The most notable topic of the meeting revolved around the financial and legal intricacies of managing prize funds for the upcoming golf and fishing tournaments. The council debated the legality of using entry fees and sponsorship funds to award cash prizes. Concerns were raised regarding compliance with state gambling statutes, which prevent entry fees from directly funding cash prizes. The council considered alternative prize structures, such as offering non-cash items like sports equipment, but stressed the importance of legal consultation to ensure proper fund allocation. A council member suggested, “there has to be a provision in our code that allows for prize money,” emphasizing the need for legal approval for any financial decisions.

In a related discussion, the council tackled the issue of securing sponsorships to bolster prize funds. A potential sponsor, identified as Ryan, was reportedly interested in contributing a significant sum to the golf tournament’s prize fund. The council deliberated over the appropriate allocation of these funds. A proposed fee structure of $300 per team for the golf tournament was discussed, with the hope that it would cover event costs and attract participants. One member noted that transparency in prize amounts could boost participation, referencing previous events where a lack of clarity hindered turnout.

The council also addressed a transaction dispute with a vendor concerning medals ordered for a bowling tournament. The medals, intended to cost $1 each, were delivered at a higher price of $3.49 each due to a vendor mistake. The vendor offered a $25 credit and a 20% discount on future orders as compensation. One member expressed skepticism, stating, “I think we got to respond back either way,” indicating the need for further communication with the vendor. The council ultimately agreed they should not bear additional costs due to the error.

Attention then shifted to the preparations for the Centennial Festival and associated events. The council discussed finalizing promotional materials and ensuring accurate representation of event details, such as the timing and nature of activities. Promotional materials for the Mayor’s Ball, scheduled for May 16, were scrutinized for design consistency and sponsor acknowledgment. Members debated the inclusion of a QR code for ticket payments, balancing functionality against aesthetics. The council aimed for a cohesive visual theme, with one participant noting, “I like how the flyer looks,” advocating for a unified design approach.

In parallel, the council explored the logistics of accommodating out-of-town guests for the Centennial Festival. Suggestions included securing a room block at local hotels, which garnered support as a means to facilitate visitor accommodations. The council discussed potential fees involved in reserving hotel blocks, sharing that some hotels may charge while others do not. Specific hotels, such as “the Henda,” were mentioned as potential partners, particularly if notable attendees were expected.

Furthermore, the council reviewed the user interface for City event registrations and payments. Proposals included implementing a streamlined drop-down menu for selecting events and removing non-essential fields to reduce confusion. Discussions also covered the potential creation of a dedicated portal for City events, which would allow for easier management and user access.