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Minutes 02-15-01MINUTES OF THE BLACK AWARENESS 2001 COMMITTEE MEETING EZELL HESTER CENTER FEBRUARY 15, 2001, 6:00 P.M. BOYNTON BEACH, FLORIDA PRESENT: ALSO PRESENT: Stephanie Mingo-McKoy, Chairperson Theresa Burse-Floyd Bobby Jenkins, Accountant Eddie Mitchell Oris Walker Mrs. Dorothy Walker Pat Credit Melissa Vlaun, Special Events Mgr. Steve Lulkin, Recreation Supervisor Chuck Magazine, Risk Manager Frank Ireland, Athletic Supervisor Wally Majors, Recreation Director I. Chair McKoy opened the meeting at 6:15 p.m. and welcomed the City Representatives and Committee members to the meeting. Chair McKoy welcomed Bobby Jenkins, who was the Committee's accountant, a member of the Urban League, and a resident of Boynton Beach. Chair McKoy thanked Mr. Jenkins for accepting the position. II. Agenda The agenda was discussed and informally approved. II. Current Business A. Reports Luncheon Financial Information Mr. Otis Walker said that he had proceeds of about $2,000~00 from the luncheon. He said that tickets were still coming in. He did not get all the tickets back that he had distributed. Chair McKoy asked Mr. Walker to give her a list of names of the people who had tickets and the number of tickets they had. She offered to call the people to see when the money and tickets were going to be returned. Mr. Walker said the following people took tickets: Pearl Norfus, Lillian Artis, Eddie Mitchell, Sara Williams, Carolyn Sims and Chair McKoy. Chair McKoy and Lillian Artis had turned their tickets in already. Sara Williams took ten tickets. Carolyn Sims took 50 tickets. Pearl took 2 tickets. Chair McKoy asked Mr. Walker if he had talked to Benvenuto about taxes that might be due. Mr. Walker said he had not talked to anybody but that he had an extra $250 that was given to him that needed to be turned in. Mr. Walker advised that there were 151 people at the event. Chair McKoy asked Mr. Walker to call Benvenuto about how many people were served. They needed to know if they added in tax because she did not believe Meeting Minutes Black Awareness Committee Boynton Beach, Florida Februaw 15,2001 they would be responsible for paying taxes. If they put this in, it would need to be backed out. Mr. Walker agreed to do this. Mr. Steve Lulkin, Recreation Supervisor, said there were twelve paid vendors: ten food, two non-food. There were fourteen vendors in all. One of the vendors was the sickle cell anemia group.: They had wanted a booth to distribute literature for free. Chair McKoy told her that all non-profits were responsible for paying $50.00. Chair McKoy told the group that she would bring it before the Committee and ask them about it. She told her that they had already agreed by vote to charge everyone $50,00 for a booth. Chair McKoy said that Bethesda was only giving out literature and they had given the Committee $1,000.: Chair McKoy asked the group's opinion but said that she did not think it would be fair to the other vendors to allow this group to have a booth for free. Mrs. Walker said th:at the two organizations that they need information on as far as Black Awareness went were AIDS and Sickle Cell Anemia. She thought if they could come and distribute their information it would help because those problems were rampant in their community. Motion Mrs. Walker moved that an organization that deals with HIV and AIDS and Sickle Cell Anemia, which are rampant in our community, wants to come and set up a booth and distribute information and talk to the people and that the Committee allow them to come at no cost. Mr. Mitchell seconded the motion. A vote was taken and all agreed except Chair McKoy, who dissented. Mr. Lulkin said he would set up a tent for them. Chair McKoy said she would advise the Sickle Cell representative of the Committee's decision. Mr. Lulkin said he was assessing the needs of the vendors for electrical hookups. He was calling them and needed to call about six more. Oakley Electric needed to know what kind of electricity hookups were needed. Parade Status Mr. Frank Ireland, Athletic Supervisor, reported on the Parade status, saying they had two bands and he was waiting on a call from Glades Central. Teresa Zabik had gotten one application and he had gotten five applications. He had verbal commitments from six. Car Max was going to try to help them get the CCCC to help out. Chair McKoy asked how long the parade would last. Mr. Ireland said he believed it would last no longer than one hour. Dr. Gadsen's Step Group would be stepping in the parade. Corporate Challenge Mr. Ireland said it was set to start the next day but it would have to be rescheduled as they only had one team that actually paid and got no response from the others. He said he would meet with Wally and reschedule it. Chair McKoy suggested the event be cancelled, not just postponed. Mr. Ireland said it could be added on to another event. Chair McKoy asked if the Committee could go out and get sponsorships for that later, rather than hold up the Committee's money that had been set aside for that? Mr. Majors said we could have it at a later date and it could tie in to the goal to have Black 2 Meeting Minutes Black Awareness Committee Boynton Beach, Florida February 15, 2001 Awareness a year-round event. He suggested that any money that was earmarked for that could be used and they would try to make the event self-sustaining. Chair McKoy introduced Pat Credit, a new Committee member, who had given her a lot of assistance on the entertainment, volunteers and many other things. Frank Ireland reported on the Tot Olympics set up for February 24 at 2:00 p.m. on the football field. There was to be a mini-Olympics for ages 4 - 5 with clowns, face painting, balloons, and drinks donated by McDonalds. Chair McKoy thought that might be a problem with people coming over there for the free drinks. They did fliers to all the day care centers in theiarea. Chair McKoy suggested that the face painters be put near the gate to pull people there? Mr. Ireland thought this would be possible. Mr. Ireland said it was $50.00 an hour for a clown. Throughout the day he suggested that announcements be made about the Tot Olympics to generate more participants for the event. There was going to be a 25-50 yard dash, a Pokemon toss and there would be certificates as prizes. Chair McK0y said it would be nice to make up little bags with edibles including fruit snacks, gummy bears, and cookies. Mr. Majors commented that they got the certificate back and it looked like they were saying they did noti have Workmen's Comp. Mr. Magazine and Chair McKoy examined the certificate. Mr. iMagazine asked who would be running the rides? Mr. Majors said it would be their employees. Chair McKoy interpreted the certificate as saying that the oWners of the policy were excluded not their workers. It was concluded that they did have Workmen's COmp after all. Mr. Magazine stated that the liquor license was all right for the event but that a liquor liability insurance policy needed to be obtained. The City only had this insurance for the restaurant at the G01f Course. The issue was who was going to be selling the beer? Mr. Magazine said some organization would have to agree to do the job (someone who already had this insurance like the Kiwanis) or someone would have to buy an insurance policy. A broker had to be found and it was doubtful that it could be done prior to this event. Normally at City events, outside organizations provided the City with this certificate of insurance before selling liquor at City events. Chair McKoy asked if a rider could be obtained ion the City's policy and Mr. Magazine he had discussed it with his insurance broker Who would look into it. He said he had already looked into the rider situation and this was not possible on the City's policy. Mr. Jenkins asked if anyone had contacted the Iocali restaurants to see if they could go under their policy as an umbrella kind of thing? No ohe had done so yet. Chair McKoy said She would call Brown's Distributing and ask them. She was also going to call her insurance broker. Mr. Majors offered to call the Kiwanis and the Chamber of Commerce but also urged the Committee to try to obtain a local fraternal organization. Such an organization might be willing to allow volunteers to actually sell the beer as long as they retained cohtrol. The point was that no beer should be sold to anyone under age or to someone wh° had obviously had too much already. The liability would come in if a person consumed the beer and then went out and had an accident. The proceeds of the beer sales would be going to the Black Awareness Committee's account. Not selling the beer would not beian option according to Chair McKoy. The Committee had already advertised the fact that beer would be available. Meeting Minutes Black Awareness Committee Boynton Beach, Florida February 15, 2001 B. Carnival Port-O-Lets Chair McKoy asked Melissa Vlaun to check into the process of getting Port-o-lets for the carnival and somehow, communications broke down. They need two port-o-lets while they are here and the money is in the budget. This was from money that Chair McKoy had solicited and collected herself. She asked that the invoices for the two port-o-lets be processed and paid. The port-o-lets are needed for February 19 through 25. Mr. Majors 'said he would take care of the matter and verified that the funds would come out of Black Awareness Committee's funds. C. Confirmed Artists Headliners: Ruby Baker & Band (Jazz & R&B) Bobby Stringer (Old School R&B) A tentative schedule events follows: 11:00 to 12:00 12:00 to 12:15 12:15 to 12:25 12:25 to 12:40 12:40 to 12:55 1:00 to 2:00 2:00 to 3:00 3:00 to 4:00 4:00 to 5:00 5:00 to 7:00 7:00 to 8:00 Parade Drums of Unity Coronation Dancers Del Teens Ghetto Desperados (hip hop group from Miami) Citrus Cove Cheerleaders, Redemptive Life, The Boynton Beach Dancers, G Squad (a hip hop group from Miami) Girls in Motion, Riviera Beach Carla Evans, singer May Sisters Deaf Struck (a rap group from Lake Worth) J. Rock & Broke (an r&b and rap group from Delray) Elementary and middle school rap groups Ruby Baker & Band Other rap groups Bobby Stringer II. Comments, Questions, Ideas Mr. Magazine asked Chair McKoy how many food vendors thero were? Chair McKoy responded twelve. He asked if the Committee had Certificates of Insurance from the food vendors? The response was no because the people doing the cooking were individuals, not commercial groups. Chair McKoy was trying to make it attractive for the community members to participate. Mrs. Walker suggested that fliers be made up that could be passed out at various community locations since not everyone listened to the radio. Chair McKoy said that they had decided not to do this because it created a problem with trash. A suggestion was made to have fliers put in all the churches and other popular places in Boynton. Melissa 4 Meeting Minutes Black Awareness Committee Boynton Beach, Florida February 15, 2001 Vlaun offered to do the fliers and asked that someone e-mail her the information that day. Chair McKoy suggested about 20 posters would be good as opposed to fliers. Mr. Mitchell asked why the LOve Fest was not mentioned in the television spot about the events? Chair McKoy said that there was not enough time to mention every event. Mrs. Walker said there were a lot of books and she hoped there would be enough people for the books. Chair McKoy suggested the books be near the Tot Olympics to draw more people, Mr. Ireland suggested putting books into the prize packets planned to be given to the participants in the Tot Olympics. Mrs. Walker said they were pushing library registration and she had asked that the Library have someone onsite to register people for their library cards. If they register on the day of the event they would be given a book. Chair McKoy mentioned the idea of buying t-shirts for the volunteers with the money that would not be used since Corporate Challenge was cancelled. Chair McKoy was going to research sources and the money was to come out of the Committee's funds. Another way to get them was to find a sponsor who would underwrite the event and pay for the t- shirts. Identification badges for the volunteers and staff were discussed. Mr. Majors suggested ribbons or nametags. Mr, Ireland mentioned laser print cards with generic type strings for $14.00 per kit/25 per kit. Motion Chair McKoy moved to purchase the supplies for name tags, including string and badges, in sets of 25 per kit for $14.00 per kit, from Office Depot in a quantity sufficient to cover the number of volunteers. The motion was seconded and unanimously approved. Ms. Vlaun said she needed a list of volunteer names, first and last names and Chair McKoy said she would provide it. The badges were to say Black Awareness Volunteer and the person's name. This met with the approval of the Committee. Mrs. Walker mentioned the books and said she had cash and checks made out to the City of Boynton Beach that she needed to turn in so she could get a check for Akbar James Watson. Chair McKoy asked Ms. Vlaun if a check could be expedited and Mr. Majors offered to try. He said it would be better if they could wait until the following Tuesday. The meeting was duly adjourned at 7:30 p.m. Respectfully submitted, Recording Secretary (one tape) Black Aw'areness 2,001 Committee, Meetin~ Date: 2-8-01 SIGN-IN (please print legibly) NAME COMMITTEE