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Minutes 05-02-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON MAY 2, 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) Virginia Shea, Board Representative Elliott Williams Brad Sevaldson, Alternate ABSENT: James Guilbeault Christiane Francois, Co- Chair, (Co- Secretary) I. Welcome Chair Rada called the meeting to order at 6:15 p.m. II. Introduction & Announcements Self- introductions were made. Chair Rada noted members Francois and Guilbeault were absent. III. Approval of April 4, 2012 Minutes Motion Mr. Williams moved to approve the minutes. Mr. Sevaldson seconded the motion that unanimously passed. IV. Committee Discussion /New Business - Christine Francois Chair Rada commented about emails that were sent to each other about issues and the adherence to the Sunshine Laws. There must be an open discussion at a scheduled meeting. Chair Rada advised that Mr. Williams expressed desire to have Ms. Francois continue on the Committee Chair Rada reminded the members that when the dates of the Committee meetings were first announced, the Chambers at City Hall was not available. The Chamber of Commerce mixers took place on the fourth Wednesday of the month and other activities took place at some other times. The meeting was originally Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida May 2, 2012 scheduled for the first Wednesday of the month, and the time was changed to 6:15 to accommodate Ms. Francois. There was discussion as to whether she was still considered a member of the Committee or if she was officially resigned. Mr. Williams also requested the meetings be changed to the third Wednesday of the month so that Ms. Francois could attend. Ms. Rada will check with the City Clerk's office on the availability of a Recording Secretary for the third Wednesday of the month. There was discussion regarding the changing of the date. Motion Mr. Sevaldson moved to inquire if a Recording Secretary would be available for the third Wednesday of the month. The motion was seconded by Mr. Williams and unanimously passed. Motion Mr. Williams moved to reinstate Christine Francois, if she was available for the third Wednesday of the month. Mr. Sevaldson seconded the motion that unanimously passed. - Mission Statement Chair Rada reminded the members that at the last meeting it was decided to share ideas for the Mission Statement. The members read their statements and there was discussion. Ms. Shea suggested pulling portions from each of the statements and rewrite answering the questions "who, what, why and how ". She explained this meant writing a statement explaining who the Committee was, what the Committee was trying to accomplish, why the Committee was trying to accomplish it, and how the Committee would accomplish it. It should tie into the Branding statement. It was suggested to meet in the future specifically to discuss the Mission Statement. V. Other Business There was a brief discussion on the Great American Love Affair (GALA). Chair Rada requested that Ms Shea provide details on the cost of a similar event, as well as ideas from past years. It was suggested this type of event would be a good place for the Committee to start. It would be discussed in greater detail at the next meeting. Ms. Shea suggested each member do some research and possibly meet with the City of Delray Beach and discuss what was involved in planning an event like the Delray Affair. Another possibility would be speaking to the coordinators of the SunFest festival. Ms. Shea would attend the next meeting. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida May 2, 2012 - The 2013 International /Kinetic Art Exhibit and Symposium Chair Rada briefly mentioned the symposium and shared that the Arts Commission expressed an interest to attend one of the Special Events Committee meetings and give a presentation on the symposium. It was agreed that it would discussed in the future when the Committee was more established. Mr. Williams inquired of Chair Rada if the agenda could be provided a few days before the meeting for review and additions, if necessary. It was also suggested that a statement be made at the beginning of the next meeting stressing the importance of a commitment to be a member of the Committee. Once the Committee would begin to plan events, attendance would be extremely important. There was further discussion on the potential events that could be planned such as street festivals or cook -offs, as well as possible venues. At the present time, focus should be on the GALA. 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 7:11 p.m. r; o . ( Ellie Caruso Recording Secretary 3