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Minutes 06-05-13 TUTS OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE TI HELD ON JUNE 5, 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 Michele Costantino, Alternate ABSENT: Wyn Yelin 1. Call to Order Chair Williams called the meeting to order at 6:30 p.m. II. Welcome Chair Williams welcomed everyone to the meeting and announced Mr. Yelin could not attend. III. Approval Agenda, Additions or Deletions Motion Ms. Costantino moved to approve. Mr. Sevaldson seconded the motion that unanimously passed. IV. Approval of May 1, 2013, Minutes Motion Ms. Costantino moved to approve. Mr. Sevaldson seconded the motion that unanimously passed. V. Nomination of Board Secretary Chair Williams explained they had to assign a Secretary to the Board. Ms. Costantino nominated Mr. Sevaldson as the Secretary. Mr. Guilbeault seconded the nomination that unanimously passed. 1 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL June 5, 2013 Chair Williams also pointed out they needed another member on the Board as there is a vacancy. VI. Old /New Business Matters A. International Pepper Festival (Next year's event) Set date Location Time (Start/End) Music Chair Williams indicated next year the Board wanted to hold the event on their own. This was defined to mean they would take the initiative and the Chamber and CRA would not be in the lead. The members discussed the date to hold the Festival next year. The Garlic Fest is held around February 7th. Easter was April 20th, and the Delray Affair was tentatively scheduled for the second week of April. The newspapers substantiated rumors that the merchants along Atlantic Avenue were not pleased with having festival after festival on Atlantic Avenue. They requested they be moved to Old School Square; however, it was thought the size of Old School Square would not be able to accommodate the Delray Affair. A comment was made if Delray Beach started to fool around with the event, they may lose it altogether, but their issues could help foster events in Boynton Beach. Ms. Costantino explained the only other event she knew of in March, aside from the car show the Chamber tentatively scheduled for March 29th, was the Lake Worth Annual Gay Pride Festival that was planned for that same weekend. She commented over 50,000 people attend the three -day event. It was also pointed out it was regrettable Boynton Beach did not have more hotel space as it would be a boom for the City's hotel industry. Discussion followed whether it would be better to have the event in front or behind the Delray Affair and a suggestion was made to hold it either the weekend of March 8th and 9th, or March 15th and 16th. It was unknown if the Pepper Fest would be two days this year. If they worked with the Chamber, they could do the car show the day before, it was up to the Committee. This event could give local restaurants an opportunity to think about how they could participate. Culinary Solutions, The Little House and Hurricane Alley could provide food. Chair Williams did not think enough publicity was given to the Red Hot Blues Cruise. One comment Ms. Costantino heard a few times was that the event appeared disjointed. The CRA moved the Green Market to the Park by The Little House so it appeared there were vendors on both ends of the street, with nothing in the middle. Chair Williams explained he had suggested the Green Market vendors be invited to the 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL June 5, 2013 event and consolidate it, but the Chamber was not making money off the Green Market. The members wanted to ensure the next event was not disjointed. Ms. Costantino also thought as a gesture of good will, the Committee contact property owners on Ocean Avenue to gauge whether they would oppose a two -day street festival if they blocked off all of Ocean Avenue. Discussion followed about possible locations. The CRA owns land by the water and the festival could be held there, but it was unknown if construction would start on the parcel. Intracoastal Park was also City- owned, but there were constraints about music. The Park was not an issue for the Fourth of July, but parking was. It was also not in the downtown area. Chair Williams explained they needed activities for the children, other than riding a small train. When children are kept active, the parents stay. He did not know if Intracoastal Park was conducive to holding those types of activities. Ms. Costantino thought Intracoastal Park could accommodate a bounce house and The Gator Boys from Ft. Lauderdale could demonstrate alligator wresting, which would draw a lot of people to the park. If the right location was found, carnival rides could be included, as they were with the GALA, although at the time the GALAs were held, the Library was not expanded. If held by the Library, some types of rides could be held in the parking areas, however, when the Chamber held their event there, the theater group at the Madsen Center posted signs not to park in their lot and they were not friendly to the event. Mr. Guilbeault agreed to contact Mr. Major's about it. He noted they are holding a Fourth of July event there for the Children's Museum. There are some restrictions to using the Park, but he would be interested in speaking with the individuals who run the three -day event at St. Vincent's Church each year. They have many rides and food vendors. Mr. Sevaldson believed the Church held their event in March and suggested if they held the event before the Pepper Festival did, they could use those vendors as a piggy back. The St. Vincent's event is usually around St. Patrick's Day, which would be on March 17th although the Church would probably hold their event the 14th through 17th. If the event would be held on the 23rd, it would be after the Church event and before the Gay Pride event. February through March was a hot tourist time. A tentative date was scheduled for March 8th and 9th of next year and Mr. Guilbeault agreed to look into using Intracoastal Park and check with St. Vincent's. Ocean Avenue was easier to close than Federal Highway and it was agreed the event would again be held there. At one time, events were held on both sides of Federal Highway, but it was a nightmare. Seacrest Boulevard had the same issue Ms. Costantino suggested contacting the church who holds the carnival at the mall. 3 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL June 5, 2013 The time for the two -day affair was discussed and there was agreement 10 a.m. to 5 p.m. would be appropriate, as it would be dark earlier in the day. As to music, discussion was held there should be a variety of music or bands, ethnic groups and hot pepper foods. When Mr. Buchanan got the bands for the Red Hot Blues Cruise, the bands were paid by a sponsor. It was thought a major sponsor was needed. Lake Worth pays their festival bands $350 and they use a lot of local talent. Ms. Costantino noted there is a School of Rock comprised of elementary through high school students who sing. The students were captivating. They do not break or stop and they sing all kinds of music. Having students participate could help attract a following. A tribute band to the Red Hot Chili Peppers could be used. Chair Williams preferred local talent, but it would take a major sponsor to obtain a band or make arrangements for them to stay. The CRA presented the Three Dog Night band, but the cost was unknown. Chair Williams suggested partnering with the CRA as they were allocating $25,000 per year for different organizations and events. He would speak to Ms. Brooks, the Executive Director, to see what they could help with or if they could sponsor the stage. Ms. Costantino thought they could obtain sponsors and should begin a letter writing campaign to local establishments and then to corporations and newspapers. Newspapers no longer sponsor events, but they partner through in -kind services. The splash the Chamber received in the Palm Beach Post was nice and Chair Williams commented that was one of the main complaints the vendors had. There was not enough advertising. Mr. Sevaldson suggested looking at the Lake Worth sponsor list. The same thing should be done with the Central County Chamber of Commerce. They have nearly an entire page of sponsors and Chair Williams thought they had time to pursue sponsors once the letter is drafted. One letter with information about the different levels of sponsorship could be drafted, forwarded to Ms. Biscuiti for review, and then brought back to the next meeting if any changes had to be made, Ms. Costantino and Mr. Sevaldson agreed to draft a list of possible sponsors. Chair Williams thought there was enough time to approach companies like Goya, the maker of Tabasco Sauce and other similar products, but the Committee had to send the letters before these organizations set their budgets. Additionally, the Committee can provide giveaways and it was suggested they approach Universal and Disney for prizes. The idea was to offer something no one else did. It only takes a letter to inform and ask. Ms. Costantino suggested speaking with Debby Coles- Dobay, the Public Art Administrator and Artist Rolando Barrero. Chair Williams explained he spoke with her 4 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL June 5, 2013 last year about art. She was happy to bring some in and he agreed to speak with her to see if Kinetic Art would still be in the City next year. Another suggestion was made to include Boynton's Sister Cities and Jeanne Heavilin and Christine Francois of that organization should be contacted. It was especially suggested including the Sister City in Haiti could attract the Haitian Community to the event Mr. Sevaldson inquired how difficult it would be to hold something on Boynton Beach Boulevard. Chair Costantino thought it would be very difficult because the Police Department and Fire Station could not be blocked. B. Assign someone to attend Chamber meetings Mr. Guilbeault, who already sits on the Chamber Board, agreed to report back to the Committee. C. Sponsorship letters (Major /Regular) This item was addressed earlier in the meeting. VII. Other Business A. E -mail to Commissioners Chair Williams wanted to e-mail the Commissioners and invite them to the next meeting. The members were in agreement. B. Community Reports: City, Community Redevelopment Agency (Virginia /Kathy) None. C. Chairman's Comments Chair Williams was happy all supported the idea of holding the Pepper Fest themselves. He wanted to put it together and do a good job. He reiterated he was not opposed to the Chamber joining in, just that the Committee would take the lead. He agreed the Chamber would want to make money and they could sell beer and wine if they wanted. They only had to pay for the space for the booth. Ms. Costantino suggested at the next meeting, they list the levels of sponsorship. Chair Williams suggested, since it was an International Pepper Fest, they list the sponsor levels by level of pepper heat. He had already spoken with Bedner's Farmers Market who were eager to be involved and they may be a sponsor. Since they also have children's activities, they may be able to use them as well. 5 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL June 5, 2013 Other potential sponsors may be Cheney Bros, who were local. Cisco and U.S. Foods may be difficult to use. Subway Regional Headquarters may be a potential sponsor. The members were asked to make a list of who to contact for the next meeting and to contact the Rotary and Kiwanis Clubs. Chair Williams explained the Kiwanis Club was contacted but they did not attend. Instead of selling water, they wanted to sell soft drinks, although they usually man a booth at the Delray Affair. Mr. Guilbeault suggested, including all the non - profit organizations. It would get the information about the organizations out to the public and help fill up the street. A suggestion was also made to include arts and crafts vendors and to investigate if the Civic Center could be used or have the service organizations there. Ms. Costantino commented the City has a great Police and Fire Department that could participate. A fire truck with water could be stationed there as was done at the GALA. Chair Williams explained the event would have a pepper - eating contest and cooking contests such as a chili cook -off, chicken wing cook -off, and others of that nature. It was noted again that prizes would be contingent on the sponsors. Chair Williams explained there was much to think about. He requested each member bring back ideas to the next meeting and a list of five or six sponsors. VIII. Announcements The next meeting was scheduled for July 3rd, which was the day before the 4th of July Holiday. A request was made to move the meeting back and Chair Williams would investigate this further with the City Clerk's Office. Ms. Costantino announced there is a Green Market, Flea Market, and Arts and Crafts event at the Woman's Club on June 16th from 11 a.m. to 4 p.m. Vendor space was still available both in and outdoors. IX. Adjourn Motion There being no further business to discuss, Ms. Costantino moved to adjourn. Mr. Guilbeault seconded the motion that unanimously passed. The meeting was adjourned at 7:13 p.m. Ili-UL Catherine Cherry Minutes Specialist 060613 6