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Minutes 01-17-02MINUTES OF THE HeritageFest 2002 COMMITTEE MEETING EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD JANUARY 17, 2002 AT 6:00 P.M. Members Staff Stephanie Mingo-McKoy, Chairperson Bobby Jenkins Sandy Hoggins Carl McKoy Eddie Mitchell Pearl Norfus Diane Pereira Terry Pereira Dorothy Walker Oris Walker Carolyn Yeager Charles Yeager Mary DeGraffenreidit, Recreation Manager, Also Present Rita Simmons Introduction ~ Welcome ~ Recognition of Appreciation Chairperson Mingo-McKoy called the meeting to order at 6:05 p.m. Agendas were distributed :and Chairperson Mingo-McKoy asked if there were any additions to the agenda. Hearing none, she called for a motion to accept the agenda. Motion Ms. Walker moved that the agenda be accepted as presented. The motion was duly seconded and unanimously carried. Chairperson Mingo-McKoy welcomed everyone to the meeting. II. HeritageFest Update The City of Boynton Beach (Various Departments) Meeting The City Commission Meeting Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 Chairperson Mingo-McKoy thanked the members for attending the City Commission Meeting on Tuesday night and the Facilities' Department Meeting on Monday. Chairperson Mingo-McKoy reported that the Commission approved the $25,000 promised to the HeritageFest, as well as approving the County's $15,000 contribution. Mr. Mitchell complimented Chairperson Mingo-McKoy and Ms. DeGraffenreidit for their concerted efforts in obtaining the contributions. Ms. DeGraffenreidit was praised for gathering all the necessary information to obtain the funds. Each attendee was requested to introduce himself or herself. III. Unfinished Business Finalizing budget for ALL events (1) The budget for the basketball tournament is $2130. This includes the costs for the trophies, $40 per referee for 22 games, and $500 for the DJ for Saturday and Sunday. (2) The cost for the radio promotions on Station 99JAM is $5,500. (3) $1,500 has been allocated to sponsorship/hospitality. Negotiations with BJ's Wholesale Club are taking place to determine if they would provide the food. (4) The Education Committee estimated that the cost for the medallions is approximately $791, of which $250 is earmarked for the book signing. The remainder will go to the art displays. (5) Ms. Girtman has secured a grant for the Science Museum from the Community Foundation. The total grant received was $2,500. Ms. Girtman was requested to speak with Mr. Pugh of the Community Foundation to determine if the money could be allocated to other areas of education, since the cost of the Science Museum is only $1,200. This does not appear to be a problem. Coronation Ms. Simmons was present tonight to discuss the Coronation. Chairperson Mingo-McKoy reported that the Committee has no information on the Coronation and requested an update from Ms. Simmons. Ms. Simmons reported that 16 girls will be in the Court and they have been practicing at Wilson Center on Monday and Wednesday nights. It is anticipated 2 Meeting Minutes HeritageFest Meeting Boynton Beach, FL January17,2002 that the Coronation will take three hours. Ms. Simmons has been taking directions from Ms. Sims. During previous years, the participants were provided tee shirts and trophies and their performances were videotaped. Ms. Simmons was not certain about costs, but had been informed that the entry fee was free this year. Ms. Simmons asked for direction on how to order the tee shirts and trophies. Members thought that the tee shirts and trophies had already been ordered. Ms. Girtman reported this at the last meeting. Ms. Simmons was not aware of this. Ms. Simmons reported that during past Coronations there were sponsorships for the participants. Ms. Norfus said that when her daughter participated, she was required to pay $100. However, a great many girls did not pay because they were sponsored. Members discussed charging an admission fee this year, which could offset the participation fee. It was agreed that Ms. Girtman should determine if Ms. Sims has purchased the trophies and tee shirts. The Coronation had always been a self-supporting event; therefore no funds have been allocated. The minutes from the prior meeting stated that Ms. Girtman reported that the girls have purchased their dresses and paid their entrance fees. Ms. Simmons stated that she has not collected any money. Discussion took place on increasing the participants from 16 to 20. However, this would extend the time of the Coronation. Chairperson Mingo-McKoy suggested cutting down the time. Ms. Simmons said she could work within whatever time was allotted to her. Ms. Simmons stated that it takes approximately five minutes to present one participant. Chairperson Mingo-McKoy also noted that there are additional expenses for corsages and decorations and asked if an entry fee of $100 should be charged to cover costs. Ms. Simmons stated she was recruited to take over the Coronation in late December when Ms. Sims took ill. Even though she had always helped Ms. Sims in the past, she was never involved in the money aspects. Ms. Pereira noted that if an entry fee were now charged, some of the girls would have to drop out because they couldn't pay a fee. Mr. McKoy suggested that the Committee determine if any funds have been collected and whether trophies and tee shirts have been ordered. Chairperson Mingo-McKoy reported that last year the Coronation cost $2,700 and the Committee took a loss, because the revenue did not offset the expenses. Since the Coronation is scheduled for February 2, 2002 and there is no money for the event, members suggested canceling it. It was suggested to first determine if the participants could pay the fee before canceling the Coronation. 3 Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 Motion Ms. Pereira moved that the entry fee remain at $100 per gid in order to keep the event. Motion seconded by Mr. Walker. Ms. Simmons was not certain if $100 per participant would cover all the expenses and suggested that a budget for the event be determined. Ms. Pereira felt that the Committee probably would have to contribute something toward the event. Vote The motion carried unanimously. Mr. Pereira requested that Ms. Girtman and Ms. Simmons attend next Thursday's meeting to resolve these issues. The Committee will make a determination at that meeting. The Corporate Challenge will not take place. Youth Recognition Luncheon Ms. Pereira reported that Monday, February 18th, has been reserved for the luncheon at the Catalina Holiday Inn. The event is scheduled for 12 noon at a cost of $20.00, which was the charge last year. The costs are $13.50 and $16.00 and the meal will be a buffet. The amount of attendees needs to be determined. Last year approximately 100 people attended. Chairperson Mingo- McKoy suggested setting the attendees at 150 at $16 each. William Gary's son, who is also an Attorney, has been scheduled as a tentative speaker. Ms. Pereira suggested also inviting a sports figure to speak. Ms. Pereira stated that she should be receiving the contract shortly. Science Display As previously reported, a $2,500 grant from the Community Foundation was received to provide a Science Museum. The Committee will also be paying for the hotel rooms for the instructors. There will be an excess and it is anticipated that this money will be funneled to the educational art displays. Ms. Walker noted that she had requested a calendar of events. Ms. DeGraffenreidit is working on one with Ginny Shea and it should be ready for distribution by Monday. The Science Museum display will be at the Hester Center on Saturday, February 23rd. 4 Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 Spelling Bee and Oratorical Contest Chairperson Mingo-McKoy stated that this event was to be handled by Delta Sigma Theta and there was no representative present tonight. Motion Ms. Mingo-McKoy moved to remove the spelling bee and oratorical contest from HeritageFest this year. Mr. Mitchell reported that Ms. Girtman informed him that Delta Sigma Theta would definitely be putting on the spelling bee. Chairperson Mingo-McKoy stated it was imperative that a representative be present at the meeting. She would like assurances that they would show up for the spelling bee and oratorical contest. Ms. Pereira requested that they be permitted to attend the next meeting and if they do not show, then the events can be cancelled. Ms. Mingo-McKoy withdrew her motion. Motion Mr. McKoy moved that no decision be made on whether a Spelling Bee and Oratorical Contest would be held until the next meeting. If there is no representation from Delta Sigma Theta, then the events will be removed from the HeritageFest. Motion seconded by Mr. Mitchell. Motion carried with Chairperson Mingo-McKoy dissenting. HeritageFest Parade · Battle of the Bands Mr. Pereira's meeting today at the Boynton Beach High School was cancelled. He will be meeting with Mr. Elijah Thomas tomorrow to get a layout of the field. He was informed that the Boynton Beach High School would like to participate in the Battle of the Bands. He will discuss this with Mr. Thomas. There will be no bands coming from the Miami area as first anticipated. Palm Beach Lakes High School indicated that they would be participating. Mr. Pereira will continue to contact all the schools to determine which bands will be participating. Chairperson Mingo-McCoy said that four bands are needed. Mr. Pereira spoke with Mr. Harris, the Principal of Boca High School. Mr. Harris indicated that he would like his High School to participate also. Mr. Pereira will follow through on this. Atlantic High School will have a new band director beginning next Wednesday and Mr. Pereira will contact him at that time. Palm Beach Lakes will be offered $325 for their participation. The band would receive $250 and the Director $75. This is being offered to all the schools for 5 Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 their participation. After Mr. Pereira hears from the high schools, he will then contact the middle schools if their participation is necessary. Mr. Pereira has received assurances from the auto dealer that there will be cars available for the Parade. The Harley-Davidson motorcycle club out of Riviera Beach has given a verbal "yes" for their participation. The Lake Worth ROTC will be furnishing 16 color guards and a small marching band. Mr. Pereira inquired about the fee for the vendors during the Baffle of the Bands. Chairperson Mingo-McKoy suggested charging the vendors 25%; however, this would place the vendors on the honor system. It was suggested that tickets for the concessions could be sold in order to keep track of the sales. If this method were selected, it would require more volunteers to sell the tickets. Chairperson Mingo-McKoy spoke with Ron Bacchus from the United Way. He provided her with the name of a person who is in charge of providing organizations with volunteers and she will be contacting her. Ms. Diane Pereira suggested charging a set fee to avoid this additional work. Mr. Pereira suggested charging the vendors $50 for this one night. Chairperson Mingo- McKoy suggested allowing the vendors from the Hester Center events to set up at the High School. These vendors have already paid $200 to $225. If a vendor only wants to set up for Friday night, they would be charged $50. Vendors who have paid the $225 fee could set up at no additional charge. Chairperson Mingo- McKoy did not think a vendor should be offered only one night for $50 because they may not want to do the other nights. Mr. Pereira questioned if any of the vendors would want to do the Friday night as well and suggested charging the Friday night vendors $100. Mr. Pereira estimated that between 4,000 to 6,000 people would be attending the Battle of the Bands. For this size attendance, at least 10 to 12 vendors would be needed. Motion Mr. Pereira moved that the vendors who have already paid the $200 to $225 fee for Saturday and Sunday would be offered the Battle of the Bands' night for free. Vendors who only want to set up for the Battle of the Bands will be charged $100. Ms. Mingo-McKoy requested that the motion be amended by adding that the vendors would be responsible for providing their own tents and their own grills for cooking. Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 Mr. Pereira amended his motion to state that those vendors that set up at the Battle of the Bands would be self-sustaining. Motion seconded by Ms. Walker. The motion carried with Ms. Diane Pereira dissenting. Ms. DeGraffenreidit stated that CarMax, which is providing the cars for the Parade, doesn't open until 12 noon. In this case, it would be impossible to have the parade begin at 11 o'clock. She will be meeting with representatives from CarMax tomorrow to see if this could be worked out. Chairperson Mingo-McKoy felt that other vehicles could probably be located. Mr. Pereira inquired if trophies would be given out to the winners of the Battle of the Bands. Chairperson Mingo-McKoy suggested that Mr. Pereira speak with Mr. Thomas. He will report on this at next week's meeting. · Ticket Sales Motion Mr. Pereira moved that for every 100 tickets sold, the person selling those tickets would receive two complimentary tickets. Motion seconded by Ms. Walker and unanimously carried. This would come to approximately 2% to 4% of the tickets, if 6,000 were sold. The cost of the tickets is $10 in advance, $15 at the gate for adults, which includes ages 11 and over. Children 10 years or younger would pay $5 in advance and $10 at the gate. · Entertainment Chairperson Mingo-McKoy reported that most of the entertainment is set and a variety of artists will be performing. The cost to date for the entertainment is $9,250 for both days. The Florida A & M Band will cost approximately $40,000, which is less than anticipated. The carnival will be setting up on Monday, February 18th. Rides will begin on Friday. Beer sales are anticipated. Mr. Magazine has taken care of the licensing and insurance. Applications to the vendors were mailed today. With regard to sponsorship, BankUnited still owes $3,000 that was solicited by Mr. Lewis. The Committee agreed that Mr. Lewis would receive 10% of all monies he raised. 7 Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 Office Depot has sent in their first check for $5,000. There will be another $5,000 due. The estimated expenses for this year's HeritageFest come to $90,000. Revenue should be around $150,000. If all goes according to plan, this will leave approximately $50,000 to $60,000 in the account for next year's event. Mr. Pereira reported that the Pastor of the First Baptist Church has agreed to allow the parade to organize in their field. Ms. Girtman has offered her parking lot, as well. Transportation/Shuttle Issues Ms. DeGraffenreidit reported that Mr. Johnson has secured 1,000 parking spaces at the Mall with additional parking at the Tri Rail lot. Ms. DeGraffenreidit reported that the Transportation Department is short of drivers. This will be further discussed at the next meeting. IV. Comments/Questions None V. Volunteers are needed for the following positions: Parking Attendants (20) Carnival Ticket Sales (20) Concessions (10) Corporate & Entertainment Hospitality (10) Gate & Event Security (25) Pedestrian Traffic Controllers (15) Ms. Walker recommended contacting the Police Explorers. Mr. McKoy suggested utilizing the Boy Scouts. Chairperson Mingo-McKoy will be contacting the United Way for volunteers. The General Manager of BJ's indicated that they also do volunteer work. Mr. Mitchell inquired if a schedule for the volunteers would be prepared. Chairperson Mingo-McKoy recommended that a schedule could be prepared about one week in advance of the events. Ms. Walker inquired about police coverage. Chairperson Mingo-McKoy stated that there would be police presence, as well as paid security. Mr. McKoy recommended using walkie-talkies, as well as some kind of two-way communication. The United Way is lending the HeritageFest 25 two-way radios. Meeting Minutes HeritageFest Meeting Boynton Beach, FL January 17, 2002 Chairperson Mingo-McKoy did not try to secure any golf carts. Ms. DeGraffenreidit said there is a golf cart on site, but permission from the Police Department is necessary. She was advised to contact Sgt. Sheridan. Next Scheduled HeritageFest Meetings: January 24, 2002 and January 3'1, 2002 VI. Adjournment There being no further business, the meeting properly adjourned at 7:40 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (January 23, 2002) 9