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2015-04-1361) Pie..eerin9 .�'pi .if e.,du )e,i CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE APRIL 13, 2015 SUMMARY OF COMMITTEE ACTION I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the Centennial Celebration Ad Hoc Committee (CCAHC) regular meeting to order on April 13, 2015, at 5:33 p.m., in the Council Chambers at City Hall, 55 SE 3rd Avenue, Room 200, Okeechobee, Florida 34974. II. COMMITTEE AND STAFF ATTENDANCE — City Clerk Gamiotea Voting Members: Chairperson J.D. Mixon Present Vice -Chair Dawn Hoover Present Member Magi Cable Present Member Jeanne Enfinger Present Member Antoinette Rodriguez Absent Member Sharie Turgeon Present Member John Williams Absent (with consent) Advisory Members: Member Justin Domer Absent (entered chambers at 5:52 p.m.) Member Katrina Elsken Present Member Donna Gaiser Absent (with consent) Member Susan Giddings Present Staff: City Clerk Lane Gamiotea Present Office Assistant Jacob Smith Present City Administrator Brian Whitehall Absent 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 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 A. Motion and second by Members Cable and Hoover to dispense with the reading and approve the Summary of Committee Action for the regular meeting of March 23, 2015, (sent via email individually). Without discussion, motion carried unanimously. CCAHC — April 13, 2015 Meeting - Page 1 of 4 V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. Mayors Gala, Apr 18 — Members Enfinger & Rodriguez a.Consider quotes for a Photographer to provide posed portraits Prior to the meeting, Members were given a copy of the only quote received for a photographer by the deadline (2:00 p.m. April 13), which was by Sandra Pearce Photography. The quote consisted of an event fee of zero dollars. As stated on the form, if the amount is left blank it will be understood that the photographer is donating this as an in -kind service to the Centennial Event. Package A: two 5x7 printed photographs for $40.00. Package B: two 5x7 and one 8x10 printed photographs for $50.00. Package C: one 8x10 printed photograph for $35.00. Price includes taxes, shipping /handling, retouching, and /or any other incidental fees. The photographer will have one assistant in attendance during the event. The photographer acknowledged that they have all the necessary supplies, items, and props to create a professional back drop for the photographs. They have all the necessary professional equipment including but not limited to lighting, screening, lenses, filters, etc. needed to create and take the professional photographs. It is their responsibility to coordinate with Silver Palms Resort staff to have the back drop and all equipment set up in the appropriate room prior to the start of the event and removed at the end of the event. They can accept all debit cards and all major credit cards for payment from the attendees. They have all the necessary workers compensation and general liability insurance. They have all the necessary licenses, certificate or business tax receipts applicable to conduct business as a professional photographer in Okeechobee County. They will post photographs of attendees on their web site once the purchase has been made. Attendees are not required to have their photograph taken. Centennial Photographer Joe Allen will be taking candid photographs within the banquet hall throughout the event. Mrs. Pearce listed that she has 20 years experience as a professional photographer. Member Cable made a motion to accept the quote offered by Sandra Pearce Photography; seconded by Member Turgeon. The CCAHC thanked Mrs. Pearce for her generosity of donating her time to provide this service at the Gala. It was further agreed that she would need to take the photos from 6:00 to 8:00 p.m., motion carried unanimously. b. Review the proposed overview of the evenings events ATTACHMENT #1 Member Enfinger and Clerk Gamiotea reviewed the itinerary for the event. Introductions will be brief with no historic speeches. Mayor Kirk will extend a welcome to all and recognize Silver Palms for its generosity of donating the venue, followed by the band introduction and an invitation to dance. Council Member Watford will offer a blessing before dinner is served. Member Turgeon asked what responsibilities the Committee Members serving as hostesses would have during the evening. Member Enfinger responded that greeting and seating guests would be the only requirement. Others would be expected to mingle with guests throughout the room, making sure to interact with each table periodically. Mrs. Pearce asked whether there would be any objection to her taking photographs for Okeechobee the Magazine after the posed portraits were finished. No objections were noted. 2. Centennial Monthly Movie in the Park, May 9, Flagler Park featuring Monsters University Chair Mixon informed the Committee that the movie on April 11 was rained out and would be rescheduled. CCAHC — April 13, 2015 Meeting - Page 2 of 4 V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. Updates on Official Centennial Events and Approved Partnered Events continued 3. Discuss Birthday Bash proposals — Member Turgeon ATTACHMENT #2 Member Turgeon summarized the highlights for the Birthday Bash from the sub - committee. The time frame recommended is from 3:00 to 8:00 p.m. at the facilities and field of the Sacred Heart Church located at 901 Southwest 6th Street, on Saturday, June 13. This does not interfere with Saturday night mass. There is sufficient room for parking, as well as surrounding areas that can be used with the assistance of golf carts to assist people back and forth to their vehicles. Within Attachment No. 2 contained an Event Budget Form with attached contracts and /or invoice proposals for consideration. For kid zone activities they offered hiring Sharon Bradley for Face Painting, proposed at $150.00. Hiring Tim's Train Rides, Tim and Melanie Warner of Ocklawaha, Florida, for kids barrel train rides, proposed at $650.00. Hiring by contract, PJ's JUMP -N- CLIMB, Pete and Jammie Hall of Ormond Beach, Florida, for a kids rockwall /bungee jump and pool /water walkers, proposed at $2,568.00 (50 percent would be required as a deposit to book them). For music and entertainment, to contract with DP Productions for sound equipment, music, Disc Jockey, announcements, and stage lighting to keep the crowd active and involved, proposed at $500.00 and "The Department," to perform from 6:00 to 8:00 p.m., proposed at $500.00. The Department is a live band of retired educators, and performs a wide variety of music. A colorful eye- catching announcement flyer is being worked on to advertise the event and be distributed throughout the community. Local bakers will be needed to participate in a birthday cake decorating /baking contest. There will also be a cake walk. Member Turgeon further explained that at this time food would be the only thing that would cost the attendees. There will be additional performances from local talent such as the Chobee Steelers and the Storm Cheerleaders. The sub - committee is hopeful that more groups will come on board as the planning continues. They are also in the process of contacting each of the churches and non - profit organizations to participate by sponsoring and operating booths, games and /or activities. In addition to these activities, the ceremony for the winners of the 100 day Scavenger Hunt and the drawing for the Centennial Quilt raffle are slated for this event. The discussion then turned to a possible revenue source. As of yet the only possibility would be involving food sales. Member Turgeon suggested using food trucks and has contacted two separate vendors which Okeechobee Main Street currently uses. Clerk Gamiotea was asked to verify whether this would have to be bid out. The CCAHC thanked Member Turgeon for the update, everyone was asked to share this information with friends, family and organizations. Mr. Bobby Keefe briefly addressed the CCAHC, stating he was speaking on Mr. Roy Padgett's behalf. Mr. Padgett provides the grounds and maintenance for Sacred Heart, and requested the CCAHC to have a clean -up crew after the event for obvious reasons. Chair Mixon acknowledged that would be a definite priority. Mr. Tom Peer of Sacred Heart was in attendance as well. Member Turgeon thanked Mr. Peer for his assistance with organizing this event at their facilities as well as verifying all activities presented would be allowed under their liability insurance coverage. CCAHC — April 13, 2015 Meeting - Page 3 of 4 V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 3. Update on the Birthday Bash continued Member Turgeon made a motion to approve the $4,368.00 preliminary budget for the June 13 Birthday Bash (as presented and outlined previously); approve a contract with PJ's JUMP -N- CLIMB for delivery, set up, and operate a Rockwall /Bungee Jump and Pool/Water Walkers from 3:00 to 8:00 p.m. and Pay Request in the amount of $1,200.00 to PJ's JUMP -N -CLIMB for the required 50 percent deposit; seconded by Member Enfinger. Motion carried unanimously. B. Capital Improvement Projects 1. Update on website launch and order form for the City Hall Front Walkway /Brick Pavers — Member Hoover /Director Allen The website has launched. Individuals can now make their purchases online. The Clerks office mailed forms to the sponsors to obtain their orders. The matter of having an artist rendition will be discussed at the next meeting. Chair Mixon asked that artists provide several examples of their previous work that falls in line with what is being requested. 2. Centennial Park - Administrator Whitehall /Director Allen a. Is there a Preliminary Plan of Project to use for marketing /advertising b. How should the project be approached to market/advertise No reports or information was available. C. Fundraisers and Sponsorships 1. Tervis Tumblers — Clerk Gamiotea Clerk Gamiotea reported that the third order of tumblers was doubled to 200 and were delivered on April 1. 59 tumblers from this order have already been sold. 2. Sponsorships Report — Clerk Gamiotea ATTACHMENT #3 Clerk Gamiotea reported 17 Pioneers have been purchased to date, the latest ones being Florida Power & Light, Waste Management, Seacoast Bank, and the Seminole Tribe Brighton Community. There are now 24 Settlers, the latest being Noel Stephen, State Representative Cary Pigman, The Lounge at Sacred Sanctuary, and Total Roadside Services. It was noted that numerous individuals and organizations had been involved with in -kind donations to the Centennial but had not purchased sponsorships so they did not have signs. It was suggested that a sign be made to list all of them, and displayed at all events, and they would be called "Friends of the Centennial." They included Silver Palms RV Resort, 1 -Stop Party Shop, Dairy Queen, East Coast Printing, Sandra Pearce Photography, and Photo's By Allen. VII. ADJOURNMENT — Chairperson There being no further items on the agenda or discussion offered, Chairperson Mixon adjourned the meeting at 6:32 p.m. The next regularly scheduled meeting is April 27, 2015, 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, 863 -763 -3372. COMPLETED AND SUBMITTED BY: ,Ca ne 9&»uolea LANE GAMIOTEA, CMC, CITY CLERK CCAHC — April 13, 2015 Meeting - Page 4 of 4 INDEPENDENT NEWSMEDIA INC. USA Okeechobee News 107 SW 17th Street, Suite D Okeechobee, Florida 34974 863- 763 -3134 STATE OF FLORIDA COUNTY OF OKEECHOBEE Before the undersigned authority personally appeared Katrina Elsken, who on oath says she is the Publisher of the Okeechobee News, a three times a week Newspaper published at Okeechobee, in Okeechobee County, Florida, that the attached copy of advertisement being a c/ ,o Z 'e in the matter of 1VY�,t/yt -t� in the 19th Judicial District of the Circuit Court of Okeechobee County, Florida, was published in said newspaper in the issues of Viol/c Affiant further says that the said Okeechobee News is a newspaper published at Okeechobee, in said Okeechobee County, Florida, and that said newspaper has heretofore been published continuously in said Okeechobee County, Florida each week and has been entered as second class mail matter at the post office in Okeechobee, in said Okeechobee County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement, and affiant further says that she has neither paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper. ubscribed before me this day of, Notary Public, State of Florida at Large r Katrina Elsken Gloic 1 AD v" "s ANGIEBRIDGES _.: !?, ." MY COMMISSION # EE 177653 ';< o EXPIRES: April 20, 2016 ofd: • Bonded Thru Notary Public Underwriters CENTENNIAL .CELEBRATTIBON ADOCC COMMITTEE MEETING NOTICE IS HEREBY GIVEN that the Coy of Okeechobee Centennial Cele- bration Ad Hoc Committee (CC4HC) will conduct a regular meebng on Mon, 13, 2015, 5:30 PM o as soon thereafter as possible, at City Hall, 55 5 '3rd Ave, Rm 200 Okeechobee, Fl The'publlic`is invited and encouiaged' to atthnd. The agenda may be obtained from calling the Office of the City Clerk,.863- 763 -3372 1x5 kohee.oar�, or'by w� respect PERSON DEL'1DING PEALS dslbn� made b the ro a r c xed at cuurbc verbatim record ,tile p oceedl •ism fi 1rd i lla;the t d and evbdenee whCch them at a F rd tncfud a the anc r NiB e ricans wi abili4Ps Act (ADD), any 'based: i a disability *Tined). the thaT ( c k Person o with a dpabl' is proceeding conta the Cle Officeno�jater-than a ha ' 863 76 -3372, business BE V ED ihWkt yov intend to show any document, picture, video records. copy oft �,�- video, �w �m M bye: oP lded m the 'Oie MAW- 470636 ON %10% 015 Mixon Oa) [ %* neeting Sp hit &au IPA CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE APRIL 13, 2015* AGENDA 12r 5:30 PM I. CALL TO ORDER — Chairperson Mixon Meeting held at City Hall, 55 SE 3rd Avenue, Council Chambers, Room 200, Okeechobee, FL 34974 II. COMMITTEE AND STAFF ATTENDANCE — City Clerk Gamiotea Voting Members: Chairperson J.D. Mixon P Vice -Chair Dawn Hoover Q Member Magi Cable f Member Jeanne Enfinger Member Antoinette Rodriguez A Member Sharie Turgeon Member John Williams A Advisory Members: Member Justin DomerA' Member Katrina Elsken tp Member Donna Gaiser A Member Susan Giddings Staff: City Administrator Brian Whitehall A Public Works Director David Allen A City Clerk Lane Gamiotea P BE ADVISED that should you intend to show any document, picture, video or other item to the CCAHC in support or opposition to any item on this agenda, 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 items. Signal the Chair by approaching the podium, be recognized, and state your name for the record. III. AGENDA — Chairperson Mixon A. Requests for the addition, deferral or withdrawal of items on today's agenda. IV. MINUTES — City Clerk Gamiotea A. Motion to dispense with the reading and approve the Summary of Committee Action for the regular meeting of March 23, 2015 (sent via email) /AU e_ -y 4 V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 4.� p"-`;'yam 1. Mayors Gala, Apr 18 — Members Enfinger & Rodriguez gp: A yk- a. Consider quotes for a Photographer to provide posed portraits b. Review the proposed overview of the evenings events ATTACHMENT #1 9; c a "f 1 o"c( 541m.'° f� + 6N-A5 Flagler Park featuring Monsters Universit c"ti� ' w-4 y�..r r° `� Pj ^k_ 2. Centennial Monthly Movie in the Park, May 9, g g University c"6< I T iscuss Birthday Bash prop9sallss- Member Turgeon ATTACHMENT #2 B. Capital Improvement Projects 1. Update on website launch and order form for the City Hall Front Walkway /Brick P vers — Member Hoover /Director Allen G €v' `": {— fir-, r,�t c/ tv i S - ' QaAS O) tv\ )0A , 7rvp.,Sc4 (S 1Ac -,I 'k ,t ey tee 5't tki(bv- {'c: - .`i'd'1 rh 4/13/2015 CCAHC AGENDA - Page 1 of 2 go V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED 2. Centennial Park - Administrator Whitehall /Director Allen — a. Is there a Preliminary Plan of Project to use for marketing /advertising b. How should the project be approached to market/advertise C. F draisers and Sponsorships _ C Tervis Tumblers — Clerk Gamiotea 7 9 ° lr• „°u N-wt"(-41- ` `^ :StAck 't""41, Q, 044.3 2. Sponsorships Report — Clerk Gamiotea ATTACHMENT #3 ‘'l Vgigkre5 .94 j — v1-11,v-5 VI. ADJOURNMENT — Chairperson 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, 863 - 763 -3372. SzvV � tee, j (0A;-€44 (14,`v{4AA 1`. ( £ &t5 4 ' at( i v p ri) f I -0( _G 5; Imo- ri,(`,uts 1 SAP Da ,41(k. rtu4,1-09-rele-ty / ,,)t- co Peo-c( PiQ,tyr-zr 4/13/2015 CCAHC AGENDA - Page 2 of 2 � C4 9 \` C C 2, 5fs 1 l ( 51A04 , ( t, cL iv fie w .- re5pt.As iI (GN liv. 6 es�a�MiG tw, (15+- vvA r C k top-6+ - c� Up f proPo.�'v(. S�(C1�r( 5 SqlctiA 0,74(66 kral i-ki)191(1 1114°4.9rYk-s Cam ; k, � .�,,� -�' r, 'A 0( b le S 4 bC -f dizs CL 3. Pr, v--,-(t rev -TAce po"%0. 5 ki evA ti ) 3 - pn s 5(" spite S ( -5 k,A p- oic-ii-v, gc, ('? c -} e4.crS a 1\1 4,t 4.6 ckdk( 5 5 .-1/tAt `f).Are-S oPk. 0 6-e Pit 0A SC okk C , l , b 1 - 4 - - : A . v 1 41 -eS c4.1,S I C j A1 € X ° /, .5 've f 50 b PA As�, c, vt k,d fNJ_ -1-nAdic3 vSe-ti( -eve41- owv,, 90 lo,A7 do wk. '(( 5 k ,r,i � 1 d '2 9 )) Aovk s, oy tf ca^J.s f - ( Ck ki,A1 g'7)2( l!u■ !tenoning Sp u1 tau IPd (bis tRt habd �t dpr /3.2 06 /11/3 CITY OF OKEECHOBEE PHOTOGRAPHER QUOTE SHEET The Centennial Celebration Ad Hoc Committee is soliciting sealed quotes from local photographers to take posed photographs of the attendees for the Mayors' Centennial Gala. Submit your quote on this form, in a sealed envelope, to the Office of the City Clerk by 2:00 p.m. (EST), on Monday, April 13, 2015, City Hall, 55 SE 3rd Avenue, Room 100, Okeechobee, FL 34974, with the outside of the envelope clearly marked "Gala Posed Photographs Quote." Facsimile, emailed, or quotes received later than the date and time specified will be rejected. The City will not be responsible for late delivery of any quotes that are incorrectly addressed, delivered in person, by mail or any other type of delivery service. The City of Okeechobee reserves the right to reject any or all quotes, with or without cause, to waive technical errors deemed most advantageous to the City. All quotes shall remain open for a period not to exceed ninety days from the due date. Changes may not be made to the quote once it has been submitted to the Clerks Office. Title of Event: Mayors' Centennial Gala Date of Event: Saturday, April 18, 2015 Time of Event: 6:00 to 11:00 p.m. Location of Event: Silver Palms Resort Clubhouse 4143 US Highway 441 South Okeechobee, FL 34974 A separate room from the main banquet hall has been rented specifically for posed photographs. Event Fee: $ ' " " This fee is the amount the photographer is charging the City to attend and take the photographs. If left blank it will be understood that the photographer is donating this as an in -kind service to the Centennial Event. rti Package A: two 5x7 printed photographs: $ .35 °e 4- 5po -ht 5 e, Package B: two 5x7 and one 8x10 printed photographs: $ 4/5T2 —N ; 09051-4 Package C one 8x10 printed photograph: $ 50 - - .- fa 5-F Individual package price must include taxes, shipping/handling, retouching, and /or any other incidental fees. Photographer will have / assistant(s) in attendance with them during the event. Photographer states they have all the necessary supplies /items /props to create a prof sional backdrop for the photographs. Initial: :5 Photographer states they have all necessary professional equipment including but not limited to lighting, screening, lenses, filters, etc, needed to create and take the professional photographs. Initial: 3 Photographer acknowledges it is their responsibility to coordinate with the Silver Palms Resort staff to have the backdrop and all equipment set -up in the appropriate room, prior to the start of thA, event, and removed at the end of the event. Initial: ;j 1 Photographer states they can accept all debit cards and all major credit cards for payment. 9m the attendees. Initial: �S ��`"' Photographer states they have all necessary Workers Compensation and General Liability Insurance, and can furnish copies upon award of the quote. Initial: 5P List ty es pnd a • • unts of insurance you curre ly carry: ka , l s y /� OdO1 pea Photographer states they have all necessary licenses, certificates, or business tax receipts applicable to conduct business as a professional photographer in Okeechobee County, and copies c n be furnished upon award of the quote: Initial: S/ List title(s) of Anent ones ypy have add additional paper if necessary): c ;. -c f (d-0.._u - pa.t / r►a_ � i-- i` c-e_r 5 e. Lou-n'-1- QJ i p p.,a,I /_ic-e-r-z56 Photographer will I/ or will not post photographs of attendees on their web site once the purchase has been made. Photographer understands that attendees are not required to have their posed photograph taken at the event, it is completely voluntary. Further that the Centennial Photographer, Joe Allen, will be taking photographs within the banquet all hall, and /or surrounding facilities during the event. Initial: 5' Years of Experience as a Professional Photographer: Name(s of similar events ou have taken simila photograps: C&rer `3 &-' TS C (455 N Oil Oil 5 a•ce 0S 3 OH-6 t--- e �- All responses shall become the property of the City. ,Zo The City of Okeechobee, does not discriminate upon the basis of any individual's disability status. This non - discrimination policy involves every aspect of the City's functions, including one's address to participation, employment or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the American with Disabilities Act or Section 286.26 Florida Statues should contact Lane Gamiotea 863- 763 -3372 ext 215. Florida Statues 287.087, on Drug Free Work Place, 287.133(3)(a) on Public Entity Crimes. And Section 277.134, on Discrimination. 287.133 Public entity crime; denial or revocation of the right to transact business with public entities: (2)(a) A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount of $10,000 for a period of 36 months from the date of being placed on the convicted vendor list. 287.134 Discrimination; denial or revocation of the right to transact business with public entities: (2)(a) An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract or provide goods and services to a public entity, may not submit a bid on a contract with a public entity for construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with a public entity. The City will not reimburse respondent(s) for any costs associated with the preparation and submittal of any responses. Respondents, their agents and associates shall refrain from contracting or soliciting any City Official or CCAHC Member and that contact may be made ONLY with the individual(s) listed in this document for additional information and clarification. Photographer states they have read and understand all requirements co ined within this quote. . pi', / ,3‘&`Yy r- Name of photography business: Address: Contact number: Quote submitted by: Print Name: o -r c Date: Optnict ao/s ararim j cria A Historic Back Tie Affair ATTACHMENT #1 4/13/15 CCAHC AGENDA Saturday, April 18, 2015 Silver Palms RV Resort Clubhouse, 4143 U5 Highway 441 South 1. Sponsorship signs to be displayed along the drive into the resort Member Rodriguez to verify with Silver F'alms staff 2. Blacktop Butler, Inc. will be providing complimentary valet parking starting at 5:40 p.m. Clerk Gamiotea has verified the contract requirements and payment arrangements with Mr. Ryan Crow 3. 6:00 PM doors open 1 Stop has been provided all required information. A final seating chart will be provided by Thursday 4. Centennial Hostesses Will be at their posts at 5:45 to assist guests to their table assignments and provide their two complimentary beverage tickets 5. Hors d'oeuvres and Cocktails Upon arrival guests will mingle with friends while enjoying some select hors d'oeuvres which will be served by 1 Stop Staff from 6 until 6:4519M; the cash bar will be open from 6 to 11:00 FM. 6. Pinner served at 7:00 PM Welcome: JD Mixon Blessing: Council Member Watford Dinner, 1 Stop Staff will begin serving the Spring mix salad with balsamic vinaigrette dressing, followed by the main entree, Chicken Florentine or Prime Rib au jus, twice baked garnished potato, and steamed vegetables, tea and water; coffee will be offered after dinner is served The dessert table will be on display toward the back of the ballroom and will offer a display of Black Tie Mousse Cake and Red Velvet Cake with cream cheese icing 7. Street Talk Orchestra S:30 to 11:00 PM Will be providing the entertainment throughout the evening, playing a wide variety of music ►A photographer will be taking portrait style pictures in a designated area separate from the ballroom. Attendees will have the opportunity to purchase their pictures during the evening •The Centennial f hotographer, Mr. Joe Allen, will be in attendance taking candid photos all evening throughout the ballroom ATTACHMENT #2 4/13/15 CCAHC AGENDA City of Okeechobee Centennial Celebration Ad Hoc Committee CENTENNIAL EVENT BUDGET FORM FISCAL YEAR 2014 - 2015 Name of Event Centennial Birthday Bash CCAHC Coordinator Sharie Turgeon Date (�,pri 1 I v , t9oi.5 Date 13- Jun -15 NAME/SOURCE 1 DETAILS/INFO 1 PROPOSED 1 ACTUALS 1 REC'D/PD Revenues: TOTAL REVENUES Expenditures: Sharon Bradley Face Painting (Pay at event) $150.00 Tim Warner Barrel Train (Pay at event) $ 650.00 Pete Hall Trampoline/Water Rollers (1/2 dp) $2,568.00 DP Productions Music /DJ (Pay at event) $500.00 The Department Live Band 6-8 PM $ 500.00 TOTAL EXPENDITURES $4,368.00 ENDING BALANCE IfCQ Pg,loLD PJ'S JUMP-N-CLIMB Contract 0-AVS Hold Harmless Agreement )c be This agreement entered in this 2 day month of April, 2015 by and between PJ'S JUMP-N- CLIMB hereinafter referred to as the vendor and Okeec •e• iain Street, referred to as the producer of the Festival/ Event to be held in the city of Okeechobee at the address of 901 S.W. 6th Street, on the day of June 13th, 2015. The vendor will supply deliver and set up of a Rockwall /Bungee Jump, Pool/ Water Walkers between the hours of 3 pm & 5 pm the day before the event. The vendor will supply 3 or4 people to help set up and operate these units between the hours of 3 pm & 8 pm. The hours of tear down are between 8 pm & 11 pm. The producer must provide water of at least 3000 gallons and ample time for filling of the pool prior to the event run times. The producer will pay a deposit of $ 1,200.00 and provide the appropriate form for tax exemption if applicable. Deposit is due now to hold the requested date as time is of the essence. The remaining balance of $ $1368.00 is to be paid on the day of event. Plus the applicable sales tax, unless the form for exemption has been provided to the vendor. The event is to take place rain or shine. The producer has 180 days to reschedule if such action occurs, this date must be available for both parties. If no rain date is set within 180 days the producer forfeits the deposit. The producer may be held accountable for any added expenses for travel and may include a motel stay. Rain Date Not Yet Set. If the producer should cancel the said event, as time is of the essence. The producer is liable for all cost incurred by the vendor above and beyond the deposit. Including but not limited to the loss of traveling expenses to said event without prior notice of such cancelation by the producer. The producer will supply the vendor with the required space size of 34 foot round area on level ground for the pool and or 38'x38'x35' foot high area on semi level ground for the rockwall & bungee unit to set up and operate in for the entire said event, including time before and after event run times. Note if this is a rockwall / bungee rental there must:not be no power lines or tree limbs within the radius of the required space size for this unit. I, the producer, understand and acknowledge that play on an amusement device entails both known and unknown risks including, but not limited to, physical injury from falling, slipping, crashing or colliding, emotional injury, paralysis, distress, damage or death to any participant, I hereby voluntarily and expressly release, indemnify, forever discharge and hold harmless PJ'S JUMP-N-CLIMB from any and all liability, claims, demands, causes or rights of action weather personal to me or to a third party, which are in any way connected with participation in this activity, including those allegedly attributable to negligent acts or 1 PQcLO omissions, Should PJ'S JUMP-N-CLIMB or anyone action on behalf of PJ'S JUMP-N-CLIMB be required to incur attomey's fees and cost to enforce this agreement, I expressly agree to indemnify and hold PJ'S JUMP-N-CLIMB harmless for all such fees and cost. In event 1, the participant or any of my participants file a lawsuit against PJ'S JUMP-N-Climb, it is agreed to do so solely in the state of Florida_ I agree that if any portion of this agreement is found to be void or unenforceable, the remaining portions shall remain in full force and effect. In consideration of being permitted by PJ's JUMP-N-CLIMB to use its equipment and facilities, I the participant and my participants agree to indemnify and hold harmless PJ'S JUMP-N-CLIMB from any and all claims which are brought by the participant and / or their participants which are in any way connected with such use or participation. A set of rules and directions are displayed on all the equipment, rockwall, bungee, pool /roller which i agree to follow and utilize at all times during operation and use of these equipment. I the producer acknowledge and certify that I have had sufficient opportunity to read the entire rental contract and or agreement and acknowledgement of risks, that I understand it's content and that I execute it freely without duress of any kind and agree to the terms herein stated. Please sign, date and return contract /hold harmless agreement with the deposit, as well as your tax exemption form if applicable to PJ'S JUMP-N-CLIMB. Producer print Vendor print Sign Date Sign Date 2 10 PO erPO *02 Pg5 o4)-10 J • TIM'S TRAIN RIDES Tim & Melanie Warner 3750 S Hwy 314A Ocklawaha, FL 32179 Tim 352 - 502 -8479 Melanie 352 - 502 -8393 timstrainrides@gmail.com www. timstrainrides.com www.facebook.com /timstrainrides Bill To: City of Okeechobee Okeechobee, FL Comments or special instructions: DATE March 25, 2015 Description AMOUNT Trackless train rides for Centennial Birthday Bash on Saturday June 13 from 3 -8 PM provide unlimited free rides to public from 3 -8 PM $ 650.00 TOTAL Please make Check or Money Order Payable to: Tim or Melanie Warner $ 650.00 THANK YOU FOR YOUR BUSINESS! *Weather Cancellation Policy: Events are Rain or Shine and balance of contract Tess any deposit is due at conclusion of event. In the case of event cancellation due to reasonable and acceptable foul weather, any payment made by the customer will be fully refunded if cancelled 24 hrs in advance of the event. If the event is cancelled after Tim's Train Rides leaves for the event, the initial deposit becomes non - refundable. insurance: Tim's Train Rides is fully insured and Certificates of Liability are available upon request. PhotosNideo: When hiring our services you are consenting to allow Tim's Train Rides to take photos and video (including audio) of the event including you and your guests for the expressed purpose of using the material in online and print advertising and marketing. Any and all recordings belong to Tim's Train Rides. Food and Drink: For safety reasons, no food or drink is allowed on Tim's Train unlesss specifically permitted by the train attendants u P5 o • 0 _. ".^gc yvv ' .)U0 pixels) of 1 /2/O/7/UD76823/4O|7O80 — �� Nr\ � 3/25/2015 11:35 AM Sharie Turgeon From: Sharon Bradley <Shabralee@aol.com> Sent: Sunday, March 29, 2015 1 :44 PM To: Sharie Turgeon Subject: Re: Question Sharie, Please pass my information on to the city, right now I only have business cards. Thank you so much. I'm really looking forward to the Party, "Birthdays" are always such Fun!© Sent from my iPad On Mar 26, 2015, at 12:55 PM, Sharie Turgeon < sharieC >okeechabeemainstreet.org> wrote: +his s great Please send in an invoice. for submission to the City: If you don't have o ne that's fir te VII eet the information to them in another- way. Put it on your calendar! Sha :rrow us on Visit our web r`kCi Twitter! www.okeechobeema i nstreet.org From: Sharon Bradley (mailto:Shabralee0aol.com] Sent: Thursday, March 26, 2015 12 :42 PM To: Sharie Turgeon Subject: Re: Question Hi Sharie, I will definitely be available; my "Okeechobee" Face - Painting rate is $30 per hour with a 2 hour minimum. Five hours at the Centennial Birthday Party would be $150. Thank you for considering my Face - Painting for the event. Sent from my iPad On Mar 19, 2015, at 11:53 AM, Sharie Turgeon < sharie @okeechobeemainstreet.org> wrote: 1 am coordinating the City of Okeechobee Centennial Birthday party on June 13. The time is 3 -8 PM and the location is Sacred Heart Catholic Church on 6`h. I would like to get a quote from you to set up for face painting at this family fun event. Please let me know if you are available and a quote for your time. • DP Productions Event Contract This is a contract between DP Productions and Okeechobee County for Saturday June 13th starting at 3:00 lasting 5 hours (ending @ 8 p.m.). DP Productions will be providing the following services for the event: Sound equipment setup and teardown Music for the event Announcements Lights (if needed and must be told a month in advance) Okeechobee will provide the following services: Electric for Power of Sound equipment Schedule of the event Stage for Band DP Productions will set up on Saturday June 13th. They will tear down starting after the 5 hour quote is met. Fee for DP Productions services will be $ 500.00 Signature of Client oar Contact Steve Szentmartoni @ 863 -634 -1317 or dp +rodutionsandeventsOamail.com Date Ifa q City of Okeechobee Centennial Celebration Ad Hoc Committee APPROVAL AND /OR PAYMENT REQUEST FORM TO BE COMPLETED BY COMMITTEE MEMBER MAKING THE INITIAL REQUEST Member Name Shane Turgeon Address 55 S. Parrott Ave. Date 4/13/2015 Phone 863 -357 -6246 SPECIAL EVENT DESCRIPTION Centennial Birthday Bash VENDOR (Name, Mailing Address, Phone No., Contact Name if Applicable) Pete and Jammie Hall - PJ's Jump -N -Climb 271 Tracy St., Ormond Beach, FL. 32174 386 -677 -1481 CIRCLE ONE: Expense Pre - Approval Reimbursement Request Request for Check Issuance ITEM NO. DESCRIPTION Purpose Product/Service BUDGETED TOTAL AMOUNT Children's Activities Bungee/Water Rollers $1,200.00 TOTAL: $1,200.00 Date and Signature: SUBMITTERIREQUESTOR: Shane Turgeon BUDGET REVIEW & APPROVAL: COMMITTEE APPROVAL: CITY ADMINISTRATOR APPROVAL: CITY COUNCIL APPROVAL (if applicable): INVOICES /RECEIPTS MUST BE ATTACHED Fonn Approved 112812014 44-0R Pg lootOo ATTACHMENT #3 4/13/15 CCAHC AGENDA Out Pidneeuln$ Spi ii endal.e.6 Li PIONEERS Dowling & Cheri Watford, Jr. The Okeechobee News CenterState Bank CPA Tax Solutions, PLLC The Morgan Family /Gordie, Malissa, Justin & Jarred Fulford Plaza /Gene Fulford Frank & Betty Williamson, Jr. Century 21 /Hazellief & Prevatt Realty Inc. Memory of Buddy Arrants/ Lightsey Seafood Restaurant Domers, Inc. Russ & Christina Duncan Gilbert Family of Companies Okeechobee Dodge Chrysler Jeep Ram Okeechobee Healthcare Facility Florida Power & tight Company Waste Management/ Okeechobee Landfill, Inc. k� -Seacoast Bank Si p 6casf Coo. SETTLERS 5-L-(°. P"S ECw auwt Noel & Louise Chandler IT Williamson Cattle Company PeDatt Air & Heat Systems, LLC j\ j ketets i°t Okeechobee Historical Society (10 Gc bkt, Okeechobee Materials, Inc. /Bob & India Riedel Okeechobee the Magazine Mayor & Mrs. Kirk Regina Hai,rick George &Julie Turner Buxton & Bass Okeechobee Funeral Home Terry & Maureen Burroughs Crary Buchanan, PA Mixon Real Estate Group, LLC/ Lori Mixon, Broker Gary & Ann Ritter The Gamiotea's: Jamie, Lane, Macy & Gracie Edward Jones Investment Haynes & Susan Williams MIDFLORIDA Credit Union The Whitehall Family: Brian, Diana, Michelle & Donovan John R. Cook The Alarm Company of Okeechobee, Inc. -�loel Stephen State Representative Cary Pigman The Lounge at Sacred Sanctuary -�U 1 cad -FL od Sdk S 1