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Minutes 10-18-06 MEETING OF THE CONGRESS AVENUE BOUNDLESS PARK FUNDRAISING CAMPAIGN COMMITTEE, HELD IN THE RECREATION DEPARTMENT CONFERENCE ROOM, CITY HALL, ON THURSDAY, OCTOBER 18, 2006 AT 2:00 P.M. Present: Kurt Bressner, City Manager Commissioner Ensler, City Commissioner Patti Hammer, Recreation and Parks Board Wilfred Hawkins, Assistant City Manager Wally Majors, Recreation and Parks Director Jody Rivers, Parks Superintendent Janelle Sloan, Recreation and Parks Board Also Present: Charlotte Pelton, President, The Waters Pelton Organization, Inc., 477 S. Rosemary Avenue, Suite 316, West Palm Beach, FL 33401 The committee meeting began at 2:09 p.m. Ms. Jody Rivers, Parks Superintendent, announced the committee members would be reviewing a list of parties who may be interested in participating in the Boundless Park Feasibility Study. Ms. Pelton suggested first reviewing the City of Boynton Beach Capital Campaign Feasibility Study Procedures, which would be the committee's guiding document. The committee was in the planning and preparation stage of the project. The Case for Support, which was information detailing why the project was vital to the community, and a description of the needed facilities/programs and the budgetary items would be developed. Ms. Pelton explained those items needed to be included and available to the parties, along with the endowment component, would constitute the budget for the project. Ms. Pelton explained the listing of all current programs and services was actually the future programs and services that would occur on site. That information would capture and define the unique aspects of the project and would determine what kind of programming and partnerships there would be. Ms. Pelton reported there is a Boundless Park in Lake Worth. She emphasized the committee must be able to clearly define how Boynton's project was different than the Lake Worth project. It was further suggested including quotes in the Case for Support, explaining why the project was so important from the City, City leaders and others supporting the project, would be very, very helpful. The formation of the Boynton Beach Community Trust (BBCT) and establishment of the name in the community was another component of the plan. The sole purpose of the entity was to support the priority projects identified by the committee. These would also be projects the City of Boynton Beach supported. The Committee discussed whether there would be Meeting Minutes Congress Avenue Boundless Park Fundraising Campaign Boynton Beach, Florida October 18, 2006 stationery and logos made. Ms. Rivers would be conducting a search to ensure the BBCT name was available and would start the process to obtain the name. Ms. Pelton advised the name would actually be the Boynton Beach Community Trust, Inc. and the organization would be defined as a public/private partnership. Ms. Pelton recommended when identifying key players, it would be best to use the top-level individuals because they were the decision makers. The idea was to include individuals who could not only provide information relative to the campaign project, but also were likely candidates to participate in the campaign. After the committee members agreed to make the initial first contact with the parties, the Waters Pelton Organization (WPO) would then make contact and schedule the date and time for the interview, followed up by correspondence confirming the meeting and forwarding the appropriate materials about the project. In addition to a thank you note from the WPO for the interview, a personal note of thanks from the committee member who made the initial first contact would be sent. Ms. Pelton would script the verbiage of the note for the committee members. Commissioner Ensler asked whether the trust would be limited just to Boundless Park or if other projects would be added at a later time. The intent of the trust was to add other projects at a later time and to keep the trust as a broad-based organization. Commissioner Ensler disagreed. He was not opposed to forming other foundations, one specifically for Boundless Park, another for general or even a foundation set up for each project. He explained individuals would know where the funds were going and the name of the project should be included in the name of the trust. The committee agreed they did not have to undertake any other projects until the park was completed. It would be emphasized the park was the inaugural project they would see come to fruition. Additionally, the pledge documents would clearly indicate that donations were designated for Boundless Park and that information would be specified on the check. The BBCT would not be formed specifically for the Boundless Park. Waters Pelton Organization explained the BBCT was the parent organization for fund raising. The committee thought having too many foundations weakened the effort. Commissioner Ensler disagreed with the committee and thought the City Commission should decide. A donation level of $10,000 or more was decided upon and the committee would discuss naming opportunities for donors, later on in the process. The Committee reviewed funding sources, which included individuals and businesses, governmental officials with discretionary funds, media funds, grants, and cultural and philanthropic foundations. Committee members volunteered to make contact with the parties to begin the Feasibility Study and will report back to WPO. Ms. Pelton suggested holding interviews with the City Commissioners first, since they are community leaders. At the next meeting the Case for Support would be finalized and the interviewing stage of the campaign could begin. Ms. Pelton asked for clarification of the Boynton Beach Boundless Park and the National organization about Boundless Parks. Mr. Wally Majors, Recreation and Parks Director, clarified the national organization pertains to Boundless Playgrounds and explained the 2 Meeting Minutes Congress Avenue Boundless Park Fundraising Campaign Boynton Beach, Florida October 18, 2006 Boynton Beach Boundless Park was designed in accordance with the national organization's specifications. Ms. Rivers would obtain photographs, which could be included in the Case for Support. Mr. Bressner and Commissioner Ensler left the meeting at 3:10 p.m. Commissioner Ensler returned to the meeting at 3: 13 p.m. The Committee discussed different tiers of funding. The Hunters Run voter percentages was discussed. Mr. Majors and Ms. Rivers announced Recreation and Parks received their national accreditation. Commissioner Ensler had to leave and there was consensus to adjourn. Meeting adjourned at 3:17 p.m. Respectfully submitted, (10 ~ >> 1 ill J- ~ JwL(~ YlO/l1 Catherine Cherry-Guberman Recording Secretary 101906 3