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2014-10-27CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE OCTOBER 27, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL COUNCIL CHAMBERS 55 SE 3RD AVENUE �c Room 200 OKEECHOBEE, FL 34974 I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the Centennial Celebration Ad Hoc Committee (CCAHC) regular meeting to order on October 27, 2014, at 5:39 p.m. II. COMMITTEE AND STAFF ATTENDANCE — City Clerk Gamiotea Voting Members: Chairperson J.D. Mixon Present Vice -Chair Dawn Hoover Present Member Magi Cable Present Member Jeanne Enfinger Absent (with consent) 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 Absent (with consent) Member Susan Giddings Present Staff: City Clerk Lane Gamiotea Present City Administrator Brian Whitehall Present 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. Item IV, approval of the minutes was withdrawn. New Business Item VIII. C, was added. Three additional exhibits were distributed relating to items on the agenda. IV. MINUTES — City Clerk, Tab .4 A. Clerk Gamiotea requested the consideration to dispense with the reading and approve the Summary of Committee Action for the regular meeting of October 13, 2014 to be withdrawn from the agenda. The matter will be reconsidered at the next meeting. V. REPORTS FROM LIAISONS (NOT DIRECTLY EVENT RELATED) A. Budget Liaison — Member Williams, Tab B Nothing new to report at this time. CCAHC — October 27, 2014 Meeting - Page 1 of 9 V. REPORTS FROM LIAISONS (NOT DIRECTLY EVENT RELATED) CONTINUED B. Social Media Liaison — Member Domer, Tab C Nothing new to report at this time, but noted the weekly historic photo posted receives positive feedback. C. Media Liaison — Member Turgeon, Tab D Nothing new to report at this time. D. School /Cultural Liaison — Member Enfinger, Tab E Nothing new to report at this time. E. Historic Time -Line Liaison — Member Cable, Tab F Member Cable reported she has completed through 2010, and continues to make progress. VI. FINALIZE SPECIFIC CENTENNIAL EVENTS A. Kick -Off Celebration Report Fri, 1/9/15 74 days away Centennial Kick -off Celebration Domer & Mixon Parks 4, 5 or 6 TBD Preliminary $1520 Member Domer reported, after taking an expedition to Flagler Parks, it appears that using Park 4, which has the band stand, would be sufficient for the event. Park 4 is located between Southwest 4th and 5th Avenue's. The roadway construction along State Road 70 West is minimal next to this park, and should not interfere. It has sufficient space to house the larger tent required for the event and still leave an uncrowded area to display the historic art prints on the perimeter. There will be local food vendors, and Member Cable is coordinating the speakers. Chair Mixon added that he will coordinate to have the band stand repainted prior to the event. The discussion then turned to the historic print's fundraiser project. At the last meeting, Chair Mixon presented to the Committee that local artist Sandra Pearce offered her time to digitize historic prints, and reproduce them for the CCAHC to sell as a fundraiser. Further, the City Council approved this project at their October 21, 2014, meeting. Distributed at their places, Chair Mixon asked the CCAHC to review the list of 20 potential locations to use in the photographs. Upon discussion, the consensus was to use photographs of the Southland Hotel, the Methodist Church, First Baptist Church, the Livestock Market, Fish Houses along Taylor Creek; Flagler Parks, the Masonic Lodge, the Train Station, the Elementary or High School (original buildings), the Raulerson Home, and City Hall. Many pictures were taken over the years of these building, and rather than have them all within the same time era, it was agreed to span them out through the decades. Member Cable will submit the photographs on a computer storage device to the Clerk's Office in order for it to be sent to Mrs. Pearce. It was noted that the quality of the photograph will be the determining factor of which particular one to use, as there are different photos of the locations chosen. Other locations considered were the Gilbert Theater, Okeechobee Bank, the Fair Store, Park Drugs Store, Raulerson Building, Taylor Creek, Gladys, Old Jail, and the Tantie School House. During this discussion, Member Cable asked about using a collage such as the one displayed in the Council Chambers. This print was available several years ago, and has many of the areas discussed. It was discovered that these prints are the ownership of the Chamber of Commerce and can be reproduced. Member Rodriguez consented when it was asked whether the Chamber would consider donating one. VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS /STAFF A. Approve the final Logo rendition - Chair Mixon Chair Mixon reported that the final rendition of the logo will be presented at the next meeting. CCAHC — October 27, 2014 Meeting - Page 2 of 9 VII. UPDATES /UNFINISHED BUSINESS CONTINUED B. Brck Pavers /City Hall Front Walkway Remodel Project — Vice Chair Hoover /Director Allen (continued from Sept. 22 meeting, pending landscape architect rendering) A mmistrator Whitehall reported that he and Director Allen met this afternoon to review the in rmation submitted by the landscape architect. The City received a preliminary plan that was more specific to the landscaping which he did not believe was worth distributing. However, it has the basic outline of the new walkway. Director Allen will be sending the dimensions of the walkway to three brck paver vendors similar to a bid packet and then review the responses. In closing he stated, "I promise to have this information at the next meeting." The information on the brick pavers is required to finish the sponsorship packets and to be ready for selling at the Kick -off Celebration. C. Sponsorship Packets — Chair Mixon C air Mixon distributed prior to the meeting, a draft flyer regarding the sponsorship packets for the M mbers to review and approve. After a lengthy discussion, the final approval for two sponsorship ckets is listed below. These changes will be completed by Chair Mixon and emailed to Clerk G ; miotea in order to be distributed to the entire Committee for review. $500 Sponsorship #OUTS $1500 Sponsorship • Mentioned in Centennial materials including advertising, website, 1 Facebook, & Programs • Two Tickets' to the Mayor's • Mentioned in Centennial materials including advertising, website, Facebook, & Programs • Four Tickets' to the Mayor's SPONSORS Centennial Gala with the ability at time of payment to buy two more, $1 00/ticket Sat, 1/17/18 82 Centennial Gala with the ability at time of payment to buy four more, $100 /ticket. Purchase of eight tickets • One Copy of Commemorative Required based on participation Required based on participation gives table naming rights Postcard Book • Four copies of the Commemorative • Placement of one 8.5 "x11" 2- Postcard Book dimensional item in Centennial Time Capsule • Placement of one 8.5 "x11" 2- dimensional item in Centennial Time • One Brick Paver (large) Capsule • Special Recognition at all Centennial • One Brick Paver (large) Events • Special Recognition at all Centennial Events 'S onsorship packets will be the initial method to purchase these tickets. Individual tickets will go on sale at a later date, up n availability. During the discussion of the sponsorship packets, the CCAHC was informed that the City Council officially approved by motion: the events and activities, the two capital improvement projects, officially changed the name of the Taylor Creek Park to the Centennial Park, and ratified the approval of the Okeechobee Historical Society and Okeechobee Retired Educators Association to be Centennial partners. VII. UPDATES /UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and participation with other organizations): DATEITIME #OUTS EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Sat, 1/17/18 82 OKMS Day of the American Cowboy - Partner request forthcoming - City /CCAHC participation, booth, contests? Turgeon Agri- Center Required based on participation Required based on participation CCAHC — October 27, 2014 Meeting - Page 3 of 9 II. UPDATES /UNFINISHED BUSINESS CONTINUED D. Event updates (Centennial sponsored and participation with other organizations): Starts 1/19/15 Ends 6/15 84 Centennial: 100 -Days Scavenger Hunt (finalize @ 11/10/14 meeting) Turgeon #okeechobeel00 TBD TBD Member Turgeon distributed at the beginning of the meeting, a draft copy of the scavenger hunt instructions, rules, prizes and sponsorship for review and approval. Based on the outcome of the discussion, changes were made by consensus and incorporated as follows: Instructions and Rules: Complete team registration by January 15, 2015, at City Hall, 55 SE 3rd Avenue, 8AM- 4:30PM, M -F, with team name, a contact person with phone and email. No more than three individuals per team, at least one must be 18 years of age or older, Participants are subject to all federal, state and local laws and regulations. By participating, entrants agree to these official rules and accept the decisions of the City of Okeechobee Centennial Celebration Ad Hoc Committee as final in all matters relating to the hunt. >For your post/submission to qualify it must include the official hashtag: #okeechobee100 and be posted on the City of Okeechobee Centennial Facebook page, https:// www. facebook .com /OkeechobeeCentennial /info. >First post is to be the entire team with the numbered logo received at registration, use this time to introduce the team to the judges. >A riddle, clues, and /or instructions for activity will be posted each day via the Centennial Facebook page. >Clues will be posted each day, but will not exceed 20 days so that no one can jump ahead. >Hunt runs from January 19 through June 4, 2015. >Winners will be the team with the most submissions that include all the requirements stated previously. Ties Will be determined by the team with the highest quantity and timely submissions. >The Team that wins will be announced at the Centennial Birthday Bash, tentatively planned for June 13, 2015. Each member of the winning team will receive $100.00; be allowed to place an item in the Centennial Time Capsule, per capsule instructions; be presented with a Centennial Logo Ribbon from a City dignitary and a photo with dignitary for submission to all media, local and social. The CCAHC decided they will not solicit sponsorships for individual contests. The expenses for this will be covered by fundraisers and sponsorship packets. Clerk Gamiotea advised she will verify the City will legally be able to give out cash prizes of this nature. Generally it is handled directly through a specific sponsor. Member Domer was asked to add one of Member Turgeon's sub - committee members as a Facebook Administrator in order to post the information for the contest. Their contact information will be forward to Clerk Gamiotea, as the individual will need to be given all the information regarding sunshine and public record laws. Wed, 1/21/15 86 Tentative: 1/24, 4/11, 6/20, 9/19, & 89 10/17 Kiwanis International Centennial OHS Jazz Band /Movie in the Park -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Centennial Historic Bus Tours (finalize @ 11/10/14 meeting) Mixon Cable Flagler Park 4 Various Required based on participation Historical Society Required based on participation TBD Member Cable reported that she has been diligently working on purchas ng the correct liability insurance for the bus tours as well as working with the printers on the commemorative post card books. She asked whether tickets for the bus tours could be sold at both the Chamber and City Hall. Administrator Whitehall and Member Rodriguez replied they could for their respective offices. CCAHC — October 27, 2014 Meeting - Page 4 of 9 VII. UPDATES /UNFINISHED BUSINESS CONTINUED U. Event updates (Uentennlal sponsored and participation with other organizations) continued: Sat, 1/31/15 96 Okeechobee Health Expo -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Agri- Center Required based on participation Required based on participation Sat -Sun, 2/7 - 8/15 103 OKMS Top of the Lake Art & Chalk Festival - Partner request forthcoming - City /CCAHC participation, booth? - Centennial Poster Contest Turgeon Flagler Parks 3 - 5 Required based on participation Required based on participation Sat, 2/21/15 117 Brighton Field Day - City /CCAHC participation, booth? Reservation Rodeo Grounds Required based on participation Required based on participation Sat, 2/21/15 117 FOR Okeechobee, Inc. 5K Ribbon Run -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Mixon TBD Required based on participation Required based on participation Sat Sun, 2/28 3/1115 124 Battle of Okeechobee Reenactment -Using `Centennial' title? Logo? - City /CCAHC participation, booth? Cable Battlefield State Park Required based on participation Required based on participation Fri -Sun, 3/6 -15/15 130 County 4 -H & FFA Livestock Show & Sale -Using 'Centennial' title? Logo? - City /CCAHC participation? Agri- Center Required based on participation Required based on participation March New Music Festival? -Using `Centennial' title? Logo? - City /CCAHC participation, booth? Elsken TBD Required based on participation Required based on participation Tues-Sun 3/10 15/1 134 County Fair -Using 'Centennial' title? Logo? -CCAHC participation/booth? Agri- Center Required based on participation Required based on participation Sat -Sun 3/14 - 15/15 138 50th Annual Speckled Perch Parade, Festival & Rodeo - Partner request forthcoming - City /CCAHC participation, booth, float? Turgeon & Williams Flagler Parks 2 -6 & Rodeo Grounds Required based on participation Required based on participation p p Sat, 3/28/15 152 March of Dimes Walk -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Cable Flagler Park 4 Required based on participation Required based on participation Sun, 4/5/15 Sat, 4/18/15 Motion was Centennial offered Gala. 160 173 by Motion Kiwanis Easter Pancake Breakfast -Using 'Centennial' title? Logo? - City /CCAHC participation? Mayors Centennial Gala Member Williams, seconded by Member Carried unanimously. Mixon Enfinger Rodriguez TBD Silver Palms to officially call Required based on participation TBD the gala the Required based on participation Preliminary $5250 Mayor's April Pregnancy Center 5k Color Run -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Agri- Center Required based on participation Required based on participation Sun, 5/17/1$ 202 1St United Methodist Church Centennial Enfinger Church property N/A N/A May 1st Baptist Church Centennial Church property N/A N/A Mon, 5/25/15 Prefer Sat, 6/13/1 210 229 American LegionNFW emoraa Memorial Day Services y -Using 'Centennial' title? Logo? - City /CCAHC participation? Centennial Birthday Party Turgeon Veterans Flagler Park TBD (Sacred Heart Church facilities offered) Required based on participation TBD Required based on participation Preliminary $2500 CCAHC — October 27, 2014 Meeting - Page 5 of 9 VII. UPDATES /UNFINISHED BUSINESS CONTINUED • Sat, 7/4/15 Fri, August 250 For Okeechobee, Inc., Independence Day Celebration -Using 'Centennial' title? Logo? - City /CCAHC participation, booth, contests? OHS Kick -off Classic Football Game & Athletic Booster Club Program - Athletic Program 'Centennial Edition'? -Logo Patches for Football & Band? -City /CCAHC participation, half -time special? Mixon Hoover Okee - Tantie OHS Required based on participation Required based on participation Required based on participation Required based on participation Member Hoover asked to review this event and what is expected in regards to participation. Clerk Gamiotea advised at several of the initial meetings the members discussed various activities to cover all areas during the centennial. One was since the high school was originally started within the City, that perhaps funds could be raised to purchase special centennial football uniforms. However the band was then included, which would not be feasible, so the compromise was to have the logo put on patches for both the football team and band to wear. The idea was discussed that there could be a ceremony or a dedication of the centennial at the annual kick -off classic game, either as a pre -game function or during half -time. Many individuals who participated in both football and band when the field was within the City, are still in the community, and could be recognized at the ceremony. Additionally it was discussed to present to the Athletic Boosters the idea of showcasing the centennial in their annual all- athletic program, featuring the original mascot, a catfish and include some history with it and how it was later changed to the Brahman. Member Hoover advised she would review the information with them at the next meeting. Member Cable added that recently when she was at the high school, the Band Director, Clint LaFlam, stopped to talk with her about the Centennial. He seemed to be excited with the idea of creating their marching show based on the City's Centennial. They will be discussing more on this after the current marching season is complete. Sat -Mon 9/5 -7/15 313 OKMS Labor Day Parade, Festival & Rodeo - Partner request forthcoming -City CCAHC participation, booth, float? Turgeon & Williams Flagler Parks 2 -6 & Rodeo Grounds Required based on participation Required based on participation Sat, 10/3/15 Prefer Sat, 10/10/15 Sat, 10/31/15 5 -8 PM 341 348 369 Adam Bryant Minimal Regatta -Using 'Centennial' title? Logo? - City /CCAHC participation, booth, team? - Centennial Paddle Decorating Contest Centennial Heritage Festival (or Centennial Founders Day) FBC Okeechobee Trunk or Treat -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Mixon Williams Okee - Tantie TBD Flagler Parks 2 -6 Required based on participation TBD Required based on participation Required based on participation Preliminary $1500 Required based on participation Wed, 11/11/15 Tue, 12/1/15 380 400 American Legion/VFW Veterans Day Services -Using 'Centennial' title? Logo? - City /CCAHC participation? Centennial Time Capsule & Burial Ceremony (finalize @ 11/10/14 meeting) Gaiser Veterans Flagler Park City Hall CCAHC — October 27, 2014 Meeting - Page 6 of 9 Required based on participation Domers City Hall Required based on participation Preliminary $1500 VII. UPDATES /UNFINISHED BUSINESS CONTINUED nizations) continued: Tues, 12/1/15 5 -8 PM Fri, 12/11/1 Sat 12/12/15 I 400 410 411 City's Annual Lighting Celebration Centennial Frolic OKMS Lighted Christmas Parade -Using 'Centennial' title? Logo? - City /CCAHC booth ,float, contests? Whitehall Elsken Turgeon City Hall Park TBD Prefer Metho- dist church, historic courthouse breeze- way & lawns Flagler Parks 3 -4 City Hall TBD Required based on participation TBD Preliminary $4500 Required based on participation December Lighted Boat Parade -Using 'Centennial' title? Logo? - City /CCAHC participation, float, contests? Taylor Creek Required based on participation Required based on participation TBD Okeechobee Community Theatre y Elsken Freshman Campus Auditorium TBD TBD POTENTIAL ACTIVITIESICONTEST DISCUSSED AT PREVIOUS MEETINGS "If I Were Mayor (prepared speech ...." contest/middle school) BRAT Club indicated tnet interest "You Grew Up (essay contesthigh in Okeechobee If You Remember ..." school) Library Hour Picnic in the Park Reading List4chools (winners reading all grades the most books by age brackets) Discussion General Federation in the park /Updates on above listed items: Chair Mixon announced that he was recently notified by the local Women's Club (GFWC) Junior Women's Club that they would like to host monthly movies during the centennial. A formal request with be forthcoming. VIII. NEW B A. C 1. SINESS insider requests, presentations, or information from other groups /organizations Request from March of Dimes — Members Cable & Gaiser, Attachment #1 ttachment one explained that the March of Dimes organization has been involved in the ommunity for a lengthy time. The Okeechobee unit formed to raise funds. The earliest documented -vent was in 1948 and has continued every year since then. In 2015 they are proposing two events, a March of Desserts on February 8, and the Mothers March on March 28, and they would like to partner with the Centennial celebrations. Member Williams moved to authorize the Okeechobee March of Dimes as a Centennial Partner, authorizing them to participate in the Kick -off Celebration to advertise their upcoming events and enlist public participation; seconded by Member Rodriguez. Motion carried unanimously. B. Present new information, requests, or information from CCAHC Members 1. Discuss Tervis Tumbler fundraiser and commemorative idea — Member Giddings, Attachment #2 Member Giddings explained Mrs. Monica Clark is a wholesale distributor for Tervis brand tumblers and she has offered to sell them at her cost to the CCAHC if they would like to use this as a fund raiser. The cost is $8.00 per cup, which includes set up and shipping. They generally sell for $15.00 each, and the minimum order 100 cups. Member Giddings also volunteered to design the graphic for the wrap on the tumbler for free. Following discussion, Member Cable moved to recommend the City Council approve a $800.00 expenditure for the CCAHC to purchase 100 Tervis Tumblers with the Centennial Logo from Monica Clark, as a local wholesaler, to sell at the Kick -off Celebration, and then other events as a fund raiser; seconded by Member Turgeon. Motion carried unanimously. CCAHC — October 27, 2014 Meeting - Page 7 of 9 VIII. NEW BUSINESS CONTINUED C. Discuss Okeechobee the Magazine's letter of sponsorship — Administrator Whitehall While yielding the floor to Administrator Whitehall to discuss this item, Chair Mixon prefaced it by explaining Member Giddings was not present at the September 22 CCAHC meeting when the subject of Okeechobee the Magazine mailing letters to individuals and businesses soliciting sponsorships for a special Centennial Edition was discussed. She can probably give some clarification on some of the questions and concerns that were noted. Administrator Whitehall wanted to be clear, the issue he is bringing forward has nothing to do with the quality of the magazine, everyone enjoys it, it is a great publication, and he is not trying to cast dispersion toward it. However, the reason he asked for the matter to be placed on the agenda was to make sure everyone was aware of the situation created by these sponsorship letters. The first concern was raised by a City Council Member after he received one of the letters, in that the Council never heard during Chair Mixons' monthly reports that this was a Centennial condoned project. Several business owners have mentioned the letter to him conveying they were under the impression it was for the City Centennial. Today was probably the most obvious item when an email from Mrs, Sharon Vinson was sent to her sizeable contact list, stating, "here's your chance to get on board and be a sponsor for the City of Okeechobee and its Centennial" with a copy of the sponsorship letter attached. At the September 22 meeting, several Committee Members voiced their concern that the letters were going to cause confusion. It is obvious that is what has happened. He went on further to explain, during the organizational meeting, Staff and the CCAHC covered how the budget issues should be handled, the open meetings act, and that this Committee needs to keep a pretty tight leash on how the Centennial projects are going to materialize so as to not confuse the public, especially when it comes to fund raising. Now we have a situation, where businesses are under the impression, that the letters requesting sponsorship from Okeechobee the Magazine are sponsorships requests from this Committee, which they are not and the situation needs to be resolved. Member Giddings responded that she took very strong pains to make sure it was clear that the wording in the letters did not reflect about being connected to the City. However, she stated, "I had to mention it is to commemorate the City's Centennial because that is the purpose. I think we took great pains in making sure that nowhere in the wording did it imply in any way, shape, or form that this was a part of the City or this was the funds going to the City or anything like that." She noted her confusion in the wording of Mrs. Vinson's email, as they had met and she knew that this was not a City Centennial project. Mrs. Giddings said contacted Mrs. Vinson after the email was sent out today and she questioned her about it. She stated that Mrs. Vinson's reply was that is not really what she meant, but only to say 'support your community.' The information was further distributed and forwarded by Economic Director Tara Minton to all their members. However, Mrs. Minton's email stated clearly the sponsorship was for the specific edition of the magazine. Member Williams added that he was very concerned when he received the email, and forwarded it to Clerk Gamiotea. Additionally he has been approached by a business owner who was under the same impression, and thought the sponsorship request was from this Centennial Committee. Member Turgeon was also contacted by several businesses, who were under the same impression, and had they not contacted her directly would have believed they were donating specifically to the City's Centennial events. CCAHC — October 27, 2014 Meeting - Page 8 of 9 VIII. NEW BOSINESS CONTINUED C. D scuss Okeechobee the Magazine's letter of sponsorship continued. The confusion seems to come into play because the normal editions of the magazine have advertisements in them. Business owners are familiar with this type of operation, they are not familiar w th a for - profit business soliciting sponsorships. However, Mrs. Giddings explained she wanted to miake the Centennial Edition of Okeechobee the Magazine more of a collector's item without it being full of advertisements. Those who purchase a sponsorship will have their name listed at the end of the publication. Although there was not a clear solution of how to resolve the situation, Member Giddings noted her understanding that it is her responsibility and in her best interest, as a Member of the Committee, to play a more active role in making sure when her information is being forwarded, that it be clear as to what it does and does not have to do with, and who it is or is not for. No one wants any of the C ntennial events, projects or activities to be negatively impacted. When asked whether Mrs, G ddings intended to request to use the Centennial Logo and be an official partner, she replied that s e intends to when the time is right, but did not elaborate further. Lastly and most importantly, as p inted out by Chair Mixon, Member Giddings has to take all precautions to not imply she is utilizing her position on this Committee for financial gain because Okeechobee the Magazine, which she is the owner of, is a for - profit business. Although she is an Advisory Member to the Committee, they too are bOnd by the ethics and financial interest laws. T e Media Liaisons, as well as Member Elsken were asked to disperse press releases e plaining that the CCAHC are going to have sponsorship opportunities and list what the C mmittee is in the process of doing to try to clear up some of the confusion until the sionsorship packets were finalized. IX. ADJOU " NMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 7:55 p.m. T e next regularly scheduled meeting is November 10, 2014, at 5:30 p.m. Approved Meting Schedule To Date through the Holiday Months: No -tuber 17, 2014 December 8, 2014 Jan ary 12, 2015 January 26, 2015 December 15, 2014 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 his proceeding, such interested person will need a record of the proceeding, and for such purpose may need to ensure a verbatim recor 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 Ga'2'nZo1e6z LANE GAMIOTEA, CMC CCAHC — October 27, 2014 Meeting - Page 9 of 9 CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE OCTOBER 27, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL �i COUNCIL CHAMBERS 55 SE 3RD AVENUE tr Room 200 i OKEECHOBEE, FL 34974 I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the Centennial Celebration Ad Hoc Committee (CCAHC) regular meeting to order on October 27, 2014, at 5. .m. 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 Clerk Lane Gamiotea City Administrator Brian Whitehall Public Works Director David Allen Present Present Present Absent (with consent) Present Present Present Present Present 44% 644 w'l cam, rn Present Present Present -1499644 - 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. Shoiild 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. B. #1 Withdraw item IV Minutes .3 WI CT6 ctuyfin y )L iams acicrNILL e 61104.r? (Ai IV. MINUTES— City Clerk, Tab A A. Motion to dispense with the readinc a meeting of October 13, 2014. e the Summary of Committee Action for the regular CCAHC — September 22, 2014 Meeting - Page 1 of 6 V. REPORTS FROM LIAISONS (NOT DIRECTLY EVENT RELATED) A. Budget Liaison — Member Williams, Tab B B. Social Media Liaison — Member Domer, Tab C C. Media Liaison — Member Turgeon, Tab D per' 1 \ pcd-uA ;: /i L WL D. School /Cultural Liaison — Member Enfin er, Tab 5 E. Historic Time -Line Liaison — Member Cable, Tab F VI. FINALIZE SPECIFIC CENTENNIAL EVENTS A. Kick -Off Celebration Report Fri, 1/9/15 74 days away Centennial Kick -off Celebration Domer & Mixon Parks 4, 5 or 6 TBD Preliminary $1520 d L1,4ki . (.q %wkC Uk cy1..Lc?Ak . C: cv `$i'{ Ca �� Q f CL Cat- v�� `1-c do p OJA 1-D10Jc LT Lk j-CAsL 4,6& mac. O\(`,4 s p h o;, O4 0,_curs4u6 1\f‘c.*-- px-u4 .cctot: 0 tuiv,e4 oki_lAdAm, @�rQXho it LCVS q-ktv\t). M Tit Oioix6t,L CLThIct c6nOtk- .-ptP caasobAkc(,,\L) -0LN) ,cdu)-Lo1/4 ke\tc. ta.hk aizttoAr_ Us.it VO--Q\ Nukkt\igh,.. StuuA[o..t Q 44a v_ao,)6L qkuk_ ctLec %au/kb Ch-z6 CCAHC — September 22, 2014 Meeting - Page 2 of 6 VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS /STAFF A. Approve the final Logo rendition - Chair Mixon d O C 1,4 Qty 41 A B. Brick Pavers /City Hall Front Walkway Remodel Project — Vice Chair Hoover /Director Allen (continued from Sept. 22 meeting, pending landscape architect rendering) Otauts, fine\o-A-€3\ iCL - SCk , c(6. a bid cat k, L cd- Af-f . u 84;te PWyL2 ` z� 1\i4:1— cAiRchert akicts bc5/ � 0 Do- r C. Sponsorship Packets — Chair Mixon Thx+n 61,(4QJ DuapLo_ 106010) pDAiwrk) 5e0 ho.-VOLU-C Kpia.ta, 424-tek KicLoku ,i/J Qehs a (kro-Ltocl he ck,!7 voita,yedy okfit 412AdvouLtdif CCAHC — September 22, 2014 Meeting - Page 3 of 6 D. Event updates (Centennial sponsored and participation with other organizations): DATEITIME #ours EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Sat, 1/17/15 Starts 1/19/15 Ends 6/15 Wed, 1/21/15 Tentative: 1/24 4/11, 6/20, 9/19, 10/17 Sat, 1/31/15 82 84 86 & 89 96 OKMS Day of the American Cowboy - Partner request forthcoming - City /CCAHC participation, booth, contests? Centennial: 100 -Days Scavenger Hunt (finalize @11/10/14 meeting) Kiwanis International Centennial OHS Jazz Band /Movie in the Park -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Centennial Historic. Bus Tours (finalize @ 11/10/14 meeting) Okeechobee Health Expo -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Turgeon Turgeon Mixon Cable Agri- Center #okeechobee100 Flagler Park 4 Various Agri- Center Required based on participation TBD Required based on participation Historical Society Required based on participation Required based on participation TBD Required based on participation TBD Required based on participation Sat -Sun, 2/7 - 8/15 103 OKMS Top of the Lake Art & Chalk Festival Partner request forthcoming - City /CCAHC participation, booth? - Centennial Poster Contest Turgeon g Flagler Parks 3 5 Required based on participation Required based on participation Sat, 2/21/15 117 Brighton Field Day - City /CCAHC participation, booth? Reservation Rodeo Grounds Required based on participation Required based on participation Sat, 2/21/15 117 FOR Okeechobee, Inc. 5K Ribbon Run -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Mixon TBD Required based on participation Required based on participation Sat -Sun, 2/28 3/1/15 124 Battle of Okeechobee Reenactment -Using 'Centennial' title? Logo? participation, booth? Cable Battlefield State Park Required based on participation Required based on participation Fri -Sun, 3/6 - 15/15 County 4 -H & FFA Livestock Show & Sale -Using 'Centennial' title? Logo? - City /CCAHC participation? Agri- Center Required based on participation Required based on participation March i New Music Festival? -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Elsken TBD Required based on participation Required based on participation Tues-Sun 3/10 15/15 134 County Fair -Using 'Centennial' title? Logo? -CCAHC participation/booth? Agri- Center Required based on participation Required based on participation Sat -Sun 3/14 -15/15 138 50th Annual Speckled Perch Parade, Festival & Rodeo - Partner request forthcoming - City /CCAHC participation, booth, float? Turgeon & Williams Flagler Parks 2 -6 & Rodeo Grounds Required based on participation Required based on participation Sat, 3/28/15 152 March of Dimes Walk -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Cable Flagler Park 4 Required based on participation Required based on participation Sun, 4/5/15 Sat, 4/18/15 April 160 173 Kiwanis Easter Pancake Breakfast -Using 'Centennial' title? Logo? - City /CCAHC participation? Mayors Centennial Gala Pregnancy Center 5k Color Run -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Mixon Enfinger TBD Silver Palms Agri- Center Required based on participation TBD Required based on participation Required based on participation Preliminary $5250 Required based on participation CCAHC — September 22, 2014 Meeting - Page 4 of 6 Sun, 5/17/15 202 1st United Methodist Church Centennial Enfinger E Church property N/A N/A May 1st Baptist Church Centennial Church property N/A N/A Mon, 5/25/15 Prefer Sat, 6/13/15 Sat, 7/4/15 Fri, August Sat -Mon 9/5 -7/15 210 229 250 313 American LegionNFW Memorial Day Services -Using 'Centennial' title? Logo? - City /CCAHC participation? Centennial Birthday Party Y Y For Okeechobee, Inc., Independence Day Celebration -Using 'Centennial' title? Logo? - City /CCAHC participation, booth, contests? OHS Kick =off Classic Football Game & Athletic Booster Club Program - Athletic Program 'Centennial Edition? -Logo Patches for Football & Band? - City /CCAHC participation, half -time special? OKMS Labor Day Parade, Festival & Rodeo - Partner request forthcoming -City CCAHC participation, booth, float? Turgeon g Mixon Hoover Turgeon & Williams Veterans Flagler Park TBD (sacred Heart Church facilities offered) Okee - Tantie OHS Flagler Parks 2-6 & Rodeo Grounds Required based on participation TBD Required based on participation P P ation Required based on participation Required based on participation Required based on participation Preliminary $2500 Required based on participation Required based on participation Required based on participation Sat, 10/3/15 Prefer Sat, 10/10/15 Sat, 10/31/15 5-8 PM 341 348 369 Adam Bryant Minimal Regatta -Using 'Centennial' title? Logo? - City /CCAHC participation, booth, team? - Centennial Paddle Decorating Contest Centennial Heritage Festival (or Centennial Founders Day) FBC Okeechobee Trunk or Treat -Using Centennial' title? Logo? - City /CCAHC participation, booth? Mixon Williams Okee- Tantie TBD Flagler Parks 2 -6 Required based on participation TBD Required based on participation Required based on participation Preliminary $1500 Required based on participation Wed, 11/11/15 Tue, 12/1/1 Tues, 12/1/15 5 -8 PM J Fri, 12/11/151 Sat 12/12/15 380 400 400 410 411 American Legion /VFW Veterans Day Services - Using' Centennial' title? Logo? - City /CCAHC participation? Centennial Time Capsule & Burial Ceremony (finalize @ 11/10/14 meeting) City's Annual Lighting Celebration Centennial Frolic OKMS Lighted Christmas Parade - Using' Centennial' title? Logo? - City /CCAHC booth ,float, contests? Gaiser Whitehall Elsken Turgeon Veterans Flagler Park City Hall City Hall Park TBD Prefer Metho- distcnurcn, nistorc court house breeze- way & lawns Flagler Parks 3 -4 Required based on participation Domers City Hall City Hall TBD Required based on participation Required based on participation Preliminary $1500 TBD Preliminary $4500 Required based on participation December Lighted Boat Parade -Using 'Centennial' title? Logo? - City /CCAHC participation, float, contests? Taylor Creek Required based on participation Required based on participation TBD Okeechobee Community Theatre Elsken Freshman Campus Auditorium TBD TBD CCAHC — September 22, 2014 Meeting - Page 5 of 6 NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations 1. Request from arch of Dimes — Mem ers Cable & Gaiser, Attachment #1 J t 1 A- 0 , (L,i1.., to . B. Present new information, requests, or information from CCAHC Members 1.Discuss Tervis Tumbler fundraiser and commemorative idea — Member Giddings, Attachment #2 COake, o w-haocatr, biLipi) 0-4 ('\u-- pmts2 l(pM) !relit cakt QUA C'hatoTifta. racv,) C iL /oa , loy cAo cut4A,R, a-15 e'azit,6 4Car FitiWAc Q`6 -40 016 ql -FULOCLA tOrea 'TWA. lateZukOt ivt* ecw_ 5hetitg, 4-L%Aiu.prAi4 s Q 2 SO ()(- ld- 4 . VIII. ADJOURNMENT — Chairperson There beg no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at p.m. The next regularly scheduled meeting is , 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: November 10, 2014 November 17, 201¢ December 8, 2014 December 15, 2014 January 12, 2015 I January 26, 2015 CCAHC — September 22, 2014 Meeting - Page 6 of 6 POTENTIAL ACTIVITIES /CONTEST DISCUSSED AT PREVIOUS MEETINGS "If I Were Mayor ...." BRAT Club (prepared speech contest /middle school) indicated interest "You Grew Up in Okeechobee If You Remember ..." (essay contesbhigh school) Library Hour Picnic in the Park Reading List/Schools all grades (winners reading the most books by age brackets) NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations 1. Request from arch of Dimes — Mem ers Cable & Gaiser, Attachment #1 J t 1 A- 0 , (L,i1.., to . B. Present new information, requests, or information from CCAHC Members 1.Discuss Tervis Tumbler fundraiser and commemorative idea — Member Giddings, Attachment #2 COake, o w-haocatr, biLipi) 0-4 ('\u-- pmts2 l(pM) !relit cakt QUA C'hatoTifta. racv,) C iL /oa , loy cAo cut4A,R, a-15 e'azit,6 4Car FitiWAc Q`6 -40 016 ql -FULOCLA tOrea 'TWA. lateZukOt ivt* ecw_ 5hetitg, 4-L%Aiu.prAi4 s Q 2 SO ()(- ld- 4 . VIII. ADJOURNMENT — Chairperson There beg no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at p.m. The next regularly scheduled meeting is , 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: November 10, 2014 November 17, 201¢ December 8, 2014 December 15, 2014 January 12, 2015 I January 26, 2015 CCAHC — September 22, 2014 Meeting - Page 6 of 6 Item added to agenda: C. Discuss Okeechobee the Magazine's letter of sponsorship — Administrator Whitehall Chair Mixon yield the floor to discuss this item prefacing it with Member Giddings was not present the last time the CCAHC discussed Okeechobee the Magazine's publication (September 22). She can probably give some clarification on some of the questions that people had. Administrator Whitehall began by stating there seems to be some confusion with reference to Okeechobee the Magazines endeavor that has been distributed to the community explaining sponsorship. Concern I have received was from a city council member we never heard JD report to the council that was a project. I responded no it's not a centennial condoned project. But then in the same breath, today was probably the most obvious thing when I got an email from Sharon Vinson that says here's your chance to get on board and be a sponsor for the city of Okeechobee and its centennial. So you can understand some people are confused completed. I called Sharon and told her just so you know, this is not a centennial event, and it's something else that's happening. You can recollect there were only a few things that we discussed during our organizational meeting. We covered how the budget should be handled, the open meetings act, and that this committee needs to keep a pretty tight leash on how the centennial projects are going to materialize so as to not confuse the public, especially when it comes to fund raising. So you have businesses out there that I have heard from that have actually called and talked to that have said is this the moment I'm supposed to ante up for my sponsorship for the centennial thing. I know you have already sent out the letters and I'm sure you have received positive feedback and oh by, the way this does not have anything to do with the equality of the magazine. I know everybody on this committee and city loves that magazine unequivocally, so I'm not trying to cast dispersions toward the magazine, not at all. But there's been quite a bit of feedback about that confusion of this is not a sponsorship, the committee is going to come out with a sponsorship and we need to be a little more de iberate, JD and I mentioned this a couple of meetings ago when you approach the city council, here's the things we really need you to approve so it is solidified by the council. Earlier we just approved an amount of $800 and certainly expenditures are a top priority as far as the council is concerned and making it a matter of record, but also if we are condoning projects. The city council should be given a copy to review all and given an opportunity to say Mr. chairman can you explain a litt e more about that and are you sure you are going in the right direction here. I know they want to be as hands off as much as possible but they have an obvious keen interest where this committee is concerned. I'm not sure I can request any corrective action at this time. It is a little confusing to quite a few people out there. Giddings, I know I took very strong pains to make sure it was very clear that the wording in there did not reflect in there about being connected to the city however I have to mention it is to commemorate the city's centennial because that is the purpose. I think we took great pains in making sure that nowhere in the wording did it imply in any way shape or form that this was a part of the city or this was the funds going to the city or anything like that. I did actually speak to Sharon this morning because I had already spoken to her prior and strangely enough that's not what she meant in the email she sent because she was perfectly clear and did know that this was not but because. Whitehall, not to interrupt you but that may have been after I fired back an email. Giddings, no, no, no, she knew, we'd had conversations even prior, she knew that but her reason for putting that wording was she was trying to say support you know this is part of supporting your community but her wording and I asked her, and she said well that's not really what I meant. Whitehall, it's a matter of semantics Giddings, it is Whitehall, her email its clear when she says "this is your opportunity to support the city and its centennial" Giddings, yes and I agree with you completely because when I saw it I went, Whoa because I knew she knew. I mean she actually knew before she wrote that, I think in her case she didn't' say what she CCAHC — October 27, 2014 Meeting - Page 8 of 14 really meant. But I have done everything I can possible do I think to try to make sure the wording and everything we say is very clear. Williams, I think a disclaimer on there of some kind, I mean when I read it, I think I emailed Lane, I said people are going to be confused by this, and this was Friday. Today at lunch a business person told me, I already requested a check for ya'Il centennial celebration, I said that wasn't ours. So when I read the letter I didn't read it that way, I read it as this is mass confusion, and then I saw that from Sharon and I said... Hoover, I think that Susan's letter, and I'm not texting anybody I'm looking at the emails for the letter, I moan she says, proud to announce that we will be publishing....to commemorate the 100th anniversary of the city and then she just kind of defines the magazine and actually where it gets lost is with Sharon which it did when she said attached is the information, your opportunity to be remembered as a supporter of the city of Okeechobee as they celebrate their centennial, so that's where it kind of went, and even then, Tara passed it on to economic council and she kind of repeated the same thing. Giddings, but I don't think anywhere in what I sent either in my cover letter or in the actual thing makes any reference, gives anybody any cause to think that its anything but a special edition of the magazine. Mixon, I think the one thing is that it will come down to be your responsibility as a member of the committee, and this is for your own best interest though is when other people do take your information and put it out again, because I agree, your letter didn't confuse me, but when other people are going to forward your information out its probably going to come down to you to clarify to them you might need to send back our your email to make sure whomever is in your mailing list knows this isn't a centennial sponsored event. I know you can't control who is going to disperse your information obviously. Giddings, and I called Sharon as soon as because I knew she knew different. Mixon, yes mam but at the same time, I mean Sharon has everyone's email address and the confusion is out there, because I'm sure... Hoover, I think it was going to be out there before Sharon sent her email... Mi3Con, yes, Hoover, I think it's out there because, like when Katrina starts putting their stuff out there, I mean if everyone is doing their own thing, as rightfully so, I think it's up to us even to be more vocal. And once we start selling our sponsorships themselves it will streamline it. Turgeon, I think that's part of the concern.... Elsken, I think it's the sponsorship thing that can be confusing. Selling an ad, business people understand what an ad it and you are paying for that bit of space, but when it's a sponsorship it confuses people. Williams, I think the whole thing was confusing because it is a sponsorship. Turgeon, yes. CCAHC — October 27, 2014 Meeting - Page 9 of 14 Giddings well again I tried to make it clear in the letter I was doing it with no ads to make it a commemorative piece which you can't do with ads, it will not be the same type of collector's items for the community. Mixon, so will the businesses not be listed at all within it? Giddings they are listed as sponsors. Mixon, but my point is there are multiple levels, and some of the confusion is and really we are arguing semantics $3000 for the top sponsorship I'm assuming that name will be larger than what the $150 sponsor is. Giddings right and they'll be listed first obviously Mixon you can call it a sponsorship but in reality you pay more money for a larger ad, a full page ad opposed to a quarter page ad but these ads are simply text of the company name, I know it's not an ad because it doesn't have information about the company but in reality you have to pay to be in it you have to pay more money for the larger size of the name it is the same thing as ads so that's how people are being confused. Hoover, if you come to me and sell me an ad I'm not going to think it's just my name. the average person an ad okay what am I going to get for $150 it is a sponsorship. Whitehall it is semantics it's a sponsorship and you're trying to correlate it to an advertisement, but they are paying for sponsorship and whether or not that is an ad in this book or not yes its not a box ad you're not getting something, you are getting recognized and I think the problem with the semantics we talking about is the sponsorship has given the persona to many businesses out there that they think they are sponsoring somehow the centennial. I know this is all 20/20 hindsight but that's why we talked about it early on. We need to keep a tight leash how the centennial, the logo, the events, everything has to come through this committee. In retrospect it would seem to me that would have been a perfect opportunity for you to say I got an idea, it's our magazine, would it be okay if I use the logo, I'm thinking this and this is how I'm playing through, Mr. Williams would have had the opportunity so say okay I like it but can you put a disclaimer so we have an avenue later to distinguish this is for this and we're going to be raising funds later, it would have been a little more in an orderly fashion rather than causing all this confusion. Giddings, well the thing is I started this before the committee was ever formed and have been working on it several months it wasn't something that happened after the fact, this came up before the committee was ever formed, I had begun talking to different people in the community to see if there would be support for me even doing this because this is a big risk for me to go out and do something like this and I'm getting the feeling that I don't have the support for it that I had before. Whitehall, here's an example are you planning on using the logo? Giddings I was planning on coming to the committee and ask for it when the time came because right now I'm trying to raise funds to do a project that I've already invested four months in of really hard work and now I'm feeling like it's causing a problem and I don't want it to cause a problem for you. I want this committee and the city and everybody to be successful and at this point in some ways its starting to harm me and I've already invested all, because again people think there, and that's why I tried to be very very clear about what it was, I mean we took great pains to word everything so carefully to make sure there could be no confusion, but I'm at the point now where I have to be getting in funds if I'm going to continue to do the project and if there's confusion that's going to hurt just as CCAHC — October 27, 2014 Meeting - Page 10 of 14 much what I'm doing as it could hurt what you're doing and putting disclaimers out there don't help any it just creates more oh its not with the city then you know, because then they're already off on another thought process and you can't, I mean raising money is very, especially when you are trying to do it in a unique way which is what I was trying to do to create something that would be a keepsake for the community because none of us are going to be here in 100 years and there's nothing else were going to have that anybody is doing that would compile this like this. I went out to the community early, early, early on to see if there would even be support before I started this. Turgeon but I can see where the confusion is because I've even had people ask me and they're thinking they are paying for a sponsorship to be a part of the city's centennial events and they're not. Williams, yes that's the confusion. Giddings, but I don't know how. Williams because I don't think I've ever seen a private for business ask for sponsors and that confuses people. Giddings but this is a magazine, they are done by all different ways, this isn't me as a business, its a publication a keepsake we're creating, it's not a Williams the confusion is the sponsorship verses selling ads which is what we're used to Giddings which is what I tried to explain in the letter I wanted to do it ad free because that gives it the uniqueness of that collectable item, if you have a 100 year commemoration all full of ads it takes away from the collector's item I'm trying to create for the community and I tried to put that explanation in the letter. Turgeon that would have been a great thing to have included in our sponsorships, the corporate ones. Mixon, we don't need to try to go backwards on this, the letters have gone out, I think we all know, obviously Susan received the same email from Sharon, so you know who she worded it and that the confusion is there, we all know that, we need to move forward from here, and how do we ensure that the confusion doesn't stay out there and still not negatively affect what you're trying to do Giddings or what we're trying to do here either way Mixon yes mam so everyone wants that to be successful because it will be a nice item for the community and this is just my thought but I don't know if it will come down to, you might have to take a more active role when people forward your information in making sure, as you took time and care to word it properly that they do the same thing because the last thing we want them to do is imply that you are utilizing your position on this committee to have financial gain because it is a for profit business. Giddings correct. Mixon so I don't know how you are going to do that but there have already been two emails just today along from Sharon Vinson and the also from Tara Minton who forwarded Sharon's email that conveyed the same message so this is just and I don't want anyone to... that will shine a negative light of your publication more than any confusion on our sponsorship and that sponsorship is for people to think your are trying to use your position on the committee, which we know your know for financial gain. That's it. I think everyone here knows what is going on but I think it will just .... CCAHC — October 27, 2014 Meeting - Page 11 of 14 Hoover the way Tara worded this, "please see sponsorship information below and attached for a special June 20015 issue of Okeechobee the magazine to commemorate ....." so she's very clearly understanding. It's just a case of what Sharon sent out, and then you the individual take it when reading it and you cannot control how some people are going to read it.... Cable maybe it's as simple as asking Sharon to send out another email to those same people and explain.... Turgeon well you're doing thank you letters right .... Giddings uh huh Whitehall I asked her to do that and she thought it would only cause more confusion Turgeon I was just saying if she's doing thank you letters and she said she is they could explain in the letter more about the situation. Giddings but it's done by then. Turgeon I know but it's done now because people are paying out money that they think is going someplace else Elsken what Brian is saying is now to get the city centennial project sponsorship packets out as soon as possible and make sure we involve Tara and Sharon and everyone else in broadcasting that through the community so they can see what the opportunity is. Mixon the affordability of these opportunities combined is still very affordable, we're not talking about, I don't think one could be of the detriment of the other unless one person misconstrues as being a part of the other, that's the only potential hurt, confusion. Whitehall we don't know how quickly were going to be able to coordinate the sponsorships referred to earlier in the meeting then perhaps we should take another approach and put something out there early. We can rely on the news media to some extent to when were doing presentations to the city co ncil to speak about it, it's probably as not as effective as those direct emails. Elsken .... You want to hit those businesses directly. Mixon with the changes implemented into the sponsorship packets are we able to just email it out for some type of preliminary approval before it goes to the city council in 2 weeks. Gamiotea the next meeting isn't until November 18, they only meeting once a month during the holiday months. Williams can we do a press release saying we are going to have sponsorship opportunities to talk about what the committee is in the process of doing? Mixon without monetary amounts? Turgeon I can say something and include that sponsorship information will be coming. CCAHC — October 27, 2014 Meeting - Page 12 of 14 Elsken we had something in that press release from the last meeting, that there are going to be sponsorships and to contact Lane. Turgeon we can put information about the sponsorship packets in the press release until we get eh sponsorship packets out. Gamiotea to answer your question about the council approving the sponsorship packets, while the information can be given out to them and they can say it looks good, it is not a legally binding approval or action unless taken at an official advertised meeting. Mixon primarily we've discussed them giving approval on the expenditure of funds, because it wouldn't make sense that they approved the projects and unless fund raising goes on the projects cannot happen. Discussion on what the council received at the last council meeting & what was approved by the City Council, and how to do future reports w/ Whitehall, Mixon & Gamiotea. *Council approved the official name change for the Taylor Creek Park to be the Centennial Park. Approved all events, activities, and all items except the sponsorship packets. Mixon so back to my question can we approve this on our own? Whitehall & Gamiotea we believe you can but we still want to present it. Mixon The only thing left is the brick on both. Gamiotea and Mr. Whitehall promised the brick paver information would be at the next meeting, it's on record. Mixon so what I have then between the 2 sponsorship levels if we can approve this pending the changes, $500 Individual: mentioned in centennial material including advertisings websites Facebook and programs, noticed I didn't put all advertising because I don't want every single time we to a tiny press release we have to list every single company or person. 2 tickets to the mayor gala with the opj3ortunity to buy 2 more. 1 copy of the accommodative post card book. Placement of 1 81/2x11 two - dirnensional item in the time capsule, special recognition at all centennial events and that can include simply their name on a banner and then the brick could be the potential item on there. Wi sponsorship liams lets go back to Dawns comment and I think this is relevant where you have an individual that's not just one person that's less than a business, do you agree Mixon say that again Williams Joey and Dawn Hoover is one sponsorship. Should we call that just a family sponsorship then. Cable that would be the one the historical society would be there level or non - profit. Mixon what other name can I sue than individual, personal? Cable leaves it as just $500 The other is corporate. Just call them the amounts and make it easier. CCAHC — October 27, 2014 Meeting - Page 13 of 14 Mixon then on the $1500 which will be just called the $1500 sponsorship its going to be all the same but include by logo at certain events, 4 tickets to gala option on 4 more, giving naming rights for the table. 4 copies of the post card book, place of time capsule, special recognition at all centennial events and then the brick. Williams moved to accept as proposed, second by Rodriguez. Hoover, think we need to see a draft of whatever your final product looks like so we can all say this is okay. Gamiotea I can send it out to everyone & get any feedback. Cable let me confirm the bus tour dates and get them to you. Mixon I'll put a disclaimer at the bottom, dates subject to change. Then it will be available on the city's web site on all centennial social media and we can go into far greater detail to what these events are. Vote all yea. Motion Carried. Name of the gala: Williams moved to name it the Mayors Centennial Gala; second by Rodriguez. Vote all yea. Motion Carried. Meeting dates in November and December noted. Elsken have a meeting on the 17th at 7 pm. Can cancel the 11/17 meeting if we get everything approved at the 11/10 meeting. Giddings I'm working on the chamber community guide and want to mention the centennial items in there is that something that has to come to this committee for approval because I have deadlines. Williams the city approved them correct? Gamiotea, correct both the CCAHC and the City Council has approved the 5 events and activities so they are done, and have been put out to everyone. Rodriguez, and I'm putting them on the chamber calendar. Giddings I'm just saying I'm going to write up a whole thing about what the centennial is going to be and list the events and just want to make sure I don't need to get something from anyone so is that an issue or not. Williams, magi in charge of the speakers, don't use Judge Hendry too early on. Cable yes they will be spread out. Elsken, okay to contact warner brothers to show this movie? Yes. VIII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 7:55 p.m. The next regularly scheduled meeting is November 10, 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: November 17, 2014 December 8, 2014 December 15, 2014 January 12, 2015 January 26, 2015 CCAHC — October 27, 2014 Meeting - Page 14 of 14 ssokckoJ kuw3c-,_ bcylkkeLe4 'rt .4-0\1 -4 aw 6-1k. -fiS g\i- kack)) Utz .ctt-ssILL \04,r (ic catuJotz_ aut( Luici WAIL/ a S �r Lc�,2 I cis seDtc °i Cu_ PDAI vccalp\ /3 i 1- itc1-(26 C � locy64 key fkQ4t 9+ VJ 01T-40Q., WaQuAy Imtc\e --"Va 117 .co sp LcLL t. MILAQ La /4 a4-tutt146 dkok WG2x.), rucuAl-- tup scL64,, Hats_ -Ou wL/6 uv.$1u3 Lkyveor- (aou Luct,+ CAV\010 CIL Vu_ PJwt, teAkslek‘ik_4,1U7 SC'Gh-QA-a Ld k&J4-) usud,, 06) k‘ w ), aLc5A,J0. Ea_ ozp WI_ tL,7 q-lilvddukA erOktiLei‘ o a.ket, otmtkoL. --ft re_ c 0 route( +-0 ULL et-tu\k2 R. & v,ita bia, WL GAL L41j- A-0+ duld-- bine, Eak_ r,NaLD )Q_QAA.a ‘i--z de) 87)(0,libt -60 GArtk_ ra_iMiLQ6 cPatr Cakc 91c, -1>.'sacuy3 t1CLL Lek luois (fik' r C'Y cc� (iju/ 1-Tykl eibl/d-Uitivu(z)Lt yeL),OASA) CLOPL):thr2A) a—e) C (IRV sacJIAL-ct(LO (4,4 (UL. JANA u)ciu. —CO1C. 4-re-)_Q �Xzvlvj ,.Jvlb� V�t('�,�L (Y�CKC�Jj `u�N\l —�, GO Q. Cti� ci)Cua- u. U IL[uo waify04 efi-ci Luti\AS (i m ok___ck ar szci.L6i-Aktx Wkia tC1\L cyrvioluftakii &Qad- y ut cAuokivaL 01-6)/(-) (Ow- 544_ MAnot W--Ko acw, `Rui4- gi) 4-'kL 0e-6 ce\L-C---uzt4-3, [,(av.akuiLD‘wo � w$ Q,cal a 1p (,E6 0,4,01 tAJu -t) (,tu Gcdi 6-bo- kAr\g,fac at& spcnts-Dtsii;a6 anti � (96Li/95 \iLiv4) 4kt kppLioLk6ukiaq-iftc-- a- hod /(16 raft att, jc, in/cid" LciLoci.ecotiv0, yw cb,Lte,)/ta cz(A, (otrytt, C),), coavzy,- ' � �� W&th 010cAiL(61 mNe. �Azopte._ , acs ,r,� 0✓�e.a /h.2 6.Ac� '+() 5P010704-6 c//it) lifthAto- 06ra. X50 r„ LOQL ' btt, P + 1 V lL t r , , rat citt, -T-a)clklo_kcuit `(6-cluv vv*. %Mk__ pe-14-cert oN) ciSK's-At s‘NNcJA q`QtA Ukfu-y, - (IA ,..auLct oaczny\,_,014), N\00A-u Q-4-nxiL at,u vk-Wfdik_ pi,Q[\44) tiouuctet -fc) s-ca, wficd cgtt cottcm(-61 apcs_. OrvtS pivaidio aNC .Q,NYTOL-U* 6)0LA;34_ otto&l,tae 4,w . „at4, 312)..kozc_ sxzJau) ti\ca� CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE OCTOBER 27, 2014 ' c AGENDA 5:30 PM CITY HALL COUNCIL CHAMBERS 55 SE 3RD AVENUE '1'`s Room 200 OKEECHOBEE, FL 34974 . CALL TO ORDER — Chairperson Mixon 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 Merrlber Sharie Turgeon Menjber 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. MINUTE$ — City Clerk Gamiotea, Tab A A. Mdtion to dispense with the reading and approve the Summary of Committee Action for the regular meeting of October 13, 2014 V. REPORTS FROM LIAISONS (NOT DIRECTLY EVENT RELATED) A. Budget Liaison — Member Williams, Tab B B. Social Media Liaison — Member Domer, Tab C C. Media Liaison — Member Turgeon, Tab D D. School /Cultural. Liaison — Member Enfinger, Tab E E. Hi8toric Time -Line Liaison — Member Cable, Tab F VI. FINALIZE SPECIFIC CENTENNIAL EVENTS A. Kick -Off Celebration Report VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS /STAFF A. Approve the final Logo rendition - Chair Mixon 10/27/2014 CCAHC AGENDA - Page 1 of 4 74 days Domer & Preliminary Fri, 1/9/15 away Centennial Kick -off Celebration Mixon Parks 4, 5 or 6 TBD $1520 VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS /STAFF A. Approve the final Logo rendition - Chair Mixon 10/27/2014 CCAHC AGENDA - Page 1 of 4 VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS CONTINED B. Brick Pavers /City Hall Front Walkway Remodel Project — Vice Chair Hoover /Director Allen (continued from Sept. 22 meeting, pending landscape architect rendering) C. Sponsorship Packets — Chair Mixon D. Event updates (Centennial sponsored and participation with other organizations): DATE/TIME #OUTS EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Sat, 1/17/15 Starts 1/19/15 Ends 6/15 Wed, 1/21/15 Tentative: 1124, 4/11, 6/20, 9/19, & 10/17 Sat, 1/31/15 82 , 84 86 89 96 OKMS Day of the American Cowboy - Partner request forthcoming - City /CCAHC participation, booth, contests? Centennial: 100 -Days Scavenger Hunt (finalize @ 11/10/14 meeting) Kiwanis International Centennial OHS Jazz Band /Movie in the Park -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Centennial Historic Bus Tours (finalize @ 11/10/14 meeting) Okeechobee Health Expo -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Turgeon Turgeon Mixon Cable Agri- Center #okeechobeei00 Flagler Park 4 Various Agri- Center Required based on participation TBD Required based on participation Historical Society Required based on participation Required based on participation TBD Required based on participation TBD Required based on participation Sat -Sun, 2/7 -8/15 103 OKMS Top of the Lake Art & Chalk Festival Partner request forthcoming - City /CCAHC participation, booth? - Centennial Poster Contest Turgeon Flagler Parks 3 5 Required based on participation Required based on participation Sat, 2/21/15 117 Brighton Field Day - City /CCAHC participation, booth? Reservation Rodeo Grounds Required based on participation Required based on participation Sat, 2/21/15 117 FOR Okeechobee, Inc. 5K Ribbon Run -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Mixon TBD Required based on participation Required based on participation Sat -Sun, 2/28 3/1/15 124 Battle of Okeechobee Reenactment -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Cable Battlefield State Park Required based on participation Required based on participation Fri Sun, 3/6 - 15/15 130 County 4 -H & FFA Livestock Show &Sale -Using 'Centennial' title? Logo? - City /CCAHC participation? Agri- Center Required based on participation Required based on participation March New Music Festival? -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Elsken TBD Required based on participation Required based on participation Tues-Sun 3/10 15/15 134 County Fair - Using' Centennial' title? Logo? -CCAHC participation/booth? Agri- Center Required based on participation Required based on participation Sat -Sun 3/14 - 15/15 138 50th Annual Speckled Perch Parade, Festival & Rodeo - Partner request forthcoming - City /CCAHC participation, booth, float? Turgeon & Williams Flagler Parks 2 -6 & Rodeo Grounds Required based on participation Required based on participation p p Sat, 3/28/15 152 March of Dimes Walk -Using Centennial' title? Logo? - City /CCAHC participation, team? Cable Flagler Park 4 Required based on participation Required based on participation 10/27/2014 CCAHC AGENDA - Page 2 of 4 VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS CONTINUED D. Event updates (Centennial sponsored and participation with other organizations) continued: DATEITIME #ours EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Sun, 4/5/15 Sat, 4/18/15 April 160 173 Kiwanis Easter Pancake Breakfast -Using 'Centennial' title? Logo? - City /CCAHC participation? Mayors Centennial Gala Pregnancy Center 5k Color Run -Using 'Centennial' title? Logo? - City /CCAHC participation, team? Mixon Enfinger TBD Silver Palms Agri- Center Required based on participation TBD Required based on participation Required based on participation Preliminary $5250 Required based on participation Sun, 5/17/15 202 1st United Methodist Church Centennial Enfinger Church property N/A N/A May 1st Baptist Church Centennial Church property N/A N/A Mon, 5/25/1 Prefer Sat, 6/13/15 Sat, 7/4/15 Fri, August 9/5 -7/15 ! 210 229 250 313 American Legion /VFW Memorial Day Services -Using 'Centennial' title? Logo? -City /CCAHC participation? Centennial Birthday Party For Okeechobee, Inc., Independence Day Celebration -Using 'Centennial' title? Logo? - City /CCAHC participation, booth, contests? OHS Kick -off Classic Football Game & Athletic Booster Club Program - Athletic Program 'Centennial Edition'? -Logo Patches for Football & Band? - City /CCAHC participation, half -time special? OKMS Labor Day Parade, Festival & Rodeo - Partner request forthcoming -City CCAHC participation, booth, float? Turgeon Mixon Hoover Turgeon & Williams Veterans Flagler Park TBD (sacred Heart Church facilities offered) Okee - Tantie OHS Flagler Parks 2 -6 & Rodeo Grounds Required based on participation TBD Required based on participation Required based on participation Required based on participation Required based on participation Preliminary $2500 Required based on participation Required based on participation Required based on participation Sat, 10/3/15. Prefer Sat, 10/10/15 Sat, 10/31/15 5-8 PM 341 348 369 Adam Bryant Minimal Regatta -Using 'Centennial' title? Logo? - City /CCAHC participation, booth, team? - Centennial Paddle Decorating Contest Centennial Heritage Festival (or Centennial Founders Day) FBC Okeechobee Trunk or Treat -Using 'Centennial' title? Logo? - City /CCAHC participation, booth? Mixon Williams Okee- Tantie TBD Flagler Parks 2 -6 Required based on participation TBD Required based on participation Required based on participation Preliminary $1500 Required based on participation Wed, 11/11/15 Tue, 12/1/15 Tues, 12/1/15 5-8 PM 380 400 400 American Legion /VFW Veterans Day Services -Using 'Centennial' title? Logo? - City /CCAHC participation? Centennial Time Capsule & Burial Ceremony (finalize @ 11/10/14 meeting) City's Annual Lighting Celebration Gaiser Whitehall Veterans Flagler Park City Hall City Hall Park Required based on participation Domers City Hall City Hall Required based on participation Preliminary $1500 TBD 10/27/2014 CCAHC AGENDA - Page 3 of 4 VII. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS CONTINUED D. Event updates (Centennial sponsored and participation with other organizations) continued: DATEITIME #ours EVENT COORDINATOR(S) LOCATION SPONSORS BUDGET Fri, 12/11/15 Sat 12/12/15 410 411 Centennial Frolic OKMS Lighted Christmas Parade -Using 'Centennial' title? Logo? - City /CCAHC booth ,float, contests? Elsken Turgeon TBD Prefer Metho- dist church, historic court house breeze- way & lawns Flagler Parks 3 4 TBD Required based on participation Preliminary $4500 Required based on participation December Lighted Boat Parade -using 'Centennial' title? Logo? - City /CCAHC participation, float, contests? Taylor Creek Required based on participation Required based on participation TBD Okeechobee Community Theatre y Elsken Freshman Campus Auditorium TBD TBD POTENTIAL ACTIVITIESICONTEST DISCUSSED AT PREVIOUS MEETINGS "If I Were Mayor ...." (prepared speech contest/middle school) BRAT Club rodintee reest st "You Grew Up in Okeechobee If You Remember ..." (essay contest /high school) Library Hour Picnic in the Park Reading List/schools all grades (winners reading the most books by age brackets) —'(15/X. NEW BUSINESS A. Consider requests, presentations, or information from other groups /organizations 1. Request from March of Dimes — Members Cable & Gaiser, Attachment #1 B. Present new information, requests, or information from CCAHC Members 1. Discuss Tervis Tumbler fundraiser and commemorative idea — Member Giddings, Attachment #2 ADJOURNMENT — Chairperson Approved Meeting Schedule To Date through the Holiday Months: November 10, 2014 November 17, 2014 December 8, 2014 December 15, 2014 January 12, 2015 January 26, 2015 PLEASE TAKE NOTICE AND BE ADVISED that if any person desires to appeal any decision made by the CCAHC with respect to any matter considered at this proceeding, such interested person will need a record of the proceeding, and for such purpose may need to ensure a verbatim record of the proceeding is made, which record includes the testimony and evidence upon which the appeal is to be based. Audio recordings are for the sole purpose of backup for official records of the Clerk. In accordance with the Americans with Disabilities Act (ADA), any person with a disability as defined by the ADA, that needs special accommodation to participate in this proceeding, contact the City Clerk's Office no later than two business days prior to proceeding, 863 - 763 -3372. 10/27/2014 CCAHC AGENDA - Page 4 of 4 June 2014 - Dec 2015 CITY HALL 55 SE 3rd Avenue Okeechobee, FL 34974 Office 863 763 -3372 Fax 863 -763 -1686 Website cityofokeeahobee.com CHAIRPERSON J.D. Mixon VICE - CHAIRPERSON Dawn Hoover BUDGET LIAISON John Williams SOCIAL MEDIA LIAISON Justin Dourer MEDIA LIAI$ON Sharie Turgbon SCHOOUCULTUR4L LIAISON Jeannie Enfinger HISTORIC TIME-LINE LIAISON Magi Cablb ity of ke c o e e, Florida .Centennial Cefe:ibration 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: October 27, 2014 Title of Item: Centennial Kick -Off, Historic Prints Summary, Explanation or Background Information on Request: Below is a list of location that I believe would be nice to have photographs of to auction off: Southland Hotel Gilbert Theater Fair Store on Park Street Livestock Market Gladys Train Station High School (original) Recommended Action: For review for input. Methodist Church Okeechobee Bank Park Drugs Fish Houses Flagler Parks Old Jail Raulerson Home Estimated Time Needed: 20 minutes Historic Courthouse First Baptist Church Raulerson Building Taylor Creek Masonic Lodge School House Submitted by Print Name: JD Mixon Date: 10/2.7/2014 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. CertenniaI Scavenger Hunt instructiions and Rules ✓ Complete team registration • City Hall 55 SE 3rd Ave. 8:00 - 4:30 M -F • Team Name, Contact person including phone # and e mail • No more than 3 people per team o 1st pic on Instagram should be your team and the numbered logo received at registration to introduce yourself to the judges o Hashtag: #chobee100 • At least one team member must be 18 years of age or older. • Participants are subject to all federal, state and local laws and regulations. By participating, entrants agree to these official rules and accept the decisions of the City of Okeechobee Centennial Committee as final in all matters relating to your hunt. ✓ ROgistration must be completed by January 1 5, 201 5 ✓ R ddle will be sent via City of Okeechobee Centennial Facebook page: https://wwvv.facebook.com/OkeechobeeCentennial/info • Riddles, clues and /or instructions for activity will be posted each day. • The clues will be posted each day but will not exceed 20 days so that no one can jump ahead. ✓ Tweet must include: • At least 2 team members 1 • Location and /or activity being performed • Logo w/ number Don't forget the hashtag! ✓ Hunt begins January 19 - June 4, 2015 ✓ Winners will be the team with the most submissions that include all the requirements stated previously. If there is a tie the team with the highest quantity and timely submissions will be the winners! ✓ Winners will be announced at the City of Okeechobee Centennial Birthday Bash (date to be announced) ✓ Winners will receive: • $100 per team member • Will be allowed to place an item per team member into the City time capsule per capsule instructions. • Each team member will receive a ribbon from a City dignitary with the Centennial logo and a photo with the dignitary for submission to all media local and social. Best of luck and happy hunting!!! City of Okeechobee Centennial Celebration Ad Hoc Committee Scavenger Hunt Sponsor Hunt Master Sponsor: Name on all marketing sources /materials for Scavenger Hunt Logo on all team placards Banner at City Birthday Party Presenter of Awards to winning team $1 000.00 100 Help Celebrate the City of keechobee's First 100 Years \l,p;;/ 1915-2015 $50 Sponsorship Includes: Individual * **II Mentioned 'n Centennial materials including a 7.,,ertising, website, Facebook, & Programs • Titket5to the MA or's Gala o 1 Copy o Commemmorartive Postcard Book • Placement of one 8.5" x 11" 2-dimensiottal item in Centennial Time Capsule • Special Recognition at all Centennial Events YCjL "e6\04,"%ik djfk&Y.— Don't miss your chance bepar Istoryi more information, call 863-763-3372 or visit T.facebook.com/OkeechobeeCentenni.al ^iirvilfrilcdachettilhexch Centennial Calendar ,,0•® • Centennial Kick-Off January 9, 2015 • Scavenger Hunt January 19, 2015 • Historic Bus Tours Multiples dates • Mayor's Gala April 18, 2015 0City's Birthday Party June 13, 2015 • Heritage Festival October 10, 2015 • Centennial Frolic December 11, 2015 Centennial Scavenger Hunt Instructions and Rules ✓ Complete team registration • City Hall 55 SE 3rd Ave. 8:00 - 4:30 M -F • Team Name, Contact person including phone # and e mail • No more than 3 people per team 0 1 st pic on Instagram should be your team and the numbered logo received at registration to introduce yourself to the judges o Hashtag:#chobee1)00 e,0 c • At least one team must be 18 years of age or older. • Participants are subject to all federal, state and local laws and regulations. By participating, entrants agree to these official rules and accept the decisions of the City of Okeechobee Centennial Committee as final in all matters relating to your hunt. ✓ Registration must be completed by January 1 5, 201 5 ✓ Riddle will be sent via City of Okeechobee Centennial Facebook page: https://www.facebook.com/OkeechobeeCentennial/info • Riddles, clues and /or instructions for activity will be posted each day. • The clues will be posted each day but will not exceed 20 days so that no one can jump ahead. ✓ Tweet must include: • At least 2 team members • Location and /or activity being performed • Logo w/ number Don't forget the hashtag! ✓ Hunt begins January 19 -June 4, 2015 ✓ Winners will be the team with the most submissions that include all the riquirements stated previously. If there is a tie the team with the highest quantity and timely submissions will be the winners! ✓ Winners will be announced at the City of Okeechobee Centennial Birthday Bash (date to be announced) ✓ Winners will receive: • $100 per team member • Will be allowed to place an item per team member into the City time capsule per capsule instructions. • Each team member will receive a ribbon from a City dignitary with the Centennial logo and a photo with the dignitary for submission to all media local and social. jmtbilj 1\4 ki Best of luck and happy hunting!!! Q)-tLua City of Okeechobee Centennial Celebration Ad Hoc Committee Scavenger Hunt Sponsor Hunt Master Sponsor: Name on all marketing °kources /materials: for Scavenger Hunt Logo on 'all team placards Banner at City`B'rthday Party Presenter of Awa ,ds to nning team $1000.00 1 G C- ommkax, G1`� °1-) - J.O1 I �. 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 Dourer MEDIA LIAFISON 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: October 27, 2014 Title of Item: March of Dimes March for Babies Summary, Explanation or Background Information on Request: The March of Dimes organization has been involved in Okeechobee County for a lengthy time. March of Dimes was organized nationally in 1938, but soon after the 1946 outbreak in Florida, Okeechobee formed a MOD unit to raise funds. The earliest documented event was in 1948 and has continued every year since then. We will be having two events this year, the March of Desserts function on February 8th and the Mother's March on March 28th. Recommended Action: We would like to be considered an authorized partner of the Centennial Committee where we can share our long history of involvement in this community. We would also like to be able to be involved in the Kick Off Celebration where we can advertise our upcoming events and enlist public participation in both. Estimated Time Needed: 5 minutes Submitted by Print Name: Magi Cab1P & Donna Gaiser 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. June 2014 - Dec 2015 CITY HALL 55 SE 3rd Alvenue Okeechobee, rL 34974 Office 863 -7$3 -3372 Fax 863 -76$ -1686 Website cityofokeochobee.com CHAIRPERSON J.D, Mixon VICE - CHAIRPERSON Dawn Hoover BUDGET LIAISON John Williams SOCIAL MEDIA] LIAISON Justin Donner MEDIA LIASON Sharie Tur* eon SCHOOL/CULTURAL LIAISON Jeanie Enfinger HISTORIC TIME -LIME LIAISON Magi Cade City of Okeechobee, Florida Centennial Celebration Ad Hoc Committee 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: io Ila) 1 £+ Title of Item: "recv% it? d iWetS Summary, Explanation or Background Information on Request: MOfliC A c142-1C WA* 1,S A 41 01'4 tO Ott L TeNiS of-cedo H-o Prooi+Ae, 'rum 1 kJ s. Af 0 o<St 60* Coot ot be. aseo -f 044 24i &e.e calolIeertlive �len� Recommended Action: (a cre+ /4 o pex- .n ' -to coISWSJ (fie ,tS d- oSsk le. "F lm Estimated Time Needed: minutes Submitted by J Print Name: �11b►9N'.1 6--L a Q ��CrS Date: alaa 4- 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. 100 2jeqv Help Celebrate the City of Okeechobee's First 100 Years 1915 -2015 1,500 Corporate Spgnsorsh p Includes: • • • • • • Mentione in Centennial materials including dvertising, website, Facebook, & Programs • 4 Tickets the Mayor's Gala with option to purcha e 4 more at $100 each. Table naming ri hts with purchase of 8. Tickets are only a ailable through sponsorship. • 1 Copy of ommemorative Postcard Book • Placement of one 8.5" x 11" 2- dimensional item in Ceitennial Time Capsule • Recognition at all Centennial Events • Special Commemorative Brick on City Hall Walkway esignating you as a Corporate Sponsor a d titled to your preference Centennial Calendar 00000 • Centennial Kick -Off January 9, 2015 • Scavenger Hunt January 19, 2015 • Historic Bus Tours Multiples dates • Mayor's Gala April 18, 2015 . • City's Birthday Party June 13, 2015 • Heritage Festival October 10, 2015 . • Centennial Frolic December 11, 2015 Don't iss your chance to be part of Okeechobee's history! Corporat M 'Sponsoships offered Exclusively through Dec. 31, 2014. For more information, call 863 -763 -3372 or, V-4 1 " - , C�O$-f-, FLOR�Oq. 7 's �/J•�yl • � O.1d Lane Gamiotea From: Joshua Mixon <mixon jd @gmail.com> Now Sent: Monday, October 27, 2014 2:53 PM To: Lane Gamiotea Subject: Historic Photos for Centennial Kick Off Good afternoon, Lane. First of all, thank you again for the impeccable presentation you prepared for me to present at the City Council meeting. Your endless support is greatly appreciated. Below is the list of locations that I believe would be nice to have photographs of to auction off. I would like to present it to the committee, more importantly Member Domer, for input. Thank you very much. Southland Hotel Methodist Church Okeechobee County Courthouse Gilbert Theater Okeechobee Bank First Baptist Church Fair Store on Park Street Park Drugs Raulerson building Livestock market Fish Houses Taylor Creek Gladys ' Flagler Parks Masonic lodge Train Station Old Jail School house i June 2014 - Dec 2015 CITY HALL 55 SE 3rd Avenue Okeechobee, Fl, 34974 Office 863 - 7633372 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 Turggon SCHOOUCULTUR4 LIAISON Jeannie Enfirger HISTORIC TIME -LIN E LIAISON Magi Cab! ity o, Okeechobee, Ronda Centennial Celebration Ad Hoc Committee Agenda Item Request 1 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: October 27, 2014 Title of Item: Centennial Kick -Off, Historic Prints Summary, Explanation or Background Information on Request: Below is a list of location that I believe would be nice to have photographs of to auction off: Southland Hotel Gilbert Theater Fair Store on Park Street' Ives o —f ck Mare Gladys__ Trai Methodist ChurcJ:i Okeechobee Bank Park Dru . s Fish Houses r�• High School (original) u Recommende. Action: For review for input. Flagler Parks Raulerson Home C Jt First Baptis urC Raulerson Building Taylor Cre asonic Lodge School Hoe !J �E � O? , , C�A,Ac cJ Estimated Time Needed: 20 minutes Submitted by Print Name: JD Mixon Date: 10/27/2014 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.