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Minutes 01-31-02MINUTES OF THE HeritageFest 2002 COMMITTEE MEETING EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD JANUARY 31, 2002 AT 6:00 P.M. Members Stephanie Mingo-McKoy, Chairperson Carl McKoy Sabine Lamisere Eddie Mitchell Pearl Norfus Diane Pereira Terry Pereira Dorothy Walker Oris Walker Carolyn Yeager Charles Yeager Staff Introduction/Welcome/Announcements Mary DeGraffenreidt, Recreation Manager Todd Johnson, Recreation Chair Mingo-McKoy announced the passing of a pillar of the community, Ms. Carolyn Sims, and asked the committee to consider sending flowers to her funeral on Saturday, February 2, at 2:00 p.m. at St. John's Missionary Baptist Church. Motion Chair Mingo-McKoy moved to send condolences and a bleeding heart in honor of Ms. Carolyn Sims from the HeritageFest Committee. Mr. Jenkins seconded the motion that carried unanimously. Chair Mingo-McKoy asked for any additions, corrections, or deletions to the minutes of January 24, 2002 or to the agenda for tonight's meeting. No one suggested any additions, deletions, or corrections at this time. Motion Chair Mingo-McKoy moved to accept the minutes of January 24, 2002 and the agenda for tonight's meeting as written. Mr. Jenkins seconded the motion that carried unanimously. Chairperson Mingo-McKoy welcomed everyone to the meeting. Chairperson Mingo-McKoy called the meeting to order at 6:10 p.m. Minutes of the January 24, 2002 meeting were distributed, as well as the Agenda for tonight's meeting. Meeting Minutes Approval HeritageFest Committee Boynton Beach, Florida January 31,2002 I1. HeritageFest Action Items 1) Radio Promo Dilemma Chair Mingo-McKoy informed the committee that 99JAMS, the radio station the committee had used in the past, had not submitted a contract yet. Also, they were charging $5,500 to promote HeritageFest. Chair Mingo-McKoy, Carl McKoy, and Patricia Credit went to see Station 102.3 to see what they would offer. The committee compared and discussed the two plans and decided to try 102.3, Blazing JAMS this year. Station 102.3 will promote the event for the two weeks preceding it, with special emphasis given on the three days of the event. They will be present on Sunday from 10 to 6 and if the group desires, will be there on Saturday also. They will play records during the intermissions between the acts. They will send out a DJ, give away such things as t-shirts and compact discs, and provide a live remote if it is ready by the date of the event. The price will be $1,000 per day, which is considerably less than 99JAMS, and would leave more money for other event needs. Motion Mr. Jensen moved to obtain the services of Station 102.3 for promotion and other services as detailed above. Mr. Pereira seconded the motion that passed unanimously. 2. HeritageFest T-Shirts, Banners, and Flyers Flyers Chair Mingo-McKoy passed around a sample flyer that she wanted to have made up on legal size poster paper, in color. Ms. DeGraffenreidt stated that the City could do them but only in blue and white or black and white. The idea of using a City supplier and getting the City's discount was also raised. Ms. DeGraffenreidt noted that the City's Sign Shop representative had not been at work for the last week and she had been trying to get another option from her. The committee did not want to wait for that option since it was not clear when that person would return to work. Since time was short, Ms. DeGraffenreidt offered to order the flyers from Kinkos after the meeting. Motion Mr. Pereira moved that Ms. DeGraffenreidt would order 50 Schedule of Events flyers printed on glossy, 11x17 paper, and 5 African-American Book Club flyers printed on glossy, 11 x 17 paper, and 300 Schedule of Event flyers, all in coordinating colors. Mr. Jenkins seconded the motion that carried unanimously. T-Shirts Chair Mingo-McKoy noted that a committee member, Charles Yeager, had the knowledge and the expertise to do t-shirts and banners. 2 Meeting Minutes Approval HeritageFest Committee Boynton Beach, Florida Janua~ 31,2002 The Board discussed their requirements for the t-shirts and banners with Mr. Yeager. Mr. McKoy noted that at least five of the volunteer and security shirts should be provided in size 2X. Chair Mingo-McKoy commented that a volunteer she knew would require at least a 4X shirt. The committee wanted the security shirts to be in a color that would stand out so they could be recognized quickly. Motion Chair Mingo-McKoy moved to have Charles Yeager of Studio 3 prepare the t-shirts for HeritageFest for a price not to exceed $750.00. Studio 3 will make 38 volunteer t-shirts, 10 security t-shirts and 25 staff shirts.. The staff shirts will be in the polo style and will have an embroidered emblem on the front left pocket area. The logo will say Heritage Fest 2002 Committee Member on top" and "Event Staff" will be on the back. "Unification of Cultures" will also be part of the logo. The color will be coordinated and harmonious. The volunteer t-shirts will say "Volunteer" on the back. Mr. Jenkins seconded the motion that carried unanimously. Banners Ms. DeGraffenreidt said that they already had banners. She also stated that the banners Ms. Angela Girtman had gotten for the traveling museum had cost $185.00. She was thinking of getting peel-off letters so they did not need to get new banners each year. Chair Mingo-McKoy asked Mr. Yeager if he did banners and he replied that he did. Ms. DeGraffenreidt stated that he had been doing it through the City but that if the committee wished, they could take on the job. After discussion, the committee decided to leave the banners with the City. Ms. DeGraffenreidt stated that the only delay was the Iogos at this point. Ms. Yeager commented that something had to be done about advertising the Beer Garden. Last year, a lot of people did not know it was there. Chair Mingo-McKoy responded that Budweiser was going to take care of this. 3. Volunteer Reception Location Chair Mingo-McKoy suggested that the Committee consider having a day or night cruise on the Palm Beach Princess for the volunteers and the committee. The committee discussed this idea and thought that a Saturday night would be a good time to have it. The cost would be $20 each person, or less if a group rate could be negotiated. The tickets would be purchased for the committee members only, not spouses, unless spouses were also on the committee. Motion Mr. Pereira moved to have a night cruise on the Palm Beach Princess for the committee members and volunteers. Ms. Pereira seconded the motion that carried unanimously. 3 Meeting Minutes Approval HeritageFest Committee Boynton Beach, Florida January 31,2002 4. Carnival Vendor Modification Chair Mingo-McKoy told the committee that the carnival vendor was going to bring food vending equipment. She told him that if they were going to bring food vending equipment, the HeritageFest Committee would allow them to bring one free of charge and charge them $50 for any others they brought. Motion Chair Mingo-McKoy moved to charge the carnival vendor $50 for every food trailer brought in addition to one trailer that would be allowed free of charge. There was no second to this motion. Mr. Pereira stated that the committee had increased the private food vending rate from $50 to $200 and that now, those vendors would have competition, and from someone that did not have to pay as much as they did. He was not in favor of this and thought there would be problems if the carnival vendors sold anything except desserts. Chair Mingo-McKoy stated that the committee should not be asking the carnival vendors for any money since the committee gets 25% of their sales, but that she saw an opportunity for the committee to make more money. Also, the carnival vendor is selling ice cream and funnel cakes so there would be no competition. Motion Mr. Jenkins moved to charge the carnival vendor $50 for any food booths set up at the HeritageFest in excess of the one allowed free of charge. The motion was duly seconded and carried 10-1, Mr. Pereira dissenting. II1. HeritageFest Update 1. Departmental meeting Chair Mingo-McKoy reported that all was in order with the various City departments. Public Works will work with the Police Department to make sure that everything is covered. The stage will be in centerfield, catty-cornered, and there will be a generator. As of yesterday, all of the license and insurance requirements had been satisfied according to Chuck Magazine in Risk Management. Mr. Magazine will fax the information to Chair Mingo-McKoy the day after this meeting so she can fax it to Brown's Distributing. 2. Concession volunteers for Basketball tournament Six volunteers for the tournament spoke up and committed to various time slots for this event. Sabine Lamisere volunteered for the adult basketball tournament for Friday, February 15, only. Pat Credit and Bobby Jenkins volunteered for both games. Terry and Diane Pereira volunteered to take one day each. Pearl Norfus will serve on Saturday, February 9. Other people volunteered but their names and tasks are not known. 4 Meeting Minutes Approval HeritageFest Committee Boynton Beach, Florida January 31,2002 V. Comments and Questions Ms. DeGraffenreidt will pick up the tickets in the morning for the Mildred Walker Youth Luncheon and the Battle of the Bands Parade. Chair Mingo-McKoy stated that there were 200 tickets for the Mildred Walker Youth Luncheon and that the members should each take ten to twenty tickets and make every effort to sell them. Mr. Pereira offered to handle the Battle of the Bands tickets. The tickets are $10.00 for adults and $5.00 for children. Chair Mingo-McKoy spoke to L.B. Limited & Associates about the $300 they believed that the committee owed them. L. B. Limited & Associates decided that the committee could keep the $300 and that they would waive their percentage. Chair Mingo-McKoy believed that, ultimately, the committee should give them a check for $300. VI. Adjournment Since no further business came before the committee, the meeting was duly adjourned at 8:00 p.m. Respectfully submitted, Susan Collins Recording Secretary (one tape) (02/01/04) 5