Advisory Members: Present (entered chambers at 6:01 p.m.)

Transcription

1 CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE JULY 14, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL COUNCIL CHAMBERS 55 SE 3 RD AVENUE ROOM 200 OKEECHOBEE, FL I. CALL TO ORDER Chairperson Mixon Chairperson Mixon called the July 14, 2014, regular meeting of the Centennial Celebration Ad Hoc Committee (CCAHC) to order at 5:36 p.m. II. COMMITTEE AND STAFF ATTENDANCE Clerk Gamiotea Voting Members: Magi Cable Jeanne Enfinger Dawn Hoover J.D. Mixon Antoinette Rodriguez Sharie Turgeon John Williams Advisory Members: Justin Domer (entered chambers at 6:01 p.m.) Katrina Elsken Donna Gaiser Susan Giddings Staff: John Cook, City Attorney Absent Brian Whitehall, City Administrator David Allen, Public Works Director Lane Gamiotea, City Clerk Due to public records laws, should anyone show any document, picture, video, or items, in support or opposition on any item during this proceeding, a copy of the document, picture, video, or item must be provided, before leaving the chambers, to the City Clerk for the City s records. Public participation is permitted on all matters considered on the agenda. Should the Chair not specifically call for public input on an issue that a member of the public would like to address the CCAHC on, they should signal the Chair by approaching the podium, and wait to be given the floor, stating their name for the record. III. AGENDA Chairperson Mixon. A. Chairperson Mixon asked whether there were any requests for the addition, deferral or withdrawal of items on today s agenda. There were none. IV. MINUTES City Clerk, Tab A A. Member Williams moved to dispense with the reading and approve the Summary of Committee Action for the regular meeting of July 1, 2014; seconded by Member Hoover. Motion carried unanimously. CCAHC July 14, 2014 Meeting - Page 1 of 7

2 V. REPORTS FROM LIAISONS/COORDINATORS. A. Budget Liaison Member Williams, Tab B No official report at this time. However, Member Williams noted he is preparing a form to be utilized for processing expenditure s and/or to request for funds from the City. B. Social Media Liaison Member Domer, Tab C Member Domer reported that the Centennial Facebook page was created; with up to 860 likes. He credited this to using the advertisement option available through Facebook where he is paying $5.00 per day to promote the page. This allows the page to get a lot of traffic on it before it is completely launched. It was noted, for the record, that Mr. Domer is making this payment as an in-kind donation at this time. Attorney Cook was contacted and confirmed that the expense was allowed. Mr. Domer was retaining his receipts along with the statistical data provided and associated with the advertisement. C. Media Liaison Member Turgeon, Tab D Member Turgeon submitted her report with the agenda packet containing a written press release based on the first meeting. She asked for clarification what contact information should be added and whether future press releases would need prior approval. The Committee agreed that due to time constraints, these would not need to be presented for approval. The information needs to be disseminated to the community as quickly as possible. However, she should forward them to Clerk Gamiotea to review and verify against the minutes. Should there be issues or areas of concern, Mrs. Gamiotea will forward the press release to Administrator Whitehall for final review. The City s contact information should be utilized as the clearing house, and the Clerk s Office and extension for a specific department to contact. Administrator Whitehall requested that Member Turgeon share the press releases with all the media of the community, to be sure that not just one has the scoop. D. School Liaison Member Enfinger, Tab E Member Enfinger reported she met with School Superintendent Kenworthy. His response was very positive, is altogether on-board, and excited about the prospects of participating. He and Member Enfinger will be forming a committee that will work within the school system to take the CCAHC ideas and transform them to fit into existing curriculums that add a centennial twist. Additionally, he suggested any events involving the students, such as contests or plays, should be scheduled prior to the summer break. Chair Mixon thanked Member Enfinger for that positive report, and suggested that many of the Members belong to organizations who award mini-grants within the schools, and could request they incorporate a centennial requirement within the guidelines for the coming year. Chair Mixon will discuss the request with the Kiwanis and Adam Bryant organizations. Member Gaiser will approach the Rotary Club, and Member Hoover will contact Mrs. Sharon Vinson with Shared Services. E. Historic Time-Line Liaison Member Cable, Tab F Member Cable reported that over the last two weeks she has been working on the time-line and realized she needed some guidance on how detailed it should be. Following discussion, the consensus of the Committee was for Member Cable to be as detailed as she wanted. The digital version of the detailed time-line could be showcased on the social media accounts and web site. V. REPORTS FROM LIAISONS/COORDINATORS CONTINUED. E. Continued, Historic Time-Line Liaison. CCAHC July 14, 2014 Meeting - Page 2 of 7

3 The extent of the content on the one to be used for display, will be decided at a later date, as there were many ideas and suggestions on how to display it and the type of content. Most Members voiced their agreement to add photographs and several Members noted their support for having the time-line separated by themes, and displayed on banners in an area, such as one of the parks, where individuals could walk along a pathway and read them. VI. UNFINISHED BUSINESS. A. Centennial Logo Chair Mixon, Tab W 1. Receive ideas and input for the logo content from each member. Chair Mixon began the discussion by explaining at the last meeting, many ideas were discussed regarding what should be included within the Centennial logo, several ideas mentioned were the lake, fishing, and agriculture. The discussion then turned to whether the Members should give the specific content, or leave the creativity up to the artist. The consensus was to have the individuals who want to submit an entry, to conduct their own research, and bring their logo concept to the Committee. 2. Consider and approve the logo content and slogan. Due to the action agreed upon on the previous item, approving the logo content and slogan was not necessary. 3. Motion to recommend the City advertise a Request for Proposals (RFP) for professionals make a presentation, and offer a quote to create the logo. Based on discussion between the Committee and staff (during item one above), it was decided that rather than advertise for only professionals to submit a proposal, that the advertisement be scaled as follows: Call for Artist to Submit a Design for the Centennial Logo to be considered at the CCAHC August 25, 2014, meeting. The Committee will consider submittals by artists of all ages and any level. It will not be a professional request for proposals at this time. The Committee is optimistic that a local business will waive their rates, and offer their services in-kind to reproduce the final illustration in the correct digital format. 4. Discuss establishing criteria for granting permission to use logo by other groups, organizations, or businesses. There was no discussion or action take on this item. B. Adopt Mission Statement Administrator Whitehall, Tab Y Members Cable and Enfinger made a motion and second, to adopt the first sentence of Section One within Resolution No as the mission statement, which reads, The City of Okeechobee s Centennial Year of 2015, is an opportunity to showcase our heritage, promote awareness of our history, and create lasting legacies as we move into the future. Motion carried unanimously. Chair Mixon instructed each Member to come prepared to the July 28 meeting to present at least one slogan for the Committee to vote on. VI. UNFINISHED BUSINESS CONTINUED. C. Sponsorship Packets Chair Mixon, Tab I Chair Mixon reported the sponsorship packets were not ready to be considered at this time. No official action was necessary on this item. D. Review the current Events List Member Rodriguez, Tab X CCAHC July 14, 2014 Meeting - Page 3 of 7

4 1. Receive additional input from members to add dates of any community events, festivals, or contests not included, or amend incorrect dates. The Committee reviewed the list of dates and events from the Chamber of Commerce and then began going through the calendar pages provided at the previous meeting, in addition to the items included on those, these dates and information were noted for 2015: January: 17 th -18 th Day of the Cowboy hosted by Okeechobee Main Street (OKMS); 21 st Kiwanis International Centennial Celebration; 31 st Health and Safety Expo. February: 21 st Brighton Field Day; 28 th Battle of Okeechobee, Member Cable volunteered to discuss a Centennial theme with the battlefield group. March: 1 st Battle of Okeechobee; Member Turgeon advised she would discuss with OKMS ideas of showcasing the 50 th Anniversary of the Speckled Perch Festival (14 th 15 th ) and the Centennial; 21 st Rotary Wild Game Dinner; 28 th March of Dimes; the Fair and Livestock Show and Sale dates will be verified by the next meeting, it was reported they are tentatively scheduled for the 6 th 14 th. April: 5 th Kiwanis Pancake Breakfast, Chair Mixon will approach the group on featuring a Centennial theme for this event; the Pregnancy Center Color Run date will be verified. May: 16 th OHS Prom; dates from the First Baptist Church and First United Methodist Church will be verified as their centennial s are during this month. June: As discussed, the Committee anticipates having events throughout the week of June 1 through 6, the City s actual 100 th birthday is June 4. However, due to this also being the last week of school and graduation, Member Enfinger, as the School Liaison, was asked to research the date of gradation and when testing would end for middle and high school students. In 1915, the residents of the newly formed municipality celebrated by hosting a fish fry with a musical program, a horse and foot contest, a greased pole climbing contest, a greased pig race and a baseball game. The Committee agreed that they should include as many of the same type of events in the Centennial Day festival. July: no additional dates were offered; Chair Mixon will address the Independence Day Festival with the Fraternal Order of Police regarding the Centennial theme. August: the date of the Brahman Kick-Off Classic football game is to be verified, and contact made with Coach Branham to request coordinating this as a Centennial Kick-Off game, and his thoughts on including a Centennial Logo patch on the uniforms. Additionally, Band Director LaFlam should be contacted to include patches for the band. VI. UNFINISHED BUSINESS CONTINUED. D. 1. Continue, Review the current Events List. August continued: Member Hoover volunteered to discuss with the Booster Club to consider the annual athletic program as a Centennial Edition. The high school was originally located within the City, including the football field, as the Okeechobee Catfish. September: Member Turgeon advised she would discuss with OKMS to consider the Labor Day Festival (5 th 7 th ) as a Centennial event. Member Williams advised the Cattlemen s Association is working toward bringing the rodeo back for this holiday as well. CCAHC July 14, 2014 Meeting - Page 4 of 7

5 October: Chair Mixon will discuss with the Adam Bryant Minimal Regatta Board (3 rd ) to consider this a Centennial event; 23 rd Hospice Boots and Pearls. November: no additions at this time; allocation of who will contact the American Legion and VFW regarding Veterans Day (11 th ) will be discussed at a later date. December: the Committee agreed that the Annual Christmas Tree and Lighting Celebration (1 st ) should be enhanced as this is a City sponsored event and most likely the last event of the CCAHC; Member Turgeon will also discuss the Lighted Christmas Parade with Okeechobee Main Street to incorporate a Centennial theme. The date of the Boat Parade will be verified and contact made to request their participation with a Centennial theme such as using the names of the boats owned by the first fisherman of Okeechobee, in addition, the route used by the parade is the same area as the Fisherman s Wharf on Taylor Creek, as well as the first industry of the area. Member Cable advised that the Okeechobee Historical Society is in the process of having an official historic marker erected for the gravesites of Peter and Louisianna Raulerson, the date is unknown at this time. The Retired Educators are featuring the City Seal on the annual ornament fundraiser for the 2014/2015 year in honor of the Centennial. Chair Mixon asked for each Member to check dates and events within the various organizations they are members of and share at the meetings. Members may also submit this to Clerk Gamiotea. E. Cultural Liaison Clerk Gamiotea/Member Enfinger. Clerk Gamiotea explained at each of their seats was a copy of two documents that needs to be read by everyone. One is a letter from the Ethics Commission outlining the Committee s areas to stay clear of regarding soliciting for sponsorship. Upon review of this letter, Attorney Cook asked that they also be provided a copy of Florida Statute Chapter regarding voting conflicts, which is the content of the second document. Both should be housed in the agenda books, Tab Z for reference. Relating to this subject, at the previous meeting, Member Giddings graciously offered to serve as the Cultural Liaison for the Committee, as she is already meeting with various individuals and groups to obtain research and materials for the Centennial Edition of Okeechobee the Magazine. VI. UNFINISHED BUSINESS CONTINUED. E. Continued, Cultural Liaison. However, both the Ethics Commission, as well as Attorney Cook advised she could not discuss the magazine and CCAHC sponsorship or any subjects related to sponsorship, that it would need to come from another member since it could give the appearance of favoritism or her own private gain, even though that is not her intention. Mrs. Enfinger volunteered to serve as the Cultural Liaison in coordination as the School Liaison. VII. NEW BUSINESS. A. Discuss what events the CCAHC should host Chair Mixon, Tab J HISTORIC TIME-LINE, TIME CAPSULE, BRICK PAVERS: CCAHC July 14, 2014 Meeting - Page 5 of 7

6 The consensus of the Committee is that the Historic Time-Line should be a CCAHC Centennial sponsored event, with the details to be determined at a later date, as discussed during the Report section of the meeting. The majority of the Committee voiced their agreement with considering combining the events of the release of the time-line and the burial of the time capsule. Further discussion brought about the idea of the time capsule buried within an area such as the front walkway of City Hall, where the selling of brick pavers could be utilized as a fund raiser to beautify the front walk area/entrance to City Hall. The Committee asked Director Allen to research how he would consider these improvements in coordination with the brick pavers, and possibly adding the City Seal and the Centennial Logo within the scheme. Clerk Gamiotea was asked to copy him with research she received from another entity who accomplished this during their Centennial. Additionally, Member Cable was asked to contact the Okeechobee County Library as to what company they used to complete their paver project, and Member Turgeon will contact the Humane Society to obtain the same. Their information will be forwarded to Clerk Gamiotea and Director Allen. Member Williams was asked to coordinate with Director Allen in order to work out the specifications on the number of bricks that would be required and the costs factors. The item will be brought back to the Committee for further consideration. BUS TOUR FOR HISTORIC AREAS/PLACES: Member Cable suggested a bus tour of historic areas and/or places that could be incorporated with another festival/activity. The idea was liked and seemed promising; she will submit additional information at a future meeting for further discussion. She also shared that the Florida Humanities Council offers grants to underwrite events of this nature. THE ORIGINAL SITE OF WINDOW POSTERS: Member Enfinger suggested that businesses could display in their windows a poster identifying their site as, This was the original site of.. and include a photo of the first business/building for that site. This too was a favorable suggestion. VII. NEW BUSINESS CONTINUED. A. Continue, Discuss what events the CCAHC should host. CENTENNIAL TREE CEREMONY: Administrator Whitehall offered the project of the Centennial Tree, with a Ceremony, that was well received by the Committee during the discussion of a possible fund raiser to replace the older large oak trees that have had to be removed over the years due to age, disease or state roadway expansion projects. B. Consider Centennial Sponsorship Requests Tab K There were no sponsorship requests to consider at this time. C. Hear from other groups/organizations Tab L There were no presentations offered at this time. VIII. ADJOURNMENT Chairperson CCAHC July 14, 2014 Meeting - Page 6 of 7

7 There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 7:37 p.m. The next regularly scheduled meeting is July 28, 2014 at 5:30 p.m. PLEASE TAKE NOTICE AND BE ADVISED that if any person desires to appeal any decision made by the CCAHC with respect to any matter considered at this proceeding, such interested person will need a record of the proceeding, and for such purpose may need to ensure a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. Audio recordings are for the sole purpose of backup for official records of the Clerk. In accordance with the Americans with Disabilities Act (ADA), any person with a disability as defined by the ADA, that needs special accommodation to participate in this proceeding, contact the City Clerk s Office no later than two business days prior to proceeding, MINUTES SUBMITTED FOR APPROVAL BY: LANE GAMIOTEA, CMC CITY CLERK CCAHC July 14, 2014 Meeting - Page 7 of 7