where it's going to be before, you know, but I'll reach out to her. I'll try to get that squared before uh like within next week. Okay, cool.

Um do you want to research like different entertainment options like different like not activations but like different things that we could potentially bring in that would be fun. And it this could be something that you and Leslie kind of tag not tag team but let's say you reach out to a local business and they're like oh well I would actually love to come and do a half hour of your event. Could I do that and donate it or different activations if you will that we could get donated to Yeah. Uh, so y'all are going to be the entertainment and gift subcommittee.

All right. Entertainment here to entertain you. Okay, perfect. And then any questions on that? I would love to do a timeline of this for a check-in because I feel like if we don't and then it's like next month then I'll see again and then it's too much time.

We need to have it locked in. where so if I could get a check in with you guys today's the fourth like before Christmas like maybe by the 19th of like where you guys are if you confirmed anything or like hey nobody's wanting to give us anything because it's the holidays and no one wants to talk to me. Yeah, I have basically like next week to get it done because I'm going to Houston for career prayer. No, and yeah, perfect. Okay. And it's not even you have to have it all done by next week, but just a progress of like, hey, I don't know if this is actually going to work because we're not getting the response we thought. Or

will you let me know where it's going to be so that would That's what I'm saying. the same thing with the sponsorship. Say hi. Okay, cool. Well, I think you guys can start reaching out on sponsor. I'm Yeah, I'll reach out to J Cafe at Lwood Creek. Reach out to Valerie Lwood Creek. So, those are easy, too. Right there. Perfect. Okay. Um All right. So, let's keep moving on. I can also reach out to the owners of what's that do in across the social. She lives she's a neighbor of mine. Oh, she's Wendy Gardens. Um, oh my gosh. Wendy Gardens. Is she Wendy Gardens, too? From Terry, the little shop across from where?

The social. The social. Well, check the little the new little Airbnb. No, the Airbnb that's upstairs. Terry's downstairs. Yeah. What's her name? Debbie. I think if she has one of the garden that's no that's the only garden poor bath poor bath text and ask her she lives right behind daughter she's like at the dead end of Deerfield as her backyard right

is that's who gardens in that term she lives on Brook oh I RA or Dera. She owns Texaholic and like No, no, the little the little Airbnb or hotel across from it. What's it called? This opened up doesn't m it Shelly Beck either way. Okay. So, my main goal on this is to get this budget confirmed. So, as it is right now, do we feel comfortable with Gains Ranch as it's called? Gains

above Terry, right? Yeah. I can't remember. Something called J. Julie. No. Is it Jimmy? It's Jenny. You're right. All right. So, if we're okay with this, do we want to drop the food amount? Well, you said raise raise the food amount. You think we're going to need more than $1,800 for food? Well, see, if it's $15 plus $10 worth of drinks, that's

25 $2,600 for food and drinks out of a $3,500 budget. That's Okay. and that's based on 75 people. Raise it. What? But how many people are you thinking we're going to feed? 75.

Well, that I believe that is $35 a person. So, I thought you said you said 3500 for the for total. No, you calculate that. Um, if you do $2,600, divide by 75 people, that's $35 per person. And that would be That's what I'm thinking. $30. That That would be $20 for food, $50 for alcohol. That's what I had. What? I'm confused. Well, first you said it was it was 15 and 10.

No, I said 20 to $25 for food and 10 for drinks. Oh, I really can. So, at $1875, that's $25 per person for 75 people. And then a $10, we basically buy their first drink. We get them a drink ticket. Okay. I'm I wrote it down. Yep, that sounds good.

Okay. And then $300 for gifts, $150 for donate for decorations, decor, $400 for entertainment. All right. So, I'm going to submit this as our budget and then I mean we'll have some wiggle room that we obviously not going um all right. So, everybody feel good about that for now? Okay. So, let's go ahead and end our workshop at 12:43 and then I will make a motion to submit our budget. I make a motion that we request $3,500 from our CRC budget for the um planning and execution of the February 5th, 2026 volunteer appreciation event.

Second not to exceed $3,500. Carol. All right. Look at us moving along. Okay.

We will move right. Any discussion? Anything else? When can I have a suggestion that's not necessarily on the agenda? If I need to wait till next meeting has to go on the agenda. Are you on an agenda? Does it pertain to something on it pertains to all of it? Just now that we had a date, I just want to know when we can get all the dates out there if I'm to to the public. We did that. So, we voted on all the dates last meeting and so that will go to council. Got it. Okay, that's

Yeah. So, I can't wait. So, like in the newsletter Deb or like just this past or just in December for this month like Deb announced the music in the park on March 6. So, like the dates are given and are slowly getting released but they'll get added to like the calendar. Yeah. Okay. So I have a date question is that our next meeting is on Thursday January 1st. Yes, we're gonna talk about it. Oh, sorry. It can't be on the first.

Yeah. Um but we just have to go in order of our uh All right. So, number four, uh, back into workshop 12:45, um, workshops on the planning and budget for the music and the parks event here. So, now back to you, Leslie.

Okay. Well, I keep losing my um, so we talked about the first first one being the first be. I think you make my notes but I think in April there was or maybe people want to double check because of Mother's Day. Correct. See and we have we have Friday the 6th. Friday March 6. So the first Friday the 3rd and Friday the 1st.

Yeah. Right. Okay. Five is seven and at the triangle at the triangle. So I have my notes here say Jen or Corey's. I'm not sure what that is. What did it say? Jen or Corey's. One of them I think. Um um Betty's Betty's daughter.

Daughter. I have not followed up or talked to her, so I'm not sure. I know she did say that she would uh reach out to her, though tap her and see what. And then I want to say Taffy had suggested for someone. So, I'm not sure who's who. I would just ping both of them and follow up with them if we are still in need. Um I know Deborah sent in the pianist. Piano. That's what we said.

Um so we can keep a running list so that we if somebody is not available and it's the only day that these other people are available, we can plug them in. And so it's it is um voluntary that we're not paying. Correct. We would like to pay for tips.

They can put out a tip jar and we would like to have a budget to pay them. So, that's what we need to discuss. Um, and then because this item was given to us after our budget was submitted, we'll have to go back to council and request funds, but we are under budget because like for the tree giveaway, for example, we asked for $1,000 and to touch it. Um, so we do have and we are under budget historically on our events. So we do have some money in the overall account, but we have to go to council and say, "Hey, this is what we would like to do for this event. Here's how much we're going to need for each se for each state." Okay. So the expense is going to be on the entertainment, correct?

Yeah. Food truck, we shouldn't have to pay for that. We're gonna they're going to come and go get money on that. Yeah. So if we had extra $1,000

and then and they get tips. Yeah. So for two hour set for dinner then we save money. I think if you know you can pay them up to $300. Okay. But don't say hey $300 complain. Oh I know. I'll make sure. Yeah. Um okay. And that's if the budget is approved. So, I need to get this also to them as soon as possible so that if it doesn't make it for this item, which if we talk about it now and I can get it done, okay, we should be able to get most of it.

Um, so do you think is there anything else we'll want for this event? So, we have a PA system already in house. Speakers we have now as well. Um, power extra extra marketing. Um, I think we will want to lot some funds for a overall banner that we can have or Yeah. Music in the series. Music in the park of this month or something like that. Yeah. So, we always So, it'll be a general. Yeah. How much for those banners again?

They range if we I'd love to hear I know this is side topic, but the banner that is out right now is a 4x4 banner. Any thoughts on maybe we go bigger than that? I think it's perfect that you think it out there on the It's on the gazebo and then at memorial. The memorial is a little I just feel like it's small but if as you guys are driving by you I haven't noticed it. Sounds too small. Too small. Again, I'm like Yeah. Yeah. Yeah. One of the gazeboas perfect that size perfect for that.

Yeah. So that 4x6 it's about $100. I didn't look exactly. It's not. And that's with the coupon. So a coupon. Coupon. I was find a coupon and this print.

So Christmas cards that she's looking for that. So, I know we need to say first Friday of, you know, March, April, May, but Blue Hole has their concert series in April. Every Friday in April. Yeah. So, we'll compete with it. That's okay. I just wanted to make sure.

No, we Yeah, we thought about that that we don't have any other time in the year that would make sense. And then that's fun. Yeah. And it's I think that's kind of sweet that we get in April going to be busy with everyone because it's Easter weekend. So we're the Easter comes at Saturday. So I think it'll be fine. Yeah. So the banner for the two 4x4s. I got them um at a discount for the two was 113. So I say $1,000 for this.

$1,000 for the three series. Mhm. Okay. So, I have to figure out actual. Okay. So, I'm gonna put $200 for marketing and $800 or Yeah.

I know, but we're going to need more than $100 for the Yeah. And that's I got them on sale, so I can't guarantee that I'll get that. I also might be able to get more of a discount. It's hard to say. Can we just ask for we want $1,200 for each series? It comes to $400 that each event. Okay, let's do that. And then we'll be heroes because we'll segment entertainment and marketing the only things will be for that. Yeah, we're going to have to try. Okay. week

and maybe we're gonna have water instead. Yeah, I think yeah, like they're going to be a Y and then type cooler water. Yeah, I guess. So the dates on that are March 6, April 3rd, May 1st, 57. Okay. All right. So I will in All right. Um, and then you have did you were you only fans with Max or do you have any music?

I did. Okay. Yeah, I've got I'm going to reach out to Taffy and Betty and then I'll also reach out to Max and then also the pianist that Deborah suggested.

Okay. So with that, And then as far as I think if we can divvy up some um like if you're going to look for music, do I'll reach out and try to find a food truck for each night.

Carol, you're on the water. Do you want me to do food trucks? Unless you want to do food trucks and all of No, I don't have any contact with food trucks, but I'll be happy. I don't I don't for Carol. Yeah. Schoolyard dogs. Yeah, they I do have a contact for Mickey. That's the one I my favorite. And I heard the one that's in front of Blanco Brew is really good. I need to go check. Saucy Brew. Saucy. I've heard it's really good. Me, too. So, there's two. And then, but I don't know if they said Claus has a food.

He does not anymore. So, he did it was back in 2013 when we did that. and he was really bummed he had to close it. Um, so I'm happy that he was able to be open in an actual brick and mortar. Um, all right. So, Caroline will find food trucks for the three days. Um, if we're I don't want to say desperate. We have the same one, but I would try to find three. And then there's a lot in Bon Springs, too. But the first thing I would ask is, are you mobile? Do you move? So Chris, so Christy is the lady's name that owns it. Christy Gangs.

Oh, for Games Ranch. So that's separate from Terry and so from the Gardens. Yes. All right. Perfect. Um and then I will work on banners for it and flyers. Share. Okay. Anything else on that looks like? All right. So, let's move on.

Eventually, I'm going to start working on sponsorships for all of our events because we can put them on flyers, things like that, right? Um, all right. So I will go ahead and wrap our workshop at 12:57 and then I will go ahead and make a motion as well. I'm sorry. Go ahead. So food truck if you ask them say we'll put your logo on a flyer. Okay. So we'll need a high resolution logo once they confirm and also for also formers. Absolutely. Yeah. Any brand that they have any brand high whatever high resolution a high res. Yeah. Logo like they have a brand kit.

Um. Yeah. Right. Um All right. So, I will make a motion to um interrupted you. That's all right. To end the workshop. We waited the workshop, but I will make a motion that we request um that we move forward the planning of the music in the event uh music in the park series and request up to or not to exceed $1,200 from our CRC budget.

Oh, I need to ask actually because this was given to us after our budget was approved. So, we need to find funds. A budget amendment. Yeah. So, I don't know. Have a question for me. I'd like to take a motion to amend our budget to find $1,200.

Can we not say real? Reality. Jim has budget

okay so okay um so we'll see what she says on that one and then we'll vote and then we'll mix seven really fast and I do also if everybody is okay with it I don't know if we're closed on the first so I assume I'm going to be the next Thursday the 8th. Does it say on here this Sunday? Does it say what? Does it say our next meeting on here? No.

No. No. I don't see this legit. Very productively. Yes. I'll add the darkness for the kids table for those cuz it's like

it's like a color your own table cover table and did everybody get receipts at first if anybody I gave mine to Do you want to hold this off until January? Well, since they doesn't start till March, right? Okay. Just to where I can ask cuz it's a lump sum budget. It's like broken down. So, I don't know how to go about Okay. And he does either. Okay. So, what's your motion be? You could just not take any action.

I mean, it's okay. Saturday or like you can move the agenda item to the next to the January meeting. Okay. It's going to have to go before council but it's adding more money to I don't know what should be adding more money but just using unused funds from the reallocation. So like we asked for $1,000 treat that so it's just reallocating

I never dealt with that not allowed to mess with the I got to get No, no. Yeah.

pizza from that thick pizza food truck on the other side of nacho tro. Yes, they're really really good. I don't know. They remove their truck. Oh, I don't think they did. It's like a permanent picture. Well, never you can ask them. A damn it.

All right. So, I'm going to make a motion that we ask council to reallocate the 2025 tree giveaway funds from the CRC budget. be reallocated to the music in the park series for posters. Yep.

I uh Okay. And then the last but not least, this I just we haven't really I haven't heard from anybody about anything, so I just wanted to I just want to make sure and again not reinventing the wheel every time we do an event. So like Leslie's taken on sponsorship. So for every event that is what she would like to manage this source if you will. So if we need to create more specific categories of like food and beverage entertainment just so that you're going to build relationships with people and rather than me starting over again I have I talk to all these food people. I mean just eating one of them

back. And if we had a a CRC Wood Creek t-shirt that would help. I'll get right on that. Put it in the basket. Make one. No, I was wearing this around town. Yes. Um, so we're adding things to the agenda for next time. Um, I don't think we have any action to vote on seven. I just want to again just plant the seed of like I want you to be doing what you want to do. I want you guys to enjoy what we're doing here and I don't want you to feel bad. I don't need you. I still want a woodree calendar.

I'm going to make photos around Wood Creek. I'm going to use Charles Quinn's pictures and we're traveling with certifi Walgreens and we can have our event on here. As a matter of fact, on Wood Creek Community Forum, someone made a comment, where can I get a free calendar? Everybody goes on maybe days. People at the pharmacy, we used to have Yeah, people like wall calendars. I mean, maybe not your age, but Oh, I have them in my kitchen. I have

Yeah. If we now we're finalizing the dates, we just make it and use the wonderful pictures that Charles Planned used and have a Wood Creek calendar. What do you think? I would say that topic's been discussed, but I would say as we get into budget season for next year. Okay. Because we're not going to get in time for 26. Yeah, I know. So in budget season, make for next year. What do you think? when we think we do the homework saying we can get 200 calories or whatever it is for this. Yeah. Yeah. You wouldn't wear that? You would? I would. I would wear that. That's cute, right?

That's very cute. I would wear that. Would I still wear that? Yes, he would. Okay. Okay. I'd wear I'd wear that. She turned out my idea of a t-shirt and I was like, I haven't seen what it looked like. And you just did that. You wouldn't wear that. That was pretty. over that. Okay. All right. Uh All right. So the next um that is it. So the considerations for next item is we are

we are going to be looking for members to join us. So if you have anybody make sure they get an application in Donna is a potential applicant. Um, so the three amiggas are strong, but we we had a good meeting. But yeah, um, and then the next thing, our next meeting, it's always the first Thursday, but it is a holiday, so I'm going to assume it will just be on the 8th of next Thursday.

You guys are closed on the first, right? Yeah, I know the January meeting on the agenda, it's like to send to y'all for y'all to designate like your date and your time starting in January. Yeah, I think that's in the council January meeting is the change the date. Yeah. Are we okay for January being on the 8th at 11 still? And then on that day if we decide we want to move the moving forward move our date. Yeah, let's let's keep it January 8th. Yeah. Okay, that work. All right. And we're so close. 109. Okay. Good job. I'm going to go.