Loading...
2005.11.10_CAB_Minutes_SpecialCULTURAL SOCIETY BOARD SPECIAL MEETING November 10, 2005 9:30 A.M. Old business was tabled for next meeting, November 22, 2005. Jane has been doing double time for some people who have been out ill, in town hall. Thank you. General Board Information: Members should have received telephone list of addresses. Five hundred dollars ($500.00) has been received from the Town Commission. These funds were from another program, but the Commission decided to use the funds to go to the Cultural Board. We are grateful to the Commission. At the last meeting, it was agreed that the Chair would go forward to the Commission and make recommendations. Those three recommendations were: 1. A kickoff event for December 11, with the idea of holiday celebration and • trolley and some entertainment. 2. Recommend art in public places that would include the Town Hall. We have a conference room and other places at Town Hall to visually show work. 3. Conduct a fundraising mailing in early 2006. ~~ ~ The Commission granted all three for a total amount of between.$3,000 and $G~88. We need to have the December 11th plans for the holiday celebration. Thanks expressed to Lois Feldman for her terrific research, and great assistance from Riia Futernick, for her ability to find the correct trees, menorahs, trolleys, etc. The Town Manager is contracting for that at present. For this year we are leasing for the tree and menorah. This way, we can make decisions going forward for heights and widths for future years. As it stands right now, there will be a fifteen foot decorated tree, a six foot gold menorah. People of the town have been asking for a nativity scene, also known as a creche. Volunteers have agreed to look for that particular item; it will be added to the agenda at the Commissions request. • On November 6, the Sun Sentinel, in the Community News, ran a beautiful article on the Highland Beach Cultural Board plans for the holidays. It outlines very nicely what we need to do. Thanks to Mr. Hagelman for his supportive comments. Many • townspeople have phoned and are excited about this event. This will be a wonderful thing in Highland Beach coming after Hurricane Wilma. It was expressed that it is nice to have unity and something to celebrate after the suffering. Cultural Society Board Special Meeting -November 10, 2005 • Page 2 List of things to do. Please give your opinions One of the things to set right now is the time for the event. At some point it should be dark to show the lights. We need to co-ordinate with the trolleys to have people transported. It was suggested a time between 5:30 p.m. to 7:30 p.m. (Opinions please) with festivities to start around 6:00 - 6:15 p.m., to give everyone a chance to arrive. Members stated that it starts to get dark at 6:30 p.m. or earlier, so 5:30 p.m. sounds like a great starting time. It was agreed with a time slot of 5:30 p.m. to 7:30 p.m. with a half hour in the front end and a half hour at the back end for transportation. Re: the Menorah - An electric structure. Concern stated over the wiring? The company that we are working with does all the wiring, has experience in Boca Raton, Delray, Aventura, etc. They are professionals. This company was recommended by the town of Boca Raton. • Concern about the trolley. It was suggested that there should be one central place, preferably the Holiday Inn as it supplies the best parking, although permission will have to be granted. Their parking lot on the intercostal side is rather large. Concern was expressed about people walking from their homes to the street; it could provide a hazard and an insurance problem. The Chair stated that routing the trolley is going to be our responsibility. One other place, that we already have permission but would need to be confirmed, would be St. Lucie's parking lot. These may be two points that we may be able to work with, rather than have the trolley go condo to condo. Shall we consider a rain date? We would need to coordinate that with the New York Quartet, and confirm it with the town that it is okay. The Chair proposed the following Thursday, December 15th, because Thursday is now socially acceptable as a Friday or Saturday. Questions were raised regarding the food. But it was stated that the food consists only of cookies. The idea is that everything will already be in place, everything that we've contracted for will already be in place and the question is only to give a rain date to the public and the trolley. The trolley seems to be flexible. After debate it was decided December 15th for a rain date. • Next item is to name the event. This will go into the marketing material. Sample names were printed in the material given to the members. Chair suggested to keep the name short. After considerable debate a unanimous vote was declared for • `Light up the Holidays'. Cultural Society Board Special Meeting -November 10, 2005 • Page 3 • `Save the Date' idea for Channel 19. Save the date, December 11th, 2005, the Highland Beach Cultural Board presents the first annual, `Light up the Holidays'. Make it a holiday kickoff celebration. The date: Sunday, December 11th. The time: 5:30 to 7:30 at Highland Beach Town Hall. More information to come, so save the date. Rain date: December 15th. We would get this out to the public. Papers would be delivered to the condominiums. Everybody agreed to keep it simple, just letting the town know. Volunteers needed -- also for Channel 19. A sample was included in member's packet. Basically asking for volunteers and to use this as an opportunity to collect volunteers for future events and anything else that needs doing. Volunteers would: 1. Serve refreshments 2. Directing crowd 3. Coordinating townspeople 4. Assist at trolley 5. Service table with literature, pamphlets, questionnaires • A question about a pamphlet for the event using wine color on which to use the blue logo of the town of Highland Beach arose. The Town Manager informed the • members that they can use the logo on pamphlets or flyers related to town business, which the Cultural Society Board is town business. However, fundraisers and things that are not related to business, it's best that we not use the town logo. If the Cultural Society has a pamphlet that describes what the Cultural Society does, and how to get involved, then it is permissible to use the town logo. A survey is also permissible. Anything business related is permissible. A color for the identification of volunteers was discussed. A vote passed that an accent color, designated to be, the color lime green would be used by volunteers and for any non-official business. Motion was made and seconded, with all members voting, aye. c~~ cr~ ~ c~-v- ~o~~.~ ~.v . A debate ensued on what to use for identification of volunteers. Riia is the point person for the identifications. Time is of the essence as well as cost. We want something simple and elegant. It was suggested that perhaps badges printed on the computer could be used as they are reusable, or buttons. Riia Futernick stated that she would be leaving on the 11th and return on the 18th. Someone will be needed to take over her responsibilities onthe 11th. Chair person stated Riia will need to work with them ahead of time and whoever that is will be the volunteer coordinator for that day. Bettie Altman volunteered to take over for her and be the substitute volunteer coordinator on December 11th. Cultural Society Board Special Meeting -November 10, 2005 • Page 4 There is in Delray, a business called Insta-Sign, and Chair suggested that signs be placed at different properties, on the idea of what politicians do, that said `Light up the Holidays.' with the date, time and place. The price quoted was for an 18 in. by 24 in. sign for fifteen dollars each, in multi-color. We also need to consider if we want to do a flyer and posters in certain areas; marketing the event and getting the word out to the people of the town. William Snyder who does a lot of work for politicians, and is reasonable, said he could do something rather quickly. Ground signs were proposed. All agreed it was a great idea. The size was debated. The Town Manager had no idea whether it was permissible to use these signs, he will so inform the board. Color and ideas for the signs will be determined on the 22nd. Motion for lime green to be used for volunteers and full use of the color for flyers and published material or as an accent color, to be determined on the task by the task at hand. The motion was passed by vote. Gerry Pagliaro is the point person on the signs. She will come back with the colors, keeping in mind that lime green can be an accent. • Chair suggested to create a flyer that can either be mailed or brought to each of the condominiums to be posted, which may be more cost effective and less time consuming than to do a mailing to 4100 households in Highland Beach -some • thoughts on a poster for the town hall, the library, the post office, St. Lucy's, and the Holiday Inn if they allow it, Walgreens, Publix may allow us to put up a poster. It was decided that posters be placed in condominiums and public areas, and a stack of flyers be left in those places. Bettie Altman volunteered to distribute the flyers. Gerry Pagliaro and Emily Firtell volunteered to create the flyer. The flyer, a copy, will be complete by November 22. Distributed by December 1st. Lime green was decided to be the color for the flyers. Gerry Pagliaro will check out colors for the posters and report on November 22. Regarding entertainment. Emily Firtell and Lois Feldman volunteered to work on the entertainment programming. Bettie Altman volunteered to check with Holiday Inn and St. Lucie's if they will allow their property to be used for event parking. Bettie and Emily Firtell volunteered to co-ordinate with Molly's Trolleys. Emily Firtell volunteered to do the music and sound. Spoken to Bill Moore and decide what sound we need. Will talk to Mary Hagelman and the Commission on whether any of them would like to, and for sure have something to say. We need to co-ordinate the music and the agenda. The music selection and the agenda forthe day is important. The agenda will need to be presented to the board on November 22. • Cultural Society Board Special Meeting -November 10, 2005 • Page 5 • Bettie Altman, stated that she will need a list and contact the volunteers before the day of the event. Chair stated that it must be a verbal passing on of names and phone numbers of volunteers. Riia Futernick will be calling a meeting soon with the volunteers and Bettie Altman will attend that meeting. • A debate ensued about the routing of the trolleys, and also insurance liabilities in regards to parking areas and accidents. It was determined the best way to know this was to discuss this with Molly's Trolleys as they are the experts. Emily Firtell volunteered for this. • On the question of food. We are waiting to get a donation of cookies from a local bakery. Otherwise, we could possibly go to Costco and pick up paper goods, cookies, etc. and give the receipt to the town. Punch has to be made orbought - egg nog, perhaps. Look at bottled soda, or ready-made punch. • The Town Manager, in regards the Trolley contract, it appears to be a point to point contract. It does look like they want a congregate point where they could pick people up and then deliver them to Town Hall. There could possibly be two points. The trolley is a 25-passenger vehicle, and should fill pretty quickly; we may have to renegotiate a different contract with Molly's Trolleys at a different price if we want it to run the entire length of A1A. • As for the sign, he read the sign code and suggested that we do not call them signs. He suggested `event placards,' the sign code is pretty strict about placing signs in Highland Beach. The code says, "A sign is the use of letters, words, emblems, trademarks, numbers or symbols to inform or advertise." The thing to be careful of is, if they go up on private property, we need to ask permission from the people. If it's in the public right of way, the Florida Dept. of Transportation may have some problems with that. He suggested that these `event placards' go up mostly on Al A, not too much more than a week before the event. Should the Dept. of Transportation or the Homeowners Association complain, we would probably have to remove them. It was suggested that a banner might be hung in front of the Town Hall. The Town Manager did not know the law, but said it was something that he believed could be accommodated without a problem. The motion was passed to place a banner. The next meeting will be November 22, 2005. The meeting was adjourned at 10:50 a.m. Cultural Society Board Special Meeting -November 10, 2005 • Page 6 CULTURAL SOCIETY BOARD MISSION STATEMENT To redefine Highland Beach as a cultural community by giving the residents opportunities for cultural enrichment: To tap the creative talents of local residents and promote the creative spirit of the town as well as fully explore other county resources available: To observe as a community traditional celebrations in honor of national and local holidays: To promote amulti-purpose use of our newly built library as a venue for the visual arts, musical presentations and speakers of note who will satisfy our inquiring intellectual pursuit of knowledge. Slogan: • Highland Beach: A cultural enclave at the water's edge. Submitted by: Bettie Altman, Member -Cultural Arts Board October 17, 2005 r a ~ ~ • :~ ADJOURNMENT With no further business to come before the Board, MOTION to adjourn was made by MRS. FIRTELUMR. FUTERNICK at 10:50 a.m. APPROVE: Emily Firtell, Ch. Jack D. Glazer, V.Ch. Bettie J. Altman Lois Feldman Gerry Pagliaro Riia Futernick Open r Attest: ~~ Date: ~ o~- ~ ~- ~ ~` f