The URL can be used to link to this page

Home My WebLink AboutPRB 2013-03-06 Minutes MINUTES OF THE WORKSHOP OF THE PARK AND RECREATION BOARD OF THE CITY OF NORTH RICHLAND HILLS, TEXAS HELD IN THE NRH CENTRE, 6000 HAWK AVE, NORTH RICHLAND HILLS, TEXAS MARCH 6, 2013 1. CALL TO ORDER Chairwoman Kusmierski called the meeting to order March 6, 2013 at 6:10 p.m. Present: Marty Kusmierski Chairwoman Mike Filis Board Member Paul Pena Board Member Beverly Hunt Alternate Absent: Suzy Compton Board Member Jay Crane Board Member Brad Greene Board Member Tracye Tipps Board Member Staff Members: Vickie Loftice Managing Director of Community Services Christina Lopez Administrative Secretary Tina Earle Communications /Events Manager 2. DEVELOPMENT OF A COMMUNITY CALENDAR AS A FUNDRAISING INITIATIVE FOR THE PARKS AND RECREATION DEPARTMENT'S SCHOLARSHIP FUND Chairwoman Marty Kusmierski presented information on a fundraising initiative she would like the Park and Recreation Board to oversee. The fundraising initiative would benefit the Parks and Recreation Department's Scholarship Fund. Marty would like the Park and Recreation Board to produce 1,000, 2014 Calendars, by selling add space to NRH restaurants and holding a photo contest for the photos to be included in the calendar. Printing is estimated to cost approximately $3,000 for 1,000 calendars. Marty presented the following: Printing Ideas and Preliminary Costs • 1,000 — 36 page calendars Cover page 12 months — 24 pages Page 1 of 3 r 10 pages of ads with 3 offers per page Back Cover • Check to see if a local printer will give us a deal, they can put an ad on the back cover. • Possible corporate sponsor to cover the costs of printing the calendar; sponsor could place ad on the back page, possible reception in the Grand Hall Terrace as a thank you. Ad Sales • Marty supplied a list of 119 restaurants that could be contacted to purchase an ad which would be sold for approximately $100 each. She anticipates the need to sell 30 ads to cover the cost of printing. The calendars would then be sold for $10 each. After the initial response from restaurants, the list can be expanded to other businesses if needed. The business owner can include a coupon in their ad. • Development of a letter introducing the fundraising initiative and benefits for the business owner. (Tina and Marty will work on quantifying the value of an ad placed for the business). • Create a mailing list and contact list for NRH restaurants. • All revenues and expenditures for the fund raiser will be processed through the city. Photo Contest • A photo contest would be held to select 13 pictures to be included in the calendar. A number of smaller pictures will also be selected to supplement each month. Judging will be conducted by the 2013 Park and Recreation Board. Photos will be of a North Richland Hills park or recreation area. • Formalize Photo Contest Rules, Terms and Conditions, and Entry Form. • Photo contest winners can be recognized in various ways, suggestions included: prizes such as a ribbon, putting their picture along with their photo in the calendar and /or on the city's website, being recognized at a City Council meeting, receive a certificate signed by the Mayor. • Ask Teddi to look at contest rules and judging criteria. Calendar Production Schedule Mar. 6 Initial meeting to discuss idea Mar. 6 to 15 Develop an ad template, mock calendar and forms to use in soliciting ads, set ad price; distribute materials to volunteer sales force Mar. 6 to 19 Contest rules developed Mar. 6 to 17 Ad sales sheet developed Mar. 18 to July 5 Ad sales April 19 Contest rules completed, reviewed and approved Park and Recreation Board Minutes March 6, 2013 Workshop Page 2 of 3 April 22 to July 1 Photo contest promoted via publications, posters, website, emails, word - of- mouth, and at solicited restaurants via posters and their websites, if available, etc. April 22 to July 5 Photo Contest July 8 to 13 Photo judging July 15 to Aug. 2 Printing bids with estimated numbers of calendars to print July 16 to 27 First draft calendar design and ad layout ready for board review before winner announcement July 31 Photo winners announced Aug. 5 Final review and approval of calendar at Park Board meeting; determine actual number of calendars to print and selling price based on ads sold & printing costs Aug. 6 to 24 Review bids and printer selection Sep. 3 to 21 Print calendars Oct. 1 Calendars available for sale at NRH Centre, Senior Center, Library and City Hall Oct. 1 to Dec. 31 Calendar sale promotion campaign begins via water bill, newsletter, website, posters, etc. Oct. 27 Calendar Sales at Hoot n' Howl event Staff will assist in preparing a letter to be sent to area restaurants as well as consolidate a mailing list with contacts for each restaurant. Marty will work with Tina to quantify the value of the ads. All forms will be formalized on City letterhead and reviewed by legal where appropriate. 3. ADJOURNMENT Chairwoman Kusmierski adjourned the meeting at 7:25 p.m. Ma y Kus ierslfi� �h 1 ATTEST: ` Christina Lopez, Administrative Secretary Park and Recreation Board Minutes March 6, 2013 Workshop Page 3 of 3 MINUTES OF THE WORKSHOP OF THE PARK AND RECREATION BOARD OF THE CITY OF NORTH RICHLAND HILLS, TEXAS HELD IN THE NRH CENTRE, 6000 HAWK AVE, NORTH RICHLAND HILLS, TEXAS MARCH 6, 2013 1. CALL TO ORDER Chairwoman Kusmierski called the meeting to order March 6, 2013 at 6:10 p.m. Present: Marty Kusmierski Chairwoman Mike Filis Board Member Paul Pena Board Member Beverly Hunt Alternate Absent: Suzy Compton Board Member Jay Crane Board Member Brad Greene Board Member Tracye Tipps Board Member Staff Members: Vickie Loftice Managing Director of Community Services Christina Lopez Administrative Secretary Tina Earle Communications /Events Manager 2. DEVELOPMENT OF A COMMUNITY CALENDAR AS A FUNDRAISING INITIATIVE FOR THE PARKS AND RECREATION DEPARTMENT'S SCHOLARSHIP FUND Chairwoman Marty Kusmierski presented information on a fundraising initiative she would like the Park and Recreation Board to oversee. The fundraising initiative would benefit the Parks and Recreation Department's Scholarship Fund. Marty would like the Park and Recreation Board to produce 1,000, 2014 Calendars, by selling add space to NRH restaurants and holding a photo contest for the photos to be included in the calendar. Printing is estimated to cost approximately $3,000 for 1,000 calendars. Marty presented the following: Printing Ideas and Preliminary Costs • 1,000 — 36 page calendars Cover page 12 months — 24 pages Page 1 of 3 10 pages of ads with 3 offers per page Back Cover • Check to see if a local printer will give us a deal, they can put an ad on the back cover. • Possible corporate sponsor to cover the costs of printing the calendar; sponsor could place ad on the back page, possible reception in the Grand Hall Terrace as a thank you. Ad Sales • Marty supplied a list of 119 restaurants that could be contacted to purchase an ad which would be sold for approximately $100 each. She anticipates the need to sell 30 ads to cover the cost of printing. The calendars would then be sold for $10 each. After the initial response from restaurants, the list can be expanded to other businesses if needed. The business owner can include a coupon in their ad. • Development of a letter introducing the fundraising initiative and benefits for the business owner. (Tina and Marty will work on quantifying the value of an ad placed for the business). • Create a mailing list and contact list for NRH restaurants. • All revenues and expenditures for the fund raiser will be processed through the city. Photo Contest • A photo contest would be held to select 13 pictures to be included in the calendar. A number of smaller pictures will also be selected to supplement each month. Judging will be conducted by the 2013 Park and Recreation Board. Photos will be of a North Richland Hills park or recreation area. • Formalize Photo Contest Rules, Terms and Conditions, and Entry Form. • Photo contest winners can be recognized in various ways, suggestions included: prizes such as a ribbon, putting their picture along with their photo in the calendar and /or on the city's website, being recognized at a City Council meeting, receive a certificate signed by the Mayor. • Ask Teddi to look at contest rules and judging criteria. Calendar Production Schedule Mar. 6 Initial meeting to discuss idea Mar. 6 to 15 Develop an ad template, mock calendar and forms to use in soliciting ads, set ad price; distribute materials to volunteer sales force Mar. 6 to 19 Contest rules developed Mar. 6 to 17 Ad sales sheet developed Mar. 18 to July 5 Ad sales April 19 Contest rules completed, reviewed and approved Park and Recreation Board Minutes March 6, 2013 Workshop Page 2 of 3 April 22 to July 1 Photo contest promoted via publications, posters, website, emails, word - of- mouth, and at solicited restaurants via posters and their websites, if available, etc. April 22 to July 5 Photo Contest July 8 to 13 Photo judging July 15 to Aug. 2 Printing bids with estimated numbers of calendars to print July 16 to 27 First draft calendar design and ad layout ready for board review before winner announcement July 31 Photo winners announced Aug. 5 Final review and approval of calendar at Park Board meeting; determine actual number of calendars to print and selling price based on ads sold & printing costs Aug. 6 to 24 Review bids and printer selection Sep. 3 to 21 Print calendars Oct. 1 Calendars available for sale at NRH Centre, Senior Center, Library and City Hall Oct. 1 to Dec. 31 Calendar sale promotion campaign begins via water bill, newsletter, website, posters, etc. Oct. 27 Calendar Sales at Hoot n' Howl event Staff will assist in preparing a letter to be sent to area restaurants as well as consolidate a mailing list with contacts for each restaurant. Marty will work with Tina to quantify the value of the ads. All forms will be formalized on City letterhead and reviewed by legal where appropriate. 3. ADJOURNMENT Chairwoman Kusmierski adjourned the meeting at 7:25 p.m. MIN &b._ Ma y Ku i: ATTEST: kit/ r 4-\7,_ y�~ Christina Lopez, Administra • e Secretary Park and Recreation Board Minutes March 6, 2013 Workshop Page 3 of 3