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Minutes 08-01-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON AUGUST 1, 2012, AT 6:15 P.M. AT THE LIBRARY, CONFERENCE ROOM A, 208 S. SEACREST BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Vinola Rada, Chair Kathy Biscuiti, Special Events Director James Guilbeault Jeanne Heavilin Elliott Williams Michele Costantino, Alternate Mark Karageorge, Alternate ABSENT: Brad Sevaldson I. Welcome Chair Rada called the meeting to order at 6:15 p.m. II. Introduction & Announcements Self- introductions were made. Chair Rada noted a new member, Jeanne Heavilin. 111. Approval of June 6, 2012 Minutes Motion Ms. Costantino moved to approve the minutes. Mr. Guilbeault seconded the motion that unanimously passed. IV. Committee Discussion /New Business Mr. Guilbeault advised he spoke to Bern Ryan of the Delray Chamber of Commerce who runs the Garlic Festival and the Delray Affair. He invited him to attend a meeting as an advisory person to give advice on organizing affairs. He also advised Mr. Ryan and Nancy Stewart own a company called Festival Management. The Chamber outsources much of their work to Festival Management. Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida August 1, 2012 Motion Mr. Guilbeault moved to invite Bern Ryan to the next available meeting. The motion was seconded by Ms. Heavilin and passed unanimously. Ms. Costantino requested discussion of the Resolution that the Board functions under. The Resolution binds the Board and prevents the Board from getting anything successfully done. For the Board to continue and move forward, the group would have to work a lot and out of the Sunshine Law. There would have to be separate planning groups to get things accomplished in a short amount of time and the Resolution forbids that. She felt this would need to be discussed or have Ms. Biscuiti bring it to the Commission for a possible amendment. Chair Rada advised that if the Board decided to do the Pepper Festival, the Board, for example, would decide who was an expert in cooking, and that person would oversee those vendors. The same would apply to each area. Each board member would be responsible for getting their own volunteers to assist and then hold a meeting with the volunteers to discuss what needed to be done. She did not feel this was a violation of the Sunshine Law. Ms. Costantino advised that the board needed to be able to communicate with each other. If this event was going to happen soon, the board should consider meeting more than once a month. Chair Rada agreed and this would be discussed should the need arise in the future. Chair Rada advised there would be a presentation at the next meeting on the International Kinetic Symposium. There was discussion on the Pepper Festival that was briefly brought up at the last meeting Mr. Williams indicated there were many different festivals in various cities, but there were no pepper festivals so he felt it would be successful. He had spoken to a lot of vendors that indicated interest in participating in this type of event. This would possibly be the signature event and other events would run off this. A name for the festival was discussed. Boynton Beach used to be famous for its peppers. Ms. Heavilin commented that possibly it was not a good idea that a signature event should be focused on a single thing like peppers. Mr. Williams indicated there would be other things there such as art, entertainment, and cooking contests, among other things. It was the opinion that Boynton Beach needed multi - cultural events. There was discussion regarding the procurement of the vendors and getting on their event track where they start in the Keys, go to Boca, Delray and end up in West Palm. These are vendors that come in from all over the country. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida August 1, 2012 The idea of having it called an international festival appealed to the Board. This would appeal to the entire Boynton population and would bring visitors from other areas as well. Motion Mr. Williams moved that the signature event be named the Boynton Beach International Pepper Festival. The motion was seconded and passed unanimously. Different dates were discussed in March and April where there would not be a conflict with other area events and holidays. Motion Mr. Guilbeault moved to set the date of the festival to April 13 -14, 2013. The motion was seconded by Mr. Williams and unanimously passed. The next item discussed was a possible location of the festival. Ocean Avenue, the Amphitheater and Intercoastal Park were discussed. There had to be ample parking, shuttle possibilities, a location to put multiple vendors, and possibly an entertainment stage. If the event were held at Intracoastal Park, the building could possibly be used for a VIP area. It was suggested to contact Wally Majors to inquire what was available and the hours of availability. The problem with Intracoastal Park was the residents who live there and the hour the entertainment would have to cease. There were suggestions of having the festival on Ocean Avenue and the surrounding areas because everything needed was there. It would be near water and other businesses, and vendors could safely cover their goods overnight. There was brief discussion regarding clarification of the Sunshine Law. More than one person could not go and meet with Mr. Majors. If anything business related was discussed, it would be a violation of the Sunshine Law. It was agreed that Mr. Guilbeault would meet with Mr. Majors. There was a brief discussion regarding how much to charge the vendors. This was a first year affair and the price would have to be appealing to a potential vendor. Mr. Guilbeault suggested a budget be discussed first. The majority of the money would come from sponsorships. There would have to be security hired, and police and fire would have to be on -site, as well. That alone could potentially cost approximately $5,000. Chair Rada would have a draft budget to review for the next meeting. Ms. Buscuiti would email a sample of an event budget to the Board. Chair Rada suggested that a vendor pay $75.00 per day, or $150.00 for the weekend for the event. It would provide a 10 x 10 space. Vendors would bring their own chairs, tables, etc. 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, Florida August 1, 2012 Mr. Guilbeault recommended creating sub - committees soon for the various elements of the festival. Ms. Costantino mentioned that a sponsor package should be reviewed and decided what would be offered to a potential sponsor. There could be a title sponsor who would be a large money sponsor, then event sponsors below that. The main thing the sponsor would get would be advertisement and exposure. Mr. Guilbeault offered to take the role of securing sponsorships. There would be more in -depth discussions regarding the planning of the event at the next meeting. V. Other Business None. VI. Adjourn Motion There being no further business to discuss, Mr. Guilbeault moved to adjourn. Ms. Costantino seconded the motion that unanimously passed. The meeting was adjourned at 7:22 p.m. Ellie Caruso Recording Secretary 4