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Minutes 02-06-13 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON FEBRUARY 6, 2013, 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 (arr 6 40) Wyn Yelin (arr 6 55) Michele Costantino, Alternate ABSENT: Tony Lariccia I. Call to Order Chair Williams called the meeting to order at 6 p.m. H. Welcome A. Introductions & Welcome New Board Member Chair Williams noted a new member was appointed to the Board who was not present. B. Mark Karageorge Resignation Letter Ms. Costantino read the resignation letter submitted by Board member Mark Karageorge. III. Approval of December 5, 2012 Minutes Ms. Costantino moved to approve the minutes. Mr. Guilbeault seconded the motion that unanimously passed. IV. Old Business A. Discussion: Event with Chamber "Red Hot Boynton Beach Blues Cruise" Chair Williams advised this required discussion to determine where everyone was on their assigned area of responsibility with food vendors and other vendors. Ms. Costantino was under the impression that when the Committee gave up full responsibility for this event, every responsibility went with it. Chair Williams indicated Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL December 5, 2012 the vendor area was the sole responsibility of this Committee. He also advised the date had been changed from March 23` to April 20 Ms Costantino inquired about the finances of the Committee. Chair Williams advised that the City was supposed to help by supplying police and fire, but were still trying to get funding from the CRA. Without sponsors, it was dependent on vendors to bring in money. Ms. Costantino mentioned that from what she had heard around the City, people were not very excited about the event. It seemed that it was not well planned, things were changing constantly and it was unadvertised. If BB King's Blues Club did not participate, the whole event would be cancelled and rescheduled for a later date. Chair Williams reiterated everything else was in place. The car show, the entertainment, and the judges were all in place and ready to go. The only thing left to arrange were the vendors. A follow -up with the CRA would occur to determine if they were to be involved in the event. Mr. Guilbeault inquired if there were vendor sign up forms. Chair Williams explained the form and the fee structure. There was a separate form and fee for the food vendors and one for other vendors. It was hoped 10 vendors could be secured. Mr. Guilbeault advised he could possibly secure five vendors. The event was taking place between the Delray Affair and SunFest so he was concerned about the vendors being financially tapped out and supplies being depleted. Ms. Costantino mentioned that she was in the process of securing vendors for the flea market event at the Woman's Club. This could conflict with trying to secure vendors for the pepper event. There was also discussion on the Indi event and the great amount of people there were in attendance. Chair Williams was interested in contacting the proprietor to see if there would be interest in the Pepper Fest. There was a brief discussion on what she would require, her event style, and the type of crowd her events cater to. It may not be conducive to this event. B. Member Thoughts There was discussion regarding the food. BB King's was the sole sponsor of the barbecue. He was getting the vendor booth at no cost because he was providing the entertainment. There was a suggestion about contacting the food truck vendors such as hot dog vendors, ice cream, and lemonade, among others. There also was concern with them paying the cost for a one -day event. Possibly the Children's Museum or the Kiwanis could be contacted to provide popcorn. The Chamber of Commerce would sell the alcohol as this was a big money maker. The main objective would be to get the vendors Without the vendors, there would be no event. There was some discussion on providing proof of insurance. There would be a second form distributed soon outlining all the requirements the vendors would have to meet. Mr. Guilbeault indicated the City required a vendor to provide an assignment of liability 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL December 5, 2012 and pass a fire inspection if there was cooking involved. The Chamber of Commerce has the required extra insurance rider needed in place. Ms. Costantino requested Chair Williams find out when the advertising would begin to announce the event. V. Other Business A Commission Meeting Chair Williams indicated he met with Mayor Hay and he suggested that the Board hold a workshop after the March election. It was also suggested to invite the public to the workshop. Chair Williams would coordinate this once the election was over. B. Discuss Hot Pepper Budget from Michele's Presentation Chair Williams felt that in the future, the Pepper Festival could be a stand -alone festival with enough exposure and sponsors. The idea of it was diluted when mixed with other things like the car show and a blues band It was reiterated that this was not this Committee's event any more. The only purpose this Committee had with this event was to assist in securing vendors. VI. Announcements Ms. Costantino reminded everyone of the flea market on February 17 and the Kinetic Art Festival on February 8 -10 There would also be a candidate luncheon at the Boynton Beach Woman's Club on Wednesday, February 13 The next meeting of the Committee would be Wednesday, March 6th VII. Adjourn There being no further business to discuss, Chair Williams adjourned the meeting at 715 p.m. r., A� p 1 L t Ellie Caruso Recording Secretary 3