CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE OCTOBER 27, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL

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1 CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE OCTOBER 27, 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 (CCAHC) regular meeting to order on October 27, 2014, at 5:39 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 Absent (with consent) Member Antoinette Rodriguez Member Sharie Turgeon Member John Williams Advisory Members: Member Justin Domer Member Katrina Elsken Member Donna Gaiser Absent (with consent) Member Susan Giddings Staff: City Clerk Lane Gamiotea City Administrator Brian Whitehall Public Works Director David Allen Absent 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 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 A. Chairperson asked whether there were any requests for the addition, deferral, or withdrawal of items on today s agenda. Item IV, approval of the minutes was withdrawn. New Business Item VIII. C, was added. Three additional exhibits were distributed relating to items on the agenda. IV. MINUTES City Clerk, Tab A A. Clerk Gamiotea requested the consideration to dispense with the reading and approve the Summary of Committee Action for the regular meeting of October 13, 2014 to be withdrawn from the agenda. The matter will be reconsidered at the next meeting. V. REPORTS FROM LIAISONS (NOT DIRECTLY EVENT RELATED) A. Budget Liaison Member Williams, Tab B Nothing new to report at this time. CCAHC October 27, 2014 Meeting - Page 1 of 9

2 V. REPORTS FROM LIAISONS (NOT DIRECTLY EVENT RELATED) CONTINUED B. Social Media Liaison Member Domer, Tab C Nothing new to report at this time, but noted the weekly historic photo posted receives positive feedback. C. Media Liaison Member Turgeon, Tab D Nothing new to report at this time. D. School/Cultural Liaison Member Enfinger, Tab E Nothing new to report at this time. E. Historic Time-Line Liaison Member Cable, Tab F Member Cable reported she has completed through 2010, and continues to make progress. VI. FINALIZE SPECIFIC CENTENNIAL EVENTS A. Kick-Off Celebration Report Fri, 1/9/15 74 days away Centennial Kick-off Celebration Domer & Parks 4, 5 or 6 $1520 Member Domer reported, after taking an expedition to, it appears that using Park 4, which has the band stand, would be sufficient for the event. Park 4 is located between Southwest 4 th and 5 th Avenue s. The roadway construction along State Road 70 West is minimal next to this park, and should not interfere. It has sufficient space to house the larger tent required for the event and still leave an uncrowded area to display the historic art prints on the perimeter. There will be local food vendors, and Member Cable is coordinating the speakers. Chair added that he will coordinate to have the band stand repainted prior to the event. The discussion then turned to the historic print s fundraiser project. At the last meeting, Chair presented to the Committee that local artist Sandra Pearce offered her time to digitize historic prints, and reproduce them for the CCAHC to sell as a fundraiser. Further, the City Council approved this project at their October 21, 2014, meeting. Distributed at their places, Chair asked the CCAHC to review the list of 20 potential locations to use in the photographs. Upon discussion, the consensus was to use photographs of the Southland Hotel, the Methodist Church, First Baptist Church, the Livestock Market, Fish Houses along Taylor Creek;, the Masonic Lodge, the Train Station, the Elementary or High School (original buildings), the Raulerson Home, and City Hall. Many pictures were taken over the years of these building, and rather than have them all within the same time era, it was agreed to span them out through the decades. Member Cable will submit the photographs on a computer storage device to the Clerk s Office in order for it to be sent to Mrs. Pearce. It was noted that the quality of the photograph will be the determining factor of which particular one to use, as there are different photos of the locations chosen. Other locations considered were the Gilbert Theater, Okeechobee Bank, the Fair Store, Park Drugs Store, Raulerson Building, Taylor Creek, Gladys, Old Jail, and the Tantie School House. During this discussion, Member Cable asked about using a collage such as the one displayed in the Council Chambers. This print was available several years ago, and has many of the areas discussed. It was discovered that these prints are the ownership of the Chamber of Commerce and can be reproduced. Member Rodriguez consented when it was asked whether the Chamber would consider donating one. VII. UPDATES/UNFINISHED BUSINESS ON EVENTS/PROJECTS FROM COORDINATORS/STAFF A. Approve the final Logo rendition - Chair Chair reported that the final rendition of the logo will be presented at the next meeting. CCAHC October 27, 2014 Meeting - Page 2 of 9

3 VII. UPDATES/UNFINISHED BUSINESS CONTINUED B. Brick Pavers/City Hall Front Walkway Remodel Project Vice Chair Hoover/Director Allen (continued from Sept. 22 meeting, pending landscape architect rendering) Administrator Whitehall reported that he and Director Allen met this afternoon to review the information submitted by the landscape architect. The City received a preliminary plan that was more specific to the landscaping which he did not believe was worth distributing. However, it has the basic outline of the new walkway. Director Allen will be sending the dimensions of the walkway to three brick paver vendors similar to a bid packet and then review the responses. In closing he stated, I promise to have this information at the next meeting. The information on the brick pavers is required to finish the sponsorship packets and to be ready for selling at the Kick-off Celebration. C. Sponsorship Packets Chair Chair distributed prior to the meeting, a draft flyer regarding the sponsorship packets for the Members to review and approve. After a lengthy discussion, the final approval for two sponsorship packets is listed below. These changes will be completed by Chair and ed to Clerk Gamiotea in order to be distributed to the entire Committee for review. $500 Sponsorship 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 Brick Paver (large) Special Recognition at all Centennial Events $1500 Sponsorship 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. Purchase of eight tickets gives table naming rights Four copies of the Commemorative Postcard Book Placement of one 8.5 x11 2- dimensional item in Centennial Time Capsule One Brick Paver (large) Special Recognition at all Centennial Events ¹Sponsorship packets will be the initial method to purchase these tickets. Individual tickets will go on sale at a later date, upon availability. During the discussion of the sponsorship packets, the CCAHC was informed that the City Council officially approved by motion: the events and activities, the two capital improvement projects, officially changed the name of the Taylor Creek Park to the Centennial Park, and ratified the approval of the Okeechobee Historical Society and Okeechobee Retired Educators Association to be Centennial partners. VII. UPDATES/UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and with other organizations): DATE/TIME # DAYS OUT Sat, 1/17/15 82 EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET OKMS Day of the American Cowboy -Partner request forthcoming -City/CCAHC, booth, contests? Turgeon CCAHC October 27, 2014 Meeting - Page 3 of 9

4 II. UPDATES/UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and with other organizations): Starts 1/19/15 Ends 6/15 84 Centennial: 100-Days Scavenger Hunt 11/10/14 meeting) Turgeon #okeechobee100 Member Turgeon distributed at the beginning of the meeting, a draft copy of the scavenger hunt instructions, rules, prizes and sponsorship for review and approval. Based on the outcome of the discussion, changes were made by consensus and incorporated as follows: Instructions and Rules: Complete team registration by January 15, 2015, at City Hall, 55 SE 3 rd Avenue, 8AM- 4:30PM, M-F, with team name, a contact person with phone and . No more than three individuals per team, at least one must be 18 years of age or older. Participants are subject to all federal, state and local laws and regulations. By participating, entrants agree to these official rules and accept the decisions of the City of Okeechobee Centennial Celebration Ad Hoc Committee as final in all matters relating to the hunt. >For your post/submission to qualify it must include the official hashtag: #okeechobee100 and be posted on the City of Okeechobee Centennial Facebook page, >First post is to be the entire team with the numbered logo received at registration, use this time to introduce the team to the judges. >A riddle, clues, and/or instructions for activity will be posted each day via the Centennial Facebook page. >Clues will be posted each day, but will not exceed 20 days so that no one can jump ahead. >Hunt runs from January 19 through June 4, >Winners will be the team with the most submissions that include all the requirements stated previously. Ties Will be determined by the team with the highest quantity and timely submissions. >The Team that wins will be announced at the Centennial Birthday Bash, tentatively planned for June 13, Each member of the winning team will receive $100.00; be allowed to place an item in the Centennial Time Capsule, per capsule instructions; be presented with a Centennial Logo Ribbon from a City dignitary and a photo with dignitary for submission to all media, local and social. The CCAHC decided they will not solicit sponsorships for individual contests. The expenses for this will be covered by fundraisers and sponsorship packets. Clerk Gamiotea advised she will verify the City will legally be able to give out cash prizes of this nature. Generally it is handled directly through a specific sponsor. Member Domer was asked to add one of Member Turgeon s sub-committee members as a Facebook Administrator in order to post the information for the contest. Their contact information will be forward to Clerk Gamiotea, as the individual will need to be given all the information regarding sunshine and public record laws. Wed, 1/21/15 86 Tentative: 1/24, 4/11, 6/20, 9/19, & 10/17 89 Kiwanis International Centennial OHS Jazz Band/Movie in the Park -City/CCAHC, booth? Centennial Historic Bus Tours 11/10/14 meeting) Cable Flagler Park 4 Various Historical Society Member Cable reported that she has been diligently working on purchasing the correct liability insurance for the bus tours as well as working with the printers on the commemorative post card books. She asked whether tickets for the bus tours could be sold at both the Chamber and City Hall. Administrator Whitehall and Member Rodriguez replied they could for their respective offices. CCAHC October 27, 2014 Meeting - Page 4 of 9

5 VII. UPDATES/UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and with other organizations) continued: Sat, 1/31/15 96 Sat-Sun, 2/7-8/ Sat, 2/21/ Sat, 2/21/ 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/ Sat, 3/28/ Sun, 4/5/ Okeechobee Health Expo -City/CCAHC, booth? OKMS Top of the Lake Art & Chalk Festival -Partner request forthcoming -City/CCAHC, booth? -Centennial Poster Contest Brighton Field Day -City/CCAHC, booth? FOR Okeechobee, Inc. 5K Ribbon Run -City/CCAHC, team? Battle of Okeechobee Reenactment -City/CCAHC, booth? County 4-H & FFA Livestock Show & Sale -City/CCAHC? New Music Festival? -City/CCAHC, booth? County Fair -CCAHC /booth? 50 th Annual Speckled Perch Parade, Festival & Rodeo -Partner request forthcoming -City/CCAHC, booth, float? March of Dimes Walk -City/CCAHC, team? Kiwanis Easter Pancake Breakfast -City/CCAHC? Turgeon Cable Elsken Turgeon & Williams Cable 3-5 Reservation Rodeo Grounds Battlefield State Park 2-6 & Rodeo Grounds Flagler Park 4 Sat, 4/18/ Mayors Centennial Gala Enfinger Silver Palms $5250 Motion was offered by Member Williams, seconded by Member Rodriguez to officially call the gala the Mayor s Centennial Gala. Motion Carried unanimously. April Sun, 5/17/ May Mon, 5/25/ Prefer Sat, 6/13/15 Pregnancy Center 5k Color Run -City/CCAHC, team? 1 st United Methodist Church Centennial 1 st Baptist Church Centennial American Legion/VFW Memorial Day Services -City/CCAHC? Enfinger 229 Centennial Birthday Party Turgeon Church property Church property Veterans Flagler Park (Sacred Heart Church facilities offered) N/A N/A N/A N/A $2500 CCAHC October 27, 2014 Meeting - Page 5 of 9

6 VII. UPDATES/UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and with other organizations) continued: Sat, 7/4/ Fri, August For Okeechobee, Inc., Independence Day Celebration -City/CCAHC, booth, contests? OHS Kick-off Classic Football Game & Athletic Booster Club Program -Athletic Program Centennial Edition? -Logo Patches for Football & Band? -City/CCAHC, half-time special? Hoover Okee-Tantie OHS Member Hoover asked to review this event and what is expected in regards to. Clerk Gamiotea advised at several of the initial meetings the members discussed various activities to cover all areas during the centennial. One was since the high school was originally started within the City, that perhaps funds could be raised to purchase special centennial football uniforms. However the band was then included, which would not be feasible, so the compromise was to have the logo put on patches for both the football team and band to wear. The idea was discussed that there could be a ceremony or a dedication of the centennial at the annual kick-off classic game, either as a pre-game function or during half-time. Many individuals who participated in both football and band when the field was within the City, are still in the community, and could be recognized at the ceremony. Additionally it was discussed to present to the Athletic Boosters the idea of showcasing the centennial in their annual all-athletic program, featuring the original mascot, a catfish and include some history with it and how it was later changed to the Brahman. Member Hoover advised she would review the information with them at the next meeting. Member Cable added that recently when she was at the high school, the Band Director, Clint LaFlam, stopped to talk with her about the Centennial. He seemed to be excited with the idea of creating their marching show the City s Centennial. They will be discussing more on this after the current marching season is complete. Sat-Mon 9/5-7/ Sat, 10/3/ Prefer Sat, 10/10/15 Sat, 10/31/ PM Wed, 11/11/ Tue, 12/1/ OKMS Labor Day Parade, Festival & Rodeo -Partner request forthcoming -City CCAHC, booth, float? Adam Bryant Minimal Regatta -City/CCAHC, booth, team? -Centennial Paddle Decorating Contest Centennial Heritage Festival (or Centennial Founders Day) FBC Okeechobee Trunk or Treat -City/CCAHC, booth? American Legion/VFW Veterans Day Services -City/CCAHC? Centennial Time Capsule & Burial Ceremony 11/10/14 meeting) Turgeon & Williams 2-6 & Rodeo Grounds Okee-Tantie Williams Gaiser 2-6 Veterans Flagler Park City Hall Domers City Hall $1500 $1500 CCAHC October 27, 2014 Meeting - Page 6 of 9

7 VII. UPDATES/UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and with other organizations) continued: Tues, 12/1/ PM 400 City s Annual Lighting Celebration Whitehall City Hall Park City Hall Fri, 12/11/ Centennial Frolic Elsken Sat 12/12/15 December 411 OKMS Lighted Christmas Parade -City/CCAHC booth,float, contests? Lighted Boat Parade -City/CCAHC, float, contests? Turgeon CCAHC October 27, 2014 Meeting - Page 7 of 9 Prefer Methodist church, historic court house breezeway & lawns 3-4 Taylor Creek $4500 Freshman Campus Okeechobee Community Theatre Elsken Auditorium POTENTIAL ACTIVITIES/CONTEST DISCUSSED AT PREVIOUS MEETINGS If I Were Mayor. (prepared speech contest/middle school) BRAT Club indicated interest You Grew Up in Okeechobee If You Remember (essay contest/high school) Library Hour Picnic in the Park Reading List/schools all grades (winners reading the most books by age brackets) Discussion/Updates on above listed items: Chair announced that he was recently notified by the local General Federation Women s Club (GFWC) Junior Women s Club that they would like to host monthly movies in the park during the centennial. A formal request with be forthcoming. VIII. NEW BUSINESS A. Consider requests, presentations, or information from other groups/organizations 1. Request from March of Dimes Members Cable & Gaiser, Attachment #1 Attachment one explained that the March of Dimes organization has been involved in the community for a lengthy time. The Okeechobee unit formed to raise funds. The earliest documented event was in 1948 and has continued every year since then. In 2015 they are proposing two events, a March of Desserts on February 8, and the Mothers March on March 28, and they would like to partner with the Centennial celebrations. Member Williams moved to authorize the Okeechobee March of Dimes as a Centennial Partner, authorizing them to participate in the Kick-off Celebration to advertise their upcoming events and enlist public ; seconded by Member Rodriguez. Motion carried unanimously. B. new information, requests, or information from CCAHC Members 1. Discuss Tervis Tumbler fundraiser and commemorative idea Member Giddings, Attachment #2 Member Giddings explained Mrs. Monica Clark is a wholesale distributor for Tervis brand tumblers and she has offered to sell them at her cost to the CCAHC if they would like to use this as a fund raiser. The cost is $8.00 per cup, which includes set up and shipping. They generally sell for $15.00 each, and the minimum order 100 cups. Member Giddings also volunteered to design the graphic for the wrap on the tumbler for free. Following discussion, Member Cable moved to recommend the City Council approve a $ expenditure for the CCAHC 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; seconded by Member Turgeon. Motion carried unanimously.

8 VIII. NEW BUSINESS CONTINUED C. Discuss Okeechobee the Magazine s letter of sponsorship Administrator Whitehall While yielding the floor to Administrator Whitehall to discuss this item, Chair prefaced it by explaining Member Giddings was not present at the September 22 CCAHC meeting when the subject of Okeechobee the Magazine mailing letters to individuals and businesses soliciting sponsorships for a special Centennial Edition was discussed. She can probably give some clarification on some of the questions and concerns that were noted. Administrator Whitehall wanted to be clear, the issue he is bringing forward has nothing to do with the quality of the magazine, everyone enjoys it, it is a great publication, and he is not trying to cast dispersion toward it. However, the reason he asked for the matter to be placed on the agenda was to make sure everyone was aware of the situation created by these sponsorship letters. The first concern was raised by a City Council Member after he received one of the letters, in that the Council never heard during Chair s monthly reports that this was a Centennial condoned project. Several business owners have mentioned the letter to him conveying they were under the impression it was for the City Centennial. Today was probably the most obvious item when an from Mrs. Sharon Vinson was sent to her sizeable contact list, stating, here s your chance to get on board and be a sponsor for the City of Okeechobee and its Centennial with a copy of the sponsorship letter attached. At the September 22 meeting, several Committee Members voiced their concern that the letters were going to cause confusion. It is obvious that is what has happened. He went on further to explain, during the organizational meeting, Staff and the CCAHC covered how the budget issues should be handled, the open meetings act, and that this Committee needs to keep a pretty tight leash on how the Centennial projects are going to materialize so as to not confuse the public, especially when it comes to fund raising. Now we have a situation, where businesses are under the impression, that the letters requesting sponsorship from Okeechobee the Magazine are sponsorships requests from this Committee, which they are not and the situation needs to be resolved. Member Giddings responded that she took very strong pains to make sure it was clear that the wording in the letters did not reflect about being connected to the City. However, she stated, I had to mention it is to commemorate the City s Centennial because that is the purpose. I think we took great pains in making sure that nowhere in the wording did it imply in any way, shape, or form that this was a part of the City or this was the funds going to the City or anything like that. She noted her confusion in the wording of Mrs. Vinson s , as they had met and she knew that this was not a City Centennial project. Mrs. Giddings said contacted Mrs. Vinson after the was sent out today and she questioned her about it. She stated that Mrs. Vinson s reply was that is not really what she meant, but only to say support your community. The information was further distributed and forwarded by Economic Director Tara Minton to all their members. However, Mrs. Minton s stated clearly the sponsorship was for the specific edition of the magazine. Member Williams added that he was very concerned when he received the , and forwarded it to Clerk Gamiotea. Additionally he has been approached by a business owner who was under the same impression, and thought the sponsorship request was from this Centennial Committee. Member Turgeon was also contacted by several businesses, who were under the same impression, and had they not contacted her directly would have believed they were donating specifically to the City s Centennial events. CCAHC October 27, 2014 Meeting - Page 8 of 9

9 VIII. NEW BUSINESS CONTINUED C. Discuss Okeechobee the Magazine s letter of sponsorship continued. The confusion seems to come into play because the normal editions of the magazine have advertisements in them. Business owners are familiar with this type of operation, they are not familiar with a for-profit business soliciting sponsorships. However, Mrs. Giddings explained she wanted to make the Centennial Edition of Okeechobee the Magazine more of a collector s item without it being full of advertisements. Those who purchase a sponsorship will have their name listed at the end of the publication. Although there was not a clear solution of how to resolve the situation, Member Giddings noted her understanding that it is her responsibility and in her best interest, as a Member of the Committee, to play a more active role in making sure when her information is being forwarded, that it be clear as to what it does and does not have to do with, and who it is or is not for. No one wants any of the Centennial events, projects or activities to be negatively impacted. When asked whether Mrs. Giddings intended to request to use the Centennial Logo and be an official partner, she replied that she intends to when the time is right, but did not elaborate further. Lastly and most importantly, as pointed out by Chair, Member Giddings has to take all precautions to not imply she is utilizing her position on this Committee for financial gain because Okeechobee the Magazine, which she is the owner of, is a for-profit business. Although she is an Advisory Member to the Committee, they too are bound by the ethics and financial interest laws. The Media Liaisons, as well as Member Elsken were asked to disperse press releases explaining that the CCAHC are going to have sponsorship opportunities and list what the Committee is in the process of doing to try to clear up some of the confusion until the sponsorship packets were finalized. IX. ADJOURNMENT Chairperson There being no further items on the agenda, or discussion offered, Chairperson adjourned the meeting at 7:55 p.m. The next regularly scheduled meeting is November 10, 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: November 17, 2014 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 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, COMPLETED AND SUBMITTED BY: Lane Gamiotea LANE GAMIOTEA, CMC CCAHC October 27, 2014 Meeting - Page 9 of 9