During the meeting, the council tackled the intricacies of planning the upcoming 911 event. The members deliberated on the logistics of the program, such as the procurement of chairs, setting up a timeline, and coordinating with local departments. Ensuring participation from the fire and police departments was a focal point, emphasizing the importance of a clear communication plan. The council discussed inviting the fire and police departments, coordinating the event with the Public Safety Committee, and establishing a sequence of events that would honor the victims and involve the local community.

The involvement of local schools was a significant topic of discussion, with the council members debating the logistics of inviting students to participate in the event. A motion was made to have students write letters of appreciation to police and fire departments, a task that required collaboration with the schools to finalize. The council considered the impact of student participation on traffic and street closures and discussed the possibility of addressing letters to individuals who lost loved ones, adding a personal touch to the event.

The council discussed the budgetary aspects of the event, expressing concerns over the cost of printing programs and exploring sponsorship opportunities. The idea of involving the local newspaper and newsletter was raised to ensure timely communication and coordination. Additionally, the members considered the potential for engaging the community and the educational value of the event by involving local students.

One of the logistical concerns included the catering for the event, with three different quotes presented. The discussion covered meal options, delivery arrangements, and the inclusion of desserts and drinks. Eventually, the council decided to keep the catering arrangements simple.

The purchase and distribution of challenge coins were also debated. The council members discussed the quantity, design, cost, and distribution of the coins, with one member suggesting ordering 100 coins for $841. Some members called for clarity on the purpose of the coins. It was suggested that the coins could be distributed during the 911 event to law enforcement officers. However, there was concern that 100 coins might be insufficient, and another member raised the issue of an upcoming sheriff seal implementation in 2025, which could affect the coins’ design.

The procurement of polos for committee members and the corresponding number of polos needed were also topics of debate. The council decided to go with a vendor offering polos at $132 and discussed the titles to be printed on them and the need for contact information for a committee member.