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Minutes 06-06-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON JUNE 6, 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, Special Events Director James Guilbeault Virginia Shea, Board Representative Elliott Williams Brad Sevaldson Michele Costantino, Alternate Mark Karageorge, Alternate ABSENT: Christiane Francois, Co- Chair, (Co- Secretary) I. Welcome Chair Rada called the meeting to order at 6:20 p.m. II. Introduction & Announcements Self- introductions were made. Chair Rada noted two new alternate members, Michele Costantino and Mark Karageorge. In addition, it was announced that Mr. Sevaldson was now a regular member. III. Approval of May 3, 2012 Minutes Motion Mr. Williams moved to approve the minutes. Mr. Guilbeault seconded the motion that unanimously passed. IV. Committee Discussion /New Business - Christine Francois Chair Rada reminded the members that at the last meeting there was a vote to investigate whether the meeting date could be changed to accommodate Christine Francois. Unfortunately, the date would not be changed to a different Wednesday due to a potential conflict with the Clerk's office and the availability of a Recording Secretary. Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida June 6, 2012 - Mission Statement, Resolution No. R11 -059 Chair Rada commented that there was already a mission statement written when the Committee was created. As a result, the members did not need to create a new one. V. Other Business There was discussion on a potential gala event. It was originally thought to be a three day arts, crafts and food festival. Ms. Shea assembled information on the history of the previous gala events and shared it with the Committee. Previous festivals were focused on family. It began as a fine arts festival but changed to a family festival and was very successful. There were 200 volunteers every year, 125 fine artists, 55 crafters, three stages with entertainment, a large area for children, and the Chamber of Commerce was in charge of a large "business" tent. When the Chamber decided not to participate any longer, it changed to a "sponsor" tent with approximately 20 -25 sponsors. In the beginning, there was $3,000 - $5,000 a year in seed money from the City. The City decided to stop funding the festival around 1989. The last event was around 2002. There was additional discussion on the history of the gala including committees, sponsors, and budget. There were suggestions about possibly bringing in a big name celebrity such as when Lone Star was brought in for entertainment years ago. It was discussed about using Delray Affair as a model to plan this gala event. Chair Rada commented if there was an event, it would be a City event, and inquired if the Police Officers would provide the security without charge. It was explained that it was an event that was not part of regular duties. It was considered a security detail. Officers sign up and provide services in their "off duty" time and would be paid by the CRA at a flat rate. This cost would have to be included when creating a budget for the event. Chair Rada advised she did not want to plan this event around past events; she wanted brand new ideas. In the interim, a location would need to be found and if the CRA were to be involved, it should take place in the CRA district. There was discussion about the naming of the event. It was suggested to think about what the goal and mission was and how an event could start, fit in, and grow. The Brand Promise could be investigated to help get some ideas. All things should be considered before deciding what kind of festival it would be. It might be beneficial to have smaller festivals leading up to a big festival. Mr. Williams suggested a hot pepper festival where there could be a BBQ cook -off one day, a chili cook -off the second day and make the main focus hot peppers. The location would be important as Boynton Beach does not have a large downtown which was a problem. The Committee would bring ideas to and brainstorm at the next meeting, as well as discuss marketing strategies that would get people to come to Boynton. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida June 6, 2012 VI. Adjourn Motion There being no further business to discuss, Ms. Costantino moved to adjourn. Mr. Sevaldson seconded the motion that unanimously passed. The meeting was adjourned at 7:22 p.m. L(_(( tt Lcteltr Ellie Caruso Recording Secretary 3