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Minutes 03-06-13 TUTS OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE TI HELD ON MARCH 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 Wyn Yelin (arrived 6:41 p.m.) ABSENT: Michele Costantino, Alternate I. Call to Order Chair Williams called the meeting to order at 6:34 p.m. II. Welcome A. Introductions Ill. Approval of February 6, 2013, Minutes Vice Chair Guilbeault moved to approve the minutes. Mr. Sevaldson seconded the motion that unanimously passed. IV. Old Business A. Open Discussion: Event with Chamber "Red Hot Boynton Beach Blues Cruise" April 20, 2013 Chair Williams commented this event had been previously discussed and was fast approaching. B. Vendors (Food /Others) Chair Elliott explained there were quite a few vendors participating, but more were needed. Only ten vendors submitted applications to him as did three food vendors. Chair Williams distributed a list of vendors and requested members contact them. Phone calls were needed and Mr. Buchanan could not do everything. The Committee was responsible for this portion of the event and next year, it was hoped the Committee could hold it on their own. Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL March 6, 2013 Chair Williams recommended when contacting vendors, members obtain their email addresses as it was the easiest way to communicate. Vendors who were initially contacted by Mr. Buchanan were depicted on the spreadsheet. He commented when Board Member Yelin arrived, he could provide an update on his contacts. Food Vendor Opportunities, Other Vendor Opportunities, and an Overview was distributed and reviewed. Chair Williams commented he learned he was not receiving faxes because the fax number listed in the original handout was incorrect. He suggested the corrected handouts be redistributed to all vendors who had not yet contacted him or committed to the event. Mr. Yeiin arrived at 6:41 p.m. Mr. Yelin reviewed the handouts and advised he contacted Tacos el Carbone. The owner was supplied with the form and had a large food truck they wanted to bring. Chair Williams recommended finding out what type of food she would supply as Tijuana Flats may participate and provide tacos. Mr. Yelin agreed to do so and noted she could provide corn and other food items. Mr. Yelin had not updated his list with all of the individuals on the spreadsheet, but some were on the list. He commented he had been suggesting vendors contact Chair Williams directly, but agreed to update the names and forward the list to the Chair. He commented there was discussion at the Museum they would try to supply water as a fundraising item. Selling popcorn may be another option, but it was not discussed with Museum personnel. Mr. Guilbeault agreed to work around the other food vendors and pointed out the Museum sold hot dogs in the past. Chair Williams suggested contacting Lowes or Home Depo as they have donated water in the past. Mr. Yelin also had contacts at Cheney Brothers and Sam's. The idea was to have the water donated so the Museum could make a profit. Mr. Yelin explained the classic car show would be in front of the Museum where it was holding its activities and most of the vendors would be. Food vendors would be in the parking lot to the side of the amphitheater with a tent with tables and chairs available. There was brief discussion about having a pepper eating contest if the participants signed a release. It was thought it could be toxic; however, most pepper festivals have pepper eating contests. If held, it was thought Jalapenos may be the safest way to go. V. Other Business A. Discuss New Year's Hot Pepper Budget This item was not addressed. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL March 6, 2013 VI. Announcements The next regular meeting will take place April 3rd. Since the event would be held April 20th, a special meeting to be held on March 27th was agreed on. Mr. Buchanan was checking on an electrician since the event will be active during early evening hours and Chair Williams agreed to update the Board about it at the next meeting. It was unknown if there would be an extra charge to the vendors for electric. VII. Adjourn There being no further business to discuss, Chair Williams adjourned the meeting at 6:57 p.m. Catherine Cherry Recording Secretary 031313 3