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Minutes 05-01-13 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON MAY 1, 2013, AT 6:30 P.M. IN THE CHAMBERS AT CITY HALL 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Elliott Williams, Chair Kathy Biscuiti, Board Liaison Rep James Guilbeault, Vice Chair Wyn Yelin (Arrived 6 40) Michele Costantino, Alternate ABSENT: Brad Sevaldson I. Call to Order Chair Williams called the meeting to order at 6:30 p.m. II. Welcome Chair Williams welcomed everyone to the meeting. III. Approval of April 3, 2013, Minutes Ms Costantino moved to approve the minutes of April 3, 2013. Vice Chair Guilbeault seconded the motion that unanimously passed. IV. Old Business A. Wrap -up Discussion "Red Hot Boynton Beach Blues Cruise" Chair Williams requested feedback from the Board members on the event. Vice Chair Guilbeault stated it was hard to judge the success because of the weather. He also commented that he did not get the pepper part of it. There were vendors, there was hot sauce, there were cars but there were no peppers, and the pepper eating contest was never undertaken. He thought there would be culinary events like cooking with peppers and displays of peppers. There were good vendors but there should have been more peppers Chair Williams mentioned that when this event was in its discussion stage, it was going to be an international pepper festival, but when Mr. Buchanan found out what was being planned, he combined it with the car show. He agreed that originally discussed was a Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL May 1, 2013 cook -off, having different pepper items, and a pepper eating contest. Vice Chair Guilbeault added that without the sponsorships secured by Mr. Buchanan, the entire event would not have taken place. It was mentioned that it was a fairly rushed event and had that not happened, it would have been better Ms Costantino remarked that the vendors were haphazardly placed and hard to find. She felt there were no food choices for children. There were complaints and people left due to the fact the music was too loud. She also pointed out that there were no provisions for handicapped vendors. There was consensus that this issue would definitely have to be addressed for next year. Chair Williams commented that there was a need for electricity for the vendors. Even though they brought propane, they still requested electricity. Ms. Biscuiti remarked that self - contained vendors should not have to rely on electricity The event was scheduled into the night hours, and that area was not conducive to having night events for the lighting reason. It was mentioned that the vendors were told to stay until the end of the event and until the bands stopped playing. Due to the severe weather warnings, the vendors were told to plan on packing up and leaving early. Mr. Yelin remarked that he felt the car show portion of the event would have brought in more families and, therefore, children, to the Schoolhouse Museum. Vice Chair Guilbeault stated that the owners of the cars bring their own food and drink and stay with their cars. They do not bring any revenue to the area businesses. Because of this, some members felt that the car show should be a stand alone event, and the pepper festival should be a stand alone event, as one does not help the other in any way. Chair Williams indicated he polled a couple of the vendors. One food vendor indicated that they felt there was not enough marketing done and not enough of the public knew about the event. Another vendor who had a solar cell phone battery booth said the same thing. There were other comments that mentioned street signs to let people know where the event was. Vice Chair Guilbeault stated it was because there was no money. All the sponsorship money went to the bottom line. There was no budget for this event. It was simply created and put on without major planning. B. Moving Forward (Next Year's Event) Vice Chair Guilbeault stated that if the Chamber wanted to continue to help support this event, they would have to put money back into the event. They cannot take the sponsorship money and put it to the bottom line. They would have to advertise, get signage and anything else they do for their other events. Mr Yelin stated that if there was going to be another pepper festival, the Committee would have to sit down with the CRA and the City to discuss who would sponsor the event, and what type of marketing would be done. The event was put on without much planning and mistakes were made 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL May 1, 2013 Ms. Costantino remarked that the Committee was told repeatedly that there was no funding from the CRA or the City. When the Chamber took over the event, all that changed. Chair Williams pointed out that meetings took place, but the Committee members were not made aware of them. If the Committee was going to be part of this event, then the members have to be included in these meetings in the future. The Chamber plans on doing this event again next year on March 29 Discussion would have to take place to decide if the Committee would be a part of their event or if a separate event would be planned and held. If this is to be a signature event, it would need to be a year long planning strategy. The Committee should concentrate on the pepper festival and give the blues cruise and entertainment portion to the Chamber whether it ends up being a separate or a combined event. There was discussion about possibly having the car show with music on a Friday night to kick off the festival and hold the pepper festival on Saturday. The only issue could be the lighting issue at night. Discussion ensued regarding different possibilities. Most important was the fact that a meeting with the Chamber would have to be set up to discuss if the event would be combined and how many days the event would be. There was discussion about going in front of the Commission to make a presentation and ask for a decision on the pepper festival It was suggested the entire Committee be present to talk to the Commission. Ms. Biscuiti would take care of having the item put on the agenda Ms. Biscuiti also suggested sending an email to Vivian Brooks, CRA Director, to request inclusion on the CRA agenda, as well. It was suggested by Vice Chair Guilbeault to talk to the pepper farmers first, explain the event and get them excited about it. They can then also attend the Commission meeting to show benefit to the City. Ms. Costantino suggested that possibly a secretary position should be created for the Committee to issue directives and get issues handled. C. Discuss Next Year's Hot Pepper Budget (Michele) This item was not discussed. V. Other Business A. Workshop Input (SEAHAC) (Denied) Chair Williams was told by the Assistant City Manager that there would not be a workshop. The Committee would have to go in front of the Commission. Ms. Costantino suggested talking to the City Manager about holding the workshop. B Community Reports City; CRA (Virginia /Kathy) 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL May 1, 2013 Ms. Biscuiti advised that weather permitting, the movie on Friday, May 3rd would be Skyfall at 8:00 p m. At Sunday in the Park, there would be the Spencer Allen Patrick Trio, a contemporary folk music band from 12:00 — 3:00 p m. The concert this month would be held on May 17 and would feature The People Upstairs, a popular local band, performing at the amphitheater. C. Chairman's Comments Chair Williams felt the Committee was a good one with good members. With enough work and commitment, Boynton Beach would shine and the pepper festival could be a very successful signature event that would make people want to stay. VI. Announcements The next meeting would take place on Wednesday, June 5. VII, Adjourn Motion Ms. Costantino moved to adjourn the meeting. The motion was seconded by Vice Chair Guilbeault. Chair Williams adjourned the meeting at 7:30 p.m. E ) i / ' "C ./(__ ,e, ez i ra,t.,_ Ellie Caruso Recording Secretary 4