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Minutes 09-11-02MINUTES OF THE HeritageFest 2002 COMMITTEE MEETING EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD SEPTEMBER 11, 2002 AT 7:00 P.M. Members Angela Girtman, Chairperson Marsha Norfus Terry Pereira Sandra Watson Staff Joe Evans, Recreation Specialist Frank Ireland, Recreation Supervisor 1. Meeting Call to Order Chairperson Girtman called the meeting to order at 7:15 p.m. 2. Roll Call Members were requested to list their name and address on the sign-in sheet so that the minutes of the meeting could be mailed to them. Ms. Girtman stated that the sign-in sheet would act as the roll call. 3. Welcome New Members There were no new members present. 4. Old Business A. Schedule of Events Chairperson Girtman recapped the events of the last meeting. The schedule of events had been discussed and some dates were set as follows: The book club/family story hour was set for February 1,2003. The Coronation was set for February 2, 2003. The free book distribution would take place on February 15, 2003. A date for the luncheon needs to be determined. The weekend activities will take place on February 21,22, and 23, 2003. The Youth Basketball Tournament will begin on February 8, 2003. Chairperson Girtman would like to set a date for the luncheon and the adult basketball tournament tonight. At the last meeting it was discussed that it would be worthwhile to hold the adult basketball tournament on February 22 and 23, 2003, simultaneously with the weekend activities to draw more spectators. Meeting Minutes HeritageFest Committee Meeting Boynton Beach, FL September 11, 2002 Mr. Evans said that last year there were not enough activities for the children during the day. He felt that it would be a good idea to have the basketball tournament at the same time for the children. Mr. Pereira asked if this would interfere with the Parade because the Parade usually kicks off the final weekend. The Parade last year drew a lot of people until the rain came. Mr. Evans suggested that the basketball tournament could begin on Friday night and then start again on Saturday when the Parade is over and the streets are reopened. This was how it was done two years ago. Motion Ms. Watson moved to have the Basketball Tournament on the same weekend as the outdoor activities, which will be Friday, February 21, 2003 through Sunday, February 23, 2003. Mr. Pereira questioned if a quorum was present. Chairperson Girtman said that there are no bylaws and a quorum was never established. She felt that a motion could pass by a majority vote of those present. Motion seconded by Mr. Pereira and unanimously carried. Mr. Pereira suggested holding the Youth Basketball Tournament on the same date as the free book distribution. Mr. Evans said that holding the Youth Basketball Tournament on the 15th would not be a problem. Motion Mr. Pereira moved to schedule the Youth Basketball Tournament and the book distribution on Saturday, February 15, 2003. Motion seconded by Ms. Watson and unanimously carried. Mr. Evans pointed out that the Basketball Tournament may go over to Sunday. Mildred Walker Luncheon Mr. Pereira reported that his wife, Diane Pereira, would like to chair the Mildred Walker Luncheon. He noted that the Coronation Court needed to be coordinated with the Luncheon because the participants of the Coronation Court are invited to the Luncheon. Chairperson Girtman pointed out that the Coronation Court is scheduled for Sunday, February 2n°. Therefore, scheduling the Luncheon on Saturday, February 8th, would work out well. Chairperson Girtman suggested not voting on 2 Meeting Minutes HeritageFest Committee Meeting Boynton Beach, FL September 11, 2002 this until Ms. Pereira could be consulted. Ms. Watson pointed out that February 8th was the only available Saturday. Motion Mr. Pereira moved to hold the Mildred Walker Luncheon on Saturday, February 8, 2003 at a time to be determined. Motion seconded by Ms. Watson and unanimously carried. Parade The Parade would take place on Saturday, February 22, 2003 at 11:00 a.m. Chairperson Girtman asked if there were any suggestions for bands. Mr. Pereira said that he had last year's list and would like to fashion this year's Parade after last year's, which was excellent. He does not envision inviting the FAMU Band again because of the expense. He would like to find another college band to replace FAMU and will report his findings at the next committee meeting. Battle of the Bands Chairperson Girtman inquired if the Committee wanted to have another Battle of the Bands. Mr. Pereira noted that he had trouble last year securing bands because the band directors were unapproachable. He later learned that Battle of the Bands is not normally scheduled in the Spring. Mr. Pereira would like to try again. Chairperson Girtman did not think it was necessary to schedule the Battle of the Bands in February and suggested holding it sometime in November or December. She pointed out that this would still be marching season and they could start checking with local bands. Chairperson Girtman said if the timing is changed from February to December, they need to move on this as soon as possible. Chairperson Girtman inquired when the City's Christmas Parade was scheduled and was informed it was on Saturday, December 6th in the evening. She asked if scheduling the Battle of the Bands on the same night of the Christmas Parade would be feasible. Mr. Pereira said that this would require coordination between the City and the Committee and also a location needs to be found that would be close to the Parade route. Chairperson Girtman noted that Delray Beach has a Community Marching Band that participated in the Root's Festival Parade. Mr. Pereira pointed out that there are marching bands that participate in the South Florida Fair in January and suggested looking at January. It was suggested holding it at the Hester Center. Mr. Pereira will continue to work on this. Meeting Minutes HeritageFest Committee Meeting Boynton Beach, FL September 11, 2002 It was suggested contacting Bethune Cookman College and FAU to determine how much they would charge to participate in the Battle of the Bands. Mr. Pereira will check on this. Ms. Watson suggested holding a teen dance at the Civic Center after the Parade. Ms. Norfus thought that the Civic Center closed too early to hold a teen dance. Members thought that this was a good idea. Chairperson Girtman said that the vendors' fees need to be reviewed, but felt it should be discussed when more members were present. Ms. DeGraffenreidt reported last year that funds raised from the vendors' fees were very good. Chairperson Girtman suggested leaving the fees at last year's rates. It was decided to have the book author present on Sunday, February 16th. Educational Events Last year the science fair and essay contest were held at the Mall and participation was very good. The winning displays were brought back to the Hester Center and displayed during the festival. This year a spelling bee will be scheduled. After discussion, it was determined to hold the educational events on the stage at the Mall on Saturday, February 8th at 3:00 p.m. after the Luncheon. Holding these events at the Mall would be very good publicity for the HeritageFest. Mr. Pereira did not think that there was enough publicity throughout the City last year announcing the various events and many people never knew about it. Chairperson Girtman suggested having flyers prepared listing all the events that could be posted throughout the City. She would like to have one large poster in the window at City Hall in the Mall. Ms. Watson suggested staging a concert instead of holding the Battle of the Bands and asked what date this could be scheduled. Chairperson Girtman suggested Friday night of the activities, i.e. February 21st. Mr. Ireland thought that Friday night would be a good night to hold a concert that might attract people from other areas of the City. Ms. Watson noted that last year the Committee paid a lot of money for the FAMU Band and with a lot less money, they could hire a very well known band for the concert that would generate revenue. Also, the youth groups could act as the opening acts, which would also draw the parents to the concert. It was noted that someone needs to be in charge of entertainment. Chairperson Girtman thought that having some jazz in the evening would be a good draw for the older crowd. Mr. Pereira noted that if there was a charge, a ticket booth needs to be set up and he wondered if the concert area could be secured. Chairperson Girtman said that the concert didn't have to be scheduled at the Hester Center. 4 Meeting Minutes HeritageFest Committee Meeting Boynton Beach, FL September 11, 2002 B. Budget Last year's budget was included with the agenda, and Chairperson Girtman requested that members look it over. The budget would be discussed at the next meeting. 5. New Business A. Formation of Events Will be discussed at the next meeting B. Budget Forms Not addressed C. Revenue Generator/Need Ideas If any members have any additional ideas for revenue generators, please bring them to the next meeting. Also, at the next meeting the chairpersons of the various committees need to be determined. Next Scheduled HeritageFest Meetings: I1. Adjournment September 25, 2002 October 9 and 23, 2002 November 6 and 20, 2002 December 4 and 11, 2002 January 8, 15, 22 and 29, 2003 There being no further business, the meeting properly adjourned at 8:05 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (one tape) (September 18, 2002) 5