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Document - Historical information/data - Minutes of the City Celebration Committee - 4/1/1985 AGENDA CITY CELEBRATION COMMITTEE APRIL 1, 1985 4:30 P.M. EAGAN MUNICIPAL CENTER 1. Roll Call 2. Approval of Minutes 3. Visitors to be Heard 4. SubCommittee Reports a. History Book b. Lone' Oak Tree c. City Celebration 5. Fund Raising Suggestions 6. Other Business 7. Adjournment CITY OF EAGAN MINUTES OF THE CITY CELEBRATION COMMITTEE March 13, 1985 A regular meeting of the City of Eagan Celebration Committee was held on Monday, March 13, 1985, at 4:30 p.m. at the Eagan Municipal Center. Present were resident members Carol Bergh, Sandra Masin, John McElligott, Rod Smith, and Mary Voracek; Bob Treichel representing the Volunteer Fire Department; Larry Wenzel representing the Eagan Chamber of Commerce; Don Klober representing the 4th of July Association; Bruce Harries representing the Eagan Jaycees; Richard Bertz representing the Minnesota Valley Exchange Club; and Brad Benzick representing the Optimists Club. Also present were Mayor Bea Blomquist, City Councilmember Ted Wachter, Historian Consultant Lisa Fleming and Administrative Assistant Holly Duffy. Absent were Ken Ketcham representing the Eagan Lions Club and Reverend Loren Nelson representing the Ministerial Association. Approval of Minutes Bertz moved and the motion was seconded to approve the minutes of the February 4, 1985 meeting as presented. All voted in favor. Election of Officers Larry Wenzel was nominated to be Chairperson of the City Celebration Committee, the nomination was seconded and he was elected unanimously. Sandra Masin was nominated to be Vice Chairperson of the City Celebration Committee, the nomination was seconded and she was elected unanimously. Subcommittee Reports Chairperson Wenzel called for subcommittee reports. History Book Subcommittee The History Book Subcommittee reported that the final draft manuscript of the history document was almost completed. Only minor additions are yet to be added. All City Councilmembers were given a copy of the final draft and have submitted suggestions on final revisions. The staff will work with West Publishing to develop a request for proposals (RFP) for the publication of the book. It is estimated that the book will be ready for distribution approximately two months after submission to a publisher. Lone Oak Tree Subcommittee The Lone Oak Tree Subcommittee reported that they have been working with a sculptor and discussing preliminary plans for the Lone Oak sculpture (carving). The sculptor will help to develop specifications and cost projections for the sculpture. He will also help to select the sculptor who will actually perform the project. The subcommittee projected the July 4 weekend as a kickoff date for the project and a wrap up/presentation in the fall. The subcommittee is recommending that the scupture be performed where 1 residents of the community will be able to watch the actual process. The pulbic works department will be contacted to see if they can prepare the smaller pieces of the tree for burning (stamping). Possibilities of items which could be made from the pieces included key chains, coasters and refrigerator magnets. City Celebration Subcommittee The City Celebration Subcommittee recommended that the Saturday of the 4th of July weekend (July 6) be selected as a major celebration day. They suggested that the main event of the day be a turkey barbeque. The Mendota Heights Lions Club was contacted by subcommittee members and has agreed to act as consultants for the project. They have many years experience in putting on such a turkey barbeque. It is estimated that approximately 90 turkeys would need to be purchased. The Lions will be able to recommend the amount of people needed to help with this project. The subcommittee is looking into tents for seating. The subcommittee also suggested that a second fireworks display be presented the night of July 6. The carnival would be expected to contribute some funding for this and also the City Council would be approached for a donation. Another suggestion was a very large cake to be served to those at the barbeque. The subcommittee checked into prices and a 2,000 piece iced sheet cake would cost approximately $380 to $400. A suggestion was made that a mock cake decorated with some sort of theme presentation be presented for display purposes only and the sheet cake actually be served. Bertz moved, Klober seconded the motion that the City Celebration Committee establish July 6 for a main birthday celebration activity to include a turkey barbeque, birthday cake and fireworks. The motion was approved by a majority vote, 10 members voting for and one against. The Jaycees are planning to have a major theme float in the parade. Mayor Bea Blomquist appeared and reported that a major grand opening of I-35E was planned for the fall by the Minnesota Department of Transportation. She suggested that the City tie into the opening with birthday related events such as a parade featuring various types of transportation used in Eagan during the past 125 years, bicycle races, etc. She has discussed the idea with Mr. Kermit McRae from MnDOT and he received the suggestion favorably. The exact date for the opening is not presently known and will depend on weather and possible labor strikes. However, MnDOT estimates that they will be able to set a date sometime in June. As of now, the first week in November is the most probable. Budget/Funding Discussion was held concerning methods of funding the Lone Oak Tree sculpture. Partial funding could come from sale of souvenier pieces of the tree. Funding contributions could also be solicited from residents, businesses and industries. 2 Cost estimations were given. It was estimated that the total firework display would cost $3,000, part of which would be picked up by the carnival. The birthday cake was estimated at $450. Advance costs for the turkey barbeque were approximately $2,000. A float would cost approximately $200 and satellites approximately $400. Bertz volunteered to act as treasurer to handle funds. It was suggested that the next meeting concentrate on the subject of budget, money needed up front, and fund raising and marketing ideas. The Eagan Police Association is interested in selling T-shirts, hats and balloons. A representative of the association will be invited to the April meeting. Bertz moved and the motion was seconded to authorize the total sum of $3,000 toward a fireworks display. All voted in favor. Miscellaneous Discussion Voracek suggested that the official unveiling of the sculpture be timed with the I-35E opening. Bergh moved and the motion was seconded that the City work with the Minnesota Department of Transportation and the Chamber of Commerce for a celebration, possibly to include a parade, another cake and bike races, as a part of that opening. All voted in favor. The possibility of having souvenier sales of wood from the Lone Oak Tree at the library was suggested. The Friends of the Library will be contacted after it is determined whether or not the sculpture will be performed at the library. Rod Smith and his woodworking students are making 20 Lone Oak Tree souvenir clocks which they will donate for fund raising purposes. Masin reported that the Parks and Recreation Department of the City sponsors "Summer in the Park" concerts/entertainment events on Wednesday evenings during the middle of the summer. She suggested that the event scheduled for either the Wednesday preceding the 4th of July or following it could be tied into the celebration. Another possibility was to change the date of one of the programs to July 6 and to hold it in conjunction with the celebration. The committee favored the July 6 date. Masin will check with the Parks and Recreation Department. The next meeting was scheduled for April 1, 1985. Members are to bring in fund raising ideas and to contact various civic organizations to see it they would be willing to help in the celebration. A representative from the Mendota Heights Lions Club was to be invited to the April meeting. Harries moved and the motion was seconded to appoint Richard Bertz as treasurer of the committee. All members voted in favor. Adjournment The meeting was adjourned at approximately 6:00 p.m. Date: March 13, 1985 hnd 3