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2015-03-09(la Pthrwtoif Spit &,dune, CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE MARCH 9, 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 March 9, 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 Present Member Sharie Turgeon Present Member John Williams Present Advisory Members: Member Justin Domer Present Member Katrina Elsken Present Member Donna Gaiser Present 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 Hoover and Cable to dispense with the reading and approve the Summary of Committee Action for the regular meeting of February 23, 2015, (sent via email individually). Without discussion, motion carried unanimously. CCAHC — March 9, 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. County Fair booth schedule distributed, partnering with the Okeechobee Historical Society and Okeechobee Retired Educators Association booths, Mar 10 -12 (5 to 9 p.m.) & 13 -15 (12 to 9 p.m.). Members are asked to volunteer their time to man the Centennial booth as time permits during the Okeechobee County Fair between the hours of 5 to 9 p.m. on March 10 -12 and from 12 to 9 p.m. on March 13 -15. A request was also sent to the Mayor, Council Members and Administrator Whitehall to assist with the booth. This is a great opportunity to advertise the Centennial festivities as well as sell commemorative items. 2. Speckled Perch Festival booth, partnering with the Okeechobee Historical Society, Okeechobee Retired Educators Association, and Okeechobee Main Street booths, Mar 14 -15; Fire Engine No. 1 entered in Parade, Mar 14. Members are asked to volunteer their time to man the Centennial booth as time permits during the Speckled Perch Festival on March 14 and 15. This is a great opportunity to advertise the Centennial festivities as well as sell commemorative items. The Mayor and Council will be featured in the parade on Fire Engine 1, with the Centennial banners. 3. Centennial Monthly Movie in the Park, Mar 14, City Hall Park, 6:30 p.m., featuring Dr. Seuss "The Lorax." The only update regarding the Movie in the Park is that due to the daylight savings time, the movie will begin at 8:00 p.m. Members were reminded to share this information on any business marquee, informational boards or social media accounts. 4. March of Dimes Walk, Mar 28. Clerk Gamiotea reported that Administrator Whitehall distributed a request to all City employees soliciting participation to form a Centennial Team. 5. Centennial Monthly Movie in the Park, Apr 11, Flagler Park 4. The April movie will feature Big Hero 6, at 8:00 p.m. Members were reminded to share this information on any business marquee, informational board or social media. 6. Mayors Gala, Apr 18 — Members Enfinger & Rodriguez a. Motion to approve a 50 percent payment to 1 -Stop Party Shop in the amount of $4,771.08 ($3,025.00 for catering and $1,746.08 for decorations) - ATTACHMENT No. 1 Member Enfinger presented a pay request for consideration. The balance will be due by the day of the event. Mrs. Hargraves (owner of 1 -Stop Party Shop), provided a detailed quote and a contract to be executed. The catering includes a surplus to be able to offer dinner to the band members, as required by their contract, as well as any additional staff who will be working or volunteering at the event. It was further reported that Member Enfinger carefully reviewed the detailed quote to ensure they were the lowest bidder. Motion and second by Members Enfinger and Williams to approve a 50 percent payment for catering and decorations to 1 -Stop Party Shop in the amount of four thousand, seven hundred seventy -one dollars and eight cents ($4,771.08), as presented. Motion carried unanimously. CCAHC — March 9, 2015 Meeting - Page 2 of 4 V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 6. Updates on Official Centennial Events and Approved Partnered Events, Gala continued: b. Discuss the revised event budget form and optional items for the Gala - ATTACHMENT #2 Clerk Gamiotea requested the CCAHC review the copy of the proposed budget, and cautioned adding any further expenses to this event as its purpose is to act as a fundraiser to off -set the costs of the Birthday Bash, Heritage Festival and the Frolic. Member Rodriguez reported that she was able to obtain prices from East Coast Printing for 200 engraved 5 by 7 -inch picture frames to be given as a keepsake. Due to the limited styles available, the Committee agreed with Member Rodriquez's recommendation to exclude these. Provided within Attachment No. 2 was a proposed contract from Blacktop Butler, Inc., of Lake Worth for valet services. Member Rodriguez researched available companies locally and within the area. This is the only one who has the necessary insurance coverage, that would supply a quote and that Silver Palms would approve. The CCAHC discussed the number of employees they would use and their dress code. Motion by Member Rodriguez to award the Valet Services Contract to Blacktop Butler, Inc., in the amount of seven hundred dollars ($700.00), amending the contract to include specifically that there will be three employees from the company for this event; seconded by Member Enfinger. Motion carried unanimously. Clerk Gamiotea reported that as of today there are only 46 tickets available. The discussion then turned to whether selling individual tickets would be needed, and the amount. The caterer needs a final count at least two weeks prior to the event. Following discussion, Member Williams made a motion to sell individual gala tickets for $100.00 each, beginning on April 1; seconded by Member Hoover. 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 Member Hoover reported that she along with Director Allen have been working diligently with Brick Markers this week, they hope to have everything ready by this weekend. 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. Historic Prints. Chair Mixon advised the final prints are not turning out due to the quality of the historic photographs. The CCAHC agreed to remove this as a potential fundraiser. 2.Tervis Tumblers. Clerk Gamiotea advised the sales of the tumblers are going well. 3. Sponsorships Report. Clerk Gamiotea reported that The Alarm Company of Okeechobee was the latest sponsorship sold as of today. Member Elsken will continue featuring the sponsorships in the Okeechobee News advertisements and editorials. CCAHC — March 9, 2015 Meeting - Page 3 of 4 V. REPORTS, UPDATES, AND/OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED D. Social Media Liaison Update — Member Domer Facebook as of 3/6/2015: Total Page Likes: 1,886. Fans engaged the past week: from USA: 1882, Canada: 3, So Korea: 1; 68% were women and 31% were men; Largest Age Bracket: for women: 45 -54 year olds and for men 25 -34 year olds. E. Media Liaison Update — Member Turgeon ATTACHMENT #3 Member Turgeon explained the type of events that WQCS Radio station will cover, which will not include the gala since it is a fundraiser. However they will promote all the other events that are free to the community. She will follow up with them to send all the information as the dates of each get closer. Additionally she is continuing to work with Billy Dean at WOKC. The latest press release was included within the agenda packet materials. The scavenger hunt continues to be going well, with the competition heating up. F. School /Cultural Liaison Update — Member Enfinger • Central Elementary School Coach Spearow was provided the Centennial Logo to include on their Field Day Awards this year. • Member Enfinger reported that she has been coordinating with Debbie Clements and this year's Tropicana Speech Contest will be on the heritage or history of the City. Further she has been coordinating with the B.R.A.T. Club to sponsor a Writing Essay Contest, "If I Were Mayor..." G. Time Line Update — Member Cable advised she has made a few updates to the time line. Although a means to display the information has yet to be determined. H. Time Capsule Update — Member Gaiser noted there is nothing new to report at this time. The collection of the items will begin at the Heritage Festival in October. Added Item: Member Cable asked whether the Okeechobee Historical Society could coordinate the dedication of the historical markers for the gravesites of Peter and Louisiana Raulerson with the Heritage Festival. Member Williams, as coordinator of this event replied yes. VII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 6:29 p.m. The next regularly scheduled meeting is March 23, 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: ,Cane g:aIzGeea LANE GAMIOTEA, CMC, CITY CLERK CCAHC — March 9, 2015 Meeting - Page 4 of 4 kilDEPENDENT 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 ✓bra /31 4- 1 L in the matter of Avt—e-ez41 in the 19th Judicial District of the Circuit Court of Okeechobee County, Florida, was published in said newspaper in the issues of 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. Katrina Elsken Sworn to and s bscribed befo w me this �p day of pel ecA,rju ao l s- AD Notary Public, State of Florida at Large }dry ANGIE BRIDGES MY COMMISSION ;# EE 177F;53 t4% :o EXPIRES: .April2_0,;::Otr'� s 59' Bonded Thfu Notary Public Underwriters PUBLIC NOTICE CENTENNIAL CELEBRATION AD HOC COMMITTEE MEETING NOTICE IS HEREBY GIVEN that the City of Okeechobee Centennial Cele- bration Ad Hoc Committee (CCAHC) will conduct a regular meeting on Mon, Mar 9, 2015, 5:30 PM, or as soon thereafter as possible, at City Hall, 55 SE 3rd Ave, Rm 200, Okeechobee, FL. The public is invited and encouraged to attend. The agenda may be obtained from cityofokeechobee.com or by calling the Office of the City Clerk, 863= 763 -3372 x215. ANY PERSON DECIDING TO APPEAL any decision made by the CCAHC with respect to any matter considered at this meeting will need to ensure a verbatim record of the proceeding is made and the record includes the testi- mony and evidence upon which the appeal will be based. In accordance with the Americans with Disabilities Act (ADA), any person with a disability as defined by the ADA, that needs s I accommodation to participate in this proceeding, contact the City Cle s pjpce no later than two business days prior to proceeding, 863-763-33 7 BE ADVISED that should you intend to show:any document, picture, video or items to the CCAHC in support or opposition to any item on the agenda; a copy of the document, picture, video, or item MUST be provided to the Committee Secretary for the City's records. By Chairperson J.D. Mixon 470085 05 3/6/2015 CITY OF OKEECHOBEE CENTENNIAL CELEBRATION A HOC CO MITTEE Out Pieneeni t9 Staff tatted I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the Centennial Celebration Ad Hoc Committee (CCAHC) regular meeting to order on March 9, 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 Voting Members: Chairperson J.D. Mixon Vice -Chair Dawn Hoover Member Magi Cable Member Jeanne Enfinger Member Antoinette Rodriguez Member Sharie Turgeon Member John Williams Advisory Members: Member Justin Domer Member Katrina Elsken Member Donna Gaiser Member Susan Giddings Staff: City Clerk Lane Gamiotea City Administrator Brian Whitehall Public Works Director David Allen — City Clerk Gamiotea Present Present Present Present Present Present Present Present Present Present Present Present Absent 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 Hoover and Cable to dispense with the reading and approve the Summary of Committee Action for the regular meeting of February 23, 2015, (sent via email individually). Without discussion, motion carried unanimously. CCAHC — March 9, 2015 Meeting - Page 1 of 3 V. REPORTS, UPDATES, AND/OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. County Fair booth schedule distributed, partnering with the Okeechobee Historical Society and Okeechobee Retired Educators Association booths, Mar 10 -12 (5 to 9 PM) & 13 -15 (12 to 9 PM) Member Cable went out to the fair today, 2 tables, 1 historical 1 centennial nothing from OREA, OHS hadn't reserved a booth, limits etc, at the exhibits since no others selling these types of items. OHS members don't drive after dark, put the display up as we can. Table cover & skirt & 2 chairs for each booth. Watford tomorrow after 5:30; Cable tomorrow & Wed. 2. Speckled Perch Festival booth, partnering with the Okeechobee Historical Society, Okeechobee Retired Educators Association, and Okeechobee Main Street booths, Mar 14 -15; Fire Engine No. 1 entered in Parade, Mar 14 Cable Sat & Sun 3. Centennial Monthly Movie in the Park, Mar 14, City Hall Park, 6:30 PM, featuring Dr. Seuss "The Lorax" 4. March of Dimes Walk, Mar 28 5. Centennial Monthly Movie in the Park, Apr 11, Flagler Park 4, 8 pm, Big Hero 6. 6. Mayors Gala, Apr 18 — Members Enfinger & Rodriguez a. Members Enfinger and Williams moved to approve a 50 percent payment to 1 -Stop Party Shop in the amount of $4,771.08 ($3,025.00 for catering and $1,746.08 for decorations) - ATTACHMENT #1. Motion Carried unanimously. b. Discuss the revised event budget form and optional items for the Gala - ATTACHMENT #2 Only 48 seats available for the Gala! Gamiotea updates AR — 3 guys AR/Enfinger approve the valet contract w/ Black top butler inc, $700.00. Motion Carried. Per ticket prices. Enfinger Williams additnal $100 each; Hoover 2nd. Amend motion date April 1St Motin Carried. Cater has to know 2 weeks in advance. AR — Apr 6 B. Capital Improvement Projects 1. Update on website launch and order form for the City Hall Front Walkway /Brick Pavers — Member Hoover /Director Allen Hoover working this week. Hopefully by this weekend. 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 CCAHC - March 9, 2015 Meeting - Page 2 of 3 C. Fundraisers and Sponsorships 1. Historic Prints — Chair Mixon. Remove as a potential. 2. Tervis Tumblers — Member Giddings /Clerk Gamiotea 3. Sponsorships Report — Clerk Gamiotea D. Social Media Liaison Update — Member Domer Facebook as of 3/6/2015: Total Page Likes: 1,886. Fans engaged the past week: from USA: 1882, Canada: 3, So Korea:1; 68% were women and 31 % were men; Largest Age Bracket: for women: 45 -54 year olds and for men 25 -34 year olds E. Media Liaison Update — Member Turgeon ATTACHMENT #3 WQCS Radio station, gala wont be covered other events would be that are free to the community. Billy Dean getting on radio closer to the event. Will give highlights of the gala. Rec'd calls about the press releases. The scavenger hunt. F. School /Cultural Liaison Update — Member Enfinger • Field Day Awards for CES Coach Spearow • Tropicana Speech contest coordination & Writing Essay contest coordination in the works, Brat Club for the Writing Contest. G. Time Line Update — Member Cable H. Time Capsule Update — Member Gaiser • Collection to begin at the Heritage Festival Cable — historical society item fund raising for the dedication of the historical marker of the raulerson's grave marker. Heritage Festival Williams, yes. VII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 6:29 p.m. The next regularly scheduled meeting is March 23, 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: LANE GAMIOTEA, CMC, CITY CLERK CCAHC — March 9, 2015 Meeting - Page 3 of 3 Oat Puuneeun9 e5'pi21f tuturei CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE MARCH 9, 2015 AGENDA r 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 F Vice -Chair Dawn Hoover Member Magi Cable Member Jeanne Enfingeri Member Antoinette Rodriguez Member Sharie Turgeon£ Member John Williams 9 Advisory Members: Member Justin Domer ' Member Katrina Elsken Member Donna Gaiser F Member Susan Giddings Staff: City Administrator Brian Whitehall A\ Public Works Director David Allen A City Clerk Lane Gamiotea ' 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 0 ,), 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 February 23, 2015 (sent via email) V. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. County Fair booth schedule distributed, partnering with the Okeechobee Historical Society and Okeechobee Retired Educators Association booths, Mar 10 -12 (5 to 9 PM) & 13 -15 (12 to 9 PM) 2. Speckled Perch Festival booth, partnering with the Okeechobee Historical Society, Okeechobee Retired Educators Association, and Okeechobee Main Street booths, Mar 14 -15; Fire Engine No. 1 entered in Parade, Mar 14 3. Centennial Monthly Movie in the Park, Mar 14, City Hall Park, 6:30 PM, featuring Dr. Seuss "The Lorax" 4. March of Dimes Walk, Mar 28 5. Centennial Monthly Movie in the Park, Apr 11, Flagler Park 4 3/9/2015 CCAHC AGENDA - Page 1 of 2 •V. REPORTS, UPDATES, AND/OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. Updates on Official Centennial Events and Approved Partnered Events continued: 6. Mayors Gala, Apr 18 — Members Enfinger & Rodriguez I'+ "` ",1 �J S `Mt C a. Motion to approve a 50 percent payment to 1 -Stop Party Shop in the amount of $4,771.08 ($3,025.00 for catering and $1,746.08 for decorations) - ATTACHMENT #1 b. Discuss the revised event budget form and optional items for the Gala - ATTACHMENT #2 Only 48 seats available for the Gala! ✓t o, (2,1k B. Capital Improvement Projects 1. Update on website launch and order form for the City Hall Front Walkway /Brick Pavers — Member Hoover /Director Allen kvc•-(r. c r +cam 0,01,M5' 2. Centennial Park - Administrator Whitehall /Director Allen 0,,,)6f^' a. Is there a Preliminary Plan of Project to use for marketing /advertising b. How should the project be approached to market/advertise C. Fundraisers and Sponsorships 1. Historic Prints — Chair Mixon g"w.rt 4.5 (trA,, yr '. 2. Tervis Tumblers — Member Giddings /Clerk Gamiotea 5d111 St"' < k1 3. Sponsorships Report — Clerk Gamiotea D. Social Media Liaison Update — Member Domer Facebook as of 3/6/2015: Total Page Likes: 1,886. Fans engaged the past week: from USA: 1882, Canada: 3, So Korea:1; 68% were women and 31% were men; Largest Age Bracket: for women: 45 -54 year olds and for men 25 -34 year olds E. Media Liaison Update — Member Turgeon ATTACHMENT #3 c0Jtt- G.-.,tcl �J'�� ,,,ti tyS ID=A� �� . 6, tee k ()Ilt�ljV� F. School /Cultural Liaison Update — Member Enfinger 1 • Field Day Awards for CES Coach Spearow • Tropicana Speech contest coordination & Writing Essay contest coordination 65-in 1- 0kkicka±,er, F,a^^r f"s sec.e,k ti r c�5 �^°� 5 r� Ay( G. Time Line Update — Member Cable vw-VS , c) b('-- 0 r yvV --t4 H. Time Capsule Update — Member Gaiser „fv. - Collection to begin at the Heritage Festival { 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. 3/9/2015 CCAHC AGENDA - Page 2 of 2 NIL LL cAlt rn .. (-171:-'?.- `-b yro"J tt,�1-- �- ) U,bLt. c lk,4) 3c4 A SLA(\a ft Oc� k- 15 cA, vtid (:)\): 'Itvt t]'W 5=�P ' e . k : k P''`'\ \oect+t'•Sk. v-f- d 11 U bt 3h clW.s ,-,(C ,A 4 14.E 5 :- gAt o W r4C- Ck l 41 & v,Q Vi t t S Aar 6i. 4rtro 6, (i5fr z 5,2A)r Ipft, ' k)L,t- ,f\ \ILi; c/41 k.'-teQSe.,aS,_ . oSr1 ', dt V IX 5k ”'t5 ?& CIA-- tnS dk'') .. - �-rt^11/44 CS -c-Of ovveO:VS, n eVA v-J I -V 0 .-\- &..G... --1 L fix.+ j I'1 IX4P v 5-1'-, cam- -"6(,1 v(Ve t^” "4-- r w, „v, 3 v l -e f t ' S Mk ( VA 1? VA fru - itc(M--S ,/i4416-v-4 sec Asz tnipS 5v1 rit, L'wvAtowk, co loc„04, (Olio -fir v ie l— +� p�U� ,� k „,J5 r vv-0A-0A-14 61-("7:5 tiO0 Q- r aAds ATTACHMENT #1 3/9/15 CCAHC AGENDA 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 Address Date 3/5/2015 Jeanne Enfinger Phone 863.763.5383 23420SW 22nd Circle, Okeechobee, FL 34974 SPECIAL EVENT DESCRIPTION Mayyor's Gala VENDOR (Name, Mailing Address, Phone No., Contact Name if Applicable) I Stop Party Shop 319 SW ParknStreet Okeechobee CIRCLE ONE: Expense Pre - Approval Reimbursement Request Request for Check Issuance ITEM NO. DESCRIPTION Purpose Product/Service BUDGETED TOTAL AMOUNT 1 50% deposit on catering meals, bar, and staff $6,050.00 $3,025.00 2 50% deposit on decorations decorations and table settings $3,492.15 $1,746.08 TOTAL: $4,771.08 Date and Signature: SUBMITTERIREQUESTOR: g2a✓nine 315/15 BUDGET REVIEW & APPROVAL: COMMITTEE APPROVAL: CITY ADMINISTRATOR APPROVAL: CITY COUNCIL APPROVAL (if applicable): INVOICES /RECEIPTS MUST BE ATTACHED Form Approved 712812014 `14.1 / ieneel n9 811a end lm ATTACHMENT #2 City of Okeechobee 3/9/15 CCAHC AGENDA Centennial Celebration Ad Hoc Committee CENTENNIAL EVENT BUDGET FORM FISCAL YEAR 2014 - 2015 Name of Event Mayors Centennial Gala CCAHC Coordinator Jeanne Enfinger & Antoinette Rodriguez Date 1/20/2015, Rev: 3/5/15 Date 4/18/15 NAME /SOURCE 1 DETAILS /INFO 1 PROPOSED 1 ACTUALS REC'D /PD Revenues: Sponsorships $ 20,000.00 $ 13,600.00 to date Underwriters TBD Friends of the Centennial TBD TOTAL REVENUES $ 20,000.00 $ 13,600.00 Expenditures: Street Talk band $ 3,150.00 $ 3,150.00 band security deposit $ 350.00 $ 350.00 Pd Catering service food, beverages, staff $ 9,000.00 $ 5,400.00 Bar (2 tickets /cash after) $ 2,900.00 $ 650.00 Decorator service tables, decor, dinner & flatware $ 4,500.00 $ 3,492.15 Silver Palms Resort venue (security deposit) $ 250.00 $ 250.00 Pd Printing tickets, commemorative evening itinerary, sponsored tables names TBD Liability Insurance TBD Security TBD Valet Parking $ 700.00 $ 700.00 Keepsake Item TBD TOTAL EXPENDITURES $ 20,850.00 $ 13,992.15 ENDING BALANCE (850.00) (392.15) cZ) BLACKTOP BUTLER INC. 3377 PINEHURST DR. LAKE WORTH FL 33467 561 - 666 -0548 March 4, 2015 Prepared For: The City of Okeechobee Mayors Gala 4143 US Highway 441 South Okeechobee, FL 34974 A. Provided Services: Blacktop Butler Inc. will hereby be appointed as the sole and exclusive provider of valet for the City of Okeechobee Mayors Gala. Blacktop Butler Inc. will supply valet services on the day of the event that will include staffing, equipment and insurance. The following will be provided by Blacktop Butler Inc. 1. Professional Management and Valet Staff a. APPEARANCE: Blacktop Butler Inc. realizes that first impressions are lasting impressions, so we insure that our entire staff are always well groomed, polite, and wearing clean, neat uniforms. b. TRAINING: Blacktop Butler Inc. will provide the City of Okeechobee Mayors Gala with an experienced and highly trained staff. All prospective employees undergo a stringent hiring and training process to ensure that they meet our strict standards. This process consists of: *INTERVIEWS *BACKGROUND CHECKS *DRUG SCREENING *3 -part training course consisting of etiquette, safety, and parking maximization classes -Once each employee as successfully completed these requirements they are then familiarized and trained in the policies and procedures of the individual facility that they will be working at. *Employee on duty will greet every guest politely. c. ON SITE MANAGEMENT: Blacktop Butler Inc. will provide the City of Okeechobee Mayors Gala with a professional on -site manager. This manager will insure that the policies and procedures of the facility will be adhered to at all times. This manager will be in charge of maintaining order at the entrance, organizing keys, and making sure that the top priority is put on efficiently greeting and assisting your patrons and guest. 2. Equipment: Blacktop Butler Inc. agrees to provide the following equipment at no additional charge to the City of Okeechobee Mayors Gala: *Locking Key Podium *Traffic Cones *Standard Uniform for all Employees * 3 Part Valet Tickets *Signs Page 1 of 2 3. Complete Insurance Coverage: Blacktop Butler Inc. provides the following liability coverage: *$2,000,000 General Liability Coverage *Garage Keepers Liability Blacktop Butler Inc. will provide the City of Okeechobee Mayors Gala with a copy of Insurance naming the City of Okeechobee Mayors Gala as additional Insured on the policy. Any and all insurance cost and incident expenses are handled in an efficient and timely manner with no liability on our client's part. B. Valet Parking Procedures: Blacktop Butler Inc. realizes that clients' needs vary from location to location, so we have developed basic procedures that we will integrate with the individual demands of our facility. These procedures work whether we park 20 cars or 200 cars. Blacktop Butler Inc. knows what a first impression is worth, and we will work tirelessly to ensure that our operation runs as seamlessly and efficiently as possible while exceeding our clients' expectations. At your facility, we will insure that every patron and guest will be greeted whether they chose to valet park or not. It must be emphasized that members of our staff are more than valet parking attendants. In addition to valet parking services our attendants will: - Greet every patron and guest as they enter and leave the facility -Open vehicle doors at drop -offs and retrievals - Assist patrons and guest with any and all personal belongings when entering and leaving the facility - Properly assist patrons and guests in and out of their vehicles - Provide patrons and guest with directions and assist with escorting them to their destinations if needed - Arrange for assistance for on -site medical emergencies - Proactively monitor the area to deter crime - Make you patrons and guest feel as comfortable as possible - Maintain a clean valet lot free of debris C. Cost of Valet Parking Service: Days of Valet Service: One day Payment to Blacktop Butler Inc. will be a one -time fee of $700 * Paybacks are subject to proportion for things such as weather conditions or national holidays. Paybacks rate is subject to review. Reasons for review may include time of year, decline in business, war, terrorist attacks or acts of God D. Contract Terms: This contract is for one day. Contract may be reviewed and subject to change for appropriate reasons agreed upon by Blacktop Butler Inc. and the City of Okeechobee Mayors Gala and executed in writing. This agreement shall be interpreted, construed, and governed by the laws of the State of Florida. FOR THE CITY OF OKEECHOBEE, FLORIDA: FOR BLACKTOP BUTLERS, INC: Print Name: Print Name: Title: Title: Date: Date: (Y) `-t, (y) Page 2 of 2 N ATTACHMENT #3 3/9/15 CCAHC AGENDA Press release For immediate release ( FF1' OF OF:F.F('1(C)RF:F: -fit) 110( (O J\1i")°F'F.F Contact person: Office of City Clerk Company name: City of Okeechobee Address: 55 SE 3rd Avenue, Room 100 Okeechobee, FL. 34974 Telephone number: 863 - 763 -3372 ext. 215 Fax number: 863 - 763 -1686 Email address :mjahner @cityofokeechobee.com Website address :www.cityofokeechobee.com Okeechobee, Florida, 2/23/2015 — The Centennial Committee heard a presentation from a local photographer who answered the City's plea for a Centennial photographer. The request stated that the photographer would be responsible for documenting this historical year through photos of each event that the City Centennial Committee would be hosting. The application asked for qualifications, costs, references and familiarity with the City of Okeechobee. This plea was heard and answered by Mr. Joe Allen of Photo's By Allen, who was unanimously approved as the official Centennial Photographer. This resident of Seminole Cove since 2006 began his love of photography as child in '57 when he received his first camera. Following in his father's footsteps, who was a WWII photographer, Mr. Allen has attended a number of events and has "enjoyed learning about the local history ". Mr. Allen will not be charging the City for his services. The City also requested bids on videography as well but were presented with a costly proposal that was rejected. The request for a videographer remains open as the Committee and the City understand the importance of both mediums. The Committee agreed to have promotional items for sale at the Battle of Okeechobee Reenactment and at the County Fair. The promotional items will be for sale at the Historical Society's booth at the Speckled Perch Festival as well as the Main Street booth. Planning continued regarding the Mayor's Centennial Gala which will be held on April 18 at the Silver Palms Resort. This black tie affair will include a wonderful meal and decorations by 1 Stop Party Shop. The event's tickets at this time are only available through sponsorship opportunities. Those sponsors are: Pioneer Sponsors: Dowling and 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; In Memory of Buddy Arants /Lightseys Seafood Restaurant; Domers Inc; Russ & Christina Duncan; Gilbert Family of Companies; Okeechobee Dodge, Chrysler, Jeep, Ram; and Okeechobee Health Care Facility. Settlers Sponsors: Noel & Louise Chandler; Williamson Cattle Company; Air & Heat Systems, LLC; Okeechobee Historical Society; Okeechobee Materials, Inc /Bob & India Riedel; Okeechobee the Magazine; Mayor & Mrs. Kirk; Regina Hamrick; George & Julie Turner; Buxton & Bass 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; and Edward Jones. You do not want to miss this glamorous evening and only 8 tables are left to take advantage of this special night. Discussion and planning continued on the Capital Improvement projects that the Committee hopes to raise funds for as well as fundraising for the upcoming Centennial events. Handsome bricks will soon be available for purchase; these bricks will serve as a lasting piece of history and will grace the new walkway leading in to our City Hall. Other commemorative items such as the Centennial Tervis tumblers are still available for only $15.00 at City Hall, don't wait get yours today! The Scavenger Hunt continues to be a popular and exciting game for the over 40 teams that have accepted the challenge. This is not just a game of teamwork and creativity but most importantly fun! $100.00 per team member of the winning team is at stake. Don't forget the important pieces of successfully completing the hunt are timely submissions, pictures must include team members as well as the team's placard and we must be able to identify your location by viewing the photo. The fishing bobbers are only markers to ensure that you are in the right spot. The hashtag #okeechobee100 is the key to the search so be sure to get your submissions posted as soon as you can. New clues are posted Monday through Friday allowing teams the weekend to catch up. Happy hunting! The historic bus tour's first two dates have been sold out. Your next chance for the Historic Bus Tours hosted by our Centennial partner the Okeechobee Historical Society is June 20. You don't want to miss this exciting trip back in time to Okeechobee's roots. Tickets are available at City Hall and the Chamber of Commerce 55 S. Parrott Ave. The GFWC is sponsoring a free Movie in the Park, the 2nd Saturday of each month. The March 14th movie will be The Lorax in honor of celebrating Dr. Seuss Birthday, join the fun, movie starts at sunset in the City Hall Park! Remember sponsorship has its rewards on of which includes tickets to the exclusive Mayor's Centennial Gala on Saturday April 18 at Silver Palms Resort. Tickets are moving quickly so become a sponsor today. The Centennial Committee would again like to welcome the public to the Committee meeting which are currently being held at City Hall in the City Council chambers the second and fourth Monday of each month. Special thanks to the Okeechobee News for supporting the Committee by publishing these informational releases. For more information visit our facebook page: www. facebook .com /OkeechobeeCentennial, the city web site www.cityofokeechobee.com or contact the Office of the Clerk at 863 - 763 -3372 ext. 215 or mjahner @cityofokeechobee.com.