Downtown Development Authority - Events Subcommittee

TYRONE DOWNTOWN DEVELOPMENT AUTHORITY - EVENTS SUBCOMMITTEE MINUTES January 26, 2024, at 4:00 p.m. Jeni Mount, Vice-Chairwoman Brandon Perkins, Town Manager John Kaufman, Board Member Phillip Trocquet, Asst. Town Manager Nathan Reese, Board Member Ciara Willis, Secretary Adam She, Board Member E. Allison Ivey Cox, Town Attorney Absent: Brandon Perkins, Town Manager E. Allison Ivey Cox, Town Attorney Nathan Reese, Board Member Also Present: Lynda Owens, Recreation Krista McClenny, Recreation Assistant I. CALL TO ORDER II. INVOCATION III. PLEDGE OF ALLEGIANCE IV. PUBLIC COMMENTS: The first public comment period is reserved for non-agenda items. Comments are limited to three (3) minutes. Please state your name & address. Comments that require a response may not be answered during this time. The DDA or staff may respond at a later date. V. APPROVAL OF AGENDA A motion was made to approve the agenda. Motion made by Vice-Chairwoman Mount, Seconded by Board Member Kaufman. Voting Yea: Board Member She. VI. APPROVAL OF MINUTES 1. Approval of the August 9, 2023 meeting minutes. A motion was made to approve the August 9, 2023 meeting minutes. Motion made by Board Member Kaufman, Seconded by Board Member She. Voting Yea: Vice-Chairwoman Mount. VII. PRESENTATIONS VIII. OLD BUSINESS Downtown Development Authority - Events Subcommittee Page 1 of 3 January 26, 2024 IX. NEW BUSINESS 2. Discussion of 2024 First Friday event series. Mr. Trocquet shared that the Tyrone Recreation staff developed options for the 2024 First Fridays schedule. The upcoming events were scheduled for May 3rd, June 7th, August 2nd, and September 6th at Shamrock Park. Ms. Owens briefly overviewed the potential lineup for the 2024 season. Staff proposed the 6 Feet Back band for the May event, which was a crowd favorite in previous years. The planned band for the June First Friday was Double Granite, who was also a repeat performer. She noted that the Bullsboro band was suggested for the July First Friday but could be changed if the members desired a different band genre. Ms. Owens then discussed the August First Friday event. The entertainment for the night was scheduled as a magic show geared towards children. Board Member Kaufman emphasized that the Ken Scott magical show on August 2nd would be an excellent idea for children as a back- to-school event. The board members discussed the projected events and decided on a neighborhood BBQ for the July First Friday event. She mentioned the Vintage Vixens or Sock Hops as alternative options, but the board members agreed on the Bullsboro band. Additionally, this event would be extended until 9 p.m. because of the holiday weekend. Recreation staff inquired about various event activities and the need for volunteers. Ms. McClenny emphasized the importance of volunteers to assist in the execution of the concerts. Ms. Owens then inquired about down deposits for performance invoices. Mr. Trocquet stated it would not be an issue if the contracts were approved and budgeted in the appropriate year. Ms. Owens inquired about fundraising ideas. Board members conversed about merchandise sales as a way to generate funds. Trocquet shared that the DDA had reserved funds for the current fiscal year that could be used toward purchasing promotional items. He stated that the DDA had an approximate $2,000 surplus budget that could be utilized. Vice-Chairwoman Mount asked for fundraising ideas and suggestions. Some ideas included a Mayor’s gala, rodeo, and bingo night. Board Member She noted that the key to fundraising was to promote a monetary goal for a specific purpose to draw public interest. Mr. Trocquet added a 50% raffle at every DDA event could be a viable option. He mentioned that he would research t-shirt quotes for merchandise sales and present the information to the entire board at the next meeting. Vice-Chairwoman Mount asked the recreation staff if they had any additional information to present. Ms. Owens queried whether the DDA preferred an R&B or Reggae genre for one of the First Friday events. The board members suggested a Motown band performance. Ms. Owens noted that staff would explore additional options for the September First Friday date. Ms. Owens stated that the recreation staff worked hard to recommend reasonable bands and groups that did not need a large performance platform. However, the only band that Page 2 of 3  required a mega stage would be a Motown band, which costs roughly $1,800. The only additional cost would be tower lights for the September event. She also noted that the total estimation for the 2024 First Friday event series would be roughly $13,000-14,000. Mr. Trocquet mentioned that the entire DDA would approve the 2024 First Friday schedule at the next regular meeting. X. PUBLIC COMMENTS XI. STAFF COMMENTS XII. BOARD COMMENTS Vice-Chairwoman Mount expressed her appreciation for the Recreation staff in creating the 2024 First Fridays schedule. XIII. EXECUTIVE SESSION XIV. ADJOURNMENT A motion was made to adjourn. Motion made by Board Member Kaufman, Seconded by Board Member She. Voting Yea: Vice-Chairwoman Mount. The meeting adjourned at 4:52 p.m. By: Attest: Jeni Mount, Chairwoman Ciara Willis, Secretary Page 3 of 3