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Minutes 02-01-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON FEBRUARY 1, 2012, AT 5:30 P.M. IN THE CITY HALL CHAMBER 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Vinola Rada, Chair, (Co-Secretary) Kathy Biscuiti, Board Representative Christiane Francois, Co-Chair, (Co-Secretary) Ginny Shea, Board Representative Christina Griswold James Guilbeault Elliott Williams Brad Sevaldson, Alternate ABSENT: Libby Stroud 1. Call to Order The meeting was called to order at 5:30 p.m. Self-introductions were made. Ms. Biscuiti distributed a copy of the Resolution which established the Committee and explained a Chair, Co-Chair, and Secretary for the Committee was needed. The Secretary would be responsible for drafting the meeting agendas as well as sending information to either of the Board Representatives to forward to the City Commission when needed. 2. Election of Officers Ms. Rada volunteered for the position of Chair. Ms. Francois volunteered for the position of Co-Chair. Ms. Rada and Ms. Francois volunteered to split the responsibilities of Secretary. Motion Mr. Williams moved to accept both appointees, Ms. Rada as Chair, Ms. Francois as Vice Chair, and Ms. Rada and Ms. Francois would both serve as Secretary. Ms. Francois seconded the motion that unanimously passed. 1 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida February 1, 2012 3. Review of Resolution Chair Rada asked if there were any comments regarding the Resolution and read the Mission Statement of the Committee as follows: “The Special Events Ad Hoc Advisory Committee (“the committee”) is a working committee that exists to suggest, evaluate and implement special events within the city that increases economic development, celebrates unity in diversity and promotes the City of Boynton Beach as a vibrant, livable destination community. The committee is also responsible for tracking major special events within the city through a city-wide events calendar.”` Chair Rada reviewed the Committee had to submit a report to the City Commission on a quarterly basis and file an annual “State of Special Events” report with the City Commission that would be reviewed during May. This would allow them time to address special events in the budget for the City for the following year. Chair Rada further reviewed the responsibilities of the Board Representatives. An inquiry was made regarding the budget and if the funds would come from the City or Community Redevelopment Agency, (CRA). Ms. Biscuiti responded the Committee would raise the funds. The Committee was created to bring events and activities to the City, in collaboration with the CRA, that would foster economic development. Ms. Francois left the meeting at 5:44 p.m. Chair Rada reminded the members that per Ordinance 01-60, it was important members call if they were not available for a meeting so an alternate could be seated. If a member missed three meetings, they would be notified by the Clerk’s Office that one additional absence would result in termination and a new appointment to the Committee would be made. 4. Meeting Schedule The members discussed the meeting schedule. Meeting at the Sims and Hester Centers was suggested but meeting rooms were not available. It was decided the next meeting would be held in the City Hall Chambers at 5:30 p.m.; and after further discussion, Mr. Guilbeault agreed to check with the Library to see if the Program Room was available for future meetings. After brief discussion about the meeting times, there was agreement the meetings would begin at 5:30 p.m. on the first Wednesday of the month. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida February 1, 2012 5. Ethics Video Chair Rada noted the members must adhere to the Florida Sunshine Laws and were required to take the County Ethics Training. Ms. Biscuiti explained the training was an hour-long video which could be viewed at the next meeting. Brief discussion followed and there was agreement the Committee would watch the video together immediately after the business of the next meeting had concluded. 6. Projects Ms. Griswold suggested a street fair event with local vendors and entrepreneurs from the area be held in an area in the City that does not have a lot of traffic but was centrally located such as an area by the mall. A tent could be rented and it would introduce the Committee to the community. It would create advertising and marketing they may not have otherwise, and it would draw individuals to the area. Mr. Guilbeault suggested the City hold an event for St. Patrick’s Day. Slainte’s Irish Pub in Renaissance Commons holds an event and he would like to see it expanded as a community event with a parade. He noted Slainte holds a St. Baldricks’ fundraiser for children’s cancer research in the parking lot in Renaissance Commons. A parade could march down Renaissance Commons Boulevard. He opined Compson would support the effort, as would local businesses, and thought this could be held in conjunction with the mall. Mr. Guilbeault also noted Boynton Beach used to have the GALA event which he would like to see return. Chair Rada expressed her desire to have a Halloween event. While the Children’s Schoolhouse Museum had activities for youth on Halloween, Chair Rada preferred to see a Halloween event for adults. She noted Moon Fest in West Palm Beach during the day was for youth, and in the evening was for adults. Boynton is very diverse, and it was important to hold events that appealed to everyone. The members should develop ideas that were fun, would generate income, and they should think outside the box and bring the east and west together. Events could be expanded each year. Mr. Sevaldson agreed a signature event was needed. He noted Delray Beach has the Delray Affair. The GALA, which was an art and food festival with a carnival, was something everyone could participate in. Ms. Shea advised there were a lot of good ideas, but it was important to determine what would be feasible and she suggested making a list of pros and cons for each idea and starting with one event. She explained between now and May or June, the Committee must figure out what they want to present to the City Commission. They would have to raise money and she noted there were a lot of expenses associated with special events. Ms. Biscuiti, as the CRA’s Special Events Director, was very knowledgeable with such 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida February 1, 2012 expenses. She noted the City does not necessarily have all of the equipment needed to hold an event. Ms. Shea suggested selecting one event to start and grow in the future was practical. Revenue from the cost of booths or sponsorships contributed to the event and in -kind donations are often made. Plans should be presented to the City Commission so they could appropriately budget for it, if needed. For an event to receive funding by the CRA, it had to be held in the CRA district; however, supplementing CRA events with City events was suggested because the CRA already holds several events. The mall's event schedule would also be obtained. Mr. Elliott explained including the Chamber of Commerce was important. Mr. Guilbeault expressed it was important to determine the Board would not be asking the City Commission for funds; rather, outside sources would be used. It would be a good way to obtain the Commission's support and he noted these were tough budgetary times. Many of the members had fundraised in the past, and the members made a good team. 7. Adjournment There being no further discussion, the meeting was adjourned at 6:24 p.m. O lv_o_kaj Catherine Cherry Ok_ Recording Secretary 020211 4