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HomeMy WebLinkAbout1543352 - MINUTES - CRA MINUTES OF WORKSHOP MEETING 6TH ANNUAL ARTS & SEAFOOD CELEBRATION 2018 DANIA BEACH COMMUNITY REDEVELOPMENT AGENCY FRIDAY, SEPTEMBER 29, 2017 - 10:00 A.M. Interim Director Kathleen Weekes called the meeting to order at 10:03 a.m. Present: Chairman: Tamara James Vice-Chairman: Bill Harris Board Members: Chickie Brandimarte Bobbie H. Grace Marco A. Salvino, Sr.—arrived at 10:45 a.m. Interim Director: Kathleen Weekes City Attorney: Thomas Ansbro CRA Secretary: Louise Stilson 1. Opening remarks by the Acting Interim CRA Executive Director Proposed Event Dates: April 21-22, 2018 Interim Director Weekes followed a PowerPoint presentation, which is attached to and incorporated into these minutes. Commissioner Grace questioned the cost and sponsorships. Interim Director Weekes responded last year sponsorships amounted to $28,000.00 cash and upwards of$40,000.00 in-kind. The budget for this year is $140,000.00; however, we may not use all these funds. There appears there will be no organization that will take over the event. If the CRA does the production,the first thing needed is sponsorships. Board Member Grace said we have the opportunity to make this bigger and better this year. It is still early; Interim Director Weekes needs to reach out for more revenue, at least another $20,000.00. Chairman James suggested sending sponsorship letters from the CRA Board; it would be more personal and people should respond. Dan Murphy, Economic Development Manager, noted we need to look for a major sponsor, and since the event is a known quantity now, we need a professional to sell major sponsorships. He would approach both local and major sponsors. Vice-Mayor Harris confirmed Standing Ovations' fee was $38,000.00 last year. He questioned giving comparable funds to local organizations to do the same work. Interim Director Weekes concurred. Interim Director Weekes noted they will put a letter together to send to developers that shows unified support from the Board. Jessica Lizana, Dania Beach Press, questioned how someone with other jobs to perform would manage sponsorships. She felt there should be a specific sponsorship person. Interim Director Weekes responded it is a specialized field, and she will be happy to speak to anyone who has this ability. Sponsorship finders work on a commission or stipend basis. Board Member Brandimarte said to talk of hiring someone is out of the question; we need to cut back on the cost of the event. Board Member Brandimarte mentioned the t-shirt and asked how much the artist was paid for the design. Interim Director Weekes responded we pay the artist $400 to design the poster. Board Member Brandimarte added that artists do not do well at the event. We have had high priced vendors for this event; we need food trucks and prices for our residents. She feels that if this event is going to cost taxpayers every year we would be better not to have the event and just have a seafood festival. Chairman James said people who think they are bigger than the event should not be involved; we have local talent. Interim Director Weekes noted the big name entertainment is what draws the crowd. Chairman James commented people will come because of the event, not the big name. If we bring in a big name, we need to charge admission. The only way to make money is to charge admission. Interim Director Weekes would recommend a national band if we charge admission, and fence in the park. Nicki Satterfield, Director of Finance, noted you will struggle if you charge admission and do not bring down the price of food, and not let people bring in coolers and food. Bo Donly, 354 SE 6t' Street, stated if we radically change the product, we should change the name too. Interim Director Weekes concurred. There was discussion on the sand sculpture, making it smaller and having more children's activities. Minutes of Workshop Meeting 2 6t'Annual Arts&Seafood Celebration 2018 Dania Beach Community Redevelopment Agency Friday, September 29,2017—10:00 a.m. Finance Director Satterfield questioned whether consideration has been given to making it a one- day event. Board Member Grace favored two days. Interim Director Weekes noted crafters do well, but fine artists do not. Board Member Grace said there are not a lot of seafood vendors at the Seafood Festival. Board Member Salvino arrived at 10:45 a.m. Board Member Grace commented we need to get quality food vendors. Interim Director Weekes noted she will provide information on the food vendor charge. Finance Director Satterfield explained how the food vendors worked in past years and how the food concessionaire worked this year. Chairman James said either this is going to be a community benefit, or we give it to somebody else to run. Board Member Brandimarte does not want to keep losing money on the event. Interim Director Weekes noted the purpose of the event in 2013 was so that people would come in and see who we are; it was a family event. The Board agreed for the City to pay for the event, but hoped eventually it would pay for itself. Now it is hard because we try to provide the public with the best of everything. Board Member Salvino felt if we let the concessionaire pay us, maybe on our own side we could rent spaces to the locals. The few dollars we make could help the locals contribute towards the event. Otherwise, if we outsource the whole thing, we will fence the area and charge an admission fee. We have to spend money on advertising; if you do not advertise, you will not get anyone to come. Board Member Salvino questioned if we could ask for donations from local vendors to raffle to raise money. Interim Director Weekes addressed elements that the City still needs support with to handle the event. We need to find local groups that can help, which would cut Standing Ovations' budget. We want the Lions Club to take over the four bars. Chairman James said her organization could do that and give the money to the City. There was discussion about keeping the money from the sale of alcohol. The Lions keeps all the money; they do not give it to the City as they are selling for their own fundraising. Minutes of Workshop Meeting 3 6t'Annual Arts&Seafood Celebration 2018 Dania Beach Community Redevelopment Agency Friday, September 29,2017—10:00 a.m. Linda Wilson, 1547 Adams Street, Hollywood, said this is a premier event for the City, and we should look at what has come to the City because of the exposure and marketing of the event. The City is making money from the developers and we should not be short-sighted about the value of the event. She felt the City departments should bid on the job,just like other vendors. Board Member Brandimarte commented we do not have anything to offer as we are not a destination; we will be in the future, but not now. A 2-day event does not put you on the map. City Attorney Ansbro advised Staged Right Events is not allowed to do business with the City. Interim Director Weekes noted if we decide to have the event, we can have Standing Ovations handle the key elements. We can put out an RFQ in December for future events, as we are currently behind if we are doing the event this year. There is a grant coming up in December through Broward County and we will look into submitting for it. Chairman James said we have the event in the budget and we need to move forward. Ms. Lizana added April is not a good time to have the event. October or November is a better time and there are no major events happening until the Motorcycle Show in January. Interim Director Weekes noted perhaps we could look at changing the date in 2019; however, we need to get started if we are doing it in 2018. In order to move forward, she needs confirmations on a letter from the Board for sponsorships and on the bars. Board Member Grace said she does not want to wait until the next meeting to decide the plan. Interim Director Weekes should draft a letter to send to Broward County Mayor Barbara Sharief, Dania Pointe,AMO, Morrison Hotel, and the marine industry asking for sponsorships. Interim Director Weekes noted she will look at setting things up, and shaving costs. She will provide a report at the next meeting in October. 3. Adj ournment Interim Director Weekes adjourned the meeting at 11:33 a.m. ATTEST: COMMUNITY REDEVELOPMENT AGENCY \\ LOUISE STILSON, CMC TA RA JAMES CRA SECRETARY HAIRMAN—CR�j Approved: October 10, 2017 DANIA BEACH Minutes of Workshop Meeting COMMUNITY REDEVELOPMENT AGENCY 6d'Annual Arts&Seafood Celebration 2018 Dania Beach Community Redevelopment Agency Friday, September 29,2017—10:00 a.m. too ,\' R. DBCRA + "" � ►IMF► � .- _ . Arts and Seafood Celebration 2018 Planning Meeting AI i t '. September 29,2017 h UP I Announcement 6th Annual Arts and Seafood Celebration o DATES April 21 , 2018 and April 22, 2018 Saturday 1 1 :00arn to 8:00 prn Sunday 1 1 :00arn to 6 :00 prn Admission & Parking Free b DANIA BEACH Previous Discussion CRA Board Workshop held June 12 ,. 2017 r CRA Board agreed to seek support of Community Organizations Possibly turn the event to Community Groups to run Reduce the City' s investment in the event b DANIA BEACH Background Impact ■ Entering 6th year ■ Over 100,000 visitors in 5 years ■ Over one million exposed through social media • Community Awareness ■ Countywide, Statewide and National recognition holesome Family fun VI a . _ � i L i .t �+ . } .•!fit 1 ` ! F: Moving Forward CRA seeks to continually maintain the integrity of the event through goodwill and professionalism The CRA has managed the event with the assistance from the following: • Event Producer • City Organizations • Community Groups e < rill rt tee k rt I KKk 3 < 1 DAN IA_ BEACH ' COMM NITY REDEVELOPMENT AGENCY ' e Moving Forward Other Approaches ? SUGGESTIONS FOR 2018 EVENT Discussion c How will the event be produced? DANIA BEACH COMMUNITY NEC EVELO P M E NT AGENCY Event Production by CRA Discussion 1 . Funds through sponsorship Revenue Item 2017 $28,000 Casino @ Dania Beach ask for National Headliner Act Parking for Patrons Other Major Sponsors? Event Production by CRA Discussion 1 Site Plan (Past by S.0) Site plan to include fencing Park Fence Park $4,000.00 and Fronton Blvd. o Parking $3,700.00 Infrastructure Costs o Barricades $600.00 (Past by S.0) c„ City Permits $1 ,678.00 o Sound $10,000.00 . o Stage 32x24 $3,000.00 c Private Secunty$1 ,500.00 Fri-Sun Overnight o Power $9,000.00 c Police Teams $4,244.00 o *May incur more cost for c Fire Attendant $ 500.00 band riders Restrooms $6,000.00 c Sand Sculpture $7,500 - Rent less use Rec Center $10,000 Sanitation $6,000.00 c Between 75 to 100 tons Contracted Out Moving Forward Event Production by CRA Discussion Food (Concessionaire Golden Gate) Revenue Item 2017 $20,000 Food and Bar $20,000.00 Local Food Vendors Suggestion Food Trucks Ideas and Organization to Run Food? o All Arrangements before event o Monitor Operations o Protect Field o Clean-up thoroughly after event Alcohol Organization to run Bar o. Artists (Past S.0) Revenue Item 2017 $11 ,740 Organize all elements of Youth Art Competition Broward Schools o Event Poster Artwork o Application payment through Zapplication Follow Up S.O. o Zapplication Registration Cost Approx. $1 ,000 o Review/Jury (Art-N-Soul) o Confirmation (S.0) o Load-in & Load out(S.O & Art-N-Soul) o Refreshments snacks (S.O & Art-N-Soul) DANIA BEACH 4 .h Moving ! • Event Production by CRA Di.srtjSsinn, 7. Entertainment (S.O/Stellar Entertainment) National Act-Casino O Dania Beach British Invasion and others being considered Cost Estimate $6,000 Others? B. Volunteers S(_O) o Manage Volunteers: Call and make sure volunteers register on line. o Confirm assignments and ensure paperwork is signed o Distribute shirts at Kick-off Party o Monitor all volunteer shifts o Provide help on the spot to various areas when needed ® Coordinate Volunteer refreshments/snacks Sponsor Exhibits (S.0) Provide Tents Request insurance to be onsite Load in and Out to designated sites Ongoing assistance throughout the show Manage hospitality area &refreshments o. Other Activities o Chef Showcase (S.0) o Paint&Sip o Merchandise/Info Booth (S.0) Revenue Item 2017 $702 o Catabella Express Choo Choo Train/Bunjie Jump o Kids Area o Performance Artists (Art-N-Soul) Cost Estimate $1,500 iL DANIA BEACH Moving Forward Event Production by CRA Discussion i i. Promotion Cost Item $25,000 o Print Newspaper o Radio ° T.V. $25,000 o Signage & Printing o Social Media Ad Buys Event Calendars 12. Decor (Past items owned by S.O used in event) o Kick Off Party Decor o Tiki Bars o Flags a Shells, Netting, Linens o Other Decorative Items o Floral Arrangements Additional Comments DAN IA BEACH f(?:".',I r4 T Y FF f)F V F t O r•,A 4`j ,.