R11-059
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1 RESOLUTION NO. Rll-0~1
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4 A RESOLUTION OF THE CITY COMMISSION OF THE
5 CITY OF BOYNTON BEACH, FLORIDA, ESTABLISHING
6 A SPECIAL EVENTS AD HOC ADVISORY COMMITTEE;
7 PROVIDING AN EFFECTIVE DATE.
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10 WHEREAS, the City Commission of the City of Boynton Beach has determined that it
11 is in the best interests of the citizens and residents of the City to establish a Special Events Ad
12 Hoc Advisory Committee; and
13 WHEREAS, this ad hoc committee will provide the opportunity to have all special
14 events taking place in the City planned, discussed and budgeted in one central location with
15 parties interested in the events.
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16 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
17 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
18 Section 1. That the foregoing "WHEREAS" clause is true and correct and hereby
19 ratified and confirmed by the City Commission.
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20 Section 2. The City Commission here by establishes a Special Events Ad Hoc
21 Advisory Committee as follows:
22 SPECIAL EVENTS AD HOC ADVISORY COMMITTEE
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24 Mission Statement: The Special Events Ad Hoc Advisory Committee ("the committee") is a
25 working committee that exists to suggest, evaluate and implement special events within the city
26 that increases economic development, celebrates unity in diversity and promotes the City of
27 Boynton Beach as a vibrant, livable destination community. The committee is also responsible
28 for tracking major special events within the city through a city-wide events calendar
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30 Composition: The committee shall be composed of five regular and two alternate members
31 appointed by the City Commission for terms of two years. The committee shall select from its
32 membership a chair, co-chair and secretary for the committee.
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S:\CA\RESO\Reso - Establish Ad Hoc Special Events Comm (051711 ).doc
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2 Qualifications: The committee members shall include representatives of neighborhood
3 associations, local businesses and community-based organizations who can contribute to the
4 continued growth and excellence of the city's special events and who can offer expertise and
5 experience in the areas of:
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7 . Public Relations
8 ! . Communications
9 . Event Planning
10 . Event Organizing
11 . Marketing
12 . Accounting
13 . Fundniising
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15 Duties and Responsibilities:
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17 1 The committee will evaluate city initiated events to improve quality and
18 attendance at events that will have a positive community impact.
19 2 The committee will make recommendations to the City Commission regarding
20 ~ecific special events and new special events.
21 3 The committee will serve as liaison and facilitate an information exchange
22 between neighborhood associations, local businesses and community-based
23 organizations and the city.
24 4 The committee will identifY locations throughout the city that can be utilized for
25 special events.
26 5 The committee will develop and implement strategies to encourage city-wide
27 participation in special events.
28 6 The committee will identifY creative local, state and national marketing and
29 advertising opportunities.
30 7 The committee will identifY and secure monetary and nonmonetary opportunities
31 for special events sponsorship
32 I 8 The committee will develop and implement ideas for maintaining a continuous
33 marketing effort to improve and promote the public image of the city's special
34 events.
35 9 The committee will develop and implement ideas for revenue producing and
36 I revenue sharing opportunities.
37 I 10 The committee will develop and implement strategies to identifY and attract
38 potential special events sponsors.
39 11 The committee will identifY events that have the potential to become signature
40 events for the community.
41 12 The committee will investigate and identifY ways to reduce event support from
42 I City departments.
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1 Meetings and Reporting: The committee shall:
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3 . Meet once monthly on a regular basis which date shall be established by its members.
4 . Ensure that all meetings be open to the public and adhere to the Florida Sunshine
5 Laws.
6 . Provide a report to the City Commission no less than on a quarterly basis, or as often
7 as necessary to provide recommendations, observations, concerns or other
8 information.
9 . File an annual "state of special events" report with the City Commission so that it will
10 be reviewed during the month of May, thus affording time to address special events
11 and the budget for the City for the following fiscal year.
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13 Staff Liaison: The staff liaison is responsible for:
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15 . Receiving a completed agenda from the committee each month to be distributed to the
16 City Clerk.
17 . Placing reports created by the committee on the City Commission agenda.
18 . Providing guidance to the committee that will assist them in the implementation of
19 their duties and responsibilities.
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21 Section 3. The Special Event Ad Hoc Advisory Committee shall function in the
22 sunshine.
23 Section 4. That this Resolution shall become effective immediately upon passage.
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1 PASSED AND ADOPTED this 1..Jh day of June, 2011.
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3 i CITY OF BOYNTON BEACH, FLORIDA
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20 ATTEST:
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