10-20-99•
AGENDA
REGULAR MEETING OF
FIRST NIGHT STEERING COMMITTEE
October 20, 1999
City Hall Commission Chambers
7:30 p.m.
1. Call to Order
2. Approval of Minutes of Meeting of September 22, 1999
3. Treasurer's Report — Donna Arias
4. Committee Reports
A) Fund Raising — Nancy Bodge
B) Programming — Chinta Perera
C) Logistics — Eloise Koerber
D) Public Relations
1. Buttons — Mary Jenkins
2. Printing — Carol Mikell
3. Merchandising — Valerie Pickett
4. Publicity — We need a volunteer!!!
E) Children' Programs - Jill Easton
F) Decorations —Suzette Abrass
G) Processional = Rhonda McDonald
H) Volunteers — Donna Zimmerman
1) Fun Run — Darcy Carnes
J) Liaison Report — Susan Dunham
5. Chairman's Wrap Up
A) Schedule of Meetings
PLEASE BRING COMMITTEE REQUIREMENTS TO THIS MEETING
(i.e., TABLES, ELECTRICITY, PROGRAM REQUIREMENTS, ETC.)
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MINUTES OF
FIRST NIGHT COMMITTEE
October 20, 1999
A regular meeting of the First Night Committee was held Wednesday, October 20, 1999, in the City Hall
Commission Chambers. Present were Chairperson Nancy DeCandis, Suzette Abrass, Nancy Bodge, Jill
Easton, Mary Jenkins, Eloise Koerber, Ronda McDonald, Carol Mikell, Debbie Monte, Karen Sadler,
Mayor Suzanne Shaughnessy and Staff Member Susan Dunham.
1. Call to Order
The meeting was called to order by Chairperson Nancy DeCandis at 7:40 p.m.
2. Approval of Minutes of Meeting of September 22. 1999
Minutes of the meeting of September 20, 1999 were amended as follows: Paragraph 4(H): change
"Mayport Naval Station" to "Mayport Middle School." Mary Jenkins moved to approve the Minutes of
September 22, 1999, as amended. Carol Mikell seconded, and the motion carried.
3. Treasurer's Report
Donna Arias was not in attendance.
4. Committee Reports
A) Fund Raising: Nancy Bodge informed the Committee that American Express Financial Services has
committed to contributing $5,000. Other contributions are as follows: City of Atlantic Beach
$10,000, Target $2,000, State Farm $1,000, Environmental Recovery Group $500, Baptist Beaches
$500, Matt $500. Total contributions to date are $19,500. The stickers for the Beaches Merchants
are selling slowly. The Sea Horse Oceanfront Inn is the only merchant who purchased a sticker.
B) Programming: Chinta Perera was not in attendance.
C) Logistics:
1. Walkie Talkies: Eloise Koerber is working with Steve Jenkins in regard to renting walkie talkies
for $10/day for each walkie talkie. Eloise Koerber recommended renting the walkie talkies
instead of purchasing them.
2. Large Portable Construction Lights: Eloise Koerber suggested construction lights on Sherry
Drive, down 7d' to Adele Grage and 3rd to the Beach. Eloise Koerber and Susan Dunham will talk
further in regard to renting the lights from Tucker. It was suggested that the flood lights light the
streets but not the nearby homes. Susan Dunham will talk with Bob Kosoy regarding small
battery -powered lights to use on the fencing.
3. Map: Eloise Koerber handed out a map showing the locations to be used for First Night.
4. Artist Requirements: The Logistics Committee will contact all artists within the next two to three
weeks to determine each artist's will requirements.
D) Public Relations:
1. Buttons: Mary Jenkins showed two examples of buttons to the Committee. The Committee chose
the colors on one button and the font of the "2000" on the other button. The Committee approved
the ordering of 3,000 buttons at a cost of $4,200 ($1.40 each). Nancy Bodge determined that 110
buttons were needed for the sponsors, 50 buttons for the media and 20 buttons for the City of
Atlantic Beach. Mary Jenkins will come to the next meeting with ideas of how to recognize
sponsors and media.
2. Printing: Carol Mikell has received all logos except one. A meeting will be held next Tuesday to
design the programs. To receive the programs by December 1, they have to be ready for
submission by the second week of November. Nancy DeCandis suggested that if anyone has any
suggestions or strong feelings about the program to call Carol Mikell. Carol Mikell will also get
prices on 100 or 200 posters that are made of hard paper stock.
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:. Minutes of First Night Steering Committee
October 20, 1999
Page 2
3. Merchandising: Nancy DeCandis advised the Committee that Valerie Pickett has ordered the
globe lights, necklaces and rings.
4. Publicity: Nancy DeCandis thanked Elise Sloan for taking the time to get an announcement about
First Night into the paper. Nancy DeCandis has received quite numerous telephone calls as a
result of this spot in the paper. Karen, Nancy and Suzanne Shaughnessy met with Willman &
Company today. If there is anyone who could help with publicity, please inform Nancy DeCandis.
E) Children's Programs: Jill Easton informed the Committee that Geri Buick has decided not to
participate in First Night. The following are sponsored activities: Community Presbyterian: festive
hats; Atlantic Beach Potters: tiles; Beaches Episcopal: noise makers; and Toys that Teach: decorated
bags. Other activities are as follows: a loom; face painters; a puppeteer; a storyteller; and a magician.
The Children's Program to date has spent $850. Nancy DeCandis has collected 800 bottles from
Beaches Episcopal for shakers. A volunteer is needed to help make the shakers.
F) Decorations: Suzette Abrass brought in samples of the trees that will be used for decorating. Suzette
Abrass needs a location to store approximately 45 trees from November to mid-December. At the
suggestion of Mayor Suzanne Shaughnessy, Susan Dunham will check with Public Works to see if
the trees can be stored at their facility. Suzette Abrass will attempt to get the trees from Ace
Nurseries, Second Hand Rose and various yard maintenance companies. Suzette Abrass ordered 720
balloons in silver, gold, purple, sapphire and black. Also, she will order white and red poinsettias for
the church.
G) Processional: Ronda McDonald discussed with the Committee three themes for the processional: the
year of the dragon, a sea serpent or a New Orleans funeral' for the old millennium. Instead of the
processional going to the beach at midnight, it was determined that the processional be timed to allow
for viewing the fireworks. A mini -processional with a wagon brigade is planned prior to 9:00 p.m.
for those who need or plan to leave early. Ronda McDonald also suggested that golf carts or a shuttle
be made available so that the older citizens can participate in the processional. Also, she would like
to send a letter to all the performers suggesting that they design a segue into the processional, and that
the performers suggest during the evening that everyone stick around to participate in the
processional. Information about the wagon brigade and processional will be mentioned in the "Up
and Coming" and Ronda would like to get a feature in both Beaches papers about the processional.
H) Volunteers: Nancy DeCandis informed the Committee that Donna Zimmerman has spoken to City
Bank about their people possibly handling the hat and mask making.
1) Fun Run: Nancy DeCandis has not received a response from Darcy Carnes. Nancy will contact
Darcy.
J) Liaison Report: Susan Dunham advised the Committee that she faxed a letter to the City of
Jacksonville Fire and Rescue Department Fire Marshall outlining the information for the bonfire.
Susan Dunham also mentioned that the City of Atlantic Beach has a website and that she has received
approval to put First Night information on the site. Nancy DeCandis will provide the necessary
information to Susan. In addition, Susan Dunham outlined the procedures to be followed to purchase
items for First Night and handed out purchase requisitions to each member of the Committee. All
purchases for First Night must be processed through the City's purchasing system by submitting a
purchase requisition. No one is to purchase items using their own credit cards. The requisitions take
approximately two weeks to process through the system. The order is submitted to the vendor with
the vendor shipping the item(s) to the City. If the order amount is between $500-$1,000, two quotes
are required; if the total amount is between $1,000-$2,500, three quotes are required; if the total is
over $2,500, contact Susan Dunham. Susan Dunham requested that all purchase requisitions be
submitted by November 1 and that all contracts be submitted by December 3. Mayor Suzanne
Shaughnessy suggested that Susan provide the Committee members with written purchasing
procedures. Lastly, the following First Night meeting dates for 1999 were confirmed: November 3,
November 17, December 1, December 15 and December 29.
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3 Minutes of First Night Steering Committee
n October 20, 1999
Page 2
5. Chairman's Wran Un
A) Selling Tickets: Nancy DeCandis stated that tickets would go on sale beginning December 1.
The Committee needs to determine the cost of tickets on the day of the event.
B) First Night Telephone: The telephone number is 634-8171.
C) Additional Help: Nancy DeCandis needs help organizing hay rides, shuttles, street artists and
the website. If anyone has time to help, please call Nancy. Mayor Suzanne Shaughnessy
volunteered to organize the hay rides.
Nancy DeCandis thanked Mayor Suzanne Shaughnessy for all the support that she has given First Night.
The meeting was adjourned at 9:10 p.m.
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Nancy DeCandis, Chairperson