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Minutes 01-15-03MINUTES OF THE HeritageFest 2002 COMMITTEE MEETING HELD AT EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA, ON WEDNESDAY, JANUARY 15, 2003 AT 7:00 P.M. Present Angela Girtman, Chairperson Chantelle Brown Evangeline Mack Eddie Mitchell Diane Pereira Terry Pereira Sandra Watson Stephanie Mingo-McCoy (arrived at 8:25) Mary Degraffenreidt, Recreation Supervisor Frank Ireland, Recreation Supervisor Cynthia Wilson, Recreation Clerk 1. Call to Order- Roll Call Chairperson Girtman called the meeting to order at 7:10 and circulated a sign in sheet. 2. Approval of Minutes of Previous Meeting None 3. Approval of the Agenda Chairperson Girtman requested the addition of "Bowling Tournament" to the agenda. There were no other additions or deletions. Motion Mr. Pereira moved to approve the agenda, as amended. Motion seconded by Ms. Pereira and unanimously carried. 4. Old Business None 5. Committee Reports A. Basketball Tournament Will be addressed later. Meeting Minutes HeritageFest Committee Boynton Beach, FL January 15, 2003 B. Entertainment Ms. Brown reported that she obtained the names of three comedians that have been featured on BET Comic View. She left a message on one of the comedian's answering machines, but was not successful in reaching the other two. She will continue to follow through on this. There are two more youth groups that indicated that they would like to participate. She also spoke to a member of a 9-piece band out of West Palm Beach that includes four vocalists and five instrumentalists. Their cost for 45 minutes would be $1,200. The Platinum Boys have confirmed that they would perform and the Profit of Rage also indicated they would perform at no charge. Two gospel artists, Tony Wiggins and Stephanie Thomas, said that they would perform for 15 minutes each at a total cost of $300. She also is waiting to hear from a female gospel group out of Ft. Lauderdale that indicated they would perform at no charge. The proposed entertainment to date would be: o.'o For the Children's Showcase scheduled for Saturday, there are eight various individuals and groups that have indicated they would be participating. The nine local performers would be at no charge. o**o Hopefully, the three comedians would participate at a cost of $500 each. Each comedian would perform for 15 minutes. There is one more person that Ms. Brown will be contacting to participate as the commentator between acts. o**o For the Youth Groups on Sunday, six groups have indicated that they would be performing. o**o Three local artists would also be performing on Sunday. Mr. Pereira inquired how much money has been budgeted for entertainment. Ms. Brown responded that it was $6,300. However, they have been informed that the City has agreed to pay for the entertainment. Chairperson Girtman reported that she met with Mr. Wayne Segal who confirmed this and she would be meeting with Mr. Segal at a future date. Mr. Pereira inquired if City Commission approval would be necessary. Chairperson Girtman noted that the City is required to put on an event in each Commissioner's District, and Commissioner McCray has indicated that the HeritageFest is something that he would be interested in. Chairperson Girtman sent information to two additional youth groups to determine if they would like to participate. She has letters for committee members to send to any groups that they would like to have participate. The entry form is on the back of the letter. 2 Meeting Minutes HeritageFest Committee Boynton Beach, FL January15,2003 Chair Girtman has a contact that is working on obtaining judges for the youth competition. She requested that the judges have a musical background and have no local affiliations. The judging would be done at no charge. Her contact has been invited to tonight's meeting and hopefully she will arrive before the meeting ends Ms. Brown inquired if the choirs had to provide their own instruments and was informed that they should bring their own. The City would be providing the sound system. Chairperson Girtman stated that the next step would be to make sure that all the acts are confirmed and to schedule the acts on the stage. Chairperson Girtman reported that on Friday night, a Taste-of-Steel drum band would be performing followed by a Haitian band. The steel drum band would be performing for two hours and the Haitian band for one hour. There is still room for another band. Ms. Degraffenreidt asked about the hours that the events would take place and was informed it would be between 6:00 p.m. and 9:00 p.m. Ms. Degraffenreidt requested that she be provided with the times of all the events. Chairperson Girtman will follow through with this request. C. Luncheon Chairperson Girtman reported that the luncheon would be held at the Woman's Club at no charge. Ms. Pereira inquired who would be doing the setting up, the waiting on tables, and the decorating. Ms. Degraffenreidt reported that the Civic Center crew would be setting up the Woman's Club. Ms. Watson distributed menus that she had obtained from the caterer. Chairperson Girtman inquired about the prices of the various choices on the menu and Ms. Watson stated that the price would be the same as last year's event. This would include the food, serving and linens for approximately 80 to 90 people. Ms. Pereira thought that last year's event cost around $2,300. Ms. Pereira pointed out that last year's price included the rental of the Holiday Catalina Inn, decorations and an unlimited buffet that was geared more towards the youth. She did not think that the children would enjoy eating this type of food. She pointed out that when she dealt with the Holiday Inn, they billed the City and the Committee was not required to pay until the bill was received. Now, the Committee is being asked to pay in advance. Ms. Watson stated that the caterer's price included the set up and breaking down of the room and that it would not be necessary to use City staff. The only thing not included in the price was the decorations. 3 Meeting Minutes HeritageFest Committee Boynton Beach, FL January 15, 2003 Chairperson Girtman reported that all this had been decided upon and the only thing remaining was selecting the menu, which had three choices. Chair Girtman requested that there be two entrbe choices instead of one and suggested the combo platter as one choice and the honey glazed babyback ribs as the second choice. Ms. Watson was not certain if the caterer could offer two entrbes. Mr. Pereira felt that the quality of the menu was varied for the price and that the choices ranged from Shrimp and Lobster to a turkey burger at the same price. Chairperson Girtman requested that the caterer furnish a breakdown of the prices of the various meals, linens and servers. She also suggested that sandwiches be eliminated as a choice of food. Ms. Watson said that she would ask the caterer if two choices could be offered. Ms. Pereira asked if the caterer could provide a buffet instead of a sit down meal. Chairperson Girtman suggested that Ms. Watson and Ms. Pereira get together to work these issues out. Ms. Pereira noted that she was the chairperson of this Committee, but was not consulted when the decision was made to do it this way. Ms. Brown inquired what was included with the entrbes and Ms. Watson said the meal would include either rice or potatoes. Ms. Watson will check with the caterer to see if he could offer a buffet. Motion Mr. Pereira moved that choices #3 and #5 in the entrbe section be the meals provided, contingent upon the caterer offering a buffet in its place. Ms. Pereira inquired about the cost of the tickets for the luncheon and was informed it would be $20.00 per ticket. There was no second to the motion. Therefore, the motion failed. Motion Mr. Pereira moved that the luncheon tickets be $20.00. Motion seconded by Ms. Brown and unanimously carried. Basketball Tournament (addressed out of order) Mr. Ireland reported that three to four adult teams have verbally said they would participate. There is a tournament this weekend and staff will be speaking with the coaches and sponsors. It has been agreed that the entry fee would be $200. The dates for the tournament are February 15 and 16 for the youth and February 21-23 for the adults. 4 Meeting Minutes HeritageFest Committee Boynton Beach, FL January15,2003 Ms. Pereira inquired about the awards for the Youth Luncheon. were - ~ 2 for academics ~ 1 for sports > 1 for arts > 2 for community service ~ 1 for starmaker The awards It was suggested that another award be added to sports so that there would be an award for a male and female athlete. D. Coronation Ms. Watson reported that there are now 10 girls who would be participating. She was not certain if they would be able to attend the etiquette class because it could only be offered at 4:30 on Friday, January 31st. If they do not attend the class, they might attend the ebony fashion show. Ms. Watson inquired about the procedure for purchasing the tickets for the event that the girls decide they want to attend. Ms. Pereira inquired if the fee for the coronation included the price for the ticket for the luncheon. Ms. Degraffenreidt said that the price for the coronation included a ticket to the luncheon. With regard to paying for the event, Ms. Degraffenreidt stated that she would need some information on the event to attach to the check requisition. (Ms. Watson left the meeting at 8:00 p.m.) E. Parade Mr. Pereira stated that he has received no confirmations from the people that he contacted. Chairperson Girtman inquired if the parade applications were sent to the people that participated in the parade last year. Mr. Pereira stated that those are the same people that he is trying to contact and he did not feel that it was necessary to send them an application. Chairperson Girtman said that it was important that the parade be successful in order that it continue to be offered. She would like as many people to participate as possible and that there be as much publicity throughout the City as possible. She noted that the Junkanew Band is the only band that has confirmed. If the parade is not successful, she felt it would be a waste of money based on what happened with the location of the City's Christmas Parade being moved. Mr. Pereira did not think it was fair to compare their parade to the City's Christmas Parade. He noted that the reason attendance is Iow was due to the 5 Meeting Minutes HeritageFest Committee Boynton Beach, FL January15,2003 fact that it is always held on MLK and people don't attend because of its location. He felt that last year's parade was a success even though the signs were not posted throughout the City as promised. Mr. Mitchell suggested extending the length of the parade, and Mr. Pereira said that the parade cannot cross Boynton Beach Boulevard. Chairperson Girtman said that the route has already been set and it was moro important to put moro effort into getting people to attend the parade, rather than changing its route. Mr. Mitchell stressed that it was important to have good performers in the parade to attract people. Chairperson Girtman said that she would be meeting with the radio station next week and will speak with them about hyping up the parade. Also, Wayne Segal has the video from last year that will be shown on television. Anyone wanting to participate in the parade should contact either Mr. Pereira or Ms. Degraffenreidt. Chairperson Girtman received a $100 donation from Alpha Kappa Alpha Sorority and another $100 donation from Delta Sigma Theta Sorority, which she turned in to Ms. Degraffenreidt. She also reported that Delta would be supplying the gifts for their own contest. Chairperson Girtman introduced Ms. Winston-Swoope, who joined the meeting and would be assisting with the youth choir competition. Ms. Degraffenreidt inquired about the hours that the vendors would be set up on Saturday, February 22nd and was informed that the applications state that the vendors must be available from 11:00 a.m. through 11:00 p.m. It was felt that the vendors would not be needed beyond 9:00 p.m. Chairperson Girtman distributed posters for the carnival and requested that Ms. Degraffenreidt have the posters placed throughout City's facilities. Posters were handed out for the members to put up. Mr. Pereira requested that the posters be displayed prominently throughout the City and not posted in dark corners. The carnival supplied the posters and state that the presale coupons would be available at the Community Center Information Desk. Chairperson Girtman will arrange to get them to Ms. Degraffenreidt. F. Bowling Tournament Flyers for the tournament were previously distributed. Chairperson Girtman announced that the Bowling Tournament would take place on Sunday, February 9th. The entry fee is $25.00 per team. Chairperson Girtman has seven trophies that can be used for awards. Meeting Minutes HeritageFest Committee Boynton Beach, FL January15,2003 G. Other Mr. Pereira inquired if shirts would be provided for the Committee members and volunteers. The shirts were very helpful last year because people wearing them were identified to answer questions and assist where needed. Ms. Degraffenreidt inquired if money had been budgeted for shirts and Chairperson Girtman said no. Ms. Degraffenreidt said she would follow through on this request. Motion Mr. Pereira moved to have identifiable shirts: polo members and tee shirts for the event volunteers. Mitchell. style for the Committee Motion seconded by Mr. Ms. Degraffenreidt requested that she be furnished with the sizes that the Committee would like to order. She thought that the cost of shirts was $700 last year. Ms. Pereira did not think it was necessary to order as many shirts as last year because there were a lot of shirts left over. She suggested ordering half the amount. Chairperson Girtman said that it was important to go through the budget to determine where the money would come from for the shirts. It was also suggested that the Commissioners be provided with shirts. Mr. Mitchell announced that Commissioner McCray will be asking at the Commission Meeting on Tuesday to allocate $2,500 of his discretionary funds for the HeritageFest; $2,000 for the coronation and $500 for education events. Mr. Mitchell did not think that the education events would need the entire $500 and that some of this money could be used for the shirts. Chairperson Girtman pointed out that the girls participating in the coronation are being asked to sell ads in excess of $150 to raise funds. Ms. Mack stated that the girls have not sold any ads because they have not been furnished with the appropriate letterhead. Chairperson Girtman furnished the appropriate letterhead to Ms. Mack. With regard to the shirts, Chairperson Girtman suggested not putting a year on the shirts so that they could be used again and called for a vote for the motion on the floor. Vote The motion unanimously carried. Members next discussed the colors of the shirts. After discussion, it was determined that the polo shirts would be gold with a black emblem stating "2003" and the volunteer tee shirts would be white with black lettering. There would be 7 Meeting Minutes HeritageFest Committee Boynton Beach, FL January15,2003 no year on the volunteer tee shirts. Ms. Degraffenreidt requested that the order for the shirts be placed through the City's warehouse. (Ms. Mingo-McCoy arrived at 8:25 p.m.) Motion Mr. Pereira moved that the polo shirts be gold with a black HeritageFest Emblem with the 2003 date on them. The volunteer tee shirts would be white with black lettering stating "Volunteer" on the back of the tee shirt. Motion seconded by Ms. Brown and unanimously carried. Ms. Degraffenreidt said that she would have artists' renderings of the shirts available at the next meeting. Ms. Brown said that Rick Roundtree, who is a deejay, inquired if the HeritageFest would be utilizing his services again this year. Ms. Degraffenreidt stated that he had been dealing with Frank Ireland for the basketball tournament. Ms. Mingo- McCoy said that he had contacted her yesterday regarding the use of his services. Ms. Brown felt that he could be used for the coronation and the youth luncheon and suggested booking him for those events at a cost of $400 for each event. Chairperson Girtman noted that a deejay had never been used at the coronation. Therefore, Mr. Roundtree will only be needed for the youth luncheon and the basketball events. Ms. Degraffenreidt requested that Mr. Roundtree furnish her with invoices so that he could be paid. It would not be necessary to get a contract with him because he has done work for the City previously. All entertainers and deejays should be required to sign a contract with the HeritageFest. Ms. Brown pointed out that an additional deejay would be needed since Mr. Roundtree would be doing the basketball events. Ms. Brown is waiting to hear back from Alan Holiday who did the event last year. Ms. Degraffenreidt also recommended Keith Arnett and she will furnish Ms. Brown with his phone number. Ms. Pereira requested that the committee not use Alan Holiday because last year he was very unprofessional and created a great deal of problems. Ms. Mingo-McCoy asked about the status of the vendors. Ms. Degraffenreidt reported that she has received no applications to date. Chairperson Girtman received a commitment from Taste of Africa. Members felt that due to the insurance requirements this year, this was keeping many vendors away from the event. 8 Meeting Minutes HeritageFest Committee Boynton Beach, FL January 15, 2003 Chairperson Girtman suggested that members contact restaurants that they frequent to determine if they would like to have a booth, because they would probably carry the required insurance. Ms. Brown reported that her church had a booth last year, but did not receive an application in the mail this year. Ms. Degraffenreidt stated that each vendor that participated last year was mailed an application. She reported that she received a lot of phone calls regarding the insurance regulations. Ms. Pereira had concerns that there would not be enough vendors for the events and how would the people be fed. Chairperson Girtman stated that the carnival would be offering food. Mr. Mitchell inquired if Mr. Magazine got back to Chairperson Girtman regarding the insurance requirements. Chairperson Girtman stated that Mr. Magazine said that the insurance requirements could not be waived. Ms. Pereira inquired what the fee would be for a restaurant to have a booth and was informed it was $235 that included $10 for the fire extinguisher. Chairperson Girtman had vendor applications available for Committee members. Chairperson Girtman announced that the Committee member that had been in charge of vendors is no longer participating and sought the assistance of any members that would like to help. She will contact Mr. Magazine again to inform him that they have no vendors due to the insurance requirements. Ms. Degraffenreidt said that she would schedule a departmental meeting on Wednesday, January 22nd in the meeting room of the Hester Center for 11:30 a.m. 6. Adjournment There being no further business, the meeting properly adjourned at 8:50 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (December 16, 2003) 9