Christmas Village Committee

MINUTES OF THE REGULAR MEETING OF THE CHRISTMAS VILLAGE ADVISORY COMMITTEE OF OGDEN, UT SEPTEMBER 7, 2017. PAGE J OF 3 C>_g__c(~ CHRISTMAS VILLAGE ~ Christma~s ADVISORY COMMITTEE MEETING Villa~ge Mmutes of the regular meetmg of the Christmas VIllage Advisory Committee held Tuesday, September 7, 2017 at 4 00 p m at the Ogden Pubhc Ways and Parks Conference Room, 133 West 29th Street, Ogden, Weber County, Utah Members Present: Nikki Lovell Cmdi Hellewell Craig Biehk Ernie Terrazas Ken Ritz Andrew Garcia Diane Nelson Sub Committee: Maralyn Mazza Members Absent: Stephanie Billings LouAnn Kamigaki Sandra Tuck Nicole Lovell Brenda Burrup Stephanie Grundie Ashley Wilson Guests Austm Smgley Ex-Officio. Derek W Ilhamson, Amphitheater Manager Stacey Olsen, Pubhc Services, ProJect Coordmator APPROVAL OF MINUTES Mr Biehk called the meetmg to order and asked for a motion to approve the mmutes. Ms. Lovell motioned to approve the minutes from September 7, 2017. Ms. Nelson seconded. Committee approved OPENING CEREMONY Mr Btelik, mtroduced Austm Singley wtth BATZ Entertamment He bnefly revtewed the openmg ceremony script BATZ Entertainment prepared They have also dtscussed preparmg a short mtro video of the Christmas VIllage and also one about the Make a WIsh Child Mr Terrazas suggested that we have Mr Btehk be the honorary mayor of Who ville Mr Williamson satd the amphitheater structure IS strong enough to hold someone, Mr Smgley has the gear that the Gnnch would use to repel from the rafters, the Gnnch IS expenenced m repelling After the ceremony, they wtll set up a photo op booth The ceremony wtll last JUst under 20 mmutes and IS more engagmg for the audtence Ms. Lovell motioned to approve the Opening Ceremony, contingent on the approval Director, Jay Lowder. Ms. Nelson, seconded. Committee approved. MRS. CLAUS Ms Olsen told the committee that we need to find a Mrs Claus Ms Burrup has agreed to be a backup, but cannot be there on a set schedule We need the new Mrs Claus to work on Monday and Wednesday from 9am to 2pm She will give gmded tours of the village to preschool age children Ms Lovell volunteered to tram the new Mrs Claus, Ms Mazza offered to alter the MINUTES OF THE REGULAR MEETING OF THE CHRISTMAS VILLAGE ADVISORY COMMITTEE OF OGDEN, UT SEPTEMBER 7, 2017 PAGE 2 OF 3 outfit OPEN POSITION Ms Olsen said that Ms Billings has asked to still be mvolved, but she cannot attend the meetmgs She IS gomg to become a sub-committee member Ms Mazza volunteered to become a regular committee member Ms. Lovell motioned to appoint Ms. Maralyn Mazza to the committee. Ms. Hellewell seconded. Committee Approved. HARVEST MOON Ms Ritz said for our craft, we can get candy canes and make them mto remdeer Get the brown pipe cleaners, Elmer's glue and red noses Ms Olsen will request that our booth be placed at the end of 25th Street, so we can use WI-fi from Mr Garcia's busmess Mr Biehk asked who IS gomg to staff the booth We need someone there from Noon to Spm. Ms Lovell said Ms Kamigaki has stated that she would be able to be there all day Ms Ritz srud she Will be available for the first few hours m the mormng Mr Garcia volunteered his Wife, Veromca He srud she will be there from 1pm to Spm Ms Olsen wtll get With Ms Ritz and they will go shoppmg Ms Olsen will make a flyer for breakfast with Santa COTTAGE LISTS Ms Olsen passed out a cottage hst for all the committee members Mr Biehk explained to the committee what the hsts are for, and what to do with them STORE VOLUNTEER HOURS Ms Olsen passed around a signup sheet Mr Biehk explamed to everyone what to expect that night and how the operations run FLOAT The committee agreed to meet at the warehouse for our next meetmg We wtlllook over the float and decide If we need any repaus and show the new members the warehouse BREAKFAST WITH SANTA Bigelow Hotel Is preparmg our breakfast We are addmg a dessert bar We have some stores lmed up to donate muffins and cinnamon rolls Nicole Lovell, IS We need the mailbox at the breakfast for the letters Coke may donate the coke bears for the Mrs Claus toy We will not know for sure until the end of the September We will use Event Bnght for the registration We Will let people choose their seats Mr Garcta, Will check on banner material for the screen We need to arrange the face prunters We need a Mr and Mrs Claus Ms Lovell needs the movie Ms Ritz, srud she will check with her mom She dnves a bus and she may be able to get one donated We need kids 12 years and older that would hke to be an elf to contact Nicole Lovell . MINUTES OF THE REGULAR MEETING OF THE CHRISTMAS VILLAGE ADVISORY COMMITTEE OF OGDEN, UT SEPTEMBER 7, 2017. PAGE 3 OF 3 OPEN DISCUSSION • Mr Biehk mentioned a cosplay mght to his son that IS very mvolved m that community They felt that tt ts a trtcky situation They fill that walkmg around the Village m the mght and snow may not work for many The costumes are not designed for mclement weather and can sometimes be hard to see Ms Lovell said we should ask the performers m the parade. Mr Terrazas said mstead of scheduling 1t now, we should do It on short notice for a warm mght. Mr Btehk mentioned that we need to put stipulations, they need to be ktd fnendly, modest and no Santa's • Mrs Olsen passed around a list of Items that she IS planmng to purchase Asked the commtttee for suggestions o Get more Yeti's, less emoJI balls, more chap stick, order more snowflake magic wands Look for finger puppets or other cheap Items. • Mr Bielik will have Camt from hts office call Mr Terrazas about the Ogden Regwnal cottage • Mr Terrazas IS designmg a new cottage that will be modeled after Whovllle • Mr Terrazas IS workmg on the electncal problems the Breakfast Exchange Club IS havmg He thmks he has a solutiOn for them NEXT MEETING The next meetmg for the Chrtstmas Village Advisory Commtttee IS Thursday, September 28, 2017 at 4:00pm The meetmg locatiOn is the Ogden Chnstmas VIllage Warehouse, BDO Bmldmg 13A, 200 North 1000 West Ogden Utah ADJOURNMENT Wtth no further busmess to discuss, Ms. Nelson motioned to adjourn, motion seconded by Ms. Ritz. Committee approved The meetmg of the Christmas VIllage Advisory Committee adJourned at 5 05 p m Mmutes Prepared By Mmutes Approved By / J - "/ ,/ \ 1 / . ,~Y , ' / .A I:,_' ,I .. ,9 __ _. 1• ._ . . ,. ~'(,;'c _// ....• ,,. c_"r ,"'- -''- '\ • [..' " / / - •• - - t . . t,!- Stacey Olsen; roJect Coordmator Craig Bteh)<' Chatr Ogden City bhc Servtces Chnstmas'village Advisory Committee Date Approved /