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Minutes 01-29-03MINUTES OF THE HeritageFest 2003 COMM~ITTEE MEETXNG HELD AT EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA~ ON WEDNESDAY~ 3ANUARY 29, 2003 AT 7:00 P.M. Present Angela Girtman, Chairperson LaClaire Bowdry Chantelle Brown Dirk McKenzie Stephanie McKoy Marsha Norfus Diane Pereira Terry Pereira Sandra Watson Mary DeGraffenreidt, Recreation Supervisor Call to Order Chair Girtman called the meeting to order at 7:10 p.m. Agenda t4otion Chair Girtman moved to approve the agenda seconded the motion that carried unanimously. as presented. Ms. Pereira [[[. Commi~ee Reports Luncheon - Diana Pereira Ms. Pereira reported that the Woman's Club believed that the Luncheon would take place upstairs and downstairs and she was hoping that they would reduce the $1,800 fee since they only needed the downstairs. They planned to have eight tables of twelve people each. Tables and chairs are there already but linens would cost extra. The Woman's Club does not clean up afterwards. IVls. DeGraffenreidt arranged for Special Events staff to set up and she will find out if they can come in on Monday and clean up. (It was later determined that the Woman's Club had another event on the same day at 6:00 p.m. so this would not be possible.) The person who does the catering definitely needs to have a catering license. Ms. Pereira gave a sample contract to Chantelle Brown, whose husband is the caterer the Committee chose, rvls. Pereira had formulated a Meeting Minutes HeritageFest Committee Boynton Beach, Florida .lanuary 29, 2003 tentative program for the event and was waiting to hear from the keynote speaker. A church group will sing. One of the girls will give a Speech. Parade - Terry Pereira Terry Pereira stated that they would have bands from Bear Lakes Elementary School and Royal Palm Elementary School. Royal Palm will bring a step team as well. Mr. Pereira noted that the Parade budget was $900 and that they were to spend $300 for each band. He asked about the .lunkanoo band and was told that they were being paid $500. This put the Parade Sub-committee in the hole. Ms. McKoy remarked that the Committee still owed Boynton Beach High School from the year before. Ms. DeGraffenreidt asked Mr. Pereira to fax a Parade application to Boynton Beach High School so they could get paid. Chair Girtman talked to Palm Beach Lakes who said they had disbanded the band for the moment but would try to get a representative group together that would come down to Boynton Beach. She also asked him if the Drum Line would appear. Mr. Pereira felt that three firm confirmations plus .lunkanoo were enough. He inquired about the boys on three-wheeled bicycles that had participated in earlier years. Mr. Pereira advised Ms. DeGraffenrieidt to send the parade invitations to the Commissioners now. Entertainment Chair Girtman distributed an outline of the entertainment for February 21-23, as provided by Chantelle Brown. TV. Old Business T-Shirts Chair Girtman stated that in spite of the vote to have t-shirts and polo shirts, they were not a budgeted item. Ms. DeGraffenreidt will obtain the final cost for the t-shirts/polo shirts and at the next meeting, the Committee will decide whether to get polo and t-shirts, just t-shirts, or no shirts. 2 Meeting Minutes HeritageFest Committee Boynton Beach, Florida January29, 2003 V. Announcements Chair Girtman announced that the Family Story Hour would be on Saturday, February l, 2003 at l:00 p.m. at the Boynton Beach Library. The featured artists are Africa Fine, Katrina; Athalone Brailford, Life - Trials and Treasures; and Frank !reland, Through Darkness, ! Found..loyce Lester will be the Story Teller and Aisha and Amira Swoope will present a Youth Book Review. Basketball Tournament Ms. DeGraffenreidt reported that five teams had confirmed their participation in each of the tournaments - youth and adult. They were trying to get 6 - 8 in the youth division. Bowling Tournament No additional information yet. Coronation Chair Girtman reported that the Coronation was going well and that there were ten participants. Ms. Pereira noted that she had called Ms. Watson and offered to help them with an advertisement but no one called her back. Chair Girtman stated that Ms. Watson had given the paperwork to the girls who were soliciting the ads. Ms. Angela Sims will do a presentation in honor of Carolyn Sims. There will also be a short fashion show and a solo. Ms. Pereira asked if the Committee members were buying tickets and Chair Girtman replied that it was free to the community and to the Committee. Ms. DeGraffenreidt reported that the girls had turned in $400 to her so far. Vendor Information Chair Girtman met with Dan DeCarlo about the vendors and finding sponsors for vendors. Mr. DeCarlo stated that he had been asked to contact some of the churches to see if any of them were willing to let someone come in and vend under their insurance "umbrella" and he did so but had not been able to find one that was willing. Some of the churches he contacted were interested in vending themselves and she stated that she would get back with him to find our their names and send them vendor applications. She also talked to someone at the CRA who promised to provide her with a list of approved vendors. Chair Girtman was interested in all the vendors but was particularly interested in having some kind of !sland or Jamaican food since that was the theme for Friday night. Meeting Minutes HeritageFest Committee Boynton Beach, Florida .lanuary 29, 2003 Approval of Minutes of January 21, 2003 The comment was made that Ms. Girtman's name should be removed since she was not at the meeting. Also, Ms. Randall should be moved to the staff side on page 1. Motion Ms. Norfus moved to accept the minutes as amended. motion that carried unanimously. Ms. Pereira seconded the Board Dinner Chair Girtman spoke of the annual Board Dinner that the City has for its advisory boards. She asked the attendees to give her their names and addresses so that they could be included on the invitation list for this Dinner. Chantelle Brown arrived and the discussion returned to Entertainment. Ms. Brown spoke of the people she was contacting and the results she was having related to entertainment. She stated that the Committee had previously decided to spend $500 on each comedian. A representative of BET directed Ms. Brown to three individuals, two of whose phone numbers were incorrect. She was able to contact Malik, who mailed her a contract. He lives in Miami and will drive here at his own expense. His fee is $650 for 30 minutes. She was in contact with Rod Z, who she went to college with and could recommend. She was concerned, however, because Rod Z lives in Orlando and requires transportation, accommodations, and meals for one night and, his fee is $1500 for 30 minutes. He indicated that this could include the travel. She wanted to try to get a fiat fee that would include everything. All of this would be over the Committee's decision to spend $500 per act but was within the overall entertainment budget. Ms. Brown spoke about a group called Recovery in Motion who wanted to be paid up front and the Committee was not in favor of this. Motion Mr. Pereira moved to engage Ron Z, but for no more than $1500 all-inclusive. Also, the $650 for Malik should be all inclusive. Ms. Pereira seconded the motion that carried unanimously. Chair Girtman noted that all the subcommittee members should follow Ms. Brown's example and if faced with an expense that would put them over budget, come before the Committee for approval. 4 Meeting Minutes HeritageFest Committee Boynton Beach, Florida January29, 2003 Bowling Tournament This event is a fundraiser and Chair Girtman wanted to know the number of participants who had signed up. Mr. Mitchell was not present to report. Luncheon Since Ms. Brown's husband was the chosen caterer for the luncheon and she was now at the meeting, Ms. Pereira requested that Ms. Brown's husband provide an insurance certificate for the Woman's Club as soon as possible. She asked Ms. Brown to see whether the Culinary Arts ]:nstitute would allow her husband to be covered by their insurance for this event. Ms. Pereira gave Ms. Brown a copy of the catering contract. Ms. Pereira indicated that parking for this event was to be at the Senior Center since they had much more room. Ms. Pereira will try to negotiate the cost of the tablecloths into the cost of the rental, especially since they would not need the second floor. Security As Wayne Segal's direction, Chair Girtman will discuss security with Ms. Teresa Zabik to find out what the normal security requirements are for such events. Omega, who provided security the previous year, stated that they would provide fifteen representatives to handle security. :If they have the Boynton Beach Police, they would have to pay overtime and it would have to come out of the Committee's budget. Since the Committee has a limited budget this year, they decided to at least investigate the option of using the Sheriff's Office and/or State Troopers for security. Science/Art/Essays Ms. LaClaire Bowdry spoke about the Science/Art/Essay event and advised that all was going well and that they were just waiting for applications to come in. She introduced Derek McKenzie of the Boynton Beach Community High School, who will help with the set up and take down at this event. Chair Girtman suggested that if anyone needed certificates, they could ask Ms. Bowdry for assistance. 5 Meeting Minutes HeritageFest Committee Boynton Beach, Florida .lanuary 29, 2003 A Big Thanks to All Committees Chair Girtman thanked all the subcommittee chairs and members for all the hard work they had done. Although it had appeared kind of hectic, the committees had done what they needed to do to pull things together. Ms. DeGraffenredit stated that this was the last scheduled meeting. The Committee decided to meet one more time but it would not be recorded since it was just a last-minute check to finalize details. Vi. Adjournment Since there was no further business before the Committee, the meeting was duly adjourned at 8:30 p.m. Respectfully submitted, Susan Collins Recording Secretary (one tape) (013003) 6