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Minutes 11-06-02MINUTES OF THE HeritageFest 2002 COMMITTEE MEETING HELD AT THE EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, ON NOVEMBER 6, 2002 AT 7:00 P.M. Attendees Staff Angela Girtman, Chairperson LaClaire Bowdry Chantelle Brown Ellen J. Davis Stephanie Mingo-McKoy Eddie Mitchell C. Diane Pereira Sandra Watson Mary DeGraffenreidt, Recreation Manager 1. Call to Order and Roll Call Chairperson Girtman called the meeting to order at 7:10 p.m. and circulated a sign in sheet. 2. Approval of Minutes Chairperson Girtman requested that approval of the minutes be tabled until more members were present. Ms. Watson requested that the dates for the coronation dance routine of January 11th, 18th, 25th and February 1st be deleted, since the dance routine has been cancelled. There were no other changes or additions. 3. Committee Reports Basketball Tournament No one was present to report on the Basketball Tournament Book Signing & Family Story Hour Ms. Watson reported that Pyramid Books would not be providing an author free- of-charge, which they provided last year. Members will have to determine how much money they would want to pay to have an author for the book signing. Ms. Watson reported that it would cost upwards of $4,000 for a known author. Chairperson Girtman noted that Boynton Beach has its own author and suggested featuring Frank Ireland at the book signing. Although Mr. Ireland's book is an adult book, the story hour would be for children and would not require Mr. Ireland to be present. Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 Coronation Ms. Watson said that there has been discussion to include Middle School girls, but due to the large age range this might create some problems. Ms. Watson asked for member input. If both age groups were included, Ms. Watson felt that some of the events would have to be changed to accommodate the younger girls. She also inquired if a winner is chosen and was informed that all the girls participate in the court and there is never a winner. Chairperson Girtman pointed out that the only other event that the coronation court attends is the student luncheon and she did not think that this would be a problem. Each entrant is required to sell advertisements and any money over the entry fee then becomes a fundraiser and goes to the entire event. Therefore, the more girls that enter would result in more money being raised, which is why Chairperson Girtman suggested including Middle School aged girls. Ms. Watson reported that she has scheduled an additional event for the girls, which was a trip to the Barbizon School of Modeling in Coral Springs. They have offered to give a three-hour workshop on etiquette, conversation, dining, formal wear, and dressing. Members felt that this would be suitable for all the girls, regardless of their age. Chairperson Girtman inquired if a date has been set for the trip, and Ms. Watson suggested that the Committee set the date, which would have to be a Saturday. Ms. Watson inquired if the City could provide the transportation and Ms. DeGraffenreidt said that she would check into this. Ms. DeGraffenreidt noted that the City vans could only accommodate 13 passengers. Members felt that the number of participants should be limited. After discussion, it was determined that there would be five girls from the Middle School range and five girls from the High School, for a total of 10 participants. Ms. Watson inquired how the Committee would select 10 participants if more than 10 girls wanted to enter. Ms. Pereira did not think that this would be a problem because there usually are not that many girls that want to participate. Ms. Watson suggested if there were more than 10 entries, the participants could be chosen by judging the essays. Motion Ms. Watson moved to limit the participation to 10 girls--5 High School and 5 Middle School. In the event there were more than 10 entries, the essays would be used as the criteria for judging to determine which 10 girls would be chosen. Ms. Pereira seconded the motion that carried unanimously. Chairperson Girtman pointed out that at the last meeting the Committee did not accept Ms. Watson's report and this needs to be done tonight. The report now 2 Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 includes the workshop to the Barbizon Modeling School, the informal tea and participation in the Christmas Parade. Chairperson Girtman inquired if there would be a float available and Ms. DeGraffenreidt thought that there might be one, but the Committee would be responsible for the decorations. Ms. Pereira offered to assist Ms. Watson. Chairperson Girtman called for a motion to accept Ms. Watson's report. Motion Ms. Brown moved to accept the report of the Coronation Committee with the necessary corrections. Motion seconded by Ms. Pereira and unanimously carried. Youth Luncheon Ms. Pereira reported that the date the Committee wanted for the luncheon at the Holiday Inn Catalina was not available. The only date that they had available was Sunday, February 9th. Ms. Pereira suggested that if the Committee wanted to hold the luncheon on Saturday, February 8th, they could look at other locations. Ms. Pereira suggested inquiring if the Woman's Club would be available for February 8th. Ms. Pereira reported that she sent letters to all the Senior Guidance Counselors at the area schools. She also is looking to invite a speaker from the Miami Heat and will be contacting them as well. Chairperson Girtman suggested if the Committee wanted to remain with February 8th, they could look at holding the luncheon at St. John's Church that has a cafeteria along with a stage and can accommodate a large crowd. Ms. Watson announced that St. John's Church cafeteria could accommodate 150 people. Ms. Pereira would like to have three alternatives and members suggested looking into the Woman's Club, St. John's Church, as well as the Holiday Inn Express. Ms. Pereira will follow through on this. In the event none of these places are available, members will consider holding the luncheon on Sunday, February 9th, possibly at 2:00 p.m. Ms. Pereira requested that when the schedule of events is posted in the City's FunFare Magazine that no price for the luncheon be listed. She noted that last year, they were not provided an opportunity to set a price and $20.00 was listed. Chairperson Girtman noted that the luncheon will be listed in the FunFare Magazine, but there will be no price. She pointed out that if the event was not held at the Holiday Inn, a caterer would be needed. 3 Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 Education Committee Mr. Mitchell reported that he would be meeting with Mr. Waldman this weekend to finalize their plans. Their budget should be available at the next meeting. Mr. Mitchell noted that his budget would not include the costs of the oratorical contest and spelling bee because those events are being sponsored by outside sources, which Chairperson Girtman confirmed was correct. Chairperson Girtman introduced Ms. LaClaire Bowdry who will be assisting with the Education Committee and more particularly the Science Fair. Mr. Mitchell indicated that Ms. Kathy Harris also offered to assist and he will be speaking with her. Chairperson Girtman inquired if there were books and posters available from last year that could be utilized this year. Mr. Mitchell will follow through on this with Mr. Waldman. She requested that Messrs. Mitchell and Waldman perform an inventory to determine what is available from last year. Chairperson Girtman reported that she has already ordered the trophies and there are some medals remaining from last year. The budget for trophies and medals is $300 and an additional $40 is being delegated for ribbons. Chairperson Girtman reported that she spoke to the Science Teacher at Poinciana School so that entries in the School's Inventors' Fair could be entered in the HeritageFest Science Contest as well. Vendors and Parade There was no one present to give a report. Ms. Pereira commented that she and Ms. DeGraffenreidt would be meeting with various City Department Heads at 3:00 p.m. on Monday, November 18th. She will bring up the Parade route at that time. Health Fair Ms. Ellen Davis was present representing PATCH. Ms. Davis, who works at Bethesda Hospital, was informed that the Health Fair has been scheduled for Saturday, February 22nd. Ms. Davis said that she spoke with a representative that runs a cancer support group and it was suggested to offer colon/rectal screening and prostrate testing. Ms. Davis thought that having a doctor present would be possible, but questioned if this would be necessary. She pointed out that in order to do these types of screenings, you need to have space, as well as privacy. Ms. Davis suggested that a booth be set up in order to disperse informational material. Chairperson Girtman stated that she would be speaking with City staff to determine where the booths would be set up and noted that most booths are outside. She suggested having the booths outside and if a person needed to 4 Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 consult with a doctor or desired to have the screening this could be done inside the meeting reom. Ms. Davis inquired about the hours and was informed they were from 11:00 a.m. to 9:00 p.m. However, it would not be necessary to have the booth manned the entire time and suggested that someone be present between 11:00 a.m. to 5:00 p.m. Ms. Davis also pointed out that there is a liability issue in the event the doctor discovers something abnormal while performing the testing. She suggested that nurses could man the booths. It is anticipated that there would be three booths. Ms. Davis also suggested dispersing information on the kidney disease, focal segmental glomerulosclerosis (FSGS), which Miami Heat basketball star Alonzo Morning is afflicted with. She pointed out that this disease is increasing among young African-Americans. Ms. Davis said that she would like to contact the Miami Heat and request that Mr. Morning attend the event. Ms. Pereira was not certain if the Miami Heat would accept two invitations to the same event, since she was also asking for a representative. Ms. Davis also noted that another basketball star, Shawn Elliot of the San Antonio Spurs, has the disease. Ms. Davis will follow through by checking with the Kidney Foundation, as well as contacting Shawn Elliot. She also presented a sample of a Hepatitis-C take- home kit that could be handed out. Chairperson Girtman reported that she did not have any success with the contact person at the Diabetes Foundation recommended by Ms. Davis because they have a prior commitment for that day. She was able to secure a representative from the Sickle Cell Foundation. Ms. Davis inquired if the Committee would like to have the Boca Raton mammogram van available. Ms. Watson inquired if any insurance companies would be represented. Members felt it would be inappropriate to have any insurance companies present. Chairperson Girtman requested that Ms. Davis contact the people at Boca Raton to offer the mammograms. 4. Old Business Field Layout Chairperson Girtman reported that she did not have the opportunity to discuss this with Facilities and had no new information. She will report on this after she meets with them. Mr. Mitchell suggested that the vendors be placed out front. Chairperson Girtman also felt that it would be beneficial for the vendors to be visible from the street. If this was not possible, she suggested that the vendors be located in the backfield, since the field that was used last year is no longer available. Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 Entertainment/Promotion Ms. Brown suggested having a comedy show for Saturday evening that would feature local comedians, as well as one well-known comedian. She contacted Jay Anthony Brown. His normal fee is $7,000; however, he is starting a Diabetes Foundation and would perform if the Committee submitted a letter stating that they would make a donation to his Foundation. If he were agreeable to this, he would offer a 15 to 30 minute standup routine, depending upon the amount of the donation. The Committee would also have to pay for his airfare, hotel and ground transportation. Ms. Brown also tried to contact Marvin Dixon at 99 JAM, but has not had an opportunity to speak with him. Ms. Pereira pointed out that the Committee agreed not to use 99 JAM because of the problems that resulted last year. Chairperson Girtman requested that Ms. Brown continue to look for additional entertainers and bring back some ideas to the Committee for a decision, which Ms. Brown agreed to do. Chairperson Girtman reported that she spoke to radio station X102 and they provided her with two promotional packets. The first packet would cost $2,000 and would include- · 16 sixty-second commercials, Monday through Saturday, during the week of the event, · 20 promotional announcements prior to the appearance, · a two-hour appearance with live call back during the appearance, and · for an additional $400, a deejay would appear. The $4,000 packet would include - · 50 commercial announcements, beginning two weeks prior to the event, · a minimum of at least 25 promotional announcements with giveaways, · a remote broadcast for a minimum of 4 hours, plus · two deejays; one from ×102 and another from V106, · announcements would be made 10 times, Monday through Sunday, between the hours of 3:00 p.m. and 7:00 p.m., · announcements would be made 15 times, between the hours of 7:00 p.m. and 12 p.m., · announcements would be made 7 times between the hours of 1:00 p.m. and 6:00 p.m. on Saturday and Sunday. · there would be 15 additional announcements between 12:00 a.m. and 6:00 a.m., and · 9 times from 6:00 a.m. to 7:00 p.m. This packet also includes entertainment for four hours. Ms. Brown questioned if there would be a need for additional entertainment if the deejays provided a live Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 broadcast. Members felt that there would still be a need for additional entertainment. Chairperson Girtman requested that the deejay broadcast from the stage instead of the van. She suggested that the local talent could perform from 12:30 p.m. to 1:30 p.m. after the Parade and the deejay could start at 1:30 p.m. When the deejay is done, there could be additional entertainment in the evening. Chairperson Girtman felt that it would still be necessary to provide additional entertainment and that the deejay should not be considered entertainment. Ms. Pereira pointed out that last year at least six acts performed. Chairperson Girtman asked members if they had any ideas for entertainment or knew of any contacts to pass it on to Ms. Brown. Ms. Pereira inquired how much money was currently in the budget and was informed there was $15,000. Members agreed that they needed to put more effort into fundraising. Chairperson Girtman responded that as soon as the stationery is ready, letters for donations would go out. Ms. Watson inquired who gave donations last year and was informed that a $5,000 grant was received for the Science Fair; $5,000 from Attorney Willie Gary; $10,000 from Office Depot; $15,000 from County Commissioner Addie Greene; and $25,000 from the City of Boynton Beach. Ms. Pereira did not think there was enough money in the budget tonight to make a decision on the radio station promotional packets and suggested it be put off until more funds are received. Chairperson Girtman pointed out that there was no time limit on the quotes from the radio station. Members agreed to table making a decision tonight. Ms. Watson inquired about the cost for the luncheon last year and Ms. Pereira informed her that the luncheon was attended by 75 people at a total cost of $2,600. Last year's luncheon was a buffet that offered a variety of foods that young people enjoyed, such as hamburgers, tacos, chicken fingers and was very successful. Ms. Watson requested that she be contacted when inquiring about St. John's for scheduling the luncheon. 5. New Business Budget Approvals Chairperson Girtman requested that the Committee members turn in their budgets so that they could be included with the agenda for the next meeting. Bowling Tournament Steve Waldman has suggested holding a bowling tournament as an additional fundraiser. He has a group of people who would be willing to assist him in this 7 Meeting Minutes HeritageFest Committee Boynton Beach, FL November 6, 2002 endeavor. Mr. Mitchell reported that Mr. Waldman needed some dates in order to schedule the tournament and he suggested Friday night or Saturday. It was noted that the bowling tournament would be a good means to raise money and would not incur any expense on the part of the Committee. Ms. Mingo-McKoy stressed that it was important for members to start raising money in order to make the event a success. After discussion, members suggested holding the bowling tournament on Friday, February 7th. ~ Theme Selection Members decided to remain with the theme that was selected last year, which is "HeritageFest, a Unification of Cultures." ~ Flyer Approval The flyer that was prepared by Ms. DeGraffenreidt was reviewed and Ms. Pereira requested that it be approved with some colors added to it. Motion Ms. Pereira moved that the flyer be approved with colors added to it. Motion seconded by Ms. Brown and unanimously carried. Ms. Watson requested that the theme be added to the flyer. Ms. Pereira amended her motion to have the theme included on the flyer. 6. Adjournment There being no further business, the meeting properly adjourned at 8:35 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (Two tapes) (November 7, 2002) 8