CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE NOVEMBER 10, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL

Transcription

1 CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE NOVEMBER 10, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL COUNCIL CHAMBERS 55 SE 3 RD AVENUE ROOM 200 OKEECHOBEE, FL I. CALL TO ORDER Chairperson Chairperson called the Centennial Celebration Ad Hoc Committee () regular meeting to order on November 10, 2014, at 5:36 p.m. II. COMMITTEE AND STAFF ATTENDANCE City Clerk Gamiotea Voting Members: Chairperson J.D. Vice-Chair Dawn Hoover Member Magi Cable Member Jeanne Enfinger Member Antoinette Rodriguez (exited Chambers at 7:08 p.m.) Member Sharie Turgeon Member John Williams Advisory Members: Member Justin Domer (exited Chambers at 7:08 p.m.) Member Katrina Elsken Member Donna Gaiser (exited Chambers at 7:22 p.m.) Member Susan Giddings Staff: City Clerk Lane Gamiotea City Administrator Brian Whitehall Absent Public Works Director David Allen 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 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 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 A. Chairperson asked whether there were any requests for the addition, deferral, or withdrawal of items on today s agenda. There were none presented at this time. However, later in the meeting during a discussion related to cancelling the November 17 meeting, Item VII. J, was added. 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 meetings of October 13, 2014, and October 27, 2014; seconded by Member Cable. Motion carried unanimously. November 10, 2014 Meeting - Page 1 of 8

2 V. UNFINISHED BUSINESS - LOGO A. Review final renditions of the Centennial Logo, and approve a final version Bridgette Waldau Mrs. Waldau presented the with four variations of the logo as requested. Following discussion, and the artist recommendation, Member Williams moved to accept the amended Centennial Logo with the rope in the first zero only, leave within the second zero, use the sepia color, and the slogan will be in black letters; seconded by Member Rodriguez. Motion carried unanimously. Member Cable volunteered to bring the photo of the Raulerson cabin to Mrs. Waldau s office so that she can scan it with her equipment for better quality. The logo will now be presented to the City Council to officially accept. Mrs. Waldau has graciously volunteered her professional services, and will be providing the logo file packet in any format required to cover print and web production. VI. NEW BUSINESS A. Consider requests, presentations, or information from other groups/organizations 1. Reconsider action from the October 27 meeting, to approve the purchase of 100 Tervis Tumblers with the Centennial Logo Monica Clark At the October 27, 2014, meeting, Member Giddings presented a proposal from local businesswoman, Monica Clark. Mrs. Clark is the local wholesalers for Tervis Tumbler brand cups. She has offered for the Centennial Committee (or City) to purchase tumblers at her cost, and waive the set-up fee for the graphic design to be displayed on the tumbler. The Committee recommended the City Council approve the expenditure of purchasing 100 tumblers. However, the motion also included that the Centennial Logo would be the graphic design on the cups. Mrs. Clark appeared at this meeting and presented the two types of designs on the tumblers, one is the single design as approved by the Committee. The other is titled a wrap and the design includes multiple pictures or artwork that was more eye catching. Mrs. Clark elaborated that she sells 10 times more tumblers with the wrap over the single design. She respectfully asked the Committee the reconsider the action for the logo only, and include it with other photographs or scenes. Mrs. Waldau, who is the logo artist offered to create the graphic design at no charge. Motion and second by Members Cable and Rodriguez to amend the motion, which recommends the City Council approve an $ expenditure for the to purchase 100 Tervis Tumblers with the Centennial Logo from Monica Clark as a local wholesaler, to sell at the Kick-off Celebration, and then other events as a fund raiser, that the graphic design be a wrap style which includes the Logo. Motion carried unanimously. 2. Okeechobee News proposal for donated advertising Katrina Elsken, ON Editor Member Elsken approached the podium to make her presentation as the Editor of the Okeechobee News, and distributed a two-page proposal outlining a year-long advertising campaign that includes six full-page, color advertisements, in GO; seven quarter-page, color ads, in GO; one full-page, color advertisement, in the Okeechobee News; and ten quarter-page, color advertisements, in the Okeechobee News. Total value is $7, This is in addition to editorial coverage in both publications and promotions on the Okeechobee News Facebook page and Twitter feeds. The inkind sponsorship would provide them with a $ sponsorship, but in lieu of purchasing it. Member Cable moved to accept the in-kind sponsorship proposal from the Okeechobee News; seconded by Member Rodriguez. The committee will have the option of picking which newspaper the advertisements are published in and their content of it. Chair and Clerk Gamiotea will be responsible for coordinating the information and approval of the final lay-out with the advertising department. Motion carried unanimously. November 10, 2014 Meeting - Page 2 of 8

3 VII. REPORTS, UPDATES, AND/OR REQUESTS FROM MEMBERSHIP OR STAFF A. Budget Liaison Member Williams Nothing new to report at this time. B. Social Media Liaison Member Domer Nothing new to report at this time. C. Media Liaison Member Turgeon Nothing new to report at this time. D. School/Cultural Liaison Member Enfinger Member Enfinger will be meeting with the Okeechobee County School Function Committee, which includes Superintendent Ken Kenworthy, on November 17, to identify and plan educational events and activities showcasing the City s Centennial. E. Historic Time-Line Liaison Member Cable Nothing new to report at this time. F. Capital Improvement Projects Administrator Whitehall/Director Allen 1. City Hall Front Walkway/Brick Pavers Public Works Director Allen distributed a nine page packet of materials for the members to review regarding a recommendation for the City/ to award the purchase and engraving of brick pavers to Laser Impression of Sunnyvale, CA. The recommendation was responses from three companies. The walkway will require approximately 1,200 square feet of pavers. The quote distributed addressed the following specifics as to costs, size and how the purchases from citizens would be conducted: Description of Proposal Purchase 4,800 4-inch by 8-inch by 2½-inch blank pavers Purchase of a 4-inch by 8-inch by 2½-inch text only laser engraved paver, 23 characters per line and up to 3 lines of text Purchase of a 4-inch by 8-inch by 2½-inch text and graphic laser engraved paver: (19 characters per line and up to 3 lines of text) Purchase of an 8-inch by 8-inch by 2½-inch text only laser engraved paver, 23 characters per line and up to 6 lines of text Purchase of an 8-inch by 8-inch by 2½-inch text and graphic laser engraved paver, 23 characters per line and up to 4 lines of text Purchase of a 4-inch by 8-inch Replica text or text and graphic paver, actual size 1-inch by 3-inch, shipped directly to donor Purchase of an 8-inch by 8-ince Replica text or text graphic paver, actual size 3-inch by 3-inch, shipped directly to donor Website created for the project to allow the donor to order and pay for their brick pavers directly There are up to 12 free clip art icons that could be offered, options will need to be selected Brochure Design, service is for creation of a flyer Custom Graphic creations (city seal, centennial logo, etc) Standard lead time is three to four weeks from the order submission date Proposed Costs $3.89 Each $18, Total $17.50 $17.50 $27.50 $27.50 $17.50 $19.50 No charge, excluding flat fee of 2.9 percent plus $0.30 per transaction to the donor No additional charge No charge $75.00 per hour November 10, 2014 Meeting - Page 3 of 8

4 F. 1. Capital Improvement Projects, City Hall Front Walkway/Brick Pavers continued. Director Allen further explained that he separated the project in two sections; one being the walkway with the pavers, the other is the lighting and landscape. The sales of the pavers will cover their costs, and a portion of the installation. The City s capital improvements budget will address section two, and the purchase of pavers for former elected officials. The consensus and direction from the was to approve the recommendation of awarding the proposal to Laser Impressions, that City Staff move forward with what is necessary to complete in order to distribute the information at the January 9 Kick-off Celebration, that the Project be completed before December 1, in order to have the dedication ceremony in coordination with the lighting ceremony and burial of the time capsule. 2. Centennial Park City Staff continues to research potential grants. The consulting engineer should have updated information and time line in the coming months. G. Fundraiser Projects 1. Sponsorship Packets Chair Upon the conclusion of a lengthy discussion, the sponsorship packet materials and information were approved as follows: Settlers Sponsor $500 Mentioned in Centennial materials including advertising, website, Facebook, & Programs Two Tickets¹ to the Mayor s Centennial Gala with the ability at time of payment to buy two more, $100/ticket One Copy of Commemorative Postcard Book Placement of one 8.5 x11 2- dimensional item in Centennial Time Capsule One (4 x8 x2½ ) Commemorative Paver on City Hall Walkway, titled to your preference Special Recognition at all Centennial Events November 10, 2014 Meeting - Page 4 of 8 Pioneers Sponsor $1,500 Mentioned in Centennial materials including advertising, website, Facebook, & Programs Four Tickets¹ to the Mayor s Centennial Gala with the ability at time of payment to buy four more, $100/ticket. Table naming rights when all four additional tickets are purchased Four copies of the Commemorative Postcard Book Placement of one 8.5 x11 2-dimensional item in Centennial Time Capsule One (8 x8 x2½ ) Commemorative Paver on City Hall Walkway, titled to your preference Special Recognition at all Centennial Events ¹Sponsorships will be the initial method to purchase these tickets. Individual tickets will go on sale at a later date, upon availability. Additionally, it was agreed that the Pioneers Sponsor packet will be the only one sold through January 8, From January 9, 2015, forward both the Settlers and Pioneers will be available to purchase. Sponsorship flyers will include these events and their dates: Kick-Off Celebration, Scavenger Hunt, Historic Bus Tours, Mayor s Centennial Gala, Birthday Bash, Heritage Festival, and the Frolic. 2. Historic Prints Chair Nothing new to report.

5 G. 3. Tervis Tumblers Member Giddings Matter was discussed previously during the meeting. H. New information, requests, or information There were none presented. I. Event updates (Centennial sponsored and with other organizations): The following Centennial Sponsored Events and/or Activities were discussed. The summary of the discussion is listed below the event information. DATE/TIME # DAYS OUT Fri, 1/9/15 60 Centennial Kick-off Celebration EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Domer & Park 4 November 10, 2014 Meeting - Page 5 of 8 $1520 The committee briefly discussed what type of entertainment was planned. Chair will be contacting OHS Band Director LaFlam regarding the possibility of having the OHS Jazz Band perform. Member Cable was asked to confirm the speakers message center around why the parks are named with their relation to the railroad, and the history of Col. Hamrick purchasing the Okeechobee Land Company property. Starts 1/19/15 Ends 6/15 70 Centennial Scavenger Hunt Turgeon #okeechobee100 Member Turgeon reported that the first twenty items are ready. Applications will be at City Hall and at the Kick-off. 1/24, 4/11, 6/20, 9/19, & 10/17 75 Okeechobee Historical Society Historic Bus Tours *Approved Centennial Partner* Cable Various TBD Member Cable reported that the flyer advertising the purchase of the tickets was finalized. The dates have been confirmed with no changes. She will have tickets for sell at the Kick-off. Sat, 4/18/ Mayors Centennial Gala Enfinger Silver Palms $5250 There was a lengthy discussion regarding whether it would be required to use the catering services of Tin Fish Restaurant now that they have opened a secondary location at Silver Palms. Member Rodriguez was instructed to obtain a quote from their management for the event. Member Enfinger was instructed to confirm whether the use of Tin Fish would be required; she advised they did not divulge that to her when she discussed reserving the facility for the event. The discussion then turned to the type of entertainment to be booked and decorations. Several Members knew of various bands and will send their contact information to Clerk Gamiotea to forward to Member Enfinger to follow up with. The Committee commented that she should go all out in planning this event. {For clarification: Members are permitted to create a subcommittee to assist them with planning the events/activities. The only stipulations are that the subcommittee members CANNOT be Members, nor can they be on another sub-committee. For example, the individuals on the sub-committee who are assisting Member Turgeon with the Scavenger Hunt and Birthday Bash cannot be assisting any other Member.} Prefer Sat, 6/13/ Centennial Birthday Bash Turgeon TBD (Sacred Heart Church facilities offered) $2500 Member Turgeon reported that the sub-committee would like to consider Sacred Heart Church s offer to use their facilities for this event. Clerk Gamiotea was instructed to forward Mr. Tom Peer s contact information. The consensus of the was to officially title this event the Centennial Birthday Bash.

6 I. Event updates (Centennial sponsored and with other organizations) continued: DATE/TIME Fri, August # DAYS OUT EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET OHS Kick-off Classic Football Game & Athletic Booster Club Program -Athletic Program Centennial Edition? -Logo Patches for Football & Band? -City/, half-time special? There was no new information to report at this time. Prefer Sat, 10/10/ Centennial Heritage Festival (or Centennial Founders Day) Hoover (Athletics) Cable (Band) Williams OHS TBD $1500 The officially agreed to title this event the Centennial Heritage Festival. Member Elsken advised that the Okeechobee Community Theatre s historic play would be presented in coordination with this event. Tue, 12/1/ Centennial Time Capsule & Burial Ceremony Gaiser City Hall Domers, $1500 Clerk Gamiotea was instructed to notify Member Gaiser that the time capsule information needs to be presented for consideration at the next meeting which includes what type of items should be included, size limitations, where to submit items, who will be tracking the donations, and any additional information she finds necessary to present for discussion. The flyer with all information will need to be available at the Kick-off. Tues, 12/1/ PM 386 City s Annual Lighting Celebration Whitehall City Hall Park City TBD Fri, 12/11/ Centennial Frolic Elsken TBD Prefer Methodist church, historic court house breezeway & lawns $4500 There was a brief discussion as to whether the 4-H Club could coordinate the food for the event and use it as a fundraiser. It was decided that would not be feasible unless it was offered to all the local school clubs. The following events were not discussed at this meeting: Sat, 1/17/15 68 Wed, 1/21/15 72 Sat, 1/31/15 82 Sat-Sun, 2/7-8/15 Fri, 2/13/15 89 Sat, 2/21/ Sat, 2/21/ OKMS Day of the American Cowboy -Partner request forthcoming -City/, booth, contests? Kiwanis International Centennial OHS Jazz Band/Movie in the Park -Using Centennial title? Logo? -City/, booth? Okeechobee Health Expo -City/, booth? OKMS Top of the Lake Art & Chalk Festival -Partner request forthcoming -City/, booth? -Centennial Poster Contest Sacred Heart 50 th Anniversary Brighton Field Day -City/, booth? FOR Okeechobee, Inc. 5K Ribbon Run -City/, team? -Will they be requesting Partnership? Turgeon Turgeon Flagler Park OK Corral Gun Club Reservation Rodeo Grounds TBD November 10, 2014 Meeting - Page 6 of 8

7 I. Event updates (Centennial sponsored and with other organizations) continued: DATE/TIME Sat-Sun, 2/28-3/1/15 Fri-Sun, 3/6-15/15 March Tues-Sun 3/10-15/15 Sat-Sun 3/14-15/15 # DAYS OUT Sat, 3/28/ Sun, 4/5/ April Sun, 5/17/ May Mon, 5/25/ Sat, 7/4/ Sat-Mon 9/5-7/ Sat, 10/3/ Sat, 10/31/ PM 355 Wed, 11/11/ December 397 EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Battle of Okeechobee Reenactment -City/, booth? County 4-H & FFA Livestock Show & Sale -City/? New Music Festival? -City/, booth? County Fair - /booth? 50 th Annual Speckled Perch Parade, Festival & Rodeo -Partner request forthcoming -City/, booth, float? March of Dimes Walk -City/, team? *Approved Centennial Partner* Kiwanis Easter Pancake Breakfast -City/? Pregnancy Center 5k Color Run -City/, team? 1 st United Methodist Church Centennial 1 st Baptist Church Centennial American Legion/VFW Memorial Day Services -City/? For Okeechobee, Inc., Independence Day Celebration -City/, booth, contests? OKMS Labor Day Parade, Festival & Rodeo -Partner request forthcoming -City, booth, float? Adam Bryant Minimal Regatta -City/, booth, team? -Centennial Paddle Decorating Contest FBC Okeechobee Trunk or Treat -City/, booth? American Legion/VFW Veterans Day Services -City/? OKMS Lighted Christmas Parade -Using Centennial title? Logo? -City/ booth,float, contests? Lighted Boat Parade -City/, float, contests? Cable Elsken Turgeon & Williams Cable Enfinger Turgeon & Williams Turgeon Battlefield State Park TBD 2-6 & Rodeo Grounds Flagler Park 4 TBD Church property Church property Veterans Flagler Park Okee-Tantie 2-6 & Rodeo Grounds Okee-Tantie 2-6 Veterans Flagler Park 3-4 Taylor Creek November 10, 2014 Meeting - Page 7 of 8

8 J. (Item added) Prior to adjourning, the Committee discussed whether it was necessary to conduct the November 17 meeting; the consensus was to cancel that meeting. Member Giddings interjected that she was planning on making a presentation at that meeting to request use of the Centennial Logo for the Chamber Community Guide, and the December 8 meeting would be past her printing deadline. The matter was discussed at this time. Member Giddings explained, Okeechobee the Magazine publishes the guide for the Chamber. Recently the idea of featuring the Centennial was discussed, and she would like permission to use the logo within the publication. However, she could not provide specifics as to where or how it would be used. She explained further one use would be for an article regarding the official Centennial calendar of events and activities. It might be used on the cover as well. The majority of the members noted their agreement to use the logo for this purpose as the publication is free to the community and acts as a business directory. An important stipulation was that the publication not be distributed to the community until after the kick-off celebration, since the logo will not be unveiled until then, Mrs. Giddigns agreed. Member Hoover moved to approve the request for use of the Centennial Logo by the Chamber of Commerce within the 2015 Chamber Community Guide provided she can submit the proper documentation and the request before the City Council for final approval; seconded by Member Enfinger. Motion carried unanimously. VIII. ADJOURNMENT Chairperson There being no further items on the agenda, or discussion offered, Chairperson adjourned the meeting at 7:42 p.m. The next regularly scheduled meeting is December 8, 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: December 8, 2014 December 15, 2014 January 12, 2015 January 26, 2015 PLEASE TAKE NOTICE AND BE ADVISED that if any person desires to appeal any decision made by the 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, COMPLETED AND SUBMITTED BY: Lane Gamiotea LANE GAMIOTEA, CMC November 10, 2014 Meeting - Page 8 of 8