From: Jennifer Cline
Sent: Mon Nov 09 09:16:14 2015
To: Dan Huff
Subject: FW: Christmas Tree Lighting - MEETING DATE NEEDED
Importance: Normal
Attachments: map for ceremony.pdf; special_event_permit.pdf; Why are we hanging the banners? Are they going to pay to rent the lift? Jennifer Cline, P.E. | Public Works Director Licensed in OR, WA 117 N Molalla Ave. | PO Box 248 * |Molalla, OR 97038 O: 503.759.0218 | F: 503.829.3676 From: Connie Farrens [mailto:connie@pepcodesigns.com] Sent: Friday, November 06, 2015 5:01 PM To: Sadie Cramer <cityrecorder@cityofmolalla.com> Cc: Dan Huff <dhuff@cityofmolalla.com>; Clinkscales Portable Toilets & Septic Service <cpt@molalla.net>; Grant Sharp <gisharp@yahoo.com>; Jennifer Cline <jcline@cityofmolalla.com>; Rod Lucich <rlucich@molallapolice.com> Subject: Re: Christmas Tree Lighting - MEETING DATE NEEDED Attached is the event form. I downloaded from city site, so not signed but can easily be signed. I forgot to tell our office coordinator to fill this out. We understood that Dan had said the city would hang the banners for us. We will meet again at our next board meeting, November 19th to finalize details. It is very difficult for us to meet during business hours, especially this time of year. Do you think someone from the city could come to our board meeting? Monday the 16th definitely does not work for us. Please let me know if the 19th can work for you. Thank you On Thu, Nov 5, 2015 at 4:32 PM, Sadie Cramer <cityrecorder@cityofmolalla.com> wrote: Hello, We need to have a sit down meeting with those who are the key players for this event in the next 7-10 days to cover major details. See below for proposed dates. It is critical that we are all on the same page. Please provide details to the city at the meeting regarding: 1. Tree Delivery – Needs to be Monday – Friday when there is city staff available. Grant, let us know what days and time you are proposing. 2. PGE Permit – Who is submitting it with the required details. 3. ODOT Permit – Completed. Due to contact from the state. (SCramer) 4. Insurance – COL for the event naming the City of Molalla as a secondary insured. 5. Banners – Who will be responsible for hanging and taking them down along with the brackets. (Possible additional COL will be needed) 6. Traffic Plan – For the night of and the day of the tree delivery. · Time of street closures · Event Set Up · PA Set Up 7. Other details/concerns (Fire Hall, Santa, Santa Chair etc.) Here are 2 dates and times: Ø Monday, November 16th at 11am Ø Wednesday, November 18th at 2pm Please confer with your respective groups and have your PIC respond with one email for you all. Only one representative from the group will be needed to provide the above details, if more can attend that is great. Thanks, Sadie From: Terri McConnachie [mailto:macc@molalla.net] Sent: Thursday, November 05, 2015 3:40 PM To: 'Sadie Cramer' <cityrecorder@cityofmolalla.com> Cc: 'Dan Huff' <dhuff@cityofmolalla.com>; 'Clinkscales Portable Toilets & Septic Service' <cpt@molalla.net> Subject: RE: Christmas Tree Lighting Thanks for the info, Sadie. I’ve attached a photo of the banners, just in case something needs to happen while I’m gone (now everyone has a copy of it). Also, for the record, the banners are 2 ½’x 5’. I will notify Mr. Sharp as to the tree delivery notification deadline. I’ll get you down for 2 at the luncheon as well. Thanks again, Terri From: Sadie Cramer [mailto:cityrecorder@cityofmolalla.com] Sent: Thursday, November 05, 2015 3:23 PM To: Terri McConnachie Cc: Dan Huff; Clinkscales Portable Toilets & Septic Service Subject: RE: Christmas Tree Lighting Importance: High Terri, Thank you for info. I will pass it along to the staff effected. PGE permits need to be done because they will be hung from the pole. Photos of the banners will need to be submitted to PGE with the permit regardless if electric is used. It is amazing the amount of details that have to be covered in order to orchestrate such an event. I did it for years on my own before it was taken over by a citizen group. If whomever needs assistance with that task, they can email me directly. As for the tree, we will need to know by November 24th (no exceptions) on the date and time of the tree delivery so we can have our crews in place to accept delivery and make the proper street closures. Please let Mr. Sharp know. We anticipate a party of 2 for the upcoming luncheon as well. Have a great time off. It is well deserved. Sadie From: Terri McConnachie [mailto:macc@molalla.net] Sent: Thursday, November 05, 2015 3:01 PM To: 'Sadie Cramer' <cityrecorder@cityofmolalla.com> Subject: RE: Christmas Tree Lighting Sadie, I believe the only choice we had was December 4th, so yes, it’s officially been set. Grant is working on getting a tree, and we have banners to hang. I’m not sure what needs to be done for the PGE permit- we will not be hanging any lights, etc. I will be out of the office starting tomorrow (Friday, November 6th) and will be back in the office on Monday, November 16th. If you have any questions, please contact Terry Shankle at (503) 680-1647 or Connie Farrens at (503) 706-2577. Thank you, Terri From: Sadie Cramer [mailto:cityrecorder@cityofmolalla.com] Sent: Thursday, November 05, 2015 2:44 PM To: 'Terri McConnachie' Cc: Dan Huff Subject: Christmas Tree Lighting Hi Terri, Has the official date for the Christmas Tree Lighting been officially set? We need to be in the pre-planning stages since it is about 30 days away. If you can let me know along with the contact info of the PIC for this project this year. I went ahead and took care of the ODOT application for the banners and street décor. The PGE permit ap still needs to be taken care of if the committee has not done so already. Let me know if you need assistance with it. Thanks, Sadie -- Connie Farrens PepCo Designs 503-759-5779