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Minutes 11-20-02MINUTES OF THE HeritageFest 2002 COMMII-FEE MEETING EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, November 20, 2002 AT 7:00 P.M. Attendees Angela Girtman, Chairperson Commissioner Carl McKoy Evangeline Mack Eddie Mitchell Stephanie Mingo-McKoy Marsha Norfus Terry Pereira Rita Simmons Sandra Watson Staff Frank Ireland, Recreation Superviser .loe Evans, Recreation Specialist Brenton Rolle, Recreation Superviser Call to Order Chairperson Girtman called the meeting to order at 7:05 p.m. 2. Attendance A sign-up sheet was circulated to record the attendance. 3. Approve Minutes of November 6, 2002 Minutes of this meeting were distributed to the attendees to bring them up to date on the activities of the Committee. Chair Girtman tabled this item because there were not enough members present to approve the minutes. 4. Chair's Report Chair Girtman distributed a copy of a Departmental Assistance Memorandum that outlined the discussion that was held with the various department heads at the City concerning the arrangements for HeritageFest. The location of the vendors and the staging were discussed. The Police Department was not represented at the meeting but asked that the HeritageFest Committee advise them of what would be required and they would do it. The handout listed one Officer for crowd control but it was suggested that two Officers would be better. Commissioner McKoy asked if there were going to be a big local talent performing at the show - if so, two officers would not be enough for Meeting Minutes HeritageFest Committee Boynton Beach, Florida November20,2002 crowd control. Chair Girtman stated that a Committee was working on it. ]~f it turned out to be a big name, local or regional entertainer, they will ask the Police Department for more Officers. Location/Arrangements The location of this year's HeritageFest will be at the rear of the Hester Center in the same place that it was held two years ago. The stage will be in the north area with the vendors arrayed along both sides. A tent with tables will be set up so people will have a place to sit down and eat. There will be three sets of bleachers in front of the stage. The Parade line up and so forth will be the same as the last year. An action item from that meeting, was that the vendors should be asked to submit their electricity requirements at the time of their application. Commissioner McKoy inquired about the generator and how many they planned to have. He stated that when they tried to get a back-up generator the previous year, there was a problem because the generator was not ready to go. He believed it might have been a fueling problem. This caused a 3-4 hour delay and he wanted to avoid that this year. Chair Girtman stated that at the department meeting they spoke of having two generators. Fire Department: Chair Girtman stated that the vendors who would be cooking had to have working fire extinguishers (something that was not required the previous year.) The Fire Department will send some information to Ms. DeGraffenreidt about the specifications for the fire extinguishers so it can be included on the vendor applications. The vendor applications used last year are not complete because they need to include this requirement. Insurance: This year, the City is asking that the vendors be insured. This was a requirement the previous year but the City did not find out that they did not have insurance until the last minute when it was too late. They need to have an insurance policy that lists the City of Boynton Beach as an additional insured. The Committee members believed that this requirement would discourage a great many of the vendors. ]~n fact, they believed that it would probably eliminate vendor participation except for some of the larger, corporate vendors. Most of the vendors are very small operations and many are churches. They did not understand why the City's insurance would not cover this event. Chair Girtman wondered how Tunes in Town handled this because she knew that the City used to allow vendors to come to sell food and she did not believe that insurance had been a requirement. Commissioner McKoy believed that it was important to encourage people to participate in these events and that they needed to be user-friendly, keeping in mind that they Meeting Minutes HeritageFest Committee Boynton Beach, Florida November 20, 2002 were trying to pull the community together as one. :If there are obstacles to this, they need to find out what they are. :If there are none, they need to move forward. He thought staff needed to look into this. Mr. Pereira thought that since the City sponsors HeritageFest, that the City should also sponsor the insurance. If this is not possible, a discussion with the City Hanager might be in order. As a last alternative, the HeritageFest Committee could inquire into purchasing insurance for the entire event, including the vendors, the acts, and anyone else who would be there and see if the City could help to get them a reduced rate for this two-day event. Ms. NcKoy stated that special event insurance cost $1,800 the previous year. Commissioner HcKoy wanted to know if the other special events in the City had been held to this same guideline. Chair Girtman said that in many cases, it would not be a big problem and that she had seen churches do this in the past - call the insurance company and add the City of Boynton Beach as an additional insured for the duration of this event. But there would be many vendors that would not be able to do this. :If this is required of every other event that is sponsored in the City, this Committee must find out how the City could help the smaller vendors. She did not want to be in a position of asking the City for favors if everybody else had to follow the rules. Mr. Evans noted that insurance was being required for even small events lately. Ms. McKoy stated that the Risk Manager had made this requirement last year and the Committee said no, because the other vendors at other special events were not required to have it and why were they being singled out and required to have it. Mr. Magazine stated that he would have to look into it. ~[n about ten minutes, he came back to the meeting and said it was all taken care of. The vendors would not be required to do it. Chair Girtman thought that it would be necessary to meet with the City Manager about this and to get something in writing. She will try to set up a meeting and offered to arrange it for a time when interested people could be present. Advertising Promotional Opportunity 102.3FM, Ms. Celia 3oseph Chair Girtman introduced Ms..~oseph, who explained the packages that she had put together for the Committee's information. The packages were discussed in detail in the November 6 meeting minutes. Ms..~oseph recommended bringing in an outside sponsor and offering them an opportunity to be a part of the commercials; for example, they could say that they were one of the sponsors of the HeritageFest or a co-sponsor or friends of HeritageFest. She thought this was one of the best ways to cut down on the cost. She also offered to help the Committee find a sponsor if they so desired. 3 Meeting Minutes HeritageFest Committee Boynton Beach, Florida November 20, 2002 Commissioner McKoy clarified that there would be a live person doing music and not a live broadcast. Ms. Joseph agreed, saying that in order to have a live broadcast, they would need to have an ISDN line, which she did not believe was available at this site. To have a broadcast live from the event would cost a lot more money - about $3K for two hours. If the Committee wanted to do it, she would look into it. Ms. Joseph stated that in the $4K package, they would be getting 50 recorded announcements leading up to the event - outside of the commercial spots, the announcer says "Join us this weekend - we're going to be in Boynton Beach etc." throughout the day. There are 25 live promotional announcements. Ms. McKoy asked if the radio station could help the Committee get some acts: hip-hop, jazz, reggae, salsa. Ms. Joseph said she would look into it. If a performer were playing in the area, they might contact the radio station to see if there were any events in which they could perform but this would be at the last minute. There was no roster of groups that they dealt with routinely. Chair Girtman stated that after the Committee discussed it, they would contact her with their decision. Ms. Joseph suggested that it would be beneficial to firm it up before the end of the year if possible. Ms. Joseph was asked to find out what the actual cost would be of a live broadcast so she could tell Chair Girtman the difference in cost. Motion Mr. Pereira moved to table this item until the next meeting. The motion was seconded and carried unanimously. Schedule of Activities Chair Girtman wanted to review this so the press releases could go out. The Family Story Hour and Book Signing will be on Saturday, February 1, from 1:00 to 3:00 p.m. Frank Ireland has written a book and will read some excerpts from it. The Coronation will be at 4:00 p.m. Chair Girtman will check with the Woman's Club and send out the information in the minutes. The Youth Recognition Luncheon will be from 12:00 noon to 2:00 p.m. Mr. Pereira stated that Ms. Pereira was trying to get a caterer - someone who could supply regular dishes. The use of the Woman's Club will be free - they reduce their commitment to the City in this way. The displays at the Mall are going to be from 12:00 noon to 4:00 p.m. Meeting Minutes HedtageFest Committee Boynton Beach, Florida November 20, 2002 The Oratorical and Spelling Bee contests will be at the Hester Center: 10:00 a.m. to 12:00 noon for the Spelling bee, and 12:00 noon to 2:00 p.m. for the Oratorical contest. The Youth Basketball tournament will be from 10:00 a.m. to 7:00 p.m. on both days. The Adult Basketball tournament will be at 6:30 p.m. on Friday and on Saturday and on Sunday from 10:00 a.m. to 9:00 p.m. The Boynton team will be scheduled to play right after the Parade. The Gospel Explosion will be on Sunday from 3:00 p.m. to 6:00 p.m. Chair Girtman stated that they did not have anyone lined up yet but were asking for youth groups, singing, and praise dance teams. She distributed participant letters so people could take them out to their groups. Chair Girtman stated that on Friday night, to include other cultures, they were having a Carnivale Night with an :Islands theme on the sand volleyball court. They were looking for a steel drum band. There were suggestions for two deejays; one who would be charging them $300 for Friday evening and one who would be free. This would be from 6:00 p.m. to 9:00 p.m. There will be music, dancing, and vending. 5. Committee Reports 1) Basketball - Joe Evans After discussion, it was decided to raise the participation fee for the basketball teams. Motion Mr. Pereira moved to charge the adult basketball teams $200 for participation and the youth teams $100. Mr. Mitchell seconded the motion. After further discussion this motion was amended to add the following statement. Motion Mr. Pereira moved to amend the previous motion to state that the Committee will waive the fee for the official Boynton Beach adult and youth teams. Mr. Mitchell approved the amendment. The motion carried unanimously. 2) Health Fair Still working on this. There will be more on this at the next meeting. 5 Meeting Minutes HeritageFest Committee Boynton Beach, Florida November20,2002 3) Coronation Ms. Simmons mentioned the idea of giving out an award to one of the Court participants, similar to the Carolyn Sims award. She did not know how many girls would be there from junior to high school but she wanted to see such an award go to someone in high school that had a nice GPA, good moral standing, and someone that did volunteer work. Chair Girtman mentioned that when she made the suggestion of the Carolyn Sims award, she had been thinking that to bring more people in to watch the event they should open it up to adults. Someone could nominate someone that was working in the community and trying to follow in Carolyn Sims' footprints. She thought the finalists could be announced at the Coronation. That way, the people who recommended that person would be there in support and it would bring more people into it. Ms. Simmons still wanted to see the award go to someone in the youth category. Commissioner McKoy said that it could be a scholarship for a senior. Ms. Simmons stated that the applications had been sent out but they did not know who would be coming in. Tf there were only one senior on the Court, that would be a problem. Commissioner McKoy thought if it were announced that a senior had an opportunity to get a scholarship, more people might participate. Chair Girtman stated that the award to an adult would be a plaque but to a student it would be a scholarship. Ms. Simmons suggested keeping in mind that it would be done annually. Some suggestions were to give three people money: $100, $150, and $250 each or two people at $250.00 or $150.00. Some felt it should be $500 to I person. The discussion was lengthy and at the end it was decided to have the Committee come back with a report at the next meeting. IVlr. Pereira stated that it had yet to be determined what the awards would be for the Youth Luncheon. Now we give them plaques. They wanted to give them more but didn't have the money. Were the academic and sports achievers going to be left out in the cold? Motion Ms. Watson moved that the Committee give out a Ms. Carolyn Sims award that would be open for boys and girls who must meet the criteria. The Coronation Committee will work on the criteria and the dollar amounts and bring it back to the Committee. The vote was unanimous. Mr. Pereira asked that the vote be retaken since he had been on the telephone when it was done. 6 Meeting Minutes HeritageFest Committee Boynton Beach, Florida November 20, 2002 The vote was taken again and the motion was passed 7-1, Mr. Pereira dissenting. Ms. McKoy abstained. Education Committee A) Spelling Bee, February 15, 2003 at Hester Center-- Marsha Norfus The awards need to be established. The packets are already set but the registration forms had to be redone to include the date and the drop-off. Ms. Norfus missed some drop-off locations. The rules and procedures are attached. They have all the spelling lists from 2nd grade to 12th grade. Packets will be left at the Hester Center so people can pick them up. Ms. Norfus is leaving 30 packets and hoped that if more were needed, someone would either call her or make more on a copier. The forms say that they will be accepted up to the day of the spelling bee. Mr. Pereira thought it would be more efficient to contact the elementary schools in the City and ask the Guidance Departments to push it. Chair Girtman stated that she had already talked to them about the Science Fair and she would take care of this also. B) Oratorical Contest- Marsha Norfus She will be targeting middle and high school students. C) Essay and Art Mr. Waldman turned in a budget and is requesting additional ribbons and medallions. This will be covered in the next meeting. She hoped that everyone would turn in his or her budgets. D) Science Fair Chair Girtman had trophies and medallions left from the previous year and did not think it would be necessary to get more. Bowlinq Tournament Chair Girtman talked to Mr. Waldman about this and he turned in a budget. She told him they were looking at the Friday evening and he said he would look into it. Mr. Mitchell advised that Mr. Waldman told him he planned to do it on Sunday, February 9. He will probably need an additional $100. He has not submitted this particular budget yet. 7 Meeting Minutes HeritageFest Committee Boynton Beach, Florida November 20, 2002 Entertainment Committee The Chair was not at the meeting. it to the Committee members. Parade Chair Girtman made up some stationery and offered Mr. Pereira said the budget depended on what the Committee agreed to pay the bands this year. Last year they were paid $275 and there was not a very good response. He suggested raising that to $300, regardless of whether they were in high or middle school. He was hoping to have five bands, which would make the expenditure $1500. Chair Girtman asked Ms. DeGraffenreidt for a list of the bands that are participating in the Christmas Parade and thought that this might help. Ms. McKoy stated that even if they agreed to participate, a lot of them renege on those commitments. Chair Girtman said the bands playing in the Christmas Parade were being paid $300. Ms. McCoy noted that $500 was owed to Boynton Beach High School from last year. Motion Mr. Pereira moved to pay the bands $300 this year, regardless of whether they were in middle school or high school. Ms. McKoy seconded the motion that carried unanimously. Vendor Applications - Brent Rolle Mr. Rolle stated that the vendor applications were ready to go out. They will start making laminated signs so when the payments come in and the tents go up, they will go ahead and set them up, even though the vendors will not be allowed to come in until 9:00 a.m. on the day of the function. This will eliminate the confusion over who gets what booth and where. He had a list of everybody that participated last year and will be sending letters to them. He asked that people let him know if they had anyone else that they wanted him to send a letter to. Chair Girtman told Mr. Rolle about the new fire extinguisher requirement for those people with booths that would be cooking. Mr. Pereira noted that a representative of the Fire Department was supposed to give the specifications of the fire extinguishers to Ms. Degraffenreidt. He asked Mr. Rolle to hold off on sending out the vendor applications until those specifications were received. Another thing they wanted put on the vendor applications was a Certificate of Liability. Mr. Rolle indicated that Mr. Magazine had submitted what Risk Management was requiring and they needed to decide to accept his suggestions or go with another insurance. He had not seen the Risk Management directives as they had been sent to Ms. Degraffenreidt. Ms. McKoy thought it was a million dollar policy. Mr. Pereira stated that the discussion earlier in the meeting led to the need to discuss the insurance issue with the City Manager. 8 Meeting Minutes HeritageFest Committee Boynton Beach, Florida November 20, 2002 One other thing that needed to be on the vendor applications was whether or not they needed electricity. Mr. Pereira stated that before the vendor applications go out - the Committee needs to see what they look like. Mr. Rolle agreed. Mr. Pereira also asked who would pay for the fire extinguishers and who would provide them. He thought it might be easier if the Committee purchased the fire extinguishers, charged the vendors an extra $25.00, and then gave them the fire extinguishers. Ms. Simmons stated that at Mango Fest, there were a lot of requirements too but there were a lot of vendors there. She did not think that the requirements were necessarily a hindrance. Ms. McKoy was concerned about the small businesses or individuals who wanted to come out and sell at this event. They would not be likely to have a million dollar liability policy. Will they have to be excluded? They have been doing it for years. Commissioner McKoy thought it was not right to tell the vendors that they could spend their money but not make any money. Once the meeting has been held with the City Manager, and the actual insurance requirements had been established, they could move forward with the other things like the fire extinguishers. Mr. Pereira stated that they also had to see what Mr. Magazine had sent to Ms. DeGraffendreidt about this. Chair Girtman was going to try to meet with Mr. Bressner on Monday, November 25, or Monday, December 2. :If the meeting with Mr. Bressner were held on November 25, they would have a special meeting on Wednesday, November 27 to discuss the insurance issue. If it were not held until December 2, they would discuss it at their next regularly scheduled meeting on December 4. Youth Luncheon Ms. McKoy asked if they were going to give monetary awards to the students who were recognized at the luncheon. Ms. Simmons stated that they used to give scholarships to the person with the highest GPA. They discussed savings bonds as an alternative. Ms. McKoy stated that the highest GPA criteria would automatically knock out the Starmakers who were people who had shown improvement but were not at the top of the class. Someone raised an issue of why they would spend $300 for a band or announcements but not do something for the children. She thought they should be thinking of doing more for their children and cut back on some other things. Mr. Pereira understood but said that the luncheon was more of a private type of affair. You have to pay to be there. It is not open as are the other activities that are wide open to the public. In order to get the community's participation, you have to have noisemakers: bands, the Parade etc. Ms. McKoy stated that the HeritageFest was designed for the entire community, not just the youth. There are activities that touch on everyone in the community such as the Parade and the Coronation and then they will have other activities such as the Luncheon. Each activity will have different groups Meeting Minutes HeritageFest Committee Boynton Beach, Florida November20,2002 of people. She said everyone wanted to do something forthe kids buttheir dollars were limited. Chair Girtman asked if anyone knew how things were done at the Roots Festival. She thought that when the events were over, the people who participate in events that get awards receive them, depending on how much money there was to give out. She did not know if they even told people ahead of time how much the award would be. Ms. Norfus believed that they did publicize it. Ms. McKoy said that another way would be to solicit sponsors to give the kids savings bonds and such. Ms. Norfus thought the Committee should be tax-exempt since this is the way they generated funds for Roots. Ms. McKoy stated that any donations to the event were tax deductible under the City's "umbrella." There are usually four or five students who get awards at the Luncheon. Chair Girtman stated that the person with the highest GPA would have no problem getting scholarships; she favored giving something to the Starmaker, who may want to go to college but only had an average GPA. Financial need could be a criterion. answer to a question, Chair Girtman explained that a Starmaker was someone who had overcome adversity and gone on to achieve. Mr. Pereira suggested that the panel of people sitting at the head table were professionals and could render an unbiased decision - after it was all over. Chair Girtman wanted to have Ms. Pereira in on the discussion. Mr. Pereira stated that her budget had been $2,600 last year, which was offset by the attendance. Chair Girtman asked to table this item and discuss this and the Coronation at the next meeting. The Committee is committed to making the vendors feel welcome and comfortable. Since there was no further business before the Committee, the meeting was duly adjourned at 9:00 p.m. The next meeting will be on December 4, same time, same place. Respectfully submitted, Susan Collins Recording Secretary (two tapes)(l125o2) 10