Loading...
Minutes 03-08-01MINUTES OF THE BLACK AWARENESS 2001 COMMITTEE MEETING E. ZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD MARCH 8, 2001 AT 6:30 P.M. Stephanie Mingo-McCoy, Chairperson Patricia Credit Theresa Floyd Angela Girtman Eddie Mitchell Pearl Norfus Cynthia Pereira Ods Walker Dorothy Walker Sarah Williams Carolyn Yeager Charles Yeager Wally Majors, Recreation Director Melissa Vlaun, Special Events Mgr. Teresa Zabik, Special Events Call to Order Chairperson Mingo-McCoy called the meeting to order at 6:45 p.m, and distributed to the members copies of the financial reports for the Black Awareness Celebration. Ms. Vlaun also brought copies of the financial reports, which were distributed, but Chairperson Mingo-McCoy stated that her report was more up-to-date. Special Thanks to the Committee Members Chairperson Mingo-McCoy welcomed Ms. Cynthia Diane Pereira, the newest volunteer. Chairperson Mingo-McCoy thanked everyone for their efforts, service, and support for Black Awareness 2001, which was a tremendous success. I1. Assessing the Black Awareness Celebration One of the reasons for tonight's meeting was to review the event and determine how it can be made even better, as well as to decide what events should be eliminated or if new events should be added. A. Financial Report/Accountability Chairperson Mingo-McCoy pointed out that Ms. Vlaun's financial statement is stapled and that her's is not stapled. Ms. Vlaun said she did not have a bottom line as to the actual expenses because she is still waiting for financial information from certain committees, such as the basketball tournament. Chairperson Meeting Minutes Black Awareness Committee Boynton Beach, FL March 8, 2001 McCoy pointed out that the revenue generated from the 10 basketball teams came to $1,480 and the figure should have been $1,850. This needs to be double-checked to determine the difference. Ms. Vlaun said she would follow through on this. Admission fees amounted to $1,315; therefore the total revenue from the basketball tournament was $2,795. Ms. Cynthia Wilson was taking care of the requisitions for the officials to be paid, but she was not certain of the amount. Ms. Vlaun inquired if the education committee had purchased a game? Mr. Mitchell said he would follow through on this. With regard to the Coronation Court, Chairperson Mingo-McCoy stated that she spoke to CarolYn and she informed her that she would be turning in $1,400, but after deducting the expenses for this event, the Coronation Court lost money in the approximate amount of $300. Events that produced a deficient will either have to be improved or cancelled next year. Ms. Vlaun stated she had no information from the CDC and Chairperson Mingo- McCoy reported that the Committee was supposed to receive 10%. Ms. Vlaun said she would follow through on this. Also, the amount spent on overtime needs to be determined and where the funds would come from. Ms. Vlaun inquired if photos were taken at the Youth Recognition Luncheon and Mr. Walker stated that there were no photos taken. Chairperson Mingo-McCoy noted that the Corporate Challenge had been cancelled this year, but she would like to see it held next year and feels it would be a great revenue generator. With regard to the Youth Recognition Luncheon 400 tickets were printed. Ms. Vlaun stated that more money was brought in and she needs to speak with Ms. Conway to determine how much money was actually turned in. Chairperson Mingo-McCoy pointed out that .the Luncheon was held at the beginning of February and the revenue should be known. Mr. Majors stated that the funds were probably deposited in the City Hall in the Mall account and a deposit receipt would be generated. Members discussed that better record keeping needs to be adopted. Ms. Vlaun also said that she did not have the figures for the Black Awareness Reception and Chairperson Mingo-McCoy stated there was no Black Awareness Day Reception. Mr. Majors stated that Ms. Rahmin.g had a reception. Chairperson Mingo-McCoy stated that this was not a Black Awareness Reception and the Committee gave her back her money. Mr. Majors confirmed this and stated that he had not informed Ms. Vlaun. Mr. Mitchell inquired as to the amount and was informed it was approximately $2,000. 2 Meeting Minutes Black Awareness Committee Boynton Beach, FL March 8, 2001 Ms. Vlaun stated she still needed the figures for the awards for the Black Awareness Day Parade, as well as the cost for the judges. She was informed that there was no money spent on the judges. Ms. Vlaun also said that she needed an in-kind figure for the convertible cars. Chairperson Mingo-McCoy said that there was only one band in the parade at a cost of $300. The expenses for the parade were reviewed and the cost for the awards was $26.01. Ms. Vlaun said she is missing the cost of the four banners. Ms. Vlaun inquired about the revenue generated by the carnival and was informed the carnival rides generated $2,265. Also, Chairperson Mingo-McCoy noted that the correct figure received from sponsors was $6,500, which includes money donated by the City. Beer sales generated $242. The money generated from the vendors was at least $1,350 and Ms. Vlaun said she would check on this. Chairperson Mingo-McCoy said that there needs to be some kind of accounting system in place so that the accountability of every revenue-generating event can be verified. Tickets sold need to be matched against money received. Also, Chairperson Mingo-McCoy stated she personally spent $332 in out-of- pocket expenses, for which she is requesting reimbursement. Ms. Zabik noted that the costs for the portalets were $140.66. Ms. Vlaun stated that there will be an expense for overtime for the driver of the Shopper Hopper. Chairperson Mingo-McCoy said she would follow through on this expense. Initial budget - Return of funds to Ms. Rahming Balance Revenue generated Expenses Ending Balance $13,120.00 - 2,000.0O. $11,120.00 15,060.00 $26,180.00 - 14,632.11. $11,547.89 Chairperson Mingo-McCoy noted that there are a few expenses that she did not deduct which should not be more than $500. If this were the case, the ending balance would still be over $10,000. Members next discussed the various events and the revenues that they produced. It was determined that next year certain events would be kept, eliminated or adjusted. Mr, Mitchell inquired if each girl that participated in the Coronation Court paid $100 and was informed that they were supposed to have paid. Mr. Mitchell inquired where these funds went and was told the funds went towards expenses and the luncheon. She further felt that next year there should be fewer youth recognized and that a less expensive venue for the luncheon should be selected. 3 Meeting Minutes Black Awareness Committee Boynton Beach, FL March 8, 2001 Chairperson Mingo-McCoy noted that they paid close to $4,000 to Benvenuto and the Hampton Inn only charges $200 to rent their banquet room. Mr. MajorS said that each and every event needs to be evaluated and suggested that an evaluation workshop could be held for this purpose only. This will be discussed further at the upcoming retreat. The five-year strategic plan will be used as a guideline for discussions at the retreat. Ms. Girtman felt it was important to first evaluate the event for this year before moving onto discussing a five-year plan. Chairperson Mingo-McCoy said that an evaluation for 'this year's events would take place during the retreat and the consultants will be furnishing the committee members with information on what needs to be done to improve next year's celebration. B. Retreat (Saturday, March 24, 2001.) (addressed out of order) The following is the agenda set 'by the consultants for the retreat: 1. Review the strategic plan. 2. Review the 2001 events. 3. Report and update on each event. 4. Discuss the dates that the events took place. 5. Highlight areas of improvement. 6. Discuss attendance and revenues. 7. Present a status report. 8. Discuss revamping, improvements, elimination of certain events. 9. Present a financial assessment of the event. 10. Make recommendations. Next, the consultants will discuss event scheduling and the geographic layout of the events and review the sites for each event. Finally, the strategic plan for 2002 will be reviewed. Also on the agenda for discussion is planning, sites, sponsors, volunteers, vendors, attractions, parking, promotion and entertainment. The consultants will cover every single element of the event. (Sarah Williams arrived at 7:20 p.m.) Ms. Girtman pointed out that the consultants were not present at every event and that committee members should come to the retreat prepared with ideas on how the event could be improved. Ms. Girtman pointed out that the chairpersons of the various committees were more informed on how their particular event was handled and what problems they encountered. Mr. Mitchell felt that the members should be able to express their opinions and ideas at the retreat and Chairperson Mingo-McCoy said that this would be encouraged. However, he noted that since the consultants are being paid, they should be able to do their job. 4 Meeting Minutes Black Awareness Committee Boynton Beach, FL March 8, 2001 Ms. Williams thought that the consultants would act more as facilitators and to make the retreat successful it takes planning. Ms. Williams thought that Ms. Girtman was suggesting that people come to the retreat with some ideas for changes and improvements for the next event. Ms. Girtman shared with the members some of the problems that she encountered with her event. C. Discuss Volunteer Reception (Tentative date March 31, 2001) Chairperson Mingo-McCoy stated that a tentative date of March 31, 2001 has been set for the Volunteer Reception, which has been tentatively scheduled at the Hampton Inn. The room would cost $200 and holds 60 people. The catering cost would be additional. Members agreed that the reception should begin at 6:00 p.m. and it would be a dinner. A caterer needs to be selected. Ms. Williams inquired if the retreat would be open to other people besides the members and Chairperson Mingo-McCoy said that if a person wants to help out next year, they could attend the retreat and that no one would be excluded. Ms. Williams said that she had the names of some people who expressed an interest in participating next year and Chairperson Mingo-McCoy requested that Ms. Williams furnish her with their names and phone numbers and she would contact them about future meetings. Anyone that attends the retreat will be required to attend the full session, which begins at 9:00 a.m. and goes to 4:00 p.m. D. Festival Name Modification Chairperson Mingo-McCoy said that a name other than Black Awareness needs to be chosen and that she had trouble soliciting money from various corporations with asking them to give money to the Black Awareness Celebration. The consultants and Chairperson Mingo-McCoy felt that the celebration should be generic to make it attractive to everyone. They came up with the name Heritagefest--A Unification of Cultures. If members chose not to use this new name, another name needs to be found. She further stated that the time has come for them to disassociate themselves from Black Awareness. The events need a new look and a new vision. Mr. Mitchell concurred with the Chairperson and stated that he also had trouble getting donations from companies when he mentioned Black Awareness and he has run into this problem the past two years. Members discussed the inequities of having to do this in order to raise money. Ms. Yeager agreed that a name change was necessary, but she did not think it was necessary to disassociate from Black Awareness because Black Awareness has a history in the community and she doesn't feel comfortable about making the change tonight. Ms. Yeager felt this is a subject that should be dealt with at the retreat. Chairperson Mingo-McCoy said this had been discussed three times prior to tonight's meeting and it was always tabled. Ms. Pereira pointed out by Meeting Minutes Black Awareness Committee Boynton Beach, FL MarCh 8, 2001 calling the celebration Heritagefest it would encompass all peoples. Mr. Mitchell felt it was possible to change the name without losing the identity of the Black people. Ms. Williams pointed out that Black Awareness has been taking place in Boynton Beach for over 20 years and people loOk forward to Black Awareness. Ms. Williams would like the community to have input before any name change takes place. Mr. Mitchell pointed out that the consultants have already asked the Committee to consider a name change and they made some suggestions, which were brought to the Community for their input. Motion Ms. Credit moved that the name of Black Awareness Celebration be changed to ,,Heritagefest--Unification of Cultures". Motion seconded by Ms. Pereira. The motion carried 7 in favor and 3 opposed. III. Comments/Questions/Ideas None IV. Adjournment There being no further business, the meeting adjourned at 8:00 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (2 tapes) 6