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2015-02-09(2u :i Pieneetiny Sprat &,dulel CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE FEBRUARY 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 February 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 (exited at 6:52 p.m.) Member Antoinette Rodriguez Absent (with consent) Member Sharie Turgeon Present Member John Williams Present Advisory Members: Member Justin Domer Present (6:07 p.m,) Member Katrina Elsken Present (5:46 p.m.) Member Donna Gaiser Present Member Susan Giddings Absent (with consent) Staff: City Clerk Lane Gamiotea Present City Administrator Brian Whitehall Absent Public Works Director David Allen Present 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 Williams and Enfinger to dispense with the reading and approve the Summary of Committee Action for the regular meetings of December 15, 2014, and January 12, 2015, (sent via email individually). Without discussion, motion carried unanimously. CCAHC — February 9, 2015 Meeting - Page 1 of 7 V. NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations. 1. Presentation regarding the 2015 OHS Band Marching Show material, and approval to be a Centennial partner and to use the Centennial Logo on items to sell for the band uniform fundraiser, Steve Dobbs, OHS Band Booster President, ATTACHMENT #1 Mr. Clint LaFlam, OHS Band Director and Mr. Steve Dobbs, Band Booster President gave a presentation to the CCAHC of their plans for the 2015 marching show to be entitled "1915 Our Town Remembered." The idea will feature what built this community, focusing only on 1915, using "period" music plus original works with scenery to showcase our town to areas throughout Florida at band marching competitions. The concept is a monumental undertaking where they plan to use oversized photographs of local areas and buildings from the early 1915's as well as music from composer Aaron Copland. The Guard flags will feature cattle brands from local ranches and farms. Mr. LaFlam added that the returning band students have embraced the idea and are excited to start working on it. Further they requested to use the Centennial logo for a t -shirt and hat fundraiser. The funds raised will be used toward the purchase of new band uniforms, as the current ones are in their fourteenth year of use. In all, the logo would be used within the show in some manner with the scenery, on the show shirts worn by the band members and boosters, as well as on the t- shirts and hats for the fundraiser. The CCAHC was very receptive to the idea and each conveyed their enthusiasm of this partnership. It was verified that the types of items to use the logo as a fundraiser are not conflicting with current or potential Centennial fundraiser ideas. It was asked, and agreed by Mr. LaFlam and Mr. Dobbs, that the band would assist in promoting the brick paver sales as soon as the flyers are available and website is launched. Member Cable moved to approve the Centennial partnership with the OHS Band, that they are authorized to use the Centennial logo as requested, within the show and on the t- shirts and /or hats (caps) to be used as a band uniform fundraiser, provided they obtain final approval of the t -shirt and hats through the Office of the City Clerk; seconded by Member Turgeon. Motion Carried unanimously. VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. Mayors Gala — Member Enfinger, ATTACHMENT #2 Review proposed budget and consider a motion to approve a $250.00 Payment Request to Silver Palms RV Resort for the security deposit for the club house. Member Enfinger presented a preliminary draft of a Budget for the Gala. Revenues will be coming from the sales of sponsorships and any underwriters or Friends of the Centennial. Proposed expenditures identified are $3,500.00 for entertainment (Street Talk Band), of which $350.00 has been paid as the deposit to book them. $11,900.00 for catering and bar service. $4,500.00 for decorating service. $250.00 for rental of the Silver Palms clubhouse. Specific amounts not yet identified are printing costs, liability insurance, security and valet parking. The CCAHC then went through the proposed catering and bar service quotes. In previous meetings it was reported that Tin Fish Restaurant had the exclusive as the caterers at Silver Palms. However, all that information has changed. Further, Tin Fish and D &G Catering have withdrawn their proposals to serve as the caterers for the event. Parrott Island Grill modified their previous quote, and offered $48.86 per person which includes complete place setting, or $44.00 per person without, for a total of $9,772.00 or $8,800.00 respectively (based on 200 guests). CCAHC — February 9, 2015 Meeting - Page 2 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 1. Updates on Official Centennial Events and Approved Partnered Events, Mayors Gala continued. 1 -Stop Party Shop offered a quote of $32.38 per person including complete place setting, or $27.00 per person without, totals being $6,476.00 and $5,400.00 respectively. The catering quote listed the specific menu offered by each, appetizers, salad, and two options for the main course, sides, dessert, beverages and staff. Parrott Island noted they could not submit a quote for a bar option as their state license for serving alcohol, beer and wine does not permit them to serve off site. 1 -Stop gave two offers, one for a four -hour open bar and the other for a cash bar. Their quote lists only to serve beer and wine. Discussion then turned to references of 1 -Stop Party Shop's service. Chair Mixon and Member Domer both gave glowing references on their food and catering service. The Committee was advised that based on procurement laws, it is required for the quote to be awarded to the lowest bidder, unless it can be substantiated why, such as inferior level of service or bad references. Member Cable moved to award the Centennial Gala catering service to 1 -Stop Party Shop, using the price with dinnerware to be included ($32.38 per person); seconded by Member Williams. Motion carried unanimously. The CCAHC requested Member Enfinger research the option of a cash bar, with two drink tickets per guest, and further confirm what 1 -Stop Party Shop is licensed to serve. Discussion then turned to the decorator quotes. Three businesses offered quotes for 25 round tables, table cloths, table runners, center pieces, and crystal salt & pepper shakers. 200 cloth napkins, chair covers with sash, and silver chargers. From there the itemized quotes varied. The highest quote is from Pam Peppers was for $3,360.00 and $4,485.00 with fresh flower centerpieces. Her price quote also included 200 place settings, stands for sheers for stage wings and kitchen service area, five high - top tables with tablecloths, runners, and small flower center pieces for outside, up- lights for the stage, bathroom baskets with amenities, complete set up and clean -up. Weddings by Charlie quote for $2,382.50 does not include the 200 place settings. However, it does include black material screening for the kitchen service area, five high -top tables with table cloths and runners for outside, complete set -up, clean -up, and a delivery fee. 1 -Stop Party Shop offered $2,759.85 or $3,269.45 with fresh flower center pieces. Their quote also included 200 place settings, complete set -up, clean -up and damage waiver. Based on previous action, the cost for the place settings needs to be reduced from Mrs. Peppers and 1 -Stop Party Shops decorator quotes. According Clerk Gamiotea who had a copy of 1 -Stops itemized quote, the amount would be reduced by $950.00, and was applied to all three quotes. Discussion ensued, it was noted that based on the bands contract, they are providing basic stage lighting, Ms. Peppers quote was the only one to itemize this item. Both Ms. Peppers and Charlie's quotes itemzed some type of screening of the kitchen /service area and outside tables, which is was agreed is needed. Member Enfinger was confident 1 -Stop included those, but it was itemized on the quote, she will need to confirm that they are. Member Williams moved to award 1 -Stop Party Shop as the decorator for the Mayors Centennial Gala, as the lowest quote offered, approximately $2,319.45; seconded by Member Hoover. Member Enfinger will confirm and report back whether their quote includes the screening from the kitchen area, the outside tables with decor, and any additional amenities they included but did not itemize. Motion carried unanimously. CCAHC - February 9, 2015 Meeting - Page 3 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 1. Updates on Official Centennial Events and Approved Partnered Events, Mayors Gala continued. It was further noted that the rental agreement explains the facilities will not be available until the day of the event. All decorators confirmed they would handle the event under those circumstances provided they could have access by 8:00 a.m. The final item to consider for the Gala is to approve the $250.00 non - refundable security deposit and cleaning charge for the Silver Palms Clubhouse Rental. The actual rental fee was waived by Silver Palms based on the agreement Member Rodriguez negotiated through the Chamber of Commerce. Member Enfinger added, the amount needs to be increased, after submitting the information for the agenda, it was realized that use of a side room is needed for photographs, use of the library for the band to have a green room (as required by their contract), and based on past experience, Silver Palms charges for their employee to be available during the event, regardless of the fact that it is not identified in the rental agreement. Member Enfinger moved to approve expenditures up to $525.00 to Silver Palms RV Resort, 4143 US Highway 441 South, Okeechobee, Florida 34974, to cover costs for the security deposit and cleaning charge, use of two additional rooms during the event, and employee availability fee and approve the rental agreement of the facilities to hold the Mayors Centennial Gala on April 18, 2015; seconded by Member Turgeon. Motion carried unanimously. 2. Review the preliminary plan for the Centennial Frolic — Member Elsken, ATTACHMENT #3 Member Elsken, as Coordinator of the Frolic, slated for Friday evening, December 11, 2015, submitted for brief review a summary of ideas to confirm the CCAHC agreed with her approach to the event. Each member noted their appreciation and liked the direction she is proposing. The summary is listed below. No official action was required at this time. The venue will be the area around the historic Okeechobee County Courthouse, including the streets between the Courthouse and the Methodist Church (Northwest 3rd Avenue between 2nd and 4th Streets), and in front of the main entrance of the Courthouse (Northwest 2nd Street, between 3rd and 4th Avenues). Entertainment will celebrate 100 years of music, starting with an old fashioned square dance, progressing through the evening with more modern styles, and ending with contemporary music. The Frolic Sub - committee will be seeking local musicians and singers to volunteer to perform music and help lead dances from various eras. Participants will be encouraged to come in their choice of period dress such as pioneer days, the roaring 20's, WWII, 1950's, 1970's, etc. An art display will feature the Centennial Historic Prints and will be on display in the gallery area inside the Historic Courthouse. Those who have agreed to help serve (or have a representative) on the Sub - committee to date are Mrs. Robbie Chartier, Mr. Noel Stephen, Mr. Clint LaFlam, and Mrs. Maureen Burroughs. 3. Scavenger Hunt — Member Turegeon, ATTACHMENT #4 The CCAHC reviewed the proposed budget for the Scavenger Hunt with no revenues proposed and three expenditures. Two items to Okeechobee Main Street in the amount of $66.54 to cover printing, and supplies for the team placards, and three medals to award the winners. The last item is the $300.00 cash prize for the winners. Included in Attachment #4 is a list of the 42 team names. The contest is going very well. A pay request was also included, reflecting the actual costs for the supplies. However, prior to submitting the budget form, a request for reimbursement for the supplies had been submitted and approved. Based on the updated information, this will need to be corrected. CCAHC — February 9, 2015 Meeting - Page 4 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 3. Updates on Official Centennial Events and Approved Partnered Events, Scavenger Hunt continued Motion was offered by Member Cable to amend action taken on December 15, 2014, and approve a reimbursement request to Okeechobee Main Street, for scavenger hunt supplies, increasing the amount from $60.38 to $75.27; seconded by Member Williams. Motion carried unanimously. 4.Centennial booth at the Battle of Okeechobee Reenactment, Feb 28 -Mar 1, to sell tumblers, sponsorships, brick pavers — Member Cable Member Cable asked whether anyone could man a booth at the Battle Re- enactment, to promote the Centennial events and sell items (sponsorships, tumblers, brick pavers). A tent and table will be provided. Member Williams volunteered to work the booth on Saturday, February 28, and Member Effinger volunteered to handle it on Sunday, March 1. B. Capital Improvement Projects 1. City Hall Front Walkway /Brick Pavers — Member Hoover /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. Date for Launch of Website, Flyer, Order Form Member Hoover and Director Allen have made progress as of today in getting information to Brick Markers USA, Inc., (BMI) in order to launch the website. Member Hoover read a list of eight things that need to be done in order to begin taking orders. Of the items listed, setting up the City's PayPal account and returning the signed agreement is what has been completed. Staff will make the final decisions regarding the placement of the clipart on individual pavers and what clip art will be offered. One color option will be available and Director Allen is in the process of making that final selection, as he is coordinating it with the color to be installed within the State Road 70 improvements project currently in progress. It was agreed that in addition to purchasing the actual paver, individuals would also have the option to purchase a miniature replica of their paver. The Centennial logo needs to be sent to BMI as well as text describing the project, and the layout of the order form. Member Hoover is working on the order form. The final item on the "to -do list" is to supply BMI with photos and a rendition or drawing of the final project. Having a colored rendering was also discussed and requested at the last meeting. Director Alien responded that the City does not have one, and it was his understanding that the City was making all attempts to minimize design costs. What is available is a rough conceptual landscape drawing only. The Committee strongly emphasized the importance of the City obtaining a rendering of what the project will look like in order to be able to properly market the sale of the brick pavers, with many stating, "we have to be able to show people what the finished product will look like." Several Members have received negative feedback for not having something already in place. Director Allen responded he would see what could be done. Chair Mixon requested to let the CCAHC know how they can assist in getting this completed, and to take whatever measures necessary to have a rendering completed as soon as possible. This project is slated to be completed and dedicated at the December 1 lighting ceremony. 2. Centennial Park - Administrator Whitehall /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. How to market/advertise project Director Allen advised there was nothing new to report on the proposed Centennial Park. When asked about the progress of a rendering and list of approved amenities he responded that they are contingent upon who will fund them. CCAHC — February 9, 2015 Meeting - Page 5 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED B. 2. Capital Improvement Projects, Centennial Park continued Most were based on the various types of grant applications, which have not been awarded to date. Member Williams asked whether a funding amount was established, and Director Allen responded that it was approximately $300,000.00. In order for the CCAHC to market this project, confirmed amenities with projected costs of each and a rendering need to presented to them. C. Fundraisers and Sponsorships 1. Sponsorship Packets — Clerk Gamiotea ATTACHMENT #5 A list of sponsors was provided, with there being 13 Pioneers and 14 Settlers. Unfinished business is for Member Giddings to design the sponsorship signs and provide the information to East Coast Printing. The CCAHC agreed by consensus that as presented within Attachment #5, Member Giddings design sponsorship signs for each (and future ones), with sizes being approximately 24 "x36" for Pioneers, and 18 "x24" for Settlers, these will be reusable yard -type signs, with grommets, all need to have the same wording at the top thanking the sponsor listed. It was further agreed that each Event Coordinator will be responsible for making sure these signs are set up at their event and taken back down. The City can house them between events. 2. Historic Prints — Chair Mixon Chair Mixon advised there has been an issue with being able to launch the Historic Prints fundraiser due to the extreme low quality of the photos available. He and Ms. Pearce are trying to find as many original photographs of buildings approved by the Committee. Finding them is taking more time than anticipated. No official action was required. 3.Tervis Tumblers — Member Giddings, ATTACHMENT #6 The CCAHC reviewed the proposed budget for the Tervis Tumblers. A motion was offered by Member Williams to approve an $800.00 expenditure to Glades Air Conditioning, for the second order of 100 Centennial Tervis Tumblers; seconded by Member Turgeon. Motion carried unanimously. D. Social Media Liaison — Member Domer 1.It was reported that as of February 6, 2015, the Centennial Facebook page had 1,878 Total Likes, of that 1,236 were engaged this past week. Fans are from the USA 1,869; from Canada 3; and from South Korea 1; of that 68% are women and 32% are men; the largest age bracket is the 25 -44 year olds. 2.In regards to the Twitter account, there were 17 total views, and five new followers as of February 6, 2015. This information provides the Committee with what area of the community the Centennial activities and events are being disseminated. From there they can make better choices on what other age brackets are being missed and how to get the information to them either through the local newspaper or radio stations. E. Media Liaison — Member Turgeon, ATTACHMENT #7 A copy of the last press release was included within Attachment #7. Member Turgeon reported that Heartland Living magazine published an article in their latest edition covering the Kick -off and the list of events. She also distributed at the meeting a packet of information and rates from WQCS (88.9), the NPR for the Treasure Coast radio station. She will be submitting a write -up about the Gala to them in order to request an interview to promote the event. No official action was required. CCAHC — February 9, 2015 Meeting - Page 6 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED E. Media Liaison continued 1. Discuss ad campaign and plan use of them for best effect — Member Elsken Member Elsken asked for clarification how the CCAHC wanted to utilize the advertisements in the Okeechobee News and Monthly GO publication. The consensus was to concentrate on Sponsorships in the March advertisements. Then, as soon as the Brick Paver rendering is available, to focus on that project with a full color advertisement. F. School /Cultural Liaison — Member Enfinger • Jan 30, RSCA 100th day of School Presentation (Member Cable) Member Cable gave a brief report on her presentation at Rock Solid Christian Academy for the 100th day of school. • Feb 20, Participate in Heritage Day at OFC, 8:30 to 11 am. The City was contacted by Ms. Dionna Farmer from the Okeechobee Freshman Campus, requesting participation at their Heritage Day on February 20. Should any CCAHC members want to join Member Enfinger and Clerk Gamiotea, they are welcomed. • Field Day Awards for CES Coach Spearow Coach Spearow of Central Elementary School contacted Member Enfinger, and she is making arrangements for inclusion of the Centennial at their Field Day Awards presentation on March 13th. G. Historic Time -Line Liaison — Member Cable Nothing to report at this time. VII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 7:12 p.m. The next regularly scheduled meeting is February 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: C ane G�a9nZoIeC LANE GAMIOTEA, CMC, CITY CLERK CCAHC — February 9, 2015 Meeting - Page 7 of 7 1IDEPENDENT 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 icc't.• in the matter of C!�� 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 ands bscribed before me this 6 day of ., 'Ltj :u, -,{Cl (ZO ic AD Notary Public, Sate of Florida at Large O ('' Vs BRIDGES i ,,. *: ' ::= MY COMMISSION # EE 177653 ..���.= EXPIRES: April 20, 2016 AorgIV Bonded Thru Notary Public Underwriters PUBLIC NOTICE CENTENNIAL CELEBRATION AD HOC COMMITTEE MEETING NOTICE 1.5 HEREBy;GIVEN that the City of Okeechobee Centennial Cele- bration Ad HOC Oarbrnittee (CCAHC) will conduct a regular meeting on Mon Feb 9 2015,1:30 PM, or as soon thereafter as possible, at City Hail, 5S` 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 verbatim record ofythe matter proceeding madthis nd thetlregcord 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 ai defined by the ADA, that needs. special accommodation to participate in proceeding, contact the City Clerk's Office no later than two business days prior to proceeding, 863 -763 -3372. 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 ID. Mixon 469637 ON 2/6/2015, Ow' Pagneetin9 Spi CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE FEBRUARY 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 February 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 (exited at 6:52 p.m.) Absent (with consent) Present Present Present (6:07 p.m.) Present (5:46 p.m.) Present Absent (with consent) Present Absent Present 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 oh, 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 Williams and Enfinger to dispense with the reading and approve the Summary of Committee Action for the regular meetings of December 15, 2014, and January 12, 2015, (sent via email individually). Without discussion, motion carried unanimously. CCAHC — February 9, 2015 Meeting - Page 1 of 7 V. NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations. 1. Presentation regarding the 2015 OHS Band Marching Show material, and approval to be a Centennial partner and to use the Centennial Logo on items to sell for the band uniform fundraiser, Steve Dobbs, OHS Band Booster President, ATTACHMENT #1 Mr. Clint LaFlam, OHS Band Director and Mr. Steve Dobbs, Band Booster President gave a presentation to the CCAHC of their plans for the 2015 marching show to be entitled "1915 Our Town Remembered." The idea will feature what built this community, focusing only on 1915, using "period" music plus original works with scenery to showcase our town to areas throughout Florida at band marching competitions. The concept is a monumental undertaking where they plan to use oversized photographs of local areas and buildings from the early 1915's as well as music from composer Aaron Copland. The Guard flags will feature cattle brands from local ranches and farms. Mr. LaFlam added that the returning band students have embraced the idea and are excited to start working on it. Further they requested to use the Centennial logo for a t -shirt and hat fundraiser. The funds raised will be used toward the purchase of new band uniforms, as the current ones are in their fourteenth year of use. In all, the logo would be used within the show in some manner with the scenery, on the show shirts worn by the band members and boosters, as well as on the t- shirts and hats for the fundraiser. The CCAHC was very receptive to the idea and each conveyed their enthusiasm of this partnership. It was verified that the types of items to use the logo as a fundraiser are not conflicting with current or potential Centennial fundraiser ideas. It was asked, and agreed by Mr. LaFlam and Mr. Dobbs, that the band would assist in promoting the brick paver sales as soon as the flyers are available and website is launched. Member Cable moved to approve the Centennial partnership with the OHS Band, that they are authorized to use the Centennial logo as requested, within the show and on the t- shirts and /or hats (caps) to be used as a band uniform fundraiser, provided they obtain final approval of the t -shirt and hats through the Office of the City Clerk; seconded by Member Turgeon. Motion Carried unanimously. VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. Mayors Gala — Member Enfinger, ATTACHMENT #2 Review proposed budget and consider a motion to approve a $250.00 Payment Request to Silver Palms RV Resort for the security deposit for the club house. Member Enfinger presented a preliminary draft of a Budget for the Gala. Revenues will be coming from the sales of sponsorships and any underwriters or Friends of the Centennial. Proposed expenditures identified are $3,500.00 for entertainment (Street Talk Band), of which $350.00 has been paid as the deposit to book them. $11,900.00 for catering and bar service. $4,500.00 for decorating service. $250.00 for rental of the Silver Palms clubhouse. Specific amounts not yet identified are printing costs, liability insurance, security and valet parking. The CCAHC then went through the proposed catering and bar service quotes. In previous meetings it was reported that Tin Fish Restaurant had the exclusive as the caterers at Silver Palms. However, all that information has changed. Further, Tin Fish and D &G Catering have withdrawn their proposals to serve as the caterers for the event. Parrott Island Grill modified their previous quote, and offered $48.86 per person which includes complete place setting, or $44.00 per person without, for a total of $9,772.00 or $8,800.00 respectively (based on 200 guests). CCAHC — February 9, 2015 Meeting - Page 2 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 1. Updates on Official Centennial Events and Approved Partnered Events, Mayors Gala continued. 1 -Stop Party Shop offered a quote of $32.38 per person including complete place setting, or $27.00 per person without, totals being $6,476.00 and $5,400.00 respectively. The catering quote listed the specific menu offered by each, appetizers, salad, and two options for the main course, sides, dessert, beverages and staff. Parrott Island noted they could not submit a quote for a bar option as their state license for serving alcohol, beer and wine does not permit them to serve off site. 1 -Stop gave two offers, one for a four -hour open bar and the other for a cash bar. Their quote lists only to serve beer and wine. Discussion then turned to references of 1 -Stop Party Shop's service. Chair Mixon and Member Domer both gave glowing references on their food and catering service. The Committee was advised that based on procurement laws, it is required for the quote to be awarded to the lowest bidder, unless it can be substantiated why, such as inferior level of service or bad references. Member Cable moved to award the Centennial Gala catering service to 1 -Stop Party Shop, using the price with dinnerware to be included ($32.38 per person); seconded by Member Williams. Motion carried unanimously. The CCAHC requested Member Enfinger research the option of a cash bar, with two drink tickets per guest, and further confirm what 1 -Stop Party Shop is licensed to serve. Discussion then turned to the decorator quotes. Three businesses offered quotes for 25 round tables, table cloths, table runners, center pieces, and crystal salt & pepper shakers. 200 cloth napkins, chair covers with sash, and silver chargers. From there the itemized quotes varied. The highest quote is from Pam Peppers was for $3,360.00 and $4,485.00 with fresh flower centerpieces. Her price quote also included 200 place settings, stands for sheers for stage wings and kitchen service area, five high - top tables with tablecloths, runners, and small flower center pieces for outside, up- lights for the stage, bathroom baskets with amenities, complete set up and clean -up. Weddings by Charlie quote for $2;382.50 does not include the 200 place settings. However, it does include black material screening for the kitchen service area, five high -top tables with table cloths and runners for outside, complete set -up, clean -up, and a delivery fee. 1 -Stop Party Shop offered $2,759.85 or $3,269.45 with fresh flower center pieces. Their quote also included 200 place settings, complete set -up, clean -up and damage waiver. Based on previous action, the cost for the place settings needs to be reduced from Mrs. Peppers and 1 -Stop Party Shops decorator quotes. According Clerk Gamiotea who had a copy of 1 -Stops itemized quote, the amount would be reduced by $950.00, and was applied to all three quotes. Discussion ensued, it was noted that based on the bands contract, they are providing basic stage lighting, Ms. Peppers quote was the only one to itemize this item. Both Ms. Peppers and Charlie's quotes itemzed some type of screening of the kitchen /service area and outside tables, which is was agreed is needed. Member Enfinger was confident 1 -Stop included those, but it was itemized on the quote, she will need to confirm that they are. Member Williams moved to award 1 -Stop Party Shop as the decorator for the Mayors Centennial Gala, as the lowest quote offered, approximately $2,319.45; seconded by Member Hoover. Member Enfinger will confirm and report back whether their quote includes the screening from the kitchen area, the outside tables with decor, and any additional amenities they included but did not itemize. Motion carried unanimously. CCAHC — February 9, 2015 Meeting - Page 3 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 1. Updates on Official Centennial Events and Approved Partnered Events, Mayors Gala continued. It was further noted that the rental agreement explains the facilities will not be available until the day of the event. All decorators confirmed they would handle the event under those circumstances provided they could have access by 8:00 a.m. The final item to consider for the Gala is to approve the $250.00 non - refundable security deposit and cleaning charge for the Silver Palms Clubhouse Rental. The actual rental fee was waived by Silver Palms based on the agreement Member Rodriguez negotiated through the Chamber of Commerce. Member Enfinger added, the amount needs to be increased, after submitting the information for the agenda, it was realized that use of a side room is needed for photographs, use of the library for the band to have a green room (as required by their contract), and based on past experience, Silver Palms charges for their employee to be available during the event, regardless of the fact that it is not identified in the rental agreement. Member Enfinger moved to approve expenditures up to $525.00 to Silver Palms RV Resort, 4143 US Highway 441 South, Okeechobee, Florida 34974, to cover costs for the security deposit and cleaning charge, use of two additional rooms during the event, and employee availability fee and approve the rental agreement of the facilities to hold the Mayors Centennial Gala on April 18, 2015; seconded by Member Turgeon. Motion carried unanimously. 2. Review the preliminary plan for the Centennial Frolic — Member Elsken, ATTACHMENT #3 Member Elsken, as Coordinator of the Frolic, slated for Friday evening, December 11, 2015, submitted for brief review a summary of ideas to confirm the CCAHC agreed with her approach to the event. Each member noted their appreciation and liked the direction she is proposing. The summary is listed below. No official action was required at this time. The venue will be the area around the historic Okeechobee County Courthouse, including the streets between the Courthouse and the Methodist Church (Northwest 3rd Avenue between 2nd and 4th Streets), and in front of the main entrance of the Courthouse (Northwest 2nd Street, between 3rd and 4th Avenues). Entertainment will celebrate 100 years of music, starting with an old fashioned square dance, progressing through the evening with more modern styles, and ending with contemporary music. The Frolic Sub - committee will be seeking local musicians and singers to volunteer to perform music and help lead dances from various eras. Participants will be encouraged to come in their choice of period dress such as pioneer days, the roaring 20's, WWII, 1950's, 1970's, etc. An art display will feature the Centennial Historic Prints and will be on display in the gallery area inside the Historic Courthouse. Those who have agreed to help serve (or have a representative) on the Sub - committee to date are Mrs. Robbie Chartier, Mr. Noel Stephen, Mr. Clint LaFlam, and Mrs. Maureen Burroughs. 3. Scavenger Hunt — Member Turegeon, ATTACHMENT #4 The CCAHC reviewed the proposed budget for the Scavenger Hunt with no revenues proposed and three expenditures. Two items to Okeechobee Main Street in the amount of $66.54 to cover printing, and supplies for the team placards, and three medals to award the winners. The last item is the $300.00 cash prize for the winners. Included in Attachment #4 is a list of the 42 team names. The contest is going very well. A pay request was also included, reflecting the actual costs for the supplies. However, prior to submitting the budget form, a request for reimbursement for the supplies had been submitted and approved. Based on the updated information, this will need to be corrected. CCAHC — February 9, 2015 Meeting - Page 4 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. 3. Updates on Official Centennial Events and Approved Partnered Events, Scavenger Hunt continued Motion was offered by Member Cable to amend action taken on December 15, 2014, and approve a reimbursement request to Okeechobee Main Street, for scavenger hunt supplies, increasing the amount from $60.38 to $75.27; seconded by Member Williams. Motion carried unanimously. 4.Centennial booth at the Battle of Okeechobee Reenactment, Feb 28 -Mar 1, to sell tumblers, sponsorships, brick pavers — Member Cable Member Cable asked whether anyone could man a booth at the Battle Re- enactment, to promote the Centennial events and sell items (sponsorships, tumblers, brick pavers). A tent and table will be provided. Member Williams volunteered to work the booth on Saturday, February 28, and Member Enfinger volunteered to handle it on Sunday, March 1. B. Capital Improvement Projects 1. City Hall Front Walkway /Brick Pavers — Member Hoover /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. Date for Launch of Website, Flyer, Order Form Member Hoover and Director Allen have made progress as of today in getting information to Brick Markers USA, Inc., (BMI) in order to launch the website. Member Hoover read a list of eight things that need to be done in order to begin taking orders. Of the items listed, setting up the City's PayPal account and returning the signed agreement is what has been completed. Staff will make the final decisions regarding the placement of the clipart on individual pavers and what clip art will be offered. One color option will be available and Director Allen is in the process of making that final selection, as he is coordinating it with the color to be installed within the State Road 70 improvements project currently in progress. It was agreed that in addition to purchasing the actual paver, individuals would also have the option to purchase a miniature replica of their paver. The Centennial logo needs to be sent to BMI as well as text describing the project, and the layout of the order form. Member Hoover is working on the order form. The final item on the "to -do list" is to supply BMI with photos and a rendition or drawing of the final project. Having a colored rendering was also discussed and requested at the last meeting. Director Allen responded that the City does not have one, and it was his understanding that the City was making all attempts to minimize design costs. What is available is a rough conceptual landscape drawing only. The Committee strongly emphasized the importance of the City obtaining a rendering of what the project will look like in order to be able to properly market the sale of the brick pavers, with many stating, "we have to be able to show people what the finished product will look like." Several Members have received negative feedback for not having something already in place. Director Allen responded he would see what could be done. Chair Mixon requested to let the CCAHC know how they can assist in getting this completed, and to take whatever measures necessary to have a rendering completed as soon as possible. This project is slated to be completed and dedicated at the December 1 lighting ceremony. 2. Centennial Park - Administrator Whitehall /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. How to market/advertise project Director Allen advised there was nothing new to report on the proposed Centennial Park. When asked about the progress of a rendering and list of approved amenities he responded that they are contingent upon who will fund them. CCAHC — February 9, 2015 Meeting - Page 5 of 7 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED B. 2. Capital Improvement Projects, Centennial Park continued Most were based on the various types of grant applications, which have not been awarded to date. Member Williams asked whether a funding amount was established, and Director Allen responded that it was approximately $300,000.00. In order for the CCAHC to market this project, confirmed amenities with projected costs of each and a rendering need to presented to them. C. Fundraisers and Sponsorships 1. Sponsorship Packets — Clerk Gamiotea ATTACHMENT #5 A list of sponsors was provided, with there being 13 Pioneers and 14 Settlers. Unfinished business is for Member Giddings to design the sponsorship signs and provide the information to East Coast Printing. The CCAHC agreed by consensus that as presented within Attachment #5, Member Giddings design sponsorship signs for each (and future ones), with sizes being approximately 24 "x36" for Pioneers, and 18 "x24" for Settlers, these will be reusable yard -type signs, with grommets, all need to have the same wording at the top thanking the sponsor listed. It was further agreed that each Event Coordinator will be responsible for making sure these signs are set up at their event and taken back down. The City can house them between events. 2. Historic Prints — Chair Mixon Chair Mixon advised there has been an issue with being able to launch the Historic Prints fundraiser due to the extreme low quality of the photos available. He and Ms. Pearce are trying to find as many original photographs of buildings approved by the Committee. Finding them is taking more time than anticipated. No official action was required. 3.Tervis Tumblers — Member Giddings, ATTACHMENT #6 The CCAHC reviewed the proposed budget for the Tervis Tumblers. A motion was offered by Member Williams to approve an $800.00 expenditure to Glades Air Conditioning, for the second order of 100 Centennial Tervis Tumblers; seconded by Member Turgeon. Motion carried unanimously. D. Social Media Liaison — Member Domer 1.It was reported that as of February 6, 2015, the Centennial Facebook page had 1,878 Total Likes, of that 1,236 were engaged this past week. Fans are from the USA 1,869; from Canada 3; and from South Korea 1; of that 68% are women and 32% are men; the largest age bracket is the 25 -44 year olds. 2.In regards to the Twitter account, there were 17 total views, and five new followers as of February 6, 2015. This information provides the Committee with what area of the community the Centennial activities and events are being disseminated. From there they can make better choices on what other age brackets are being missed and how to get the information to them either through the local newspaper or radio stations. E. Media Liaison — Member Turgeon, ATTACHMENT #7 A copy of the last press release was included within Attachment #7. Member Turgeon reported that Heartland Living magazine published an article in their latest edition covering the Kick -off and the list of events. She also distributed at the meeting a packet of information and rates from WQCS (88.9), the NPR for the Treasure Coast radio station. She will be submitting a write -up about the Gala to them in order to request an interview to promote the event. No official action was required. CCAHC — February 9, 2015 Meeting - Page 6 of 7 VI. REPORTS, UPDATES, AND/OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED E. Media Liaison continued 1. Discuss ad campaign and plan use of them for best effect — Member Elsken Member Elsken asked for clarification how the CCAHC wanted to utilize the advertisements in the Okeechobee News and Monthly GO publication. The consensus was to concentrate on Sponsorships in the March advertisements. Then, as soon as the Brick Paver rendering is available, to focus on that project with a full color advertisement. F. School /Cultural Liaison — Member Enfinger • Jan 30, RSCA 100th day of School Presentation (Member Cable) Member Cable gave a brief report on her presentation at Rock Solid Christian Academy for the 100th day of school. • Feb 20, Participate in Heritage Day at OFC, 8:30 to 11 am. The City was contacted by Ms. Dionna Farmer from the Okeechobee Freshman Campus, requesting participation at their Heritage Day on February 20. Should any CCAHC members want to join Member Enfinger and Clerk Gamiotea, they are welcomed. • Field Day Awards for CES Coach Spearow Coach Spearow of Central Elementary School contacted Member Enfinger, and she is making arrangements for inclusion of the Centennial at their Field Day Awards presentation on March 13th. G. Historic Time -Line Liaison — Member Cable Nothing to report at this time. VII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 7:12 p.m. The next regularly scheduled meeting is February 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: Zane ,Czlnzo6ea LANE GAMIOTEA, CMC, CITY CLERK CCAHC — February 9, 2015 Meeting - Page 7 of 7 L (5, r\ Cruz a , , CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE E UARY? PieneeCin9 Spitit e'.u&zea I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the Centennial Celebration Ad Hoc Committee (CCAHC) regular meeting to order on Jaeaary 12, 2015, at 5:33 p.m_, and held 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 (exited at 6:52 p.m.) Absent Present Present Present (6:07 p.m.) Present (5:46 p.m.) Present Absent Present Absent Present 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 Williams and Enfinger to dispense with the reading and approve the Summary of Committee Action for the regular meetings of December 15, 2014, and January 12, 2015 (sent via email individually). Without discussion, motion carried unanimously. V. NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations CCAHC — Janttery -1 2015 Meeting_. Page 1 of 4 �� ic) 1. Presentation regarding the 2015 OHS Band Marching Show material, and approval to be a Centennial partner and to use the Centennial Logo on items to sale for the band uniform fundraiser, Steve Dobbs, OHS Band Booster President, ATTACHMENT #1 OHS Band Booster President, Steve Dobbs. Going into the 14th year with the current uniforms. Made it to state, finished 7 out of 8, what we get from other directors is you shouldn't be doing what you're doing with what you have. We allow anyone who wants to be in band is allowed. Try to keep it very economical. We raised $80,000 to be able to go to the Washington parade. Show is going to be "1915 Our Town Remembered" guard flags will feature cattlemen brands. Have several volunteers to assist with the boosters. We would like to use the logo and have shirts printed up and sell them. We go to applebees to have pancake breakfests and make on average $1500. We have a fundraising committee although they are not very aggressive. Will have samples and bring back for you to approve. Use as the show shirt. Sell to the community. Also want to do some type of hat/cap. Clint has embraced the idea. Period music plus original works with scenery. Giving him a tour of current buildings and what they looked like in 1915. When we go to competitions, want them to see Okeechobee, in areas where no one else who lives here will see. Large ender taking. Emotional, kids have embraced the idea as well. What built this community and showcase it. Focus only on 1915. Jazz band got a superior for the first time ever. Steve wants to take the fundraising part off of clint to free him up to work with the kids. Band banquet kids tell how much being involved helped them stay in school and out of trouble. Have to keep a 2.0 gpa to participate. Cable if approve the band will play at any function right? Mixon benefits of music is astounding. We are going to have to have a balance act. We have our fundraising to do. The items you listed are not anything that we have discussed to use for fundraising so you have that going for you. Steve and you have 130 salesmen for you. Clint 145 -150 kids in band for Aug 2015. Member Cable moved to approve the partnership with the OHS Band, that they are authorized to use the Centential logo to sell t- shirts and /or hats (caps) for the uniform fundraiser with final approval through City Staff; seconded by Member Turgeon. Motion Carried unanimously. VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. Mayors Gala — Member Enfinger, ATTACHMENT #2 Review proposed budget and consider a motion to approve a $250.00 Payment Request to Silver Palms RV Resort for the security deposit for the club house Budget form, page 1. Expenditures Catering quotes. 2 withdrawn their quotes. 2 remain. Parrott Island and 1 stop party shop. Bar options. Consensus have a bar. Just not with who and type. John Williams, anyone 1 use the 1 stop? Gilbert Christmas party and did a great job. Domer used them. ( e t--w t hu.L Lt\uk ' Lc 4t,.:: —"Ilk; . 1�� a J�i Cable like the placeware / (7 Cable moved to award to 1 stop part show with dinner ware included; 2nd by Williams E i . �` (�C�j� Vot all yea motion carried. (-OW- Continue to research with the bar from kahootz 2 drink tickets from there own cash. Open bar nto an option. Tickets should be lesser then the cash bar. CCAHC = - Page 2 of 4 Decorator quotes. 1 stop. Pam Peppers. Weddings by Charlie. Williams to approve 1 stop party show for the decorating 2nd by hoover. Low bidder. Motion carried unanimously. Silver palms Side room would be needed for photos. Office or game room. Library for the band they have to be a green room. Add another 200 to the service fee. 525.00 up to. Enfinger moved to approve up to 525, 2nd turgeo. Motion carried unanimously. 2. Review the preliminary plan for the Centennial Frolic - Member Elsken, ATTACHMENT #3 Summary of ideas. Everyone noted they like how they are head. 3. Scavenger Hunt - Member Turegeon, ATTACHMENT #4 Review proposed budget and consider a motion to amend action taken on December 15, 2014, to approve reimbursement request to Okeechobee Main Street, for scavenger hunt supplies, from $60.38 to $75.27. Cable moved 2nd Williams. Motion carried unanimously. 4. Centennial booth at the Battle of Okeechobee Reenactment, Feb 28 -Mar 1, to sell tumblers, sponsorships, brick pavers - Member Cable Enfinger can help with 1 day. Fixed booth, tent & table provided we need the backdrop. Sun mar 1. Williams Sat booth. B. Capital Improvement Projects 1. City Hall Front Walkway /Brick Pavers - Member Hoover /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. Date for Launch of Website, Flyer, Order Form David contract and agreement in to the company. Working on paperwork to get the flyer and website. We have to decide wehre the clip are will go, 2 options. Paypal is set up for the city. 1 color match what were doing within the 70 project. ,.)13 Do we have a rendering? DA - no. What do we need to do to get one done? That is what everyone will wantn to know and what will it look like. People want to see what they are going to be a part of . what do we need to do to get that? DA - I'll see what we have and how to do the conceptual design. Minimize the design costs. Understand but to sell, you have to get one done. Member giddings knows oen of a oil painting. C To put it in the newspaper we have to show them what its going to look like. To beautify the front walkway. Dawn selling bricks at the high school. -, Member giddings to find out who does the oil painting to do it - • h -h. z(P (7-(11 /Zzf7L -4, David alien, mini replica if we want to offer that Offer it? Yes the replica. J 2. Centennial Park - Administrator Whitehall /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. How to market/advertise project DA - only thing new is been getting shot down on grants. A FLT 1/4A-V) • � r Conceptual plan only approved. Contingent upon who will fund the amenities. , to C. Fundraisers and Sponsorships „ t rs. lam; 1.Sponsorship Packets - Clerk Gamiotea ATTACHMENT #5 �_; i ;s tk 2. Historic Prints - Chair Mixon CCAHC — Extreme low quality of the photos. Trying to find additional photos. Working on it. Searching for them. 3.Tervis Tumblers — Member Giddings, ATTACHMENT #6 'Present proposed budget, and consider a motion to approve an $800.00 expenditure to Glades Air Conditioning, for the second order of 100 Centennial Tervis Tumblers (79 of the first order sold to date) Williams moved, Turgeon 2nd. Motion carried unamously. D. Social Media Liaison — Member Domer 1. Facebook as of 2/6/2015: Total PA e Likes: 1,878 of that 1,236 were engaged this week (Fans from USA: 1,869, CanadaVo Korewomen: 68 %, men: 32 %; Largest Age Bracket: 25 -44) 2.Twitter: 17 total views, 5 new followers E. Media Liaison — Member Turgeon, ATTACHMENT #7 Heartland Living magazine did an article in their latest edition. WQCS radio station. Write up about the gala and submit to them. (\ii CI 1. Discuss ad campaign and plan use of them for best effect — Member Elsken What do we want to advertise in March? 10, used 1 — concentrate on the sponsorship. Brick paver launch — w/ the rendering. General idea of when to position them. F. School /Cultural Liaison — Member Enfinger • Jan,30 RSCA 100th day of School Presentation (Member Cable) f'"I t,/ k * i4)-1 - Feb 20 Participate in Heritage Day at OFC 8:30 to 11 am. 10 min anyone wishes to join It (c. �� e. C ;_ �_. tl . j!“.-A> \ L Wa_ <<t.\ `O<_.1 - Field Day Awards for CES Coach Spearow 1 time request March 13th every participant gets a medaians , -,' i c G. His toric Time -Line Liaison — Member Cable Ku) t \S�. VII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 9,12. p.m. The next regularly scheduled meeting is February 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 — Jatte5 Meeting - Page 4 of 4 v^(At1v„-t£-) tsWk.(. �ru i �le:nPt'klrt[� S /:x a (. U/(e t!'d CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE FEBRUARY 9, 2015 -Cr AGENDA 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 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 Administrator Brian Whitehall Public Works Director David Allen 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 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 meetings of December 15, 2014, and January 12, 2015 (sent via email individually) V. NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations 1. Presentation regarding the 2015 OHS Band Marching Show material, and approval to be a Centennial partner and to use the Centennial Logo on items to sale for the band uniform fundraiser, Steve Dobbs, OHS Band Booster President, ATTACHMENT #1 VI. REPORTS, UPDATES, AND /OR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF A. Updates on Official Centennial Events and Approved Partnered Events: 1. Mayors Gala — Member Enfinger, ATTACHMENT #'Z Review proposed budget and consider a motion to approve a $250.00 Payment Request to Silver Palms RV Resort for the security deposit for the club house 2. Review the preliminary plan for the Centennial Frolic — Member Elsken, ATTACHMENT #3 2/ (4/2015 CCAHC AGENDA - Page 1 of 2 VI. REPORTS, UPDATES, ANDIOR REQUESTS FROM CCAHC MEMBERSHIP OR STAFF CONTINUED A. Updates on Official Centennial Events and Approved Partnered Events continued: 3. Scavenger Hunt — Member Turegeon, ATTACHMENT # LI Review proposed budget and consider a motion to amend action taken on December 15, 2014, to approve reimbursement request to Okeechobee Main Street, for scavenger hunt supplies, from $60.38 to $75.27. 4.Centennial booth at the Battle of Okeechobee Reenactment, Feb 28 -Mar 1, to sell tumblers, sponsorships, brick pavers — Member Cable B. Capital Improvement Projects 1.City Hall Front Walkway /Brick Pavers — Member Hoover /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. Date for Launch of Website, Flyer, Order Form 2. Centennial Park - Administrator Whitehall /Director Allen a. Preliminary Plan of Project to use for marketing /advertising b. How to market/advertise project C. Fundraisers and Sponsorships 1. Sponsorship Packets — Clerk Gamiotea ATTACHMENT #5 2.Historic Prints — Chair Mixon 3.Tervis Tumblers — Member Giddings, ATTACHMENT #ia Present proposed budget, and consider a motion to approve an $800.00 expenditure to Glades Air Conditioning, for the second order of 100 Centennial Tervis Tumblers (79 of the first order sold to date) D. Social Media Liaison — Member Domer 1.Facebook as of 2/6/2015: Total Page Likes: 1,878 of that 1,236 were engaged this week (Fans from USA: 1,869, Canada: 3, So Korea: 1; women: 68 %, men: 32 %; Largest Age Bracket: 25 -44) 2,Twitter: 17 total views, 5 new followers E. Media Liaison — Member Turgeon, ATTACHMENT #1 1. Discuss ad campaign and plan use of them for best effect — Member Elsken F. School /Cultural Liaison — Member Enfinger •Jan 30 RSCA 100th day of School Presentation (Member Cable) - Feb 20 Participate in Heritage Day at OFC • Field Day Awards for CES Coach Spearow G. Historic Time -Line Liaison — Member Cable VII. 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. */4/2015 CCAHC AGENDA - Page 2 of 2 Lane Gamiotea 7-q-/5 �epNc From: kelsken @newszap.com lent: Wednesday, February 04, 2015 1:56 PM V To: Lane Gamiotea Subject: RE: Printer /Scanner /Fax w/ be out of service on Mon 2/9 J ," Thanks Lane. The only thing I can think of is to discuss the ad campaign and plan out what we want to do with the ads so we use them to best effect. Katrina Original Message From: "Lane Gamiotea" <Igamiotea@cityofokeechobee.com> Sent: Wednesday, February 4, 2015 1:12pm To: "CCAHC Donna Gaiser" <canvas.shop @yahoo.com >, "CCAHC JD Mixon" <Mixon.JD @gmail.com >, "CCAHC Jeanne Enfinger" <jdenfinger @comcast.net >, "CCAHC John Williams" < jwilliams @centerstatebank.com >, "CCAHC Justin Domer" <justin @domersinc.com >, "CCAHC Magi Cable" <cable.magi @gmail.com >, "CCAHC Susan Giddings" < susan @okeechobeethemagazine.com >, "Dawn Hoover Gmail" <jadthoover @gmail.com >, kelsken @newszap.com, "OKMS - Sharie Turgeon" < sharie @okeechobeemainstreet.org >, "City -Brian Whitehall" <bwhitehall @cityofokeechobee.com >, "City -David Allen" <dallen @cityofokeechobee.com >, arod120297 @yahoo.com Cc: "City- Melisa Jahner" <mjahner @cityofokeechobee.com >, "City -Robin Brock" <rbrock @cityofokeechobee.com >, "City -Patty Burnette" < pburnette @cityofokeechobee.com> Subject: Printer /Scanner /Fax w/ be out of service on Mon 2/9 Good Afternoon, I've been advised that the city will be changing out our copier /scanner /fax on Monday, 2/9/15, This is our meeting day = no last minute or day of copies will be able to be made! Based on experience I thought it prudent to let you all know that I will not be able to make any copies or scan to email or fax. Please be sure to get all your agenda & exhibit items to me no later than Thurs morning (that's tomorrow) so that all can be sent out. If you need your agenda packet printed out & put at your seat, you'll need to let me know by Fri afternoon. Thanks in advance for your assistance on this, and apologies for any inconvenience. edeinalie9 /00'I/earri! Lane Earnest - Gamiotea, CMC City Clerk /Personnel Administrator City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, FL 34974 863- 763 -3372 ext 215 1 Lane Gamiotea From: Ntio, Sent: To: Subject: kelsken @newszap.com Monday, February 09, 2015 10:55 AM Lane Gamiotea RE: Centennial Feb 9, 2015 Agenda Packet Hi Lane, have a doctor's appointment at 3:30 p.m. in Jensen Beach. If the doctor doesn't keep me waiting too long, I should be back in time for the meeting. But if there are any delays at the doctor's office, I may be late. So I will hope the doctor is running on schedule today. It's just routine annual exam so m a • • • • • on't take long. Original Message From: "Lane Gamiotea" <Iamiotea @cityofokeechobee.com> Sent: Friday, February 6, 2015 5:31 pm To: "CCAHC Donna Gaiser" <canvas.shop @yahoo.com >, "CCAHC JD Mixon" <Mixon.JD @gmail.com >, "CCAHC Jeanne Enfinger" <jdenfinger @comcast.net >, "CCAHC John Williams" <jilliams @centerstatebank.com >, "CCAHC Justin Domer" <justin @domersinc.com >, "CCAHC Magi Cable" <cable.magi @gmail.com >, "CCAHC Susan Giddings" < susan @okeechobeethemagazine.com >, "CCAHC- Antoinette Rodriguez" <arod120297 @yahoo.com >, "Dawn Hoover Gmail" <jadthoover @gmail.com >, kelsken @newszap.com, "OKMS - Sharie Turgeon" < sharie @okeechobeemainstreet.org> Cc: "City -Brian Whitehall" < bhitehall @cityofokeechobee.com >, "City -David Allen" <dallen @cityofokeechobee.com >, "City - Melisa Jahner" <mjahner @cityofokeechobee.com >, "City - Robin Brock" <rbrock @cityofokeechobee.com> Subject: Centennial Feb 9, 2015 Agenda Packet Your homework © See you all Monday evening! eee'eforateeuy lieemil Lane Earnest - Gamiotea, CMC City Clerk/Personnel Administrator City of Okeechobee 55 Southeast 3rd Avenue Okeechobee, FL 34974 863- 763 -3372 ext 215 863- 763 -1686 fax 863- 697 -0345 cell cityofokeechobee.com 1 June 2014 - Dec 2015 CITY HALL 55 SE 3rd Avenue Okeechobee, FL 34974 Office 863 - 763 -3372 Fax 863 - 763 -1686 Website cityofokeechobee.com CHAIRPERSON J.D. Mixon VICE - CHAIRPERSON Dawn Hoover BUDGET LIAISON John Williams SOCIAL MEDIA LIAISON Justin Domer MEDIA LIAISON Sharie Turgeon SCHOOL /CULTURAL LIAISON Jeanie Enfinger HISTORIC TIME -LINE LIAISON Magi Cable City of Okeechobee, Florida Centennial Celebration Ad Hoc Committee Agenda Item Request Considerations before the CCAHC should be made by submitting this form to the Office of the City Clerk by 12 Noon on the Tuesday prior to the meeting date via email (preferred), fax, or hand delivered. Forms received after deadline may be postponed until the next meeting. Be advised that should you intend to show any documents, pictures, videos, or other items, a copy or the original of such, must be provided to the City Clerk prior to leaving the chambers, for the official record. Meeting Date: b. G ,9015- 01 5- Title of Item: Okeechobee High School Band use of Centennial Celebration materials Summary, Explanation or Background Information on Request: Okeechobee High School Band is requesting the use of the Centennial Celebration Materials to support this years band show as well as support the City's Centennial. Our marching show is going to be based around the City's Centennial with the music of Aaron Copland and we are planning for the guard to have the brands of local ranches. Recommended Action: The OHS Band would like to be recognized as a Centennial partner and use your information in our fund raising. We have a campaign to replace our 13 year old uniforms. We have raised over $12,000.00, but need an additional $12,000.00 to place the order for the 150 uniforms we plan to purchase. The total cost for the uniforms is $60,000.00, but the company will allow us to pay that over time. We feel joining with the City of Okeechobee would be beneficial to both groups as we put a superior program on the field every year that will support a superior City. Estimated Time Needed: 15 minutes Submitted by Steven Dobbs, President, Band Boosters 2/4/2015 Print Name: Date: 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 to ensure a verbatim record of the proceeding is made, which includes the testimony and evidence upon which the appeal is to be based. Audio recordings are for the sole purpose of backup for the official records of the City Clerk. In accordance with the ADA, any person needing special accommodations to participate in this proceeding should contact the Office of the City Clerk no later than two business days prior to the proceeding. City of Okeechobee 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 Date 4/18/15 NAME /SOURCE 1 DETAILS /INFO 1 PROPOSED ACTUALS REC'D /PD Revenues: Sponsorships $ 20,000.00 Underwriters TBD Friends of the Centennial TBD TOTAL REVENUES $ 20,000.00 $ - Expenditures: Street Talk band $ 3,150.00 band security deposit $ 350.00 $ 350.00 Pd Catering service food, beverages, staff $ 9,000.00 Decorator service tables, decor, dinner & flatware $ 4,500.00 Silver Palms Resort venue (security deposit) $ 250.00 $ 250.00 Printing tickets, commemorative evening TBD itinerary, sponsored tables names Liability Insurance TBD Security TBD Valet Parking TBD Open Bar $ 2,900.00 TOTAL EXPENDITURES $ 20,150.00 $ 600.00 ENDING BALANCE n_ 1 r 4� n,L -�a CATERING QUOTES FOR MAYOR'S GALA PARROTT ISLAND GRILL Appetizers: smoked fish dip spoons, avocado and green peppercorn mash on tortilla chip, sugar cane shrimp skewers, spicy tuna roll sushi spoons, madori melon gazpachio 1 STOP PARTY SHOP & CATERING Appetizers: lobster crab cakes, mushrooms stuffed with sausage, spinach, and feta cheese, shrimp shooters, smoked fish bites Salad: Tiki salad with Parrott Island house dressing or Salad: spring mix balsamic, dinner rolls and butter balsamic vinaigrette, dinner rolls and butter Main Course: Steak au poivre (hand carved beef tenderloin with a green peppercorn sauce), Chicken Florentine Main course: prime rib au jus, Chicken Florentine Sides: grilled asparagus, seasoned Baby Bliss potatoes Sides: twice baked garnished potato, seasoned steamed vegetables Dessert: assorted petit fours (assorted gourmet individual desserts), winter berry platters (glass berries with imported cheeses) Dessert: Black Tie mousse cake, red velvet cake with cream cheese icing 3everages: sweet tea, unsweetened tea, coffee, water Beverages: sweet tea, unsweetened tea, coffee and with table service water with table service $48.86 per person (200 guests) if dinnerware is included. Total: $9,772.00 $44.00 per person (200 quests) if dinnerware is not included. Total = $8,872.00 No bar option available at this time. * *Note: D & G Catering and Tin Fish have withdrawn heir proposals. $32.38 per person (200 guests) if dinnerware is included. Total: $6,475.00 $27.00 per person (200 guests) if dinnerware is not included. Total: $5,400.00 Bar Options (additional): No. 1 Open Bar with 2 beer selections and red and white wines, 3 bartenders for 4 hour service $14.50 per person (200 guests) Total: $2,900.00 No. 2 Cash bar with a guaranteed $650.00 1 Stop Party Shop 25: Decorator Quotes for Mayor's Gala Pam Peppers 25: Weddings by Charlie 25: round tables, round tables, round tables, tablecloths, tablecloths, tablecloths, damask table runners, table runners, damask table runners, napkins, napkins, napkins, chair covers with damask sash chair covers with sash chair covers with damask sash crystal salt/ peppers crystal salt /pepper shakers, table number 200: 200: complete dinnerware, complete dinnerware, silver chargers silver chargers Complete setup and clean up, 200: * silver chargers Stands and sheers for stage wings Black material screening for and kitchen service area kitchen service area Outside: 5 high -top tables with tablecloth, sash, small fresh flower center pieces Up- lighting for stage Bathroom baskets with amenities Complete set up and clean up Outside: 5 high top tables with tablecloth and sash Complete set up and clean up Damage waiver Deliver fee Total without floral centerpiece = $2,759.85 Total with floral centerpieces = Total without floral centerpieces = Total with non - floral centerpiece = $3,360.00 $2,382.50 Total with fresh flowers on all Doesn't offer fresh flowers $3,269.45 tables = $4,485.00 *Does not own dinnerware. 4,1 og3oc�i' City of Okeechobee Centennial Celebration Ad Hoc Committee APPROVAL AND /OR PAYMENT REQUEST FORM TO BE COMPLETED BY COMMITTEE MEMBER MAKING THE INITIAL REQUEST Date 2/5/2015 Member Name Jeanne Enfinger Phone 863.763.5383 Address 2342 SW 22nd Circle, Okeechobee, FL 34974 SPECIAL EVENT DESCRIPTION Mayor's Gala, April 18, 2015 VENDOR (Name, Mailing Address, Phone No., Contact Name if Applicable) Silver Palms RV Resort 4143 Hwy 441 S Okeechobee,FL 34974 CIRCLE 144,0, Expense Pre - Approval Reimbursement Request - Request for Check Issuance ITEM NO. DESCRIPTION Purpose Product/Service BUDGETED TOTAL AMOUNT 1 non - refundable security deposit cleaning chrage for facility use $250.00 $250.00 TOTAL: $250.00 Date and Signature: BUDGET REVIEW & APPROVAL: 9.2a✓ivn1 L ntii m1 RA. 2/5/15 COMMITTEE APPROVAL: CITY ADMINISTRATOR APPROVAL: CITY COUNCIL APPROVAL (if applicable): i INVOICES /RECEIPTS MUST BE ATTACHED -Pa pgkiotil Form Approved 712812014 (d 6firi Fitt ?of 0, i,\A(d)-2 SILVER PALMS CLUBHOUSE RENTAL *Includes use of sound system, tables & chairs for up to 200 guests. Room available morning of event after 8 AM for decoration, room not available the day before. $250.00 Non - refundable cleaning deposit fee. Security Security is not provided. Should you desire security, you can rent a staff member at $20.00 per hour, per staff member. Alcohol Your caterer may serve alcohol ONLY if they have the appropriate license to do so and a copy of such license and insurance is submitted to Silver Palms RV Estates one month prior to the event. Liability Insurance We need a copy of liability insurance. This special event insurance can be purchases online at eventhelper.com. Catering You are free to use the caterer of your choice, but caterer must provide Silver Palms with a copy of their business license and off site alcohol sale license as well as liability insurance. Basic Cost: Main Clubhouse Rental: Non - refundable security deposit Clubhouse Rental Rates so $250.00 Specifics: • Music must stop at 11:OOpm • Room available day of for decorating, room is not available day before. Christmas Frolic, planned for Dec. 11 Venue: Area around the Historic Okeechobee County Courthouse, to include the street between the courthouse and the Methodist Church, and the street in front of the main entrance of the courthouse (subject to approval for street closings by the city council) Entertainment: The frolic will celebrate with 100 years of music, starting with an old fashioned square dance, and progressing through the evening with more modern music, ending with contemporary music. The sub - committee will seek local musicians and singers to volunteer to perform music from various eras. We will also seek volunteers to help lead dances from the different eras. Participants will be encouraged to come in their choice period dress such as pioneer days, roaring 20s, WWII, 1950s, 1970s, etc. Art display: During the frolic, the Centennial art prints will be on display in the gallery area inside the courthouse. Other old photos can be used to fill out the display area. Those who have agreed to help with the subcommittee include: Robbie Chartier (or her representative) with Okeechobee County; Noel Stephen (or his representative) with OSCO; Clint LaFlam with OHS Band; Maureen Burroughs (or her representative) with Okeechobee Main Street. Mrs. Chartier said I would need to coordinate the art display with OKMS, because OMS organizes the art displays in the courthouse. City of Okeechobee Centennial Celebration Ad Hoc Committee CENTENNIAL EVENT BUDGET FORM FISCAL YEAR 2014 - 2015 Name of Event Scavenger Hunt CCAHC Coordinator Sharie Turgeon + Sub Committee Date 1/12/2015 Date 1/19/15 - 6/4/15 NAME /SOURCE 1 DETAILS /INFO PROPOSED 1 ACTUALS 1 REC'D /PD Revenues: TOTAL REVENUES Expenditures: OKMS Printing /Supplies - placards $ 66.34 $ 75.27 OKMS Medals (3) $ 20.00 City of Okeechobee Cash Prizes (3) $ 300.00 TOTAL EXPENDITURES $ 386.34 ENDING BALANCE $ - 4-41 Pg CITY OF OKEECHOBEE Centennial Scavenger Hunt Registered Teams 1 Hancock Girls 2 The Transplants 3 G.R.I.T.S. 4 The Parnells 5 Whiteside 6 The Pierce Clan 7 The Bell Gang 8 Three Chicks & a Flag 9 The Clues Brothers 10 Watford Family 11 WaCoka 12 3 Amigos 13 Big Lake 3 14 Two Girls & their Mom 15 Alternate Hope 16 Salty South 17 O.C.S.O. Bandits 18 Tin Fish 19 Jacob Weeks Beekeeping Memorial 20 Top of the Lake Gang 21 You Know Nothing (Jon Snow)! 22 McCarthy Team 23 Gatordawgs 24 Sims Munson CPA 25 Last 2 Know 26 The OCSO Fugitives 27 The Loonies 28 Team Roehm 29 YoHoWi 30 JZH1 31 Okeechobee F.O.P. 32 The White Suirrels 33 Chobee Chickx 34 Okee Ladies 35 The Truth Finders 36 Maxwell Smart 37 Large & in Charge 38 Lunch Bunch 39 The Hunters Den 40 Chobee Superheros 41 Super Shots 42 U.F.O. (Unified for Okeechobee) Pg a rs-f 3 City of Okeechobee Centennial Celebration Ad Hoc Committee APPROVAL AND /OR PAYMENT REQUEST FORM TO BE COMPLETED BY COMMITTEE MEMBER MAKING THE INITIAL REQUEST Date 30- Dec -14 Member Name Sharie Turgeon Phone 863- 357 -6246 Address 55 S Parrott Ave Okee, FI. 34972 SPECIAL EVENT DESCRIPTION Scavenger Hunt VENDOR (Name, Mailing Address, Phone No., Contact Name if Applicable) Okeechobee Main Street 55 S Parrott Ave Okee, FI. 34972 863- 357 -6246 Contact: Sharie Turgeon CIRCLE ONE: Expense Pre - Approval Reimbursement Request Request for Check Issuance ITEM NO. DESCRIPTION Purpose Product/Service BUDGETED TOTAL AMOUNT Hunt Placards Cardstock $22.99 Hunt Placards Laminate Sheets $29.78 Hunt Placards Color Printing $22.50 TOTAL: $75.27 Date and Signature: 10.} P SUBMITTERIREQUESTOR: BUDGET REVIEW & APPR0JAL: COMMITTEE APPROVAL: CITY ADMINISTRATOR APPROVAL: CITY COUNCIL APPROVAL (if applicable): INVOICES /RECEIPTS MUST BE ATTACHED 4H P9345 Form Approved 712812014 C'((t PC.010,11119 SSi /((A14/14Wij CITY OF OKEECHOBEE Centennial Sponsorships As of 2/6/2015 PIONEERS Dowling & Cheri Watford, Jr. The Okeechobee News tCenter State Bank CPA Tax Solutions, PLLC The Morgan Family /Gordie, Malissa, Justin & Jarred Fulford Plaza /Gene Fulford $Frank & Betty Williamson, Jr. tCentury 21 /Hazellief & Prevatt Realty, Inc. tMemory of Buddy Arrants /Lightsey Seafood Restaurant Domers, Inc. Russ & Christina Duncan tGilbert Chevrolet Okeechobee Dodge Chrysler Jeep Ram SETTLERS 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 tGeorge &Julie Turner $Buxton & Bass Okee Funeral Home $Terry & Maureen Burroughs Crary Buchanan, PA tMixon Real Estate Group, LLC /Lori Mixon, Broker Gary & Ann Ritter $The Gamiotea's: Jamie, Lane, Macy & Gracie ,,,,Discussion /Unfinished on these are: 1. Sign size & type: 24 "x36" for Pioneers, 18 "x24" for Settlers 2. Member Giddings to designed each & send to East Coast printing 3. Is each coordinator responsible for coordinating the signs are posted at their event? 4. Post them on the bottom of the City Centennial Website (Finance dept) 5. Where else are they to be posted? 6. A list for the table names is being complied by the Clerks Office & will be forwarded to Member Enfinger for the Gala Pending Sponsorship Applications: FPL tindicates extra tickets to the gala were purchased (jg(o4► City of Okeechobee Centennial Celebration Ad Hoc Committee CENTENNIAL EVENT BUDGET FORM FISCAL YEAR 2014 - 2015 Name of Event Centennial Tervis Tumbler Fundraiser CCAHC Coordinator Susan Giddings Date 10/27/2014 Date 12/9/2014 - 12/31/2015 NAME /SOURCE 1 DETAILS /INFO PROPOSED 1 ACTUALS 1 REC'D /PD Revenues: Sales of tumbers Centennial Celebration /Monica $ 1,500.00 Clark offered wholesale price for tumbers TOTAL REVENUES $ 1,500.00 Expenditures: Glades A/C 100 16 -oz Tervis Tumbers, $8 /ea $ 800.00 $ 800.00 12/15/2014 Custom wrap provied by CCAHC dimensions total height 5 -5/8 ", top curcumference is 10 -7/8 ", middle is 10- 3/16" & bottom is 9 -1/4" TOTAL EXPENDITURES $ 800.00 ENDING BALANCE $ 700.00 City of Okeechobee Centennial Celebration Ad Hoc Committee APPROVAL AND /OR PAYMENT REQUEST FORM TO BE COMPLETED BY COMMITTEE MEMBER MAKING THE INITIAL REQUEST Date 12/15/2014 Member Name Susan Giddings Phone 863 -467 -0054 Address 316 NW 5th Street Okeechobee FL 34072 SPECIAL EVENT DESCRIPTION VENDOR (Name, Mailing Address, Phone No., Contact Name if Applicable) Glades Air Conditioning 804 N Parrott Avenue Okeechobee, FL 34972 CIRCLE ONE: Expense Pre - Approval Reimbursement Request Request for Check Issuance ITEM NO. DESCRIPTION Purpose Product/Service BUDGETED TOTAL AMOUNT 100 Centennial Fundraising 16 oz Custom Wrap Tervis Tumblers $800.00 Use custom wrap provided with previous order TOTAL: $800.00 Date and Signature: SUBMITTER/REQU ESTOR: 2444 i BUDO T REVIEW & APPROVAL: COMMITTEE APPROVAL: CITY ADMINISTRATOR APPROVAL: CITY COUNCIL APPROVAL (if applicable): INVOICES /RECEIPTS MUST BE ATTACHED Form Approved 7/2812014 PI SA C469, , e tilAi Toewo %,00 (TIN OF (WEECTIOBEE ('ENTENNIAL CELEBRATION Al) Ii()( COMMITTEE: .dia.ana CcntacA', 77. 0 Oitess-esbee. Etter:et --"traa • D M —4 • --"" —4 < 0 2 in 0 m zmz -.4 parts ot Nue trat stage ats a ttabeertgi eb,ebittss Ftbsa: sari-dings \Abbe. basbled by btort Stseeterts Seetnity Coffrisu Nutmegs Cate, Pessi tissues; Ziegyar and ni:silida::".S naddn,a, trio 'idtbssac...a1 bibyb„trib:b'saiy, abas ‘;,:e1 lian L„„indCall-a EI:-.ni.En-11.n3 !len btatt CI t".)f:c7„1 ircif • i „ : CI: • . j-e.a s L)rj.if,21„1.S5 r.):C.1 p th IZ'.:31SE.E, rands t(:),"" as VVE.:'. i3S lid 1 :1'( 1:1)t.:„:.s.! upcluaiing t..enttaaradi Bucks ‘A.10i so(Dn a\la0aDle tor p....trc....hase TiF3S VVEJ1 as otinetr' comn-Ientioratdve ttEJns sticItl: Ceititenn01 Tert,ly3 tumhers, Tile City of Okeechobee on behalf ot Centennia! CortuTuttee will de requesting Olds tor- services for .rit,....lottagraullers and 'tqdeograpt-aaits cic)etat-aarlt tra!,.; nistor"R- yetva nt'se ptcaticiktits reetiat.::.:-d Ira [)€::'. at. each Centertnial event dna priguittt ithaot:t. ay.ailarioe no .'acavea,atie,..- iaLmt t)ecian Ja.triaaty and ta Challe trle httny Soda,, nledia is htov,firl,:t: atit,catcaaaartata sattaittsst.aals t:tarlas t,,th(,a. tate to +,-,ake tale situ() pea- 11 a S. ' ttait 5 OUt (TE1 t. r'/1 St.rE„: et opp,:calt....rtittts are Egli ty\yailattp:a! aria rev,tard:5: .E.,taiat:, as tiaxotc.: to rlEtx"t: Eavert, zatti: (...,aart:ariataa tatat3 paints i.,z‘esort.t. Tteketts ar"e nao,vm-io :e.,:atkaav bEKatre srpotiser ttactaly etistff-e vota' www.facebook.com/OkeechobeeCentennial www.cityofokeechobee.com mjahnerOcityofokeechobee.com h1114)ii ck-i- 205 , --a 1t_ Corporate Support NPR for the Treasure Coast port of IMP ark WQCS 88.9FM Rate Card/Net Weekday L. ,.2(:oric_l spot rate/Net. 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Underwriting is tax deductible as provided by law. • When you underwrite a program on WQCS, the announcement of your company name, location and a brief non - qualitative description of your products or services will tell listeners that you have made this broadcast possible. ✓ WQCS limits the number of underwriting messages per program so your message will stand out in a clutter -free broadcast environment. Underwriting Guidelines Sample Announcements 88.9 FM is underwritten by A Technological Advantage, providers of technical training, consulting and software solutions, offering a full range of Cisco training and certifications. 88.9 FM is made possible in part by Creative Producers Group, producers of corporate meetings and events, locally, nationally and around the world. Creative Producers Group, on the web at www.getcreative.com Content and Length The Federal Communications Commission (FCC) has established regulations for non - commercial radio stations. Announcements can include: • Your name and location • Trade names, product or service listings, slogan and positioning statements that identify, but do not promote • A value neutral description of your product line or service Announcements cannot include: • Calls to action such as stop in, come by, visit us, make an appointment, etc. • Qualitative or comparative statements, such as "the best" "the leading" • References to price or discounts • More than three trade names, product or service listings • The words "you ", "your" or "we" Underwriting announcements are limited to 15 seconds and the station will air no more than three local underwriter announcements at each scheduled break. Benefits ✓ WQCS listeners are the most educated, affluent and influential people from Melbourne to North Palm Beach. ✓ An underwriter can reach a specific audience with pinpoint accuracy. ✓ Underwriters are held in high regard because they support a valued institution. ✓ WQCS reaches thousands of listeners each week representing an area from North Palm to south Brevard Counties. nder!vritin, Con tact nfon nation GERALD WILCOX Underwriting Sales WQCS 88.9 FM 3209 Virginia Avenue Fort Pierce, FL 34981 Phone: 772- 462 -7821 Fax: 772 -462 -4743 E -mail: gwilcox@wqcs.org Website: www.WQCS.org W C Listening ` verage A rea Orlando Tamps Mtibourne Vero Beach Fort Pietce Port St. Lucie A%/ Stuart West Palm Beach ,Miami WQCS /88.9 FM Coverage Area .. . At 100,000 watts, the station serves a listening audience from northern Palm Beach County to Melbourne and west to Avon Park / Sebring.