Agenda 02-01-12 SPECIAL EVENTS AD HOC COMMITTEE
Meeting Agenda February 1, 2012
Review of Resolution
• Duties and Responsibilities
• Meetings and Reporting
• Staff Liaison Responsibilities
Election of Officers
• Chair
• Co -Chair
• Secretary
Meeting Schedule
• Set day /time
Ethics Video
• Must be viewed at upcoming meeting
Projects
• Committee priorities
1 RESOLUTION NO. Ill l- O5'1
2
3
4 A RESOLUTION OF THE CITY COMMISSION OF THE
5 CITY OF BOYNTON BEACH, FLORIDA, ESTABLISHING
6 A SPECIAL EVENTS AD HOC ADVISORY COMMITTEE;
7 . PROVIDING AN EFFECTIVE DATE.
81 1
9
10 WHEREAS, the City Commission of the City of Boynton Beach has determined that it
11 is in the best interests of the citizens and residents of the City to establish a Special Events Ad
12 Hoc Advisory Committee; and
13 WHEREAS, this ad hoc committee will provide the opportunity to have all special
14 events taking place in the City planned, discussed and budgeted in one central location with
15 parties interested in the events.
16 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
17 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
18 Section 1. That the foregoing "WHEREAS" clause is true and correct and hereby
19 ratified and confirmed by the City Commission.
20 Section 2. The City Commission here by establishes a Special Events Ad Hoc
21 Advisory Committee as follows:
22 SPECIAL EVENTS AD HOC ADVISORY COMMITTEE
23
24 Mission Statement: The Special Events Ad Hoc Advisory Committee ("the committee ") is a
25 working committee that exists to suggest, evaluate and implement special events within the city
26 that increases economic development, celebrates unity in diversity and promotes the City of
27 Boynton Beach as a vibrant, livable destination community. The committee is also responsible
28 for tracking major special events within the city through a city -wide events calendar
29
30 Composition: The committee shall be composed of five regular and two alternate members
31 appointed by the City Commission for terms of two years. The committee shall select from its
32 membership a chair, co -chair and secretary for the committee.
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S \CA\RLSOUtcso - Establish Ad Hoc Special Events Comm (051711) doc
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2 Qualifications: The committee members shall include representatives of neighborhood
3 associations, local businesses and community-based organizations who can contribute to the
4 continued growth and excellence of the city's special events and who can offer expertise and
5 i experience in the areas of:
6
7 • Public Relations
8 • Communications
9 • Event Planning
10 • Event Organizing
i 1 • Marketing
12 • Accounting
13 • Fundraising
14
15 Duties and Responsibilities:
16
17 1 The committee will evaluate city initiated events to improve quality and
18 attendance at events that will have a positive community impact.
19 2 The committee will make recommendations to the City Commission regarding
20 specific special events and new special events.
21 3 The committee will serve as liaison and facilitate an information exchange
22 between neighborhood associations, local businesses and community-based
23 organizations and the city.
24 4 The committee will identify locations throughout the city that can be utilized for
25 special events.
26 5 The committee will develop and implement strategies to encourage city-wide
27 participation in special events.
28 6 The committee will identify creative local, state and national marketing and
29 advertising opportunities.
30 7 The committee will identify and secure monetary and nonmonetary opportunities
31 for special events sponsorship
32 8 The committee will develop and implement ideas for maintaining a continuous
33 marketing effort to improve and promote the public image of the city's special
34 events.
35 9 The committee will develop and implement ideas for revenue producing and
36 revenue sharing opportunities.
37 10 The committee will develop and implement strategies to identify and attract
38 potential special events sponsors.
39 11 The committee will identify events that have the potential to become signature
40 events for the community.
41 12 The committee will investigate and identify ways to reduce event support from
42 City departments.
43
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1 Meetings and Reporting: The committee shall:
2
3 • Meet once monthly on a regular basis which date shall be established by its members.
4 • Ensure that all meetings be open to the public and adhere to the Florida Sunshine
5 Laws.
6 • Provide a report to the City Commission no less than on a quarterly basis, or as often
7 i as necessary to provide recommendations, observations, concerns or other
8 information.
9 • File an annual "state of special events" report with the City Commission so that it will
10 be reviewed during the month of May, thus affording time to address special events
11 and the budget for the City for the following fiscal year.
12
13 Staff Liaison: The staff liaison is responsible for:
14
15 • Receiving a completed agenda from the committee each month to be distributed to the
16 City Clerk.
17 • Placing reports created by the committee on the City Commission agenda.
18 • Providing guidance to the committee that will assist them in the implementation of
19 their duties and responsibilities.
20
21 Section 3. The Special Event Ad Hoc Advisory Committee shall function in the
22 sunshine. '
23 Section 4. That this Resolution shall become effective immediately upon passage.
.
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S \CA1RESO ■Reso - Establish Ad Hoc Special Events Comm (051711) doc
t PASSED AND ADOPTED this 1A day of June, 2011.
2
3 1 1 CITY OF BOYNTON BEACH, FLORIDA
4
5
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7 May • — o r,11-1! . ez
9 l 2�
10 :4 01". a 7 — William Orlove
11
12 Arile
13 ommiseibner — Woodr. • . ay
14
16 Commission —Steven HoTzm
17
18 24/ 19 Commissioner — Marlene Ross
20 ATTEST:
21
22
23 Ltri • •
24 ' J t M. Prainito, MMC
25 ty Clerk
26
27
28 . .
29 e i e -, eal)
30 'hk,`
,(
31
O N Qr
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S 1CAIRESO\Reso Establish Ad Hoc Special Events Comm (051711) doc
CITY OF BOYNTON BEACH SPECIAL EVENTS AD HOC ADVISORY COMMITTEE APPLICATION
Thank you for your interest in serving on the City's Special Events Ad Hoc Advisory Committee and for taking the
time to fill out this form. Please print or type all answers clearly. If instructions are not followed or the
application is not filled out in its entirety, the form will be returned for clarification.
Name:
Address:
City: State: FL Zip Code:
Home Phone: Cell Phone:
E -mail Address:
Current occupation or, if retired, prior occupation:
Please indicate your area of expertise by checking the box next to the listed
profession. Please check every box that pertains to your experience and /or
education:
❑ Public Relations
❑ Communications
❑ Event Planning
❑ Event Organizing
❑ Marketing
❑ Accounting
❑ Fundraising
Are you a registered voter? Yes No
Do you reside within the Boynton Beach City Limits? Yes No
Do you own /manage a business within City Limits? Yes No
If "yes ", name of business:
Have you ever served on an Advisory Board? Yes No.
If so, which board(s) and when?
Have you ever been convicted of a crime? Yes No
If so, when? Where?
Please list any professional memberships:
What personal qualifications do you possess (i.e., profession, previous experience, or
organization) which you feel would make you a good candidate for this committee? Please be
specific
I hereby certify that the statements and answers provided herein are true and accurate. I understand that,
if appointed, any false statements may be cause for removal from the committee.
Signature: Date:
Feel free to attach an extra sheet or resume.
Return the completed form to: City Clerk's Office, 100 East Boynton Beach Boulevard, City Hall.
Mailing address: P.O. Box 310, Boynton Beach, FL 33425 -0310 FAX to: (561) 742 -6090
presents Bo nton Beach ..S,
y
unday F n ay - Feb 12, Mar. 11, Apr. 1, May 6
s/.fND } y 1' unday is not just for football anymore as Boynton Harbor Marina becomes your
�.
F UN DAY destination for weekend fun! There's something for everyone to enjoy along the
waterfront, with live music, children's games and fun activities. 1- 4 p.m.
m n APPPI+,- i n Market n Open - Feb. 26 W.
/.26?u t nr�u t n Support local artists and shop downtown on Ocean Avenue for handmade crafts,'1
r 7 UPENMAMCET vintage goods, original ina artwork, ;
Bow n S g g r g r SpeClalty pet items, tasty treats from Gourmet
Food Trucks and live music by Cricklewood. 11 a.m. - 4 p.m.
rn )
r -- Boynton's Heritage Celebration - Feb. 1
t Celebrate Boynton's heritage through food, music, arts & crafts and more down -
� `� town on Ocean Avenue! Bounce House, Trackless Train, Rock Wall, Face Painting,
/1°I. performances by local school groups and music by CP +3 Band. 11 a.m. - 4 p.m.
rnir
im Movies pp���� yy
I �. m I -1 .]J 96ti8,J¢6e'S e F » °, : r.•t , sue. > ;
S / Bring your lawn chairs or blankets to the new Ocean Avenue Amphitheater on
� '�_ _ the first Friday of the month for a front row seat to watch first -run movies.
(OOVIjS OH Till .IVi Gourmet Food Trucks on site. 7 p.m. (Feb /Mar) 8 p.m. (Apr /May)
n
Ocean Avenue Avenue Concert ` Series - Feb. 17, Mar. Apr. 0, May 18
�"'` � g reat music by local bands
So you think you can dance? Show off your moves on the dance floor and enjoy
` a at the new Ocean Avenue
performing on stage
OCffllj flYtIlUt
Amphitheater. Gourmet Food Trucks on site. 6 - 9 p.m.
tit: CONCERT SERIES
jvlayor's Challenge Family Fun Run /Walk - March 31
,,'4 A " ,,, 4, , Put on your walking shoes or favorite running sneakers and get ready to move 1
_ ` ' . This annual event promotes fitness and family fun. You can also represent a
%.',,. ' chool in the Mayor's School Challenge! Register at www.boynton- beach.org.
ti . 'nd receive a free t -shirt! Family fun activities, music, vendors and more after
r UN VALK a run /walk.
eet at Ocean Avenue Amphitheater. Sign in 7:30 a.m. Step off 8:15 a.m.
rtr.
____ 4 July 4th - Salute to Independence
4 th Join us for one of Boynton's largest events! Annual patriotic celebration with live
JULY music, food and spectacular Fireworks by GRUCCI at Intracoastal Park.
• 5FLUTE TO 30 9 :30 p.m.
.......
8
Gr ab you n Beach irae Fest - October 27 2
1 r mateys for a two -day festival of pirate- themed family fun along
�' Ocean Avenue 11 a.m. 5 p.m.� """� � F
PIRATE'S FEST
Contact the CRA at 561- 737 -3256 or
30YNTO
: BEACH, CRA visit www.boyntonbeachcra.com