Minutes 01-22-03MZNUTES OF THE HeritageFest 2002 COMMZI-FEE MEETING
EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD,
BOYNTON BEACH, FLORZDA,
3ANUARY 22, 2003 AT 7:00 P.M.
Present
Chantelle Brown
Evangeline Hack
Stephanie McKoy
Harsha Norfus
Terry Pereira
Diane Pereira
Sandra Watson
Mary DeGraffenreidt, Recreation
Supervisor
Renee Randall, Recreation Leader
1. Call to Order
In the absence of the Chairperson, Terry Pereira acted as Chair for this meeting.
He called the meeting to order at 7:00 p.m.
2. Approval of Minutes of 1/8/03 and 1/15/03
Motion
Ms. Pereira moved to approve the minutes of the .lanuary 8, 2003 meeting as
presented. Ms. Brown seconded the motion that carried unanimously.
Motion
Ms. Pereira moved to approve the minutes of the .lanuary 15, 2003 meeting as
presented. Ms. Brown seconded the motion that carried unanimously.
3, Departmental Assistance Meeting Update - M, Degraffenreidt
Znsurance
Hs. DeGraffenreidt reported the results of the latest departmental assistance
meeting. It was hoped that the insurance requirement would be waived but that
was not the case. Hs. DeGraffenreidt explained that if the HeritageFest were
going to be a continuing, large event, it would have to meet the requirements of
the business community, including requiring its vendors to have the proper
insurance. No churches that were contacted were willing to act as an "umbrella"
for the vendors. Letters were sent out to vendors that had served at City events
Meeting Minutes
HeritageFest Committee
Boynton Beach, Florida
.January 22, 2003
in the past and had met the insurance requirements. Hopefully, there will be a
good response from that mailing. Ms. DeGraffenreidt will report on any other
departmental assistance information at the next meeting.
Mr. Pereira inquired about a drawing of the layout at Ezell Hester and Ms.
DeGraffenreidt offered to follow up to obtain this.
Radios
The Committee will consider radios: who will have them, how many are required,
and where will they come from. Ms. McKoy indicated that there had been about
20 the previous year. The suggestion was made that Chair Girtman telephone
the United Way to try to get the radios from Motorola. Ms. Degraffenreidt was to
find out how many would be available through the City also.
Signs
Ms. DeGraffenreidt has ordered five signs for posting in the various districts of
the City, including event schedules. She hoped that they would be posted by
January 27 and that they would reach a lot of people.
T-Shirts for Committee & Volunteers
The t-shirts will be gold with black for the City logo, the HeritageFest logo, and
the year. The Committee decided to order 20 polo shirts for the Committee and
20 t-shirts for the volunteers and advised Ms. DeGraffenreidt what sizes to order.
Motion
Ms. McKoy moved to purchase 25 t-shirts and 25 polo shirts. Ms. Brown
seconded the motion that carried with one dissenting vote from Ms. Pereira.
Basketball Tournament
Nothing has changed on this topic. The Committee had received verbal
commitments only from 5 teams in the Youth division and 8 teams in the Adult
division.
Concession Stands
Since the Committee was still waiting for a response from the vendors, this topic
was tabled until the next HeritageFest Committee meeting.
Coronation
Ms. Watson reported that there were ten girls in the Court. Ms. McKoy advised
Ms. Watson that any money raised by the girls in the Court through the sale of
publicity booklets would be turned in to Ms. DeGraffenreidt who, in turn, would
pass the money to the City. The City then issues money when requested via a
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Meeting Minutes
HeritageFest Committee
Boynton Beach, Florida
January 22, 2003
check request from Ms. DeGraffenreidt. :It was decided that Ms. Watson would
ask the girls if they could sell some tickets to the luncheon. Ms. Watson needs
to get the girls in to the Woman's Club on Saturday to practice and at about
10:00 a.m. on the day of the event to set up.
Education
Mri Mitchell was not present. Ms. Norfus distributed fliers pertaining to the
oratorical contest and mentioned that she had distributed them to the schools
but had received very little response. Ms. Mack indicated that she had
distributed them at Congress Middle School but had not received much feedback
either.
Bowling
No report was made since Mr. Mitchell was not present.
Parade
Mr. Pereira stated that no one had committed in writing to participate in the
parade but he was still hopeful. Ms. Brown indicated that the Boynton/Delray
Beach group that has drums and fancy dancers offered to perform at Heritage
Fest and also participate in the Parade. Ms. Brown will ask the local talent that is
going to perform if they will also participate in the Parade. Ms. DeGraffenreidt
indicated that arrangements had been made for cars for the Commissioners to
ride in during the Parade.
Luncheon
Mr. Pereira thought that letters of invitation to the luncheon and the parade
needed to be sent to the Commissioners as soon as possible. The Commissioners
will also need luncheon tickets.
The group discussed the size of the luncheon and it was decided that lunch
would be planned for 100 attendees, including those who did not have to pay
(dignitaries, etc.). After much discussion, the Committee reviewed the three
catering proposals and chose their vendors in descending order and also decided
on the desired menu from each. Since it was believed that insurance would be
an issue with the Woman's Club, it was decided that they would present their
first choice to the Woman's Club and if insurance was a problem, would move on
to the next choice, and so on. Ms. Brown indicated that Kenta Hamilton would be
covered under the auspices of the Culinary Arts ]:nstitute where he is a student.
According to Ms. Brown, Mr. Hamilton's meal was large enough for people to
return 3X for more food. His $1,650 fee included food, decorations, and clean up
afterwards. They asked for one half of this fee up front and one half at the
event.
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Meeting Minutes
HeritageFest Committee
Boynton Beach, Florida
3anuary 22, 2003
Motion
Ms. McKoy moved that Kenta Hamilton was Choice #1, Sylvia Rolle was Choice
#2, and Watson was Choice #3 for the Mildred Walker Youth Luncheon. Ms.
Pereira seconded the motion that carried unanimously.
The menu from Choice #1 was decided as follows: grilled chicken, hamburger,
wingettes, tacos, yellow rice, macaroni and cheese, green beans, corn,
cheesecake and apple pie. The menu from Choice #2 was decided as follows:
flied chicken, Swedish meatballs, yellow rice, green beans, tossed salad, fruit
punch, and various desserts. The menu from Choice #3, which was a buffet, was
decided as follows: menu as presented except regular fried rice would be
included in addition to the shrimp fried rice.
The D-3 will play music during the luncheon but will need to come in early, about
10:00 a.m., to set up. Ms. Pereira offered to look into this. The D3 is Keith Arnett
and his contract was presented to the Board for signature and approval but no
action was taken.
Entertainment
Ms. Brown shared a letter that Chair Girtman had sent to Wayne Segal at the
City requesting that the City pay $4,300 for entertainment. This was not the
main entertainment, however, and Ms. Brown is still working on that. Various
ideas were raised and Ms. Brown will follow up.
Adjournment
Since there was no further business before the Committee, the meeting was duly
adjourned at 8:55 p.m.
Respectfully submitted,
Susan Collins, Recording Secretary
(one tape)
(012303)
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