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2014-09-08CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE SEPTEMBER 8, 2014, SUMMARY OF COMMITTEE ACTION CITY HALL ' c COUNCIL CHAMBERS 55 SE 3RD AVENUE c Room 200 OKEECHOBEE, FL 34974 I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the September 8, 2014, regular meeting of the Centennial Celebration Ad Hoc Committee (CCAHC) to order at 5:32 p.m. II. COMMITTEE AND STAFF ATTENDANCE — City Clerk Gamiotea Voting Members: Chairperson J.D. Mixon Present Vice -Chair Dawn Hoover Present (exited chambers at 6:15 pm) Member Magi Cable Present Member Jeanne Enfinger Present Member Antoinette Rodriguez Present Member Sharie Turgeon Present Member John Williams Absent Advisory Members: Member Justin Domer Absent (with consent Member Katrina Elsken Present Member Donna Gaiser Absent (with consent) Member Susan Giddings Present Staff: City Clerk Lane Gamiotea Present City Administrator Brian Whitehall Absent Public Works Director David Allen Absent Due to public records laws, should anyone show any document, picture, video, or items, in support or opposition on any item during this proceeding, a copy of the document, picture, video, or item must be provided, before leaving the chambers, to the City Clerk for the City's records. Public participation is permitted on all matters considered on the agenda. Should the Chair not specifically call for public input on an issue that a member of the public would like to address the CCAHC on, they should signal the Chair by approaching the podium and wait to be given the floor, stating their name for the record. III. AGENDA — Chairperson Mixon A. Chairperson Mixon asked whether there were any requests for the addition, deferral or withdrawal of items on today's agenda. There were none. IV. MINUTES — City Clerk, Tab A A. Member Cable moved to dispense with the reading and approve the Summary of Committee Action for the regular meetings of August 11, 2014, and August 25, 2014; seconded by Member Hoover. Motion carried unanimously. V. REPORTS FROM LIAISONS A. Budget Liaison — Member Williams, Tab B No report /update at this time. CCAHC — September 8, 2014 Meeting - Page 1 of 7 V. REPORTS FROM LIAISONS CONTINUED B. Social Media Liaison — Member Domer, Tab C Member Domer submitted with the agenda packets, a two -page summary reporting that the Tweeter account had a total of 22 views, five new followers and one retweet for the week of August 27. The Facebook account, for the week of August 25 through 31 had 1,128 Total Likes, 44 New Likes, Total reached was 6,115, and 824 people were engaged in the page. There was nothing more to report/update at this time. C. Media Liaison — Member Turgeon, Tab D Member Turgeon had a copy of the most recent press release covering the August 25, 2014, meeting distributed at this meeting. 1.Details of participating in the Floridays Program broadcasted on the Treasure Coast National Public Radio station, WQCS — Chair Mixon. Chair Mixon reported that he made contact with WQCS, and will follow up with them again to finalize how and when the CCAHC items could be included on their program. D. School /Cultural Liaison — Member Enfinger, Tab E No report/update at this time, excluding the issues on events discussed in the next section. E. Historic Time -Line Liaison — Member Cable, Tab F Member Cable submitted a 20 -page report distributed with the agenda packets, listing the progress of the time -line to date. The report was presented in a table format, with columns titled as Event, Month, Day, Year, Category and Picture availability. The categories, covering from 1837 to 1979, are Businesses (unless there was documentation to substantiate the date the business opened, the one used is based on incorporation). Churches (date is based on when they were officially established, some technically started earlier as they met in private homes, and many do not have records to document that period of time). Community Leader, Crimes, Firsts, Government, Hurricane Impact, Medical, Organizations, Population, School, War Impact, and Weather. She explained this is what research she has completed to date; it needs to be edited further and is not ready to be approved as yet. Some of the events may need to be taken out as they relate more to the County. However, since their centennial is in two years, she decided to include their events while completing the research, so as not to have to duplicate the work. The time -line still needs to have the police chiefs, fire chiefs, mayors, city council members, and city clerk's information plugged -in. She called attention to the community leader's category, stating she hesitates to include this for fear of forgetting someone. This category will need to be balanced out, and it is possible that some of them could be moved to other categories, should the Committee decide to remove it from the final version. The Committee thanked Member Cable for her extensive work on this research, and asked her to continue with the process; the final version will need to be approved at the first meeting in November so it can be featured at the Kick -Off. VI. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS A. Kick -Off Dinner — Member Dourer (finalize at October 27 meeting), Tab G The discussion turned to the name of the event, as it is not truly a dinner, and that could be misleading. By consensus, it will now be called the Kick -Off Celebration, unless Member Domer has another suggestion. Additionally, the coordinator of this event was discussed, the duties will be split between Mr. Mixon and Mr. Domer; they will serve as co- coordinators of the event. CCAHC — September 8, 2014 Meeting - Page 2 of 7 VI. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS CONTINUED A. Kick -Off Dinner continued 1.Date and Time: January, 2015. The preferred date for this event is Friday, January 9, 2015. However, the official date has not been adopted until the logistics of the location are worked out. 2.Location: to be determined, prefer Freshman Campus Auditorium and lawn. Member Enfinger reported that the issues surrounding the use of the auditorium, restrooms, or other facilities remain the same. To recap, we have use of the lawn. The cafeteria is available; however, to do that would require the City to sign a contract with the school district agreeing to hire a cafeteria staff person. They do not have restrooms in the cafeteria; they are located outside. 3.Sponsors: to be determined. Items listed in the tentative budget (as provided by Chair Mixon who distributed an excel spread sheet listing the events, and possible budget items with estimated amounts): Tent (20'x40') $ 0.00 Donated by For Okeechobee, Inc. H'orderves & Drinks $1,000.00 200 people @ $5 /pp Advertisements $ 0.00 In -kind (by City /sponsors) Signage $ 500.00 Design banners to be reused Directional Signage $ 200.00 Arrows throughout town B. 100 Days Scavenger Hunt — Member Turgeon (finalize at November 10 meeting), Tab H Member Turgeon reported that her sub - committee is working diligently on this event. They do not want to give too much information away at this time. A budget is not necessary at this point. 1.Date and Time: the current plan is to begin on January 19, 2015, because it is also Robert E. Lee Day, and run through June. 2.Location: via Social Media #okeechobee100, throughout the City and County. 3.Sponsors: to be determined. C. Historic Bus Tours — Member Cable, Tab 1 Member Cable reported that she researched the costs of renting buses. The option of using Annett Bus Line would be too expensive. However, after discussing this with Louise Piper, School Bus Director, she found that renting an air conditioned school bus with a driver is an affordable option. She then asked whether there would be any objections for the Historical Society to consider sponsoring this event, and use it as a fund - raiser. None were stated. A budget was not proposed at this time, once the sponsorship is decided, further items may need to be considered. 1. Dates and Times: to be determined. 2.Location: historic places throughout the City and County. 3.Sponsors: to be determined. D. Mayor's Gala — Member Enfinger, Tab J 1.Date and Time: The preferred date for this event is Saturday, April 18, 2015, based on the first gala the community sponsored for a Florida Governor. However, the location may cause the date to change. CCAHC — September 8, 2014 Meeting - Page 3 of 7 VI. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS CONTINUED D. Mayor's Gala continued. 2.Location: Having the event at the First Baptist Church Recreational Outreach Center (ROC) has not been finalized. There is concern with limiting the number of tickets that could be sold. The KOA is the only facility that can accommodate over 250 attendees. The ROC can accommodate 250. Silver Palms and the Shrine Club can accommodate approximately 200. There is also the issue of whether alcohol will be served, which eliminates the ROC. 3.Sponsors: to be determined. Items listed in the tentative budget are: Site Rental $ 0.00 Meal $3,750.00 150 people @ $25 /pp Decorations $1,000.00 Valet Service $ 500.00 $100 per hour Clean Up $ 0.00 Utilize OCSO Trustees Advertisement $ 0.00 In -kind Following discussion, it was decided that Member Enfinger will gather more information, and report back on the various venue options with dates and rental rates, excluding the KOA, as Member Rodriguez will make this contact and report this information. E. 100th Birthday Party, Tab K 1. New coordinator to be considered for this event. Chair Mixon explained that due to the 4th of July event, which he chairs through another organization, and assisting with the Kick -off, he is officially stepping down as the coordinator of this event. He further explained that Steve and Kim Hargraves of 1 -Stop Party Shop have committed their assistance, specifically coordinating the Birthday Cake Contest. No one offered to take this on at this time therefore, the matter will need to be addressed again at the next meeting. 2.Date and Time: time to be determined, prefer Saturday, June 13, 2015, 10AM -8PM. 3. Location: to be determined (Sacred Heart facilities offered). 4.Sponsors: to be determined. Items listed in the tentative budget are: Tents $ 250.00 1 donated by For Okeechobee, Inc., rent 1 Food $ 0.00 Utilize outside vendors Site Rental $ 0.00 Public property or sponsored Site clean -up $ 0.00 Utilize OCSO Trustees Decorations $ 500.00 Directional Signage $ 0.00 purchased for previous events Kid Zone Inflatables $ 750.00 2 slides Event Insurance $ 500.00 Kid zone prizes $ 500.00 Advertisements $ 0.00 In -kind CCAHC — September 8, 2014 Meeting - Page 4 of 7 VI. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS CONTINUED F. Founders /Heritage Day, Tab L 1.Coordinator yet to be determined, CCAHC is requesting Member Williams consideration. This issue was not discussed and will consider at next meeting. 2.Date and Time: to be determined, prefer Saturday, October 10, 2015, 10AM -? 3.Location: to be determined (refer to New Business Item A for discussion). 4.Sponsors: to be determined. G. Time Capsule — Member Gaiser (finalize at November 10 meeting), Tab M The item will be discussed when Member Gaiser is present. Chair Mixon noted in the tentative budget that based on internet prices the average time capsule is $1500.00. 1.Date and Time: Tuesday, December 1, 2015, time to be determined. 2.Location: City Hall. 3.Sponsors: to be determined. H. City's Annual Lighting Celebration — Administrator Whitehall, Tab N 1.Present plans /idea's for 2015. Due to Administrator Whitehall and Director Allen being absent, this item could not be discussed, and will be reconsidered at the next meeting. 2.Date and Time: Tuesday, December 1, 2015, 5 — 8 PM. 3.Location: City Hall Park. 4.Sponsors: to be determined. I. Centennial Frolic — Member Elsken, Tab 0 Member Elsken reported that she is working toward forming her sub - committee, and gathering information on various local musicians. 1.Date and Time: Friday, December 11, 2015 (tentatively), time to be determined. 2.Location: Methodist Church lawn, Historic Courthouse Breezeway and Lawns (tentatively),, 3.Sponsors: to be determined. Items listed in the tentative budget are: Tents $ 250.00 1 donated by For Okeechobee, Inc., Rent 1 Site Rental $ 0.00 County /Church property Food & Drinks $2,000.00 200 people @ $25 /pp Decorations $2,000.00 Clean -Up $ 0.00 Utilize the OCSO Trustees Advertisement $ 0.00 In -kind Event Insurance $ 500.00 The committee agreed they would consider turning the food over to a school club such as 4 -H or FFA to use as a type of fund raiser, or have it donated. CCAHC — September 8, 2014 Meeting - Page 5 of 7 VI. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS CONTINUED J. Sponsorship Packets created, reviewed, and approved — Chair Mixon, Tab P Chair Mixon reported that he has been waiting for the final outcome on the above items to include them within the sponsorship packets. The item will be brought back once the event dates, activities, and coordinators are more confirmed. K. Brick Pavers /City Hall Front Walkway Remodel Project — Member Hoover, Tab Q Member Hoover explained that based on the information in the minutes and agenda, she was of the understanding that Administrator Whitehall and Director Allen would be presenting this material. She further stated she would make contact with them so the matter could be presented at the next meeting. 1.Hear from Director Allen and consider approving guidelines based on Brick Marker's recommendation for offering limitations to the public for the sake of uniformity and pricing. 2. Hear from Administrator Whitehall on when and how the project would be bid. 3. Discuss /Approve incorporating with sponsorship packets as an incentive for certain levels L. Okeechobee Community Theatre (OCT) — Member Elsken, Tab R Member Elsken advised she did not have any additional updates since the last meeting from the OCT. M. Commemorative postcards fundraiser, Tab 5 1.The idea was discussed at the August 25 meeting, and would require a coordinator. The CCAHC is aware that the Historical Society conducts a similar fund raiser and does not want to duplicate this, nor take away from an established organization. They asked Member Cable to present to the Society the use of the Centennial Logo in connection with the post card fund - raiser, with the idea of donating a portion of the proceeds back for sponsorship at a centennial event. Member Cable accepted the task; this item will be brought back. N. Logo — Chair Mixon, Tab T 1.Discuss /Approve where the logo should be utilized, including purchases of banners for downtown; add to City vehicles; patches for the OHS football and band uniforms; decals, stickers, lapel pins; plaques /certificates presented by the Mayor and City Council, and /or CCAHC. The Committee began discussing the matter of where the Logo should be used. However, the final rendering may impact what it can and cannot be used on therefore, the item will be reconsidered. 2.Artist presentation regarding the requested changes /suggestions will be September 22. Chair Mixon reported that he contacted the artist, and conveyed the suggested revisions. The Committee then discussed how the other entries would be notified that theirs was not selected. Since the City collected the entries and all are filed in the Clerk Gamiotea's Office, she volunteered to send the letters of appreciation. VII. NEW BUSINESS A. Present the Taylor Creek Park Project's scope, time table, and budget; then discuss with CCAHC what could be utilized to incorporate assistance in bringing the project to fruition in coordination with Founders/ Heritage Day Event — Administrator Whitehall /Director Allen. CCAHC — September 8, 2014 Meeting - Page 6 of 7 VII. NEW BUSINESS CONTINUED A. Present the Taylor Creek Park Projects continued. Administrator Whitehall and Director Allen were not present to present the information. The matter was deferred until the next meeting. B. Consider requests, presentations, or information from other groups /organizations. There were none. C. Present new information, requests, or information from CCAHC Members. Member Elksin advised that the OCT wanted to know whether they could use 'centennial' on their advertisements for the specific shows performed in connection with the Centennial. Following a brief discussion, the CCAHC decided, by consensus that any group wanting to use the logo or relationship to the 2015 City Centennial Celebrations, would need to appear before the Committee and make their presentation. VIII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 6:48 p.m. The next regularly scheduled meeting is September 22, 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: September 22, 2014 October 13, 2014 October 27, 2014 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. COMPLETED AND SIUBMITTED BY: LANE GAMIOTEA, CMC CITY CLERK CCAHC — September 8, 2014 Meeting - Page 7 of 7 INDEPENDENT NEWSMEDIA INC. USA Okeechobee News 107 SW 17th Street, Suite D Okeechobee, Florida 34974 861-763-3134 STATE OF FLORIDA COUNTY OF OKEECHOBEF, Before the undersigned authority personally appeared Katrina Elsken, who on oath says she is the Publisher of the Okeechobee News, a three times a week Newspaper published at Okeechobee, in Okeechobee County, Florida, that the attached copy of advertisement being a 16r) Lb in the matter of in the 19th Judicial District of the Circuit Court of Okeechobee County, Florida, ivas published in said newspaper in the issues of ( S Afliant further says that the said Okeechobee News is a newspaper published at Okeechobee, in said Okeechobee County, Florida, and that': said newspaper has heretofore been published continuously in said Okeechobee County, Florida each week and has been enteredas second class mail matter at the post office in Okeechobee, in said Okeechobee County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisementp and afliant further says that she has neither paid nor promised any person, firm or corporation any discount, rebate, cornmissipn or refund for the purpose of securing this advertisement for publication in the said newspaper. Sworn to and subscribed befo •e me this X (7L day of Notary Public, State of Florida at Large Katrina Elsken • e " MYC OMMtSSON#EE177653 EXPIRES: April 20 2016 o a. Bonded Thru Notary Public Underwriters AD CENTENNIAL CELEBRATION AD HOC COMMITTEE MEETING NOTICE IS HEREBY GIVEN that the City of Okeechobee, Centennial Celebra- tion Ad Hoc Committee (CCAHC) meeting will be held on Monday, Sep- tember 8 2014, 5:30 p.m., or as soon thereafter as possible, at City Hall, 55 SE 3rd Ave, Rm 200, Okeechobee, Florida. The public Is invited and encouraged to attend. Contact City Clerk's Office at 863 - 763 -3372 x215, or website, cityofokeechobee.com, to obtain a copy of the agenda. ANY PERSON DECIDING TO APPEAL any decision made by the CCAHC with respect to any matter considered at this meeting will need to ensure a verbatim record of the proceeding is made and the record includes the testi- mony and evidence upon which the appeal will be based, In accordance with the Americans with Disabilities Act (ADA), any person with a disability as defined by the ADA, that needs 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. BE ADVISED that should you intend to show any document, picture, video or items to the CCAHC in support or opposition to any item on the agenda; a copy of the document, picture, video, or Item MUST be provided to the Committee Secretary for the City's records. By: J.D. Mixon, CCAHC Chairperson ON 9/7/2014 CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE SEPTEMBER H, 2014, HANDWRITTEN MINUTES CITY HALL COUNCIL CHAMBERS 55 SE 3RD AVENUE Room 200 OKEECHOBEE, FL 34974 I. CALL TO ORDER — Chairperson Mixon Chairperson Mixon called the September 8, 2014, regular meeting of the Centennial Celebration Ad Hoc Committee (CCAHC) to order at 5:32 p.m. II. COMMITTEE AND STAFF ATTENDANCE — City Clerk Gamiotea Voting Members: Chairperson J.D. Mixon Present Vice -Chair Dawn Hoover Present (exited chambers at 6:15 pm) Member Magi Cable Present Member Jeanne Enfinger Present Member! Antoinette Rodriguez Present Member Sharie Turgeon Present Member John Williams Absent Advisory Members: Member!! Justin Domer Absent (with consent Member Katrina Elsken Present Member Donna Gaiser Absent (with consent) Member Susan Giddings Present Staff: City Clerk Lane Gamiotea Present City Administrator Brian Whitehall Absent Public Works Director David Allen Absent No one was present in the audience. 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. Sho d the Chair not specifically call for public input on an issue that a member of the public would like to address the CCAHC o , they should signal the Chair by approaching the podium, and wait to be given the floor stating their name for the record. III. AGENDA — Chairperson Mixon A. Chairperson Mixon asked whether there were any requests for the addition, deferral or withdrawal of items on today's agenda. There were none, Clerk Gamiotea apologized for the error in letters listed in section VI, I is missing, but it's not necessary to change at this time. IV. MINUTES — City Clerk, Tab A A. Mernber Cable moved to dispense with the reading and approve the Summary of Committee Action for the regular meetings of August 11, 2014, and August 25, 2014; seconded by Member Hoover. Mixon: yea, Hoover: yea, Cable: yea, Enfinger: yea Rodriguez: yea; Turgeon: yea, Williams: absent Motion carried unanimously. CCAHC — August 25, 2014 Meeting - Page 1 of 7 V. REPORTS FROM LIAISONS A. Budget Liaison — Member Williams, Tab B No report/update at this time, not in attendance. B. Social Media Liaison — Member Domer, Tab C Included with the agenda packets was a two page summary, the Tweeter account has a total of 22 views, five new followers and one retweet for the week of August 27. The Facebook account, for the week of August 25 through 31 had 1,128 Total Likes, 44 New Likes, Total reached was 6,115, and 824 people were engaged in the account. Nothing more to report/update at this time, absent with consent. C. Media Liaison — Member Turgeon, Tab D Distributed at the meeting was a copy of the Press Release covering the August 25, 2014, meeting by Member Turgeon. Forwarded the contact information to Chair Mixon on WQCS. 1. Details of participating in the Floridays Program broadcasted on the Treasure Coast National Public Radio station, WQCS — Chair Mixon. JD: I called them the date after the last meeting & spoke on the issue, but need to follow up after the meeting to iron out how and when we should have our items included on their program. D. School /Cultural Liaison — Member Enfinger, Tab E Enfinger: at the last meeting we discussed the problems with the dates; on the pending issue of using the restrooms, it still has not been resolved. Will keep working on that, we're basically in the same place where we were two weeks ago. To clarify, we can have use of lawn. Also the cafeteria, but to do that we'll have to sign a contract with the school district that requires us to hire a cafeteria staff person, if we want to use the room. They do not have restrooms in the cafeteria, they are located outside. Mayors gala, other revues, haven't received back the date being open, limited to 250 seating if we have it at the ROC. JD -lets not get into specifics on that topic, its later on the agenda. E. Historic Time -Line Liaison — Member Cable, Tab F Distributed with the agenda packets was a 19 page report listing the progress of the time -line to date. The report was presented in a table format columns were titled as Event, Month, Day, Year Category and Picture. The categories are Businesses, Churches, Community Leader, Crimes, Firsts, Government, Hurricane Impact, Medical, Organizations, Population, School, War Impact, and Weather. Cable: Some of these items may need to taken out as they relate more to the County, but since their 100th birthday is within two years, I'm going ahead and listing since I'm doing the research now. The time line still needs to have the police chief's, fire chief's, mayor's, city council members, and city clerks terms plugged in. Looking at the Community Leaders category, I hesitate with including that for fear of forgetting one, so that category will need to be balanced out, its possible that some of the events in it could be moved to other categories. I've asked Judge Hendry to review it as well to confirm anything that might be missed. This is just what I have so far, needs to be edited, and it's not ready to be approved as yet. Also the Businesses category is the date they were incorporated, it may not be the date they actually opened for business. The date for the Churches is based on when they were officially established, some technically started earlier as they met in individual's homes, and many do not have records during that time period. JD — great, outstanding job on this, its obvious you're enjoying this research, keep doing what you're doing, and sending updates. We'II need to have it buttoned down sometime around the first part of November. No objections or other comments. VI. UPDATES /UNFINISHED BUSINESS ON EVENTS /PROJECTS FROM COORDINATORS Distributed at the meeting by JD was a copy of an excel spread sheet which shows the list of the events and possible budget of items with estimated amounts, this is for a starting point. CCAHC — August 25, 2014 Meeting - Page 2 of 7 A. Kick -Off Dinner — Member Domer (finalize at October 27 meeting), Tab G 1,Date and Time: January, 2015. 2, Location: to be determined, prefer Freshman Campus Auditorium and lawn. 3Sponsors: to be determined. Enfinger: it's not truly a dinner, right, (all — right) then we need to change the name so it's not misleading. Celebration was offered by ? ?? Majority of members interjected their agreement to call it the Kick -Off Celebration. Official change of title by consensus. Items listed in the tentative budget are: Tent (20'x40') $0.00 Donated by For Okeechobee, Inc. H'orderves & Drinks $1,000.00 200 people @ $5 /pp Advertisements $0.00 Donated (by City & ? ? ?) Signage $500.00 Design banners to be reused Directional Signage $200.00 Arrows throughout town Member Doner contacted Clerk Gamiotea earlier today, and in light of recent events, he's asked to step down as coordinator of this event. However, she asked him to wait until the issue would be discussed at this meeting, as another rhember has offered to assist, he conveyed he would. Chair Mixon will be co- charing this event with Dome, the duties will be divided, and they will be sure not to interact except thru the open meetings on this issue. B. 100 Days Scavenger Hunt — Member Turgeon (finalize at November 10 meeting), Tab H 1. bate and Time: January through June, 2015. 2.Location: via Social Media #okeechobee100, throughout the City and County. 3.Sponsors: to be determined. Turgeon: sub- committee is working on it, plan to begin on Jan 19 because that is also Robert E. Lee Day, will run for 100 days, and finish off June. Still make those adjustments, don't want to give too much away at this time, really great idea's forming. A budget is not necessary at this time since it's through social media. C. Hi$toric Bus Tours — Member Cable, Tab 1. Gates and Times: to be determined. 2.Location: historic places throughout the City and County. 3.Sponsors: to be determined. Cable: spoke) with Annet Bus Line, who are pricey, then with Louise Piper, Director at the Okeechobee School Bus Barn. I'n7 sure we rather spend our money here, and to rent a bus w/ a /c, including the bus drivers time. The historical society would like to consider being the sponsor of this event, and use it as a fund raiser. A draft map of the places to be toured has been completed, it is approximately 15 miles. We are working on having before and after photos of each place to get a little bit of history of each site. They'd have a historian on the bus to give the history of each site. The historical society meets next Monday, we'll have to come back to the committee once we know what they want to do and how to proceed. JD: what about using local church buses? Cable: it's a possibility, but with using the schools we wont have to purchase additional insurance as its all built in with the rent, as well as the driver being licensed, making it easier. No further comments, matter will come back after the HS finalizes their sponsorship decision. A budget was not proposed at this time, once the HS sponsorship is decided, further items may need to be considered on this. D. Mayor's Gala — Member Enfinger, Tab J CCAHC — August 25, 2014 Meeting - Page 3 of 7 1.Date and Time: Saturday, April 18, 2015, time to be determined. 2.Location: First Baptist Church Recreational Outreach Center. 3, Sponsors: to be determined. Enfinger: we've listed April 18 as the date, can someone help me remember why again? Sharie- because the original governors gala was held April 15 and 16, and the 18th is the closest Saturday to those dates. Enfinger: I've contacted FBC, date is not certain at this time. The venue would be limited to 250 seats. Also contacted Silver Palms, date is possibility, seats 200 comfortable. We haven't specified a max number yet so the location may need to change. KOA is an option if there is over 250 tickets sold, but it will require the $1800 deposit. Shrine is about 200 as well. The other issue is whether this will be an alcohol free event, and that will also determine which venue to use. Sharie: if you want to have the type of money we want, then we'll need to have alcohol. JD: agree. No objections were stated. This eliminates the ROC as a venue. JD: Mrs. Sharie Enfinger is working on the Kiwanis installation to be held at Silver Palms, perhaps she could give you assistance on how well the place works with this type of event. Susan: I'm worried were limiting ourselves, by picking a smaller location we're limiting the amount of ticket that can be sold, this is a once in a lifetime event, think there's going to be more than we think for this. Enfinger: I'll come up with more information and research and have various venues and rental rates, it is a unique event. AR: Wendy usually gives Chamber a little better price. I can contact her. (JE: yes please contact her & she what she can do, report back at next meeting) JE: As of right now, KOA not available on the 18th. 25th is available. Potential Budget: Site Rental $ Meal $3,750.00 150 people @ $25/pp Decorations $1,000.00 Valet Service $500.00 $100 per hour Clean Up $0.00 Utilize OCSO Trustees Advertisement $0.00 In -kind E. 100th Birthday Party, Tab K 1. New coordinator to be considered for this event. Chair Mixon explained that based on the July event that is the following month of this one, and assisting with the Kick -Off he's officially stepping down as the coordinator of this event. Kim & Hargraves of 1 Stop Party Shop have committed to assisting with this event, specifically coordinating the Bday Cake Contest. He opened the floor to give other members an opportunity. AR: I can assist in any way, but not comfortable as main coordinator. JD: event of this magnitude will require a person to take on the roll. No one offered to take this on at this time. (Members Williams, Gaiser, Domer, and Hoover [had to leave early as she had another meeting to get to] were absent). Issue will need to be addressed again at the next meeting. 2. Date and Time: time to be determined, prefer Saturday, June 13, 2015, 10AM -8PM. 3. Location: to be determined (Sacred Heart facilities offered). 4. Sponsors: to be determined. JD: this is a family friendly event that will concentrate on the kids. CCAHC — August 25, 2014 Meeting - Page 4 of 7 Budget proposed: Tents $250.00 Food $0.00 Site Rental $0.00 Site clean up $0.00 Decorations $500.00 1 donated by For Okeechobee, Inc, Rent 1, this also includes possibly using the SO's Utilize outside vendors Public property or sponsored Utilize OCSO Trustees Directional Signage $0.00 purchased for previous event(s) Inflatable slides /bounce house $750.00 2 slides Event Insurance $500.00 Kid zone prizes $500.00 free to the kids to have fun with, face painters, sketch artists, games, could add on our Own prizes, most organizations will be their. Discussed prizes for bday cake contest, JD: does everyone know Jeff Reno and his trophy work, they look very good, done in wood, it's a possibility, also Scott Dawson has a laser that can do very detailed work. Clerk: another option, we have several Keys to the City, we use them on many types of surfaces, plaques, they could be incorporated in the prizes as well. Advertisements $0.00 In -Kind. Katrina: again, Okee News very interested in sponsoring events by offering advertising. F. Founders /Heritage Day Tab L 1. Coordinator yet to be determined, CCAHC requesting Member Williams consideration. Matter was not discussed due to Williams absence, will consider at next meeting 2. Date and Time: to be determined, prefer Saturday, October 10, 2015, 10AM -? 3.Location: to be determined (refer to New Business Item A for discussion). 4.Sponsors: to be determined. JD: don't want to discuss the budget until we know who the coordinator will be. F. Time Capsule — Member Gaiser (finalize at November 10 meeting), Tab M 1.Oate and Time: Tuesday, December 1, 2015, time to be determined. 2.Location: City Hall. 3.$ponsors: to be determined. JD: the proposed budget is $1500, based on Internet pricing of average time capsules. We'll wait until DG is present to gelt a better update. G. City's Annual Lighting Celebration — Administrator Whitehall, Tab N 1. Present plans /idea's for 2015. 2. Date and Time: Tuesday, December 1, 2015, 5 — 8 PM. 3.Location: City Hall Park. 4.Sponsors: to be determined. BW & DA were both absent, item couldn't be discussed. H. Centennial Frolic — Member Elsken, Tab 0 1.Date and Time: Friday, December 11, 2015 (tentatively), time to be determined. 2.Location: Methodist Church lawn, Historic Courthouse Breezeway and Lawns (tentatively). 3.Sponsors: to be determined. CCAHC — August 25, 2014 Meeting - Page 5 of 7 Katrina: I am still working on forming my sub - committee. Getting some interesting suggestions for various musicians that I didn't know where here. Still a ways from the event. Possible Budget: Site Rental $0.00 County & Church property Note to change to BBQ & drinks $2,000.00 200 people @ $25 /pp KE: would committee consider turning the food over to a school club like 4 -H or FFA to use as a type of fund raiser. Concensus: yes its possible, or have it donated. Decorations $2,000 Clean Up $0.00 Utilitize the OCSO Trustees Advertisemetn$0.00 In -kind Event Insurance$500.00 J. Sponsorship Packets created, reviewed, and approved — Chair Mixon, Tab P JD: I don't have all together as I wanted to wait to see what was considered on the previous items. Issue will be put on the next agenda. K. Brick Pavers /City Hall Front Walkway Remodel Project — Member Hoover, Tab Q 1. Hear from Director Allen and consider approving guidelines based on Brick Marker's recommendation for offering limitations to the public for the sake of uniformity and pricing. 2. Hear from Administrator Whitehall of when and how the project would be bid. 3.Discuss/Approve incorporating with sponsorship packets as an incentive for certain levels. Hoover: I do not have anything as I thought BW & DA were going to be presenting information on this. I'll make contact them with. Gamiotea: Allen mentioned he'd contacted several companies, and had some research but had not pulled it together to give as a report yet. L. Okeechobee Community Theatre — Member Elsken, Tab R Any updates? Need money. Want to use the centennial name in advertising. M. Commemorative postcards fundraiser, Tab S 1. The idea was discussed at the August 25 meeting, and would require a coordinator. The HS already does something similar to this as a fundraiser. There's an advantage of them taking this on as they've already done it, but the disadvantage is selling them throughout the year. JD: the organization behind it would could get it out there on selling it. ST: Don't want to create a duplicate of the post cards both selling. JD: CCAHC concurred: Cable to take idea to the HS to ask them to see if they'd take it on, with the idea of donating a portion of the proceeds back to the centennial for sponsorship. Cable will take it to them, and report back. N. Logo — Chair Mixon, Tab T 1. Discuss /Approve where the logo should be utilized, including purchases of banners for downtown; add to City vehicles; patches for the OHS football and band uniforms; decals, stickers, lapel pins; plaques /certificate presented by the Mayor and City Council, and /or CCAHC. CCAHC — August 25, 2014 Meeting - Page 6 of 7 -OKMS has acquired new banners, we designed them to mention with the 1915. The smaller banner outfront at city hall or other areas. -JD, should be on some of the light poles. -prior life.corn refurbish banners into tote bags to consider at then end of the year. - auction them off at the frolic. -city interested in buying, great idea to use; -cars and badge — CCAHC would love it if they took this on -once we get it back we'll review in more detail. If anyone wants to use it they have to appear to the CCAHC and present their request. 2.Artist presentation regarding the requested changes /suggestions will be September 22, spoke with Bridget, conveyed everything we wanted changed, let her creativity work, no charge to have done. Notify all the entries, thanking them for submitting an entry, nice to send a letter. Clerk office will handle. VII. NEW BUSINESS A. Present the Taylor Creek Park Project's scope, time table, and budget; then discuss with the CCAHC what could be utilized to incorporate assistance to bring the project to fruition in coordination with Founders/ Heritage Day Event — Administrator Whitehall /Director Allen. Item couldn't '. be discussed to BW & DA not being present. B. Consider requests, presentations, or information from other groups /organizations. There were none. C. Present new information, requests, or information from CCAHC Members. Elksin: OTC wants to use 'centennial' on their advertisements, how can they get permission. They will need to present the request at a meeting. VIII. ADJOURNMENT — Chairperson There being no further items on the agenda, or discussion offered, Chairperson Mixon adjourned the meeting at 6:48 p.m. The next regularly scheduled meeting is September 22, 2014, at 5:30 p.m. Approved Meeting Schedule To Date through the Holiday Months: September 22, 2014 October 13, 2014 October 27, 2014 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. THESE HANDWRITTEN MINUTES WERE COMPLETED BY: LANE GAMIOTEA, CMC CITY CLERK CCAHC — August 25, 2014 Meeting - Page 7 of 7 Press release For immediate release 9/8/14 Tab D Agenda Attachment For Item V.C. Media Report CITY OF OKEECHOBEE CENTENNIAL CELEBRATION AD HOC COMMITTEE Contact person: Office of City Clerk Company name: City of Okeechobee Address: 55 SE 3rd Avenue, Room 100 Okeechobee, FL. 34974 Telephone number: 863 - 763 -3372 ext. 215 Fax number: 863 - 763 -1686 Email address:mjahner @cityofokeechobee.com Website address:www.cityofokeechobee.com Centennial Committee decides on Centennial Logo. Okeechobee, Florida, 8/25/2014 — The City of Okeechobee Centennial Committee began their meeting on Monday 8/25/14 with reports from committee members. Sharie Turgeon the Media Liaison discussed the recent WOKC interview which the final Call to Artists was made for the Centennial logo, Submissions were to be in the City Clerk's office by end of day on August 19 to prepare for the upcoming meeting. Sharie Turgeon also had notified the committee of another scheduled interview with WOKC to announce that a logo had been approved and would be announced at an unveiling at the "Kick Off Dinner" for our Centennial year in January 2015. The agreed to keep the logo design under wraps to officially present the logo in a grand way at our first event. The committee has also discussed that a number of media are eager to work with the Centennial Committee and the City to help us celebrate our birthday. The School Liaison Jeanne Enfinger continues to work with Superintendent Ken Kenworthy and others to secure venues for upcoming events. Committee members that are appointed to coordinate the events will be asked to follow up with these venues. The Historic Time -Line Liaison Magi Cable has been pouring through countless records to ensure that our history is not only recognized but celebrated as accurately as possible. The Committee members that are appointed to certain events will be able to use the time line to research events and activities that may be included in the celebrations. In planning for the events that will take place this next year the Committee appointed certain members to oversee particular events. If you are interested in helping plan and facilitate one of our exciting events please stop by one of the meetings and let us know where you would like to help. The meeting ended with an air of excitement as the logo submissions were viewed and voted on. The final logo design is still under discussion but a first draft and an artist were chosen to represent our fair city and it's Centennial. The artist will be given suggestions by the Committee and then asked to submit a completed logo. The final submissions totalled 29 entries received by local artists and high school students. The Committee would like to give a big shout out to Mr. Pung's Graphic Design class for their submissions and meeting the demands of a tight deadline as the deadline for the submissions were the following day. • Fundraising ideas continue to be gathered by the Committee. The Centennial Committee would again like to welcome the public to the Committee meeting which are currently being held at City Hall in the City Council chambers the second and fourth Monday of each month. These dates may change with the holidays approaching so be sure to check the City of Okeechobee website for changes. For more information visit our facebook page: www. facebook .com /OkeechobeeCentennial, the city web site www.cityofokeechobee.com or contact the Office of the Clerk at 863 - 763 -3372 ext. 215 or mjahnerOcityofokeechobee.com.