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Minutes 12-05-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON DECEMBER 5, 2012, AT 6:30 P.M. IN THE CHAMBERS AT CITY HALL 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Elliott Williams, Chair James Guilbeault, Vice Chair Brad Sevaldson Wyn Yelin Michele Costantino, Alternate Mark Karageorge, Alternate I. Call to Order Chair Williams called the meeting to order at 6:32 p.m. Welcome Introductions & Welcome New Board Member Chair Williams noted a new member was appointed to the Board who was not present. . Review Special Events Ad Hoc Committee duties There were no changes to the agenda. IV. Discuss last night's Commission Meeting Presentation There was no discussion of this item. V. Old Business A. Discussion: Event with Chamber "Red Hot Blues Cruise" Guest Speakers: Buck Buchanan B. Member thoughts Ms. Costantino noted the enabling Resolution listed a broad range of duties and the Committee was focusing on one event. The Duties and Responsibilities section provided great detail as to the Committee's function. The Committee was empowered to review and make recommendations to the City on new and special events, not only on events the Committee would host. The Community Redevelopment Agency events would be reviewed as well. 1 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL December 5, 2012 Under the provisions of the Resolution it was believed the Committee was to be the central clearinghouse for all events held in the City; however, the City did not control events hosted by the CRA. There appeared to be a conflict in the Resolution and the issue should be brought before the City Commission. The Board's responsibilities per the Resolution were also discussed with the City Attorney's office and Ms. Costantino informed the members a representative from the Legal Department would be sent to the meeting to clarify the matter. One interpretation of the Resolution was to bring an event to the City that would be the City's main focus or signature event. Mr. Guilbeault wanted to hold an event similar to a Garlic Fest in Boynton Beach and later, a Pepper Festival was endorsed. In regard to the Pepper Festival, the other entities involved were not looking for oversight from the Committee. If the Committee focused on an event, the members could not work together or talk to one another outside of a noticed meeting due to the Sunshine Law. The members needed to communicate constantly and could not wait for a meeting to get things done. The members felt the Committee trying to hold an event was similar to making City and CRA staff adhere to the Sunshine Law. Chair Williams thought they should speak with the Commissioners about it and decide if the Committee would move forward or disband. Another option was to call the Committee something else. The members discussed if they disengaged from the event and endorsed its handling by the private sector, in this case the Chamber of Commerce, then they could participate as a vendor. Additionally, if it was handled by the Chamber, the Committee could remain intact. It was pointed out the City of Delray did not run the Garlic Festival. It was handled by the Chamber and then later handled by a private contractor. In order for the Pepper Festival to occur as scheduled, the Committee could vote to have it handled by the Chamber. At the City Commission meeting on December 4, 2012, the Mayor asked Ms. Biscuiti if she could handle the event and she responded she could not. Mr. Buchanan commented the Committee could not put on an event. The Resolution, however, indicated the Committee could implement one. Mr. Buchanan expressed the Pepper Festival was not moved forward until he took it outside of the Committee meeting. Ms. Costantino noted the Committee had individual committees established, and she did not need to sit with members to do her portion of the event. When they have a meeting, they share their progress. There was general agreement the Pepper Fest would not occur this year if the Committee held it, but it could be held if the Chamber handled it. Mr. Buchanan explained it would have to be a collaborative effort with the Chamber, City and CRA and that alliance was already in place. The members could participate as individuals and not violate the Sunshine Law. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL December 5, 2012 Item three of the Duties and Responsibilities Section made it sound like the Committee was the liaison for these events. The members recognized the Committee started off askew and thought more clarification of their responsibilities was needed as other events were forthcoming and the Committee would face the same issue. It was recognized any organization needed funding to operate. Additionally, it was unknown how the Committee would know what was occurring with the CRA and City. Motion Mr. Guilbeault moved that the Committee fully support the concept of the Red Hot Blues Cruise and Pepper Festival and they are in agreement that the Festival would be better served in the hands of an outside agency, in this case the Boynton Beach Chamber of Commerce, and he gave his vote they turn this event over to the Chamber with the idea they can liaise with the City and CRA to make it happen. Mr. Sevaldson seconded the motion that unanimously passed. There was agreement for the Committee to be apprised of the role the Commission wanted them to have. The Committee would need to know what the Commission wanted the Committee to supervise. The Committee could not run events because they did not have any funds. They could not be an extended business entity of the City. It was thought the City should have an employee in the City perform these functions, or revise the Resolution and give the Committee something they could move forward with. A suggestion was made to contact the Mayor and request a workshop with the Commissioners. Mr. Buchanan inquired about the workshop as it would happen in advance of the event. There was so much occurring in front of the event, that if a workshop were added, the event would die. He requested, since the Committee just made the quarterly report and the next one was due in April, the Committee hold off with the workshop because by that time, the event would have been held. It was also noted the Annual Report was due in May, and Chair Williams thought it would be in their best interest to have the workshop and would contact the City to set one up. The next meeting was scheduled for January 2, 2013. Some members did not want to meet until March; however, Chair Williams would email the members the date of the next meeting. If the Commissioners did not want to meet, the Committee would disband. The International Kinetic Art Symposium and Exhibit was the only City event that the City held; however, the CRA contributed to it. In many ways, the members thought the CRA should come to the Committee meetings, but that would not happen. The City and CRA were totally different and the City could not set up a Committee to control the CRA events. The Resolution read "all activities within the City" which currently included the CRA. That was also why Ms. Costantino spoke to the City Attorney. It was suggested it was a matter or interpretation or the language in the Resolution could be amended. 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL December 5, 2012 VI. Other Business None. VII. Announcements The members wished all a Happy Holiday. It was announced the Holiday Boat Parade was on Friday. It was hoped the Committee could move forward and the Chamber would move forward with the event and do a good job. VIII. Adjourn There being no further business to discuss, Chair Williams adjourned the meeting at 7:11 p.m. Catherine Cherry Recording Secretary 120612 4