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Minutes 01-10-02MINUTES OF THE HeritageFest 2002 COMMITTEE MEETING EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD JANUARY 10, 2002 AT 6:30 P.M. Members Stephanie Mingo-McKoy, Chairperson Patricia Credit Bobby Jenkins Angela Girtman Sandy Hoggins Eddie Mitchell Pearl Norfus Diane Pereira Terry Pereira Dorothy Walker Oris Walker Carl McKoy James Horne Carolyn Yeager Charles Yeager Staff Mary DeGraffenreidit, Recreation Manager, Todd Johnson, Recreation Specialist Joe Evans, Recreation Specialist I. Welcome/Announcements Chairperson Mingo-McKoy called the meeting to order at 6:07 p.m. and requested that everyone present introduce themselves for the record. Agendas were distributed. Motion Ms. Walker moved that the agenda be accepted as presented. The motion was duly seconded and unanimously carried. Chairperson Mingo-McKoy welcomed everyone and thanked them for the time and efforts that they have put into the project. It is important that everyone work together to present a quality, structured and successful event. On Monday, January 14, 2002 at 2:00 p.m. a meeting has been scheduled at the Hester Center for the purpose of discussing various outstanding issues such as: clean-up; electrical outlets; layouts for the vendors and stage. Representatives from the Police Department will be present to discuss traffic and parking. Chairperson Mingo-McKoy requested that all committee members try to attend. Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January10,2002 On Tuesday, January 15, 2002 at 6:30 p.m. in the City Hall Commission Chambers, there is an item on the Consent Agenda for the Commission to approve the agreement between the City and the County to help fund the Florida A&M University band coming to the HeritageFest. Also, on the Consent Agenda is a request to authorize the transfer of $25,000 from various City accounts to provide the committed funding to the HeritageFest Committee. Everyone is urged to attend to show support for the HeritageFest. II. Unfinished Business (Things to do lists) · Book Club Status Date/Time (Dorothy Walker) All arrangements have been finalized except for the time and date of the book signing. Chairperson Mingo-McKoy has been contacted by the Palm Beach Post that is in the process of preparing a schedule of events for publication. Mr. Mitchell inquired who would be funding the $250 for the book signing. Ms. Walker presented a copy of the book that will be read during story time and the first 20 families will receive an autographed book by the author. The book club is sponsoring the event at no expense to the Committee. · Education/Art Contest (Eddie Mitchell) Mr. Mitchell reported that they have not been successful in contacting the Manager of the Boynton Beach Mall to discuss the displays for the Mall. It is still intended to have displays in the Mall, but arrangements need to be finalized. All other arrangements have been completed. · Science Museum Status (Angela Girtman) Ms. Girtman found out that there is a Science Museum on the East Coast, as well as the West Coast. She contacted the East Coast Museum to discuss dates for their appearance at the HeritageFest. The funding will be done through a $2,500 grant that the Committee received. The cost will be $1,500 for the exhibits to be displayed for one day. At least 25 to 30 tables will be required; therefore the Children's Museum display reom cannot be used because it is too small. Ms. DeGraffenreidit will arrange for the exhibits to be displayed in the meeting reom at the Hester Center. Ms. Girtman is in possession of the press passes and the Confirmation Letter and will provide them to the members. The exhibits will also require two to three VCRs, television sets and 4 easels. Ms. DeGraffenreidit will request these items at Monday's meeting. She did not think that the easels and tables would be a problem. Ms. Girtman spoke to Mr. Doug Pugh of the Community Foundation for Palm Beach County and Martin County and informed him that the presentation would differ from what was stated in the grant application. He did not think this would 2 Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January 10, 2002 be a problem, nor did Ms. Debbie Majors, who assisted with the grant application, since the general theme of the grant would be adhered to. The Confirmation Letter needs to be signed and returned. Motion Mr. Mitchell moved that the science museum be brought to the HeritageFest. Motion seconded by Ms. Walker and unanimously carried. · Basketball Tournament (Joe Evans) Mr. Evans reported that to date 12 teams indicated that they would be participating. The maximum number of teams that could be accommodated is 16. The cost is $185 per team. Mr. Evans stated that they will need a great number of volunteers to assist at the games. Members indicated that they would volunteer to help and Chairperson Mingo-McKoy will prepare a list of volunteers. The tournament is scheduled for Friday, February 15th through Sunday, February 17th. Chairperson Mingo-McKoy inquired if the Committee would like concession booths at the tournament as a fundraising mechanism. agreed that this would be a good opportunity to raise additional funds. to operate Members Mr. Pereira inquired when the youth basketball tournament is scheduled and was informed that it is scheduled for February 2nd and 3rd. Members indicated that they would assist with the concession booths and Chairperson Mingo-McKoy will prepare the list of workers. Chairperson Mingo-McKoy asked Ms. Norfus if she would be assisting with the carnival. Ms. Norfus said that she could offer some time, but would like some assistance so that she could attend some of the events herself. Mr. Jenkins requested that a shift for the ticket booth be prepared so that one person doesn't remain in the booth for a long period of time. Ms. Walker requested that a monthly calendar of events be prepared for members. The Chairperson will prepare a calendar. The adult basketball tournament will begin at 6:30 p.m. on Friday, February 15th. The youth tournament will begin at 9:00 a.m. on Saturday, February 2nd. Chairperson Mingo-McKoy inquired how the food could be purchased for the concessions. Ms. DeGraffenreidit suggested waiting until the budget is prepared to determine how much money would be available. She noted that the City has an account at Sam's Club. Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January 10, 2002 Motion Ms. Mingo-McKoy moved that the Committee operate a concession for both basketball tournaments, on February 2 and 3 for the Youth Tournament and on February 15th through the 17th for the Adult Toumament. Motion seconded by Ms. Walker and unanimously carried. Ms. DeGraffenreidit suggested that Chairperson Mingo-McCoy work with Mr. Johnson on the location for the concession booths. · Parade Status (Terry Pereira) Chairperson Mingo-McKoy reported that two bands from the Miami area and the Palm Beach Lakes band have agreed to participate in the Battle of the Bands on Friday. For the parade, most of the High Schools in Palm Beach County will be participating, as well as the Kennedy and Roosevelt Middle Schools. After discussion it was determined that the Baffle of the Bands would start at 7:00 p.m. at the Boynton Beach High School. Mr. Johnson will check with the School to determine if the Committee could set up a concession that night. Ms. DeGraffenreidit also felt there might be a problem with parking and this will be discussed at the meeting on Monday. The possibility of shuttling people might be necessary. Mr. Walker inquired where the bands would be staying and Chairperson Mingo- McKoy said that reservations have been made at the Comfort Inn in West Palm Beach, since this is the only hotel available with enough rooms to accommodate everyone. Mr. Pereira inquired if all the permits for the parade and events have been secured. Ms. DeGraffenreidit said this would also be addressed on Monday. Members needed to decide on the route of the parade. Mr. Wilfred Hawkins, Assistant City Manager, suggested that the parade could assemble in the vacant lots at the corner of Boynton Beach Boulevard and Seacrest Boulevard next to the Palm Food Beverage Store. The parade could begin at this corner and extend all the way to the Hester Center. After much discussion, it was determined to have both sides of the parade route on Seacrest Boulevard blocked off. Mr. Pereira felt that they would need to utilize the lot next to St. John's Baptist Churoh to accommodate all the parade participants. Ms. DeGraffenreidit pointed out that the residents in the neighborhoods of the parade route need to be notified and this should be discussed with the Police Department. 4 Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January 10, 2002 Motion Mr. Pereira moved to commence the parade at the vacant lots behind the Palm Food Beverage Store. Motion seconded by Mr. Jenkins and unanimously carried. Mr. Pereira amended his motion to include closing off both sides of Seacrest Boulevard heading north from Boynton Beach Boulevard and south to Gateway Boulevard. Mr. Jenkins seconded the amended motion. The parade is scheduled for Saturday, February 23rd beginning at 11:00 a.m. Chairperson Mingo-McKoy will have applications for parade entries available by Monday and anyone needing one should contact her. Vendor applications for the parade were distributed. It was noted that the City's post office box number was not included on the vendor application. It was suggested that all applications be sent to the Hester Center, with a check payable to the City of Boynton Beach. Chairperson Mingo-McKoy called for a vote on the motion. Vote The motion carried unanimously. · Coronation Ms. Girtman reported that Rita Simmons has volunteered to take over the planning of the Coronation. All girls interested in participating should furnish their names and phone numbers to Ms. Girtman. She will then pass them on to Ms. Simmons. The Coronation is open to girls ages 5 to 18 and is scheduled for Saturday, February 2, 2002 at 5:00 p.m. at the Boynton Beach High School. The costs for renting the High School include - $140.00 per hour, with a minimum of three hours; Cost for the insurance; Cost for the head technician for the lighting; An additional cost of $10.00 per hour for the head technician's assistant; $25.00 per hour for a custodian; and $25.00 per hour for a policeman. Ms. Girtman reported that because of all these expenses and the Coronation being a free event, she scheduled the Civic Center as well. Chairperson Mingo-McKoy inquired how the participants were chosen. Ms. Girtman thought that the list of girls from last year was used. Members felt that 5 Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January 10,2002 new girls were needed to participate and there are openings available. Ms. Pereira suggested limiting the number of entries to 12. Ms. Girtman noted that many girls have already paid the entry fee and purchased their dresses and it needs to be determined how many girls have already entered before putting on a limit. Ms. Girtman will report the Committee's concerns to Ms. Simmons. Ms. Girtman also reported that Ms. Sims has already ordered tee shirts and trophies. Chairperson Mingo-McKoy questioned where the entry fees are if people have already paid since no money has come into the HeritageFest account for Coronation fees. Members appreciated Ms. Simmons willingness to take over the event, but felt the Committee should have some input in the event. Ms. Walker suggested that the Chairperson, Ms. Girtman and Ms. Simmons meet to discuss the situation, since Ms. Simmons volunteered for the job, and has no idea how the Committee operates. Ms. Girtman will arrange the meeting. Ms. Walker suggested that Ms. Simmons attend the next Committee meeting. · Entertainment (Patricia Credit) Ms. Credit reported that she spoke to the sound person and received two different prices. She was quoted $1,500 for one day. Two days would cost $2,300. She will be meeting with them again. They will be supplying both the sound and the lighting. Ms. Credit located a rental of an RV through Cruise America. The cost is $395 plus tax for the entire weekend. Propane is provided, as well as a generator for an additional hourly cost. A $200 deposit, utilizing a credit card, is required towards the $750 security deposit. The balance has to be paid when the RV is picked up. Ms. Credit will try to get the RV for less and if she is not successful, she will contact other dealers. Ms. Credit has received a proposal from Eddie Mosley, who is the same DJ that performed at last year's event, for $550. She is looking at various groups for entertainment. Chairperson Mingo-McKoy noted that the Festival in the Park was listed as "free" in the Funfare Magazine, even though the Committee voted to charge a fee. Mr. Jenkins suggested putting up a sign asking for a $5.00 donation. The paperwork that was submitted to the City included a fee. Ms. DeGraffenreidit will check into this. It was intended to charge $5.00 for adults and $3.00 for children. Mr. Jenkins inquired about a beer garden. The Chairperson reported that there would be a beer garden. Ms. DeGraffenreidit will be assisting with the necessary permits and insurance. The event is scheduled for Saturday, February 23rd and Sunday, February 24th. 6 Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January10,2002 Ms. Credit and Chairperson Mingo-McKoy will be supplying the back-stage passes. Chairperson Mingo-McKoy reported that she spoke with Ron Leonard, today, who represents Radio Station 99JAM. That station will have the exclusive rights at the HeritageFest at a cost of $5,500. The station will also be providing live acts and the "surprise wheel". They will be setting up the 99JAM RV, as well. The event will be promoted on the radio as soon as he receives the necessary information. It is anticipated that all types of music will be offered. There will also be something for the Hispanic population. Mr. Yeager suggested that all the members wear matching tee shirts. Tee shirts have been provided for in the budget. Ms. Walker requested that the book signing be scheduled for Sunday, February 17th at 5:00 p.m. Ms. DeGraffenreidit suggested holding the book signing in the lobby of the Hester Center, which Ms. Walker agreed to. · Mildred Walker Youth Recognition Luncheon (Diane Pereira) Ms. Pereira reported that she has reserved the 17th and 18th until a final decision is made on the date for the luncheon. Ms. Pereira felt that if the event were held on Sunday, there would be more participation. Chairperson Mingo-McKoy pointed out that the 18t~ is a Holiday and there is no school. Ms. Walker noted that arrangements with the book signer have already been made for the 17th. Members felt that both events could be held on the same day since the luncheon is scheduled for 12 noon. Ms. Pereira has to notify the Catalina Holiday Inn by Monday on the date for the luncheon. Instead of a sit down dinner, Ms. Pereira suggested serving a "young adult party buffet" that the hotel offers at a cost of $13 to $16 per person, which would include the room. She read the menu that would be available at the buffet. It would cost $13 for children up to the age of 18 and $16 for adults. Ms. Pereira requested that she be furnished with the names of the achievers that would be honored. It had been decided that 10 youth would be recognized in various categories. Ms. Pereira would like to have juniors included, as well as seniors. Anyone receiving an award for academic excellence must have a grade average of 3.0 or better. Chairperson Mingo-McKoy pointed out that there are no seniors in the Boynton Beach High School because this is its first year. Boynton Beach youth that attend other High Schools are still eligible. Motion Ms. Pereira moved that eight seniors and two juniors be recognized at the Student Luncheon. Motion seconded by Ms. Mingo-McKoy and unanimously carried. 7 Meeting Minutes HeritageFest 2002 Committee Meeting Boynton Beach, Florida January10,2002 Mr. Mitchell reported that the educational displays would be at the Mall from February 15th through the 17m. It was decided to hold the Student Luncheon on Monday, February 18th at the Catalina Holiday Inn. Tickets for the event will cost $20. Three hundred tickets will be printed. Ms. DeGraffenreidit will be in charge of having the tickets printed. II1. Comments/Questions A member requested a list of the members and their phone numbers. Ms. DeGraffenreidit will make this available. Chairperson Mingo-McKoy requested that the members work very hard to get as many vendors as possible. The cost is $100 per day. She suggested that if a vendor doesn't get their application and fee in on time, that they be charged $200. IV. Adjournment There being no further business, upon motion duly made and seconded, the meeting properly adjourned at 7:50 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (January 11, 2002) 8