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Minutes 01-08-03f4[NUTES OF THE HeritageFest 2002 COMf4~[TTEE f4EET[NG EZELL HESTER CENTER, 1901 N. SEACREST BOULEVARD, BOYNTON BEACH~ FLORa[DA, 3ANUARY 8, 2003 AT 7:00 P.M. Present Angela Girtman, Chairperson Franklin Ireland, Recreation Chantelle Brown Evangeline Mack Stephanie McKoy Commissioner Carl McKoy Eddie Mitchell Marsha Norfus Sandra Watson 1. Call to Order Chairperson Girtman called the meeting to order at 7:00 p.m. 2. Attendance A sign-up sheet was circulated to record the attendance. 3. Approve Agenda f4otion Ms. Watson moved to accept the agenda as presented. The motion was duly seconded and passed unanimously. 4. Old Business A) Committee Reports Family Story Hour~ February :L, 2003 Chair Girtman reported that Africa Fine, a local Author, would be available for the book signing. Her book is entitled Katrina. Athalon Brawford and the City's own Frank Ireland will also participate. Mr. Ireland's book is entitled Through Darkness I Found. The Authors will read excerpts from their books and their books will be available for sale. A storyteller will read for the children and two Meeting Minutes HeritageFestCommittee Boynton Beach, Florida .lanuary 8, 2003 youth members of the Club will present book reviews. Chair Girtman wanted to distribute rewards to the attendees of this event and will try to procure them. Coronation Ms. Watson met with the eight girls who had signed up to participate in the Coronation and discussed what the girls wanted to do, where they wanted to go, what they wanted to wear, who would escort them, and the requirements for the publicity sales. The girls were excited and looking forward to participating. Ms. Watson submitted a revised report indicating an expected shortfall of $441 in the budget, which might be solved by a prospective in-kind donor. Entertainment Ms. Chantelle Brown reported that some of the artists who had performed at the Roots Festival in Delray Beach had agreed to perform at Heritagefest. For the "Kids Showcase" she had commitments from 1) The Community Childcare Center in Delray Beach, 2) FB! Kids from West Palm Beach, and 3) the Boynton/Delray Beach marching band. The Boynton/Delray Beach marching band will perform at the parade on Saturday and for the Praise Dance on Sunday. Ms. Brown had lined up local talent for Saturday called Showtime Boys, a dance group; Dexter Carlton, an R & B singer; Simone and Desiree, also R & B singers; Southern Property, a hip-hop group; The City Style Boys, another hip-hop group; Monica Herring and Adoration of Praise, both praise dancers. A D-3 has agreed to take care of Sunday. Ms. Brown indicated that there would be no cost involved with the local artists. Ms. Brown had previously asked a local promoter to provide two comedians for $500 each. That contact will let Ms. Brown know when suitable entertainment is found. Reverend Dawson and Genesis from Miami are available for Sunday at a cost of $2500 for 30 minutes. There is a new group called !ndeed and Ms. Brown will be contacting them to see what they would be able to do. Chair Girtman expressed appreciation to Ms. Brown for her efforts. Chair Girtman reported that she had met with the Special Events Manager for the City of Boynton Beach, Wayne Segal, who offered to assist with the entertainment expenses. A meeting was arranged with Mr. Segal for the following week and Chair Girtman, Ms. Brown, and Lunar Showtime will attend. Ms. Brown inquired whether entertainers would have to bring their own sound systems and Chair Girtman indicated that they had decided to use the City's sound system. Commissioner McKoy stated that it was important to let the artists know about the technical details of the City's sound system to be sure that it was compatible with their particular needs. 2 Meeting Minutes HeritageFestCommittee Boynton Beach, Florida January 8, 2003 Ms. Brown confirmed that the artists had all been advised that the performances were to be geared towards a family audience. It was agreed that if any difficulties arose in this area, the performers would be pulled from the stage. Oratorical Contest Ms. Norfus distributed a report she had completed for the contest and asked the Committee for their comments. The middle school and high schools will be judged separately. The essays may be typed or written and will have 250 words for the middle school entries and 500 words for the high school. Ms. Norfus will handle securing judges for the event. The Committee agreed with all of her plans. The group discussed sending the information to schools in the local area, including Boynton Beach, Delray Beach, and Lake Worth. ]~t was decided to include Roosevelt, Dreyfoos, and the Middle School of the Arts. Education Committee Eddie Mitchell reported that the information had been distributed to five high schools, three middle schools, and several elementary schools. They were waiting for input from the schools. Bowlinq Eddie Mitchell was to meet with Steve Waldman on the Saturday following the meeting. Chair Girtman indicated that she had bowling trophies already. Basketball Tournament In an earlier meeting, Dennis Rumph had suggested raising the entry fees for the basketball events to $250, but after consideration, the Basketball committee decided to only raise it to $200. The HeritageFest Committee agreed that this would be the published entry fee. Parade Chair Girtman spoke to Mr. Pereira who expected to hear from several people in January. She will check with him again. Luncheon Chair Girtman said that it would be at the Woman's Club. They were going to finalize the menu and get the tickets printed by the next meeting. Ms. Pereira 3 Meeting Minutes HeritageFestCommittee Boynton Beach, Florida .lanuary 8, 2003 was expected at this meeting but was ultimately unable to attend. Ms. Watson will telephone Ms. Pereira to discuss and finalize arrangements for the luncheon. 5. Approval of Minutes of December 4, 2002 Motion Mr. Mitchell moved to approve the minutes of the December 4, 2002 meeting. The motion died for lack of a second. 6. Revised Budget Chair Girtman advised that the Committee had received a $500 donation from a chiropractor and a $25 gift card from Sam's Club. Using this and the carryover from the previous year, if the current projections are accurate, the total expense for the event should be $11,647.42. This could be reduced since the City will be assisting with the entertainment portion. Chair Girtman distributed the revised budget to the Committee members. Ms. McKoy advised Chair Girtman that a Ms. King from State Farm Insurance Company was trying to contact her about making a donation. Chair Girtman will follow through. 7. Miscellaneous A discussion took place about the Gospel Explosion and whether or not it should be a contest. Chair Girtman thought that competition was optional and that they could have both, depending on the number of people that wanted to participate. Ms. Watson stated that a letter printed on the HeritageFest stationery was needed to allow the girls to sell the publicity booklets. Having a hospitality tent for the artists was discussed and Chair Girtman will look into refreshments. Since there was no further business before the Committee, the meeting was duly adjourned at 8:15 p.m. Respectfully submitted, Susan Collins Recording Secretary (one tape)(ozzso3) 4