09-22-99•
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AGENDA
REGULAR MEETING OF
FIRST NIGHT STEERING COMMITTEE
September 22, 1999
City Hall Commission Chambers
7:30 p.m.
1. Call to Order
2. Approval of Minutes of Meeting of August 18, 1999
3. Treasurer's Report — Donna Arias
4. Committee Reports
A) Fund Raising — Lisa Goodrich
B) Logistics — Eloise Koerber
C) Public Relations
1. Buttons — Mary Jenkins
2. Printing — Carol Mikell
3. Merchandising — Valerie Pickett
4. Publicity — We need a volunteer!!!
D) Programming — Chinta Perera
E) Children' Programs - Jill Easton
F) Decorations — Suzette Abrass
G) Processional — Ronda McDonald
H) Volunteers — Donna Zimmerman
I) Fun Run — Darcy Cames
5. Chairman's Wrap Up
A) Sharing Mailing List with ABET
B) Vacant Committee Positions
C) Budget Discussions
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MINUTES OF
FIRST NIGHT COMMITTEE
September 22, 1999
A regular meeting of the First Night Committee was held Wednesday, September 22, 1999, in the City
Hall Commission Chambers. Present were Chairperson Nancy DeCandis, Susan Albrecht, Darcy Carnes,
Lynn Charest, Jill Easton, Eloise Koerber, Chinta Perera, Valerie Pickett, Karen Sadler, Elise Sloan,
Mayor Suzanne Shaughnessy and Staff Member Susan Dunham.
1. Call to Order
The meeting was called to order by Chairperson Nancy DeCandis at 7:35 p.m.
2. Approval of Minutes of Meeting of August 18, 1999
The Committee approved the Minutes of August 18, 1999, as submitted.
3. Treasurer's Report
Donna Arias was not in attendance.
4. Committee Reports
A) Fund Raising: Jill Easton informed the First Night Committee that the Fund Raising Committee
was waiting for a response from Target and American Express regarding contributions.
B) Logistics:
1. Sugar Daddies: Eloise Koerber will take the band leader to the school next week
to look at the site.
2. Frank Serio: Frank Serio is requesting $250 prior to December 1 to purchase film
in advance. Eloise Koerber will confirm that the deposit is refundable in the event he does not
show. The Committee approved the advance payment of $250 to Frank Serio with the
understanding that the $250 is refundable if he does not come to the event, and that the $250 is
part of the total $500 payment for taking photographs of the First Night 2000 event.
3. Walkie Talkies: Eloise Koerber spoke with Steve Jenkins who informed her that he would
like to contact several people about either renting or donating walkie talkies for the evening.
Committee members suggested contacting the school system and the ferry.
4. Street Lights at the five way stop: Eloise Koerber brought up the idea of renting large portable
construction lights to put up at the five way stop. It was suggested that Eloise Koerber contact
John Wolfuf at JEA.
5. Processional: Eloise Koerber mentioned the possibility of having tents put up in the location
between the parking area and the basketball court as a preparation area to decorate wagons,
make sound makers and to get organized for the processional. Susan Dunham will check with
Parks and Recreation about reserving tents for First Night.
6. Meeting: Eloise Koerber requested that the Logistics team and the Programming team meet
before the next meeting.
C) Public Relations:
1. Buttons: Eloise Koerber showed the Committee an example of the logo that Mary Jenkins
designed for the button. The Committee approved the ordering of 2500 buttons.
2. Printing: Carol Mikell was not in attendance.
3. Merchandising: The Committee gave Valerie Pickett approval to order a sample globe light to
test the quality. The Committee also gave Valerie Pickett approval to order 500 globe lights
for $3.00 each if she is satisfied with the quality.
4. Publicity: Nancy DeCandis informed the Committee that a volunteer is needed for publicity.
D) Programming: Chinta Perera informed the Committee that has sent out most of the contracts,
then she gave an overview of the scheduled performers.
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E) Children's Programs: The Committee approved Jill Easton's request to begin the Children's
Programs at 5:00 p.m., instead of 5:30 p.m. They will have two tables for Atlantic Beach Potters
and Planet Pottery. Jill Easton will speak with Prudential about sponsoring the mask making.
Tables will be set up in the cafeteria for Heart Song, Toys that Teach, Montessori Tides School,
Community Presbyterian, Atlantic Beach Potters, Prudential Network, Beaches United
Methodist, Planet Pottery, Geri Buick and Beaches Episcopal. There will also be a magician and
a storyteller. Jill Easton will let Nancy DeCandis know if a loom is desired.
F) Decorations: Suzette Abrass was not in attendance
G) Processional: Rhonda McDonald was not in attendance
H) Volunteers: Nancy DeCandis informed the Committee that Donna Zimmerman has called City
Bank to find out how many City Bank employees are interested in volunteering. Elise Sloan
advised the Committee that she has spoken with people at Mayport Middle School and the
National Honor Society and that they are willing to volunteer.
1) Fun Run: Darcy Carnes explained to the Committee some of the options available for holding a
run (i.e., to make money or not, sponsors, t -shirts, medals or ribbons). Darcy Carnes advised
that there is still enough time to organize a nm. She also stated that she would need volunteers
to help with promotion, registration and obtaining sponsors. The Committee discussed their
concerns with regard to not having enough volunteers to help with the fun run. The Committee
asked for a recommendation from Darcy. She requested a day to come up with options. Nancy
DeCandis moved to allow Darcy Carnes time to problem -solve these issues, that Darcy call
Nancy DeCandis with her recommendations and that the Committee give her permission to
begin planning the race if that is what Darcy recommends. Upon being put to vote, the
Committee approved the motion.
5. Chairman's Wran Un
A) Sharing Mailing List with ABET: Nancy DeCandis moved that First Night would not share their
mailing list with any group. Upon being put to vote, the Committee approved the motion.
B) Vacant Committee Positions: Operations and Publicity committee positions are still open.
Someone is needed to handle volunteer banners and sponsor ribbons. Also, a stage manager is
needed who will coordinate moving everyone to the beach to watch the fireworks and the bon
fire.
C) Budget Discussions: Nancy DeCandis gave the Committee members the budget with the request
that all members study it to see if they can reduce costs.
D) Street People: Nancy DeCandis spoke to the Committee about hiring street people who will
walk around doing face painting, balloon tricks and gags. Four street people are needed between
the church and the school, and between the school and City Hall. The rates are $50/hour for
each person. Nancy DeCandis will attempt to negotiate the hourly rate.
E) Monthly Meetings: Beginning next month, the First Night Committee will meet twice a month.
The next meeting will be the regularly scheduled meeting and then every two weeks thereafter.
F) Hay Rides: The Committee held a discussion regarding hay rides. It was suggested that if First
Night was to have hay rides, then more than one hay ride should be available.
G) Giant Puppets: Chinta Perera advised the Committee that the puppet person in St. Augustine
does not have giant puppets, but he has smaller puppets and an alligator. He has requested a
table a First Night to set up his puppets.
The meeting was adjourned at 9:15 p.m.
Nancy DeCandis( Chairperson