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Minutes 09-05-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON SEPTEMBER 5, 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 Brad Sevaldson (Arrived 6:22 p.m.) Elliott Williams Michele Costantino, Alternate Mark Karageorge, Alternate ABSENT: Jeanne Heavilin I. Welcome Chair Rada called the meeting to order at 6:15 p.m. II. Introduction & Announcements Self- introductions were made with the attendance noted above. Also present were Assistant City Attorney Shana Bridgeman, Debby Coles- Dobay, Public Art Administrator, and Buck Buchanan from the Chamber of Commerce and Community Redevelopment Agency Board Member. Chair Rada also announced this would be her last meeting as she planned to submit a letter of resignation. Ill. Approval of August 1, 2012 Minutes Motion Mr. Williams moved to approve the minutes. Ms. Costantino seconded the motion that unanimously passed. IV. Guest Speakers ➢ Attorney from the City of Boynton Beach Clarifying Sunshine Law Chair Rada explained Attorney Bridgeman was present to answer questions regarding working in the Sunshine Law. 1 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 Mr. Guilbeault explained he had mentioned to Mr. Williams that he wanted to speak with Wally Majors about site selection for an event and was told he and Mr. Williams could not do so, he would have to approach Mr. Majors on his own. He thought it was very cumbersome for the committee members to work within the confines of the Sunshine Law. Chair Rada explained her thought that the Sunshine Law applied to the public employees and committees. She noted the Committee did not have any decision making authority. Attorney Bridgeman explained the Sunshine Law applied to the Committee because they were advisory to the City Commission. Members meeting to approach someone to discuss an item that would be the subject of the Committee would be a violation. The Sunshine Law was not restricted to only employees. Chair Rada expressed the enabling resolution appeared to be geared to public servants of the City. Attorney Bridgeman clarified if two City employees were members of this Committee, the two employees could only discuss the subject matter of a committee meeting at the meeting. Chair Rada felt everyone was a volunteer and there had to be a distinction between employees and volunteers. "If a committee has been delegated, any decision making function normally reserved for the decision maker, the Committee should proceed as though it is in the Sunshine." Discussion followed that in order for the Committee to accomplish a large task, they would have to break into subcommittees. The question was whether breaking into subcommittees infringed on the Sunshine Law. Attorney Bridgeman explained any subcommittees formed would have to be a subcommittee of one. Mr. Guilbeault inquired if there could be a subcommittee of one with outside volunteers to assist them. Attorney Bridgeman explained they could not. Additionally, if Mr. Williams was aware of someone willing to sponsor an event he could not advise another member until the meeting; however, the Board Liaison could be contacted. Ms. Costantino inquired if the City Commission could revise the Resolution to remove them from the Sunshine and make it a functioning Committee. The thought was they could not do anything and as events start to grow, they would be meeting more frequently. Attorney Bridgeman explained the meetings only have to be noticed, which could be accomplished by posting a flyer in City Hall. The City Clerk's Office could post the notice. It was also recognized impromptu meetings could be problematic for the Clerk's Office as it pertained to obtaining a recording secretary. Attorney Bridgeman explained it was one thing to explain they had prospective events lined up to pursue, but they could not proceed under the Sunshine because of these reasons and a different mechanism was needed. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 It was explained the Committee wanted to proceed with a Pepper Fest. They had tentative dates and they needed to move forward because they wanted to hold it next year. The Committee was close to developing the event outline. Attorney Bridgeman explained when the outline was ready, they should present it to the City Commission and explain the hindrances they had proceeding with the festival due to the Sunshine Laws. The City Commission could determine how to facilitate the event. Further discussion followed that as Committee members, they were not eligible to be an event vendor. As an example Jim Guilbeault had a catering business, so he could not be a vendor; however, Mr. Elliott, who works for AT &T could be a corporate sponsor as long as Mr. Elliott had no direct pecuniary benefit. Attorney Bridgeman explained she needed more facts about what was being proposed and would have to compare the Resolution against the activity to determine if it really limited the Committee. She could then perhaps promulgate a solution to implement what they sought to do. Mr. Buchanan explained he was involved in a lot of events, and it was nearly impossible to hold an event under the Sunshine Laws. He explained the Committee has greater flexibility by working through Ms. Biscuiti. As an example, Attorney Bridgeman explained Pembrook Pines holds an annual Business Expo. They organize all of it at the monthly meetings, make all the decisions about staffing, marketing and others, and the staff liaison coordinated the actions. When the event is held, no minutes are taken and there are Board members present, but it is not a Sunshine issue because they are not talking about Board matters. Debby Coles - Dobay, Public Art Administrator, explained the Arts Commission was holding the Kinetic Art Symposium and each person on the Board was Chair of a subcommittee. They get their own volunteers and do what they need to do, and at each monthly meeting, they discuss what they accomplished. The burden on the Liaison was huge and Ms. Coles -Dobay explained Ms. Biscuiti had a full schedule and no assistant. It is overwhelming. The Committee should create the framework. Mr. Guilbault explained they wanted to involve other agencies such as the Community Redevelopment Agency and Chamber of Commerce. Ms. Costantino inquired if the City Commission could dissolve the Committee and the members who wanted to continue working on a project do so and report to the City Commission or Ms Biscuiti with their progress. They would just be volunteers working in the background to hold an event. Attorney Bridgeman explained the Sunshine Law was about transparency and this would circumvent it. Mr. Guilbeault thought getting an event off the ground was not impossible, but it was a matter of finding out how. As far as a time frame for the Pepper Festival, the members already felt the time should be pushed father out. 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 Attorney Bridgeman explained if the Committee wanted to hold an event at location X, the Committee would find a booth provider and determine the cost, have a flyer developed to send to potential vendors. The Committee did not have to coordinate the booths, the booth vendor would and the vendors would pay the booth vendor. The Committee would have to provide security, obtain the location and the framework. The Committee was trying to bring back a form of the Great American Love Affair (GALA). They had the information but the question was how to go about it. It was thought the Committee could get some structure and approach the City Commission. If they could not do it, then they could ask the City for help. Attorney Bridgeman suggested using mailers and inserting them into the water bill or Business Tax Receipts as it provided notification for businesses to participate. The last page of the handout distributed by Attorney Bridgeman reflected it was a second degree misdemeanor to violate the Sunshine Law. ➢ International Kinetic Symposium (Heard out of Order) Ms. Coles -Dobay explained the Arts Commission was holding an International Kinetic Art Symposium and had been working on this project for 2.5 years. She noted when looking for sponsors, there was always customization involved. The Arts Commission had a Visioning Plan concerning the visual arts in Boynton Beach and decided what kind of events to hold to bring a presence to Boynton Beach. They studied existing events such as various art fairs held on the east coast and the timing of them and decided they did not want to compete with those types of events and be a "me too" City. They wanted the City to stand out and receive national and international recognition. She had spoken with International Kinetic Artist "Ralfonso" who had created and sold kinetic art all over the world. She noted public art was for the benefit of the public and most people did not know what kinetic art was. Ms. Coles -Dobay reviewed their website that explained kinetic art was anything that could be moved by motion via wind, water, light, solar, or geothermic elements. A short video presentation from Artist Theo Jansen was viewed depicting kinetic art in motion. The Arts Commission developed a symposium logo and she pointed out there was an educational component to the symposium. She reviewed a map depicting kinetic art would be displayed on Boynton Beach Boulevard down to Seacrest and on Ocean Avenue which is the City's cultural corridor. There would be 50 different sites. There would be two days of presentations in the City Commission Chambers. The Library Program room and Civic Center would have indoor art and vendors. The date of the Symposium was February 8, to February 10, 2013. The Art Center would have two classes for young students to create mobiles, and older students would create pinwheels to be displayed. 4 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 Some of the pieces were huge and they would be installed on the Avenue of the Arts on September 27th and 28th. Some pieces would be on display for a year and others from November through May to help build a presence and awareness. They were working with the Palm Beach County Cultural Council who would display pieces at their facility as part of a sneek preview. All of the artwork was for sale. For the pieces on the Avenue of the Arts, the Arts Commission provided the artist with a stipend which assisted with the installation. The lowest priced item was $26,000 with the highest at $190,000. Other parts of the Symposium would involve artists and presenters. Artist Jansen would have a video presentation via Skype and the docent for the David Bermont Foundation, an international collector, would make a presentation. There would be well known speakers. The event was being promoted through the International Sculpture Magazine, and they would have "Save the Date" cards for the Boynton event at the October International Sculpture conference in Chicago. It would also be promoted through the Art Basel exhibit in Miami that attracts hundred of thousands of artists. They were expecting tourists to come to town. They partnered with the Marriott Boca who would give a discount for artist stays, and they were working on other area hotels. The Visitors and Convention Bureau was promoting the event. The event's sponsor page lists the sponsors and she noted the Community Redevelopment Agency contributed quite a bit. The Art in Public Places (AIPP) program had funds set aside for the Avenue of the Art. The International Kinetic Art Organization was participating and would have an international contest and awards, not only for the art displayed in the City, but internationally, and those awards would be announced at the Symposium. Boca Bearings, in Boynton Beach, was also holding an international innovation contest on their own for anyone who used ball bearings, which was a significant component of kinetic art. The Boca Bearing website had posted videos of all types of interesting, moving, innovative projects. They give away an iPad each month to a winner and would award a $10,000 prize. They will have the winner or one of the runners up come to the Symposium and have their project displayed. They were also donating funds for awards that were on display. Radio Arts Network would hold a walking tour so one could use their cell phone and receive an audio of the tour. The Palm Beach County Cultural Council would host an opening reception at the Children's Schoolhouse Museum. This would be the first event of its kind to be held in the U.S. The whole idea was to attract tourists interested in learning about kinetic art. These companies look at how to create something different. The Wind Capital Group manufactures wind turbines and kinetic art moves with the wind. The PhD for the company would be a speaker. Additionally, the City has a Green Ordinance, and the event fits perfectly with what the City was trying to do with alternative energy such as solar energy. Artist Bill Henry has solar rays built into his artwork and he generated extra power to go back to the grid via 5 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 the artwork. They were working with a science museum and they were looking for a kinetic art piece to be installed in the second phase of their building using solar rays. The event was mostly about education. As to the budget, the Arts Commission was at the cost versus expenses mark. They would sell vendor booths at a low introductory rate at $199. They did not want food vendors. Vendor booths pertained to kinetic art, mobiles, toys and attendees would frequent redevelopment area eateries. Since the CRA contributed funds, the idea was to have an event in a redevelopment area, and they did not want to compete with restaurants such as the Little House. The Special Events Ad Hoc Committee wanted to see what they could integrate into the event, but it did not appear it would work. Ms. Coles -Dobay had wanted them to hear they were trying to bring a significant event to the City. It takes much work. One way to collaborate with local businesses was to bring attendees and tourists to the area so they would frequent the development district businesses. They thought they could have a taste -type setup on the Children's Schoolhouse Museum grounds. One could purchase a $3 ticket and sample local fares and receive a coupon for the restaurant they could use later. It would be a promotional activity. Funding for the event came from the Community Redevelopment Agency, the AIPP program and they were tapping into other sponsors. She reiterated it was all about customization. Since the Wind Capital Group was attempting to have their wind turbines approved by the County, and they needed support, they were willing to participate and provide funds. Florida Power & Light agreed to donate funds but she did not know how much. Ms. Coles -Dobay had obtained most of the sponsors although any Arts Commission member could do so. There was discussion the key was to obtain sponsors. If successful, it would be a biennial event. Everything would be indoors, although there would be art outside. Ms. Coles -Dobay commented if anyone was willing to volunteer, they should let her know. ➢ Bern Ryan Buck Buchanan explained he was doing some preliminary work for the Chamber of Commerce in collaboration with the Community Redevelopment Agency and City on an event. The date was March 23rd, the Saturday after St. Patrick's Day, which would be a month after the Symposium. He wanted to keep the momentum going and contemplated the idea of the Hot Pepper Festival and a Blues and Car show. An individual came to the Chamber of Commerce to facilitate a car show. He noted several events fell by the wayside over the years and the Chamber of Commerce wanted to hold an event downtown. He thought they could hold the Red Hot Boynton Beach Blues, which would have three major elements: a hot pepper festival; a car show with classic cars; and blues music. He set several restrictions. He wanted it to be successful without sponsors, he did not 6 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 want to create work for Ms. Biscuiti or any other advisory Board, and it would be a one - day event which could be stretched into two if the Community Redevelopment Agency could move their concert one week and have a Blues concert that Friday. He had a brief meeting with Ms. Brooks and the Interim City Manager, Lori LaVerriere about it. Music was a big expense, but his concept was to get music vendors to sponsor the music. The last time they held a car show, the City had a big truck show for the kids at the same time. The event involved getting rides for the kids and other vendors that offered items and activities for children. It would be a free event. There would be no fencing except maybe in front of the Amphitheater. The key was to do it with no budget and get the music for free. Mr. Buchanan was in contact with one person who was enthusiastic and another wanted a food booth. This was all very tentative and he would know within the next week or two if it could be done. He was attempting to recruit in- kind sponsors. Discussion followed they did not want competition as there were other car shows which drew large crowds. Mr. Guilbault commented they should be working in the same direction and the Special Events Ad Hoc Committee was looking at having a two -day event. It was noted this could set the foundation for a longer and larger event. Mr. Buchanan expressed he would like to see both events take off. The Committee thought it was a good event. V. New Business Ms. Costantino suggested if the Chair was resigning they should elect a Chair so the next meeting could start right off. It was noted Chair Rada had not yet submitted her resignation and the City Commission had not accepted the resignation. Accordingly, nominations could not occur until that time. VI. Other Business Mr. Elliot wanted discussion and requested an opinion regarding the car show. Ms. Costantino thought it was a good incorporation of what the Special Events Ad Hoc Committee was doing. They should tell people they need a concert and bring it into the event. As to the Pepper Festival part of it, Mr. Seveldson inquired if there would be enough vendors. There was discussion one could have a car show with other events and it could be two days. Chair Rada thought incorporating the event was a great idea. Mr. Williams had approached pepper farmers and there was interest. If they wanted to be part of it, they could be big players. He had checked with Bedners. It was known other pepper festivals were big festivals. Ms. Costantino suggested contacting the agricultural center at Mounts on Military Trail. Mr. Williams wanted to get in touch with the Fairgrounds because they have a corn festival. There was a lot that could be done. The Pepper Festival could be integrated with the car show and blues, but not the International Kinetic Art Symposium. 7 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL September 5, 2012 An inquiry was made how to obtain seed money, which was mostly used for materials. Discussion followed the Special Events Ad Hoc Committee had to come up with ways to raise money. Mr. Buchanan commented he may be able to get some sponsors. Ms. Costantino thought charging art, jewelry and candy vendors $35 for a booth during the concert and /or movies on the Avenue season would easily yield 10 to 35 vendors. It would provide quick seed money. She noted other municipalities were incorporating markets into events to raise funds. It was also pointed out the concerts attract about 300 people. Ms. Biscuit! had forwarded information regarding a budget to the members. VII. Adjournment Motion Mr. Williams moved to adjourn. Ms. Costantino seconded the motion that unanimously passed. The meeting was adjourned at 7:25 p.m. Catherine Cherry Recording Secretary 091212 8