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Minutes 04-04-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON MARCH APRIL 4, 2012, AT 6:15 P.M. AT THE LIBRARY, CONFERENCE ROOM A, 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Vinola Rada, Chair, (Co- Secretary) Kathy Biscuiti, Board Representative James Guilbeault Elliott Williams Brad Sevaldson, Alternate ABSENT: Christiane Francois, Co- Chair, (Co- Secretary) Christina Griswold Libby Stroud I. Welcome Chair Rada called the meeting to order at 6:15 p.m. 11. Introduction & Announcements Self- introductions were made. Chair Rada noted members Francois and Griswold were absent. III. Approval of March 7, 2012 Minutes Motion Mr. Williams moved to approve the minutes. Mr. Sevaldson seconded the motion that unanimously passed. IV. Committee Discussion /New Business • No Kid Hungry Campaign http: / /nokidhungrv.org Chair Rada explained she became aware of this campaign from the Food Channel on television. She proposed, since the Committee had to come up with events, they hold a fund - raiser, selling baked goods for the campaign, with a portion of the proceeds donated to the campaign, and a portion for the community. She sought input from the members and suggested, if held, it could be piggybacked onto a Community Redevelopment Agency event. 1 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida April 4, 2012 Discussion followed the Pathways to Prosperity organization already addresses this need. Mark Karageorge, who was present at the meeting, explained the effort addresses childhood hunger in the community, and further noted Palm Beach County has one of the highest infant mortality rates in the State. The organization assists 520 underprivileged families and youth by providing food through the food pantry and medical assistance. The organization offers ESOL classes and afterschool programs for youth taught by professional educators to ensure the programs were curriculum based. About 65 youth attend each day. Medical care and pre-natal care was provided for the under and non-insured population through Bethesda Hospital and Genesis. The organization holds annual Health and Back-to-School Fairs. Last year, 1,200 individuals received physicals, vaccinations and other medical services as well as backpacks and school supplies. The next fair was scheduled for August and about 2,000 youth were anticipated to participate. Food is distributed every Thursday to screened and qualified recipients, and the program works in conjunction with the Community Caring Center’s food pantry program. The organization just received their certification from the State as a Non-Profit Agency. It is a multicultural organization serving a multicultural population at the RM Lee Center and a facility on NE 12th Avenue. They received grants from the Allegheny and Quantum Foundations, and received training through the Children’s Services Council. Chair Rada offered to contact the organization and volunteered to assist with grant writing. Kathy Biscuiti , Committee Liaison, announced an International Kinetic Art Exhibit and Symposium was planned for next year, and the Community Redevelopment Agency was holding a Haunted Pirate Fest during Halloween. She noted Amy Hever handled the Haunted House at the Schoolhouse Children’s Museum, and this event would expand those activities. Staff planned to close Ocean Avenue and use the house at 211 East Ocean for a grown-up Haunted House. Continuous entertainment would be provided via three stages, and the vendors participating in the event would be in costume, creating a total experience for visitors The members noted the two largest events held in the City were the Fourth of July and Holiday Parade and Concert, and a suggestion was made to grow the event by having vendors line the street with arts and crafts. Ms. Biscuiti explained she had tried to do so in the past, but the vendors did not fare well and attendees had only 15 minutes to walk from the parade to the concert. Dialogue followed there had been prior discussion the Great American Love Affair (GALA), was sponsored by the City and Chamber of Commerce which, in the past, was held the week after the Delray Affair. The vendors that participated in the Delray Affair participated in the GALA and then continued onto SunFest. Mr. Williams noted many of the vendors lost interest in the GALA due to the construction of the Ocean Avenue Bridge. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida April 4, 2012 Chair Rada liked the idea of the GALA. Mr. Guilbeault agreed, but also pointed out, as discussed at a prior meeting, expanding on an existing St. Patrick’s Day event could also be successful. Chair Rada explained all ideas counted, and they would come before the Board. The goal was to implement a signature event for the City. The members noted the Delray Affair, held after Easter for the last two years, was held late and attendance suffered due to seasonal residents and holiday visitors returning home. As an alternative, the event could be held before the Delray Affair. The members agreed it was important to determine the mission of the Committee, the type of event wanted, and the importance of properly organizing and marketing the event. The Committee was responsible for creating ideas and executing them with the bottom line to make money. A mission statement should be reflective of the thought and should be short and concise. Additionally, it was suggested it be in line with the Branding Promise recently adopted by the City. The members were requested to think of wording for the statement and bring it to the meeting next month. It was thought the GALA would probably be the best event to start with, but Ms. Biscuiti noted Phase III at the Marina would be starting soon. Additionally, it was thought parking would be an issue. Ms. Biscuiti explained 50 parking spaces were available in the parking garage and the owner of a corner, vacant lot on Ocean Avenue would allow the lot to be used for parking. The members would need to plan a date for the event, start developing a budget, research what was done in the past, and set a timeline to move forward. It was agreed Ginny Shea, Committee Liaison, would be a good resource since she had worked on the GALA in the past, and Ms. Biscuiti agreed to invite her to the next meeting. She would be able to provide information on expenses and other items. Ms. Biscuiti pointed out renting barricades for the holiday event was $3,500 and did not include set-up. Trash pickup would be needed as would police services. Once a budget was promulgated, the Committee would know how much to charge for vendor booths. Mr. Guilbeault emphasized the need to market and to obtain sponsors. He commented in Delray Beach, regular booths were $600, food booths were $800 and they had 600 vendors. Additionally, a sponsor was needed because the newspapers were not sponsoring, or were not sponsoring at previous levels. It was noted Lego Land was not far away, and other sponsors such as Scripps, Apple, and Disney could be approached to be title sponsors. Title Sponsors sometimes donate $10,000 to $20,000. Mr. Guilbeault expected after obtaining vendor lists from the Chamber for the Pompano Seafood Festival, the Meet Me Downtown, SunFest and the Delray Affair events, it would be two years to bring an event to fruition. He also pointed out several Chambers outsourced these events, but he felt strongly that professional, marketing materials were needed in order to solicit sponsors. A question was posed whether the Committee would have their own stationary or use City letterhead. Ms. Biscuiti thought a logo would need to be developed for the GALA and the Chamber could be involved. It was anticipated that the GALA would start out small, as it had in the past, and then expand. 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida April 4, 2012 The Lions, Kiwanis and other clubs also use the events to raise money for their organizations. Discussion also followed about marketing events and whether the City would advertise them. Ms. Biscuiti explained the City does not hold events and the Community Redevelopment Agency sends their events to the City for posting on the website. She noted there are only six events listed. Chair Rada thought the webpage should be redesigned to accommodate more events. Additionally, event information could be placed in the utility bills. Chair Rada expressed she pays her bills online and information should be posted there because people frequent the homepage. She opined Boynton Beach was behind other cities such as Boca Raton. After further brief dialogue, Ms. Biscuiti agreed to check with the City’s Webmaster regarding the website and if they could include a flyer with the utility bills. It was recommended a formal motion be made to have a committee resurrect the GALA. Motion Mr. Sevaldson moved to start a committee to get the GALA back off the ground and start work on it. Mr. Williams seconded the motion that unanimously passed. As to selling baked goods for youth at Community Redevelopment Agency events, Ms. Biscuiti noted the Community Redevelopment Agency events were ending in May except for the 4th of July. She also has a contract with Gourmet Food Trucks for the movies and concert series. The next Sunday FunDay event was May 6 and she agreed to contact Risk Management to determine if selling baked goods was permissible. It was noted the Committee did not have a bank account established and it was suggested it may not be appropriate to raise money without having the Committee’s financial elements in place. Mr. Williams inquired about having arts and crafts at the Fourth of July event. With the boat parade, italian ices were sold, but again, she noted the Fourth of July used the Gourmet Food Trucks. Ms. Biscuiti pointed out Delray Beach would have ground fireworks instead of fireworks detonated from a barge this year. She noted Boynton Beach would be the only City within the County to have them detonated from a barge and they would be spectacular. As to the GALA, food trucks would not be used and the Chamber of Commerce should be involved. The Taste of Boynton had many in-kind services provided and it hoped the GALA would as well. Mr. Williams distributed information about a Pepper Fest held in Pinellas County and suggested a similar event could be held in the City after the Garlic Fest was held in Delray Beach. He thought it would be helpful to attend the events and solicit vendors. The Delray Affair was next week; however, there were no marketing materials ready to distribute to the vendors. Mr. Williams thought it would be beneficial to introduce themselves to potential vendors and explain an event was forthcoming. 4 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida April 4, 2012 Mr. Guilbeault left the meeting at 7:18 p.m. • Christiane Francois resignation Mr. Williams had inquired if the meeting date could be changed. He explained Ms. Francois had a scheduling conflict; however, Chair Rada noted she had received her resignation. It was unknown if the meeting would be changed. • Christina Griwsold resignation Ms. Griswold had submitted her resignation, which was forwarded to the City Clerk. V. Other Business • The 2013 International Kinetic Art Exhibit and Symposium This item was briefly discussed earlier in the meeting and would be placed on the next agenda. • The Haunted Pirate Fest — October 27, 29, 2012 This item was discussed earlier in the meeting. VI. Adjourn Motion There being no further business to discuss, Mr. Sevaldson moved to adjourn. Mr. Williams seconded the motion that unanimously passed. The meeting was adjourned at 7:29 p.m. Lrc� =caii Lt,1 1 o Catherine Cherry Recording Secretary 050512 5