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HomeMy WebLinkAboutDocumentation_Regular_Tab 8A_2/13/1997 I., A ., VILLAGE OF TEQUESTA Post Office Box 3273 • 357 Tequesta Drive `; �,; Florida Tequesta,Flo 33469-0273 • (407) 575-6200 ill--W o Fax: (407) 575-6203 VILLAGE OF TEQUESTA PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 I . CALL TO ORDER AND ROLL CALL The Tequesta Public Safety Committee held a regularly scheduled meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Monday, January 13, 1997 . The meeting was called to order at 4: 30 P.M. by Chairman Joseph Capretta. A roll call was taken by Betty Laur, the Recording Secretary. In attendance were: Chairman Joseph Capretta, and Committeemembers Carl C. Hansen and Elizabeth A. Schauer. Village Staff present were: Village Manager Thomas G. Bradford, Village Clerk Joann Manganiello, and Department Heads . II. APPROVAL OF AGENDA The Agenda was approved as submitted. III . COMMUNICATIONS FROM CITIZENS There were no communications from citizens . IV. REVIEW OF OUTLINE FOR PROPOSED POLICE AND FIREMEN' S BANQUET (Elizabeth A. Schauer, Vice Mayor) Vice Mayor Schauer verified that Chairman Capretta was satisfied with the menu. Vice Mayor Schauer explained that Bob at Tequesta Country Club would send a bill for the dinners to Village Manager Bradford after the event, listing i _C.,..jr.iP.7:'ir • PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 2 number of dinners and number of drinks with the total due; and that the Village could not lose money since tickets would cost more than the actual food. Chairman Capretta explained that this method of billing was possible since he had gone before the Board and they had approved this event as a Country Club event. The method of paying for drinks was discussed. Chairman Capretta suggested that one way to serve drinks was to offer a glass of wine at dinner which would be included in the price of the ticket but would be billed separately on the invoice for the event. Vice Mayor Schauer commented that wine had not been included with the price of the food. Committeemember Hansen questioned whether people would then be charged extra for drinks . After discussion, the Committee agreed that one glass of wine should be included in the price of the $100 ticket, and that there would be a cash bar for other drinks/ Vice Mayor Schauer explained that hot ana' cold hors d' oeuvres would be served during the cocktail hour. Chairman Capretta commented that normally at events at the club someone would greet arrivals, and a waitress would come up and ask if they would like a drink. The use of tickets for drinks and the raffle was discussed. Chairman Capretta suggested that two colors of tickets could be used, one for the raffle and one for drinks. Arrivals at the door could be given a ticket of each color, one for the raffle and one for a drink. This would be giving each person a glass of wine with their meal, a raffle ticket, and one free drink. For people who would like more drinks, drink tickets would have to be sold. Vice Mayor Schauer explained that Bob at the Country Club had indicated the following prices : beer $2 .50 per glass; wine $3.75 per glass; and hard drinks $3. 50 each. Chairman Capretta suggested. that a good method would be to average the cost and sell drink tickets for $3 . 00 to avoid confusion. Another issue was where to sell tickets, since no drinks or tickets could be sold at the club. Vice Mayor Schauer reported that at a recent party, two of the hosts had sold poker chips at their homes during specified hours as drink tokens . Chairman Capretta suggested that PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 3 when someone bought one of the $100 tickets, they could be told that the ticket included wine with the meal, a raffle ticket, and one drink; and if they would like more drinks they could purchase extra drink tickets right then. Chairman Capretta suggested that another way would be for someone to buy a large number of drink tickets to give away, and distribute them to Chief Allison and Chief Weinand so that they could distribute them to their officers to offer them to people who wanted another drink. Some of the big contributors could be approached to buy blocks of extra drink tickets to be given away in their name. Chairman Capretta suggested that it would not be desirable to have too many people drinking more than one or two drinks because problems could occur, and the last thing that would be wanted was for a policeman or a fireman to get into a wreck on their way home from their own banquet. Vice Mayor Schauer explained that the raffle and drink tickets would be purchased at Costco, and that the dinner tickets- would be printed and would explain what was included with the dinner. Vice Mayor stated that she was going to try to get the printing donated. Village Manager Bradford estimated that if 250 tickets were sold that $25, 000 would be grossed, and that expenses might be $10, 000 . Although seating capacity at the club was 250, more tickets could be sold since some people would only be buying as a donation and would not intend to attend. The Vice Mayor commented that at a function she was involved with at the Marriott hotel, 36 ticket purchasers had not attended. Vice Mayor Schauer stated that she was trying to get a lot of items donated in order to keep the actual costs capped at $50 per ticket. Vice Mayor Schauer indicated that she had a planning group who would meet during the upcoming week, and would make plans to go out and sell tickets. She also planned to try to get a newspaper ad donated by the Jupiter Courier. Chairman Capretta suggested that the Chamber of Commerce could be approached to sell tickets . Vice Mayor Schauer commented that she was planning to contact the Chamber of Commerce to be a sponsor. Committeemember Hansen questioned the use of profits from the event, to which Vice Mayor Schauer responded that profits would be earmarked for PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 4 facilities, but people who did not want to sponsor a policeman or fireman to attend the event free of charge or make a donation to the building fund for facilities, could pick from a wish list of items prepared by the Chiefs and have their name published as donor of that specific item. Chairman Capretta commented that people liked to contribute to specific items . Vice Mayor Schauer indicated that she wanted to provide options for donations. Chairman Capretta suggested that people be asked if they intended to attend, and if not that they could give their ticket back. Vice Mayor Schauer reported she had sold two tickets that day. Vice Mayor Schauer explained that if someone bought a ticket and did not attend they could write off the entire amount for tax purposes; if they did attend there was a certain portion of the ticket price that they could not claim as a tax deduction, and that information would be printed on the ticket. She had contacted Village Attorney Randolph for the correct wording to print on the tickets to comply with IRS rules . Vice Mayor Schauer announced that a band had been hired for $300 . Vice Mayor Schauer explained that the newspaper ad would contain the Village seal, with Police and Fire badges on either side. The announcement was tentatively planned to read: First annual evening gala to support our Public Safety Department, to be held on Tuesday, March 25, 1997, at the Tequesta Country Club at 7:00 P.M. - Gourmet Dinner - $100 per person - Reservations essential - (and the phone number to call) . Committeemember Hansen questioned whether any entertainment was planned. Vice Mayor Schauer explained that there would be a program, distributed program samples from a dinner she had attended, and explained that the program for this event would be similar, different recognition categories established for donors and sponsors would also listed. Vice Mayor Schauer suggested that Homeowner Associations be invited to the Village Hall one night and the Chamber of Commerce another night, to explain the event and enlist PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 5 their support in becoming sponsors to donate attendance at the event free of charge to a policeman or fireman and their spouse. The other Committeemembers agreed that the meetings would be preferable to written letters . Vice Mayor Schauer responded to Chairman Capretta that the closing time for the event was 9: 30 P.M. , and that dress would be semiformal (jacket and tie) , which would be indicated on the ticket. Discussion of the announcement in the newsletter ensued. Vice Mayor Schauer indicated that she would prepare the announcement. Chairman Capretta suggested that donations of cash and gifts be requested. Vice Mayor Schauer also commented that it was planned to place a sign outside depicting a barometer with the goal that had been set, and with "an. indicator depicting a firefighter and a police officer going up the barometer as the goal was reached. A comment was made that would violate a sign code. Chairman Capretta suggested parking a police car and a fire truck in the parking lot. Vice Mayor Schauer reported that, she did not plan to have a head table, but to prepare a seating plan and let groups of people sit together who wanted to sit together. Chairman Capretta suggested that key people who would have free drink tickets to give away be scattered at different tables . Village Manager Bradford commented that at the next Redevelopment Committee meeting on January 24 that it would be wise to tell the public a preliminary cost estimate for facilities. Vice Mayor Schauer suggested that an artist' s rendering of the new facilities be prepared for the event. Chairman Capretta suggested that someone be available as a photographer at the event. Chairman Capretta suggested that Committeemember Hansen take on the project of what the Town Council might do, such as paying for a specific item. Vice Mayor Schauer indicated that she was going to request donations of flowers and f . J • PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 6 balloons for the tables, which would be given away as prizes . The colors would be bone napkins and green napkins . Village Manager Bradford stressed that the Vice Mayor should consult Finance Director Kascavelis to be sure that the properly worded receipt was given to donors of items such as table decorations so that they would be able to get a tax writeoff, since the rules for government were completely different from church or private sector rules . Betty Nagy expressed her opinion that 9: 30 P.M. was too early for an event to end that cost $100 per ticket. Chairman Capretta explained that some people would stay later, and that the club would not make anyone leave, and that Tuesday night was chosen since that was a night that the club had no events . Wade Griest commented that it might be hard to sell 250 tickets, or what would be done if more than \250 people wanted to purchase tickets . Vice Mayor Schauer indicated that people would be asked whether they intended to attend at the time they purchased their tickets, so that a record could be kept; and the Chiefs would provide the number of tickets to be sponsored so that she would know how many would be left for sale to the public. Mr. Griest agreed that three hours was not long enough for the event. Mr. Griest suggested it might be better to have the band play while people ate dinner instead of having a separate dance, for which people would want to stay longer. Mr. Grist suggested having waitresses take drink orders and have people pay for them instead of having a cash bar using tickets . Vice Mayor Schauer explained that the club would not allow cash sales . Mr. Griest suggested that the dress code should be announced since many people might think an event at Tequesta Country Club would be formal. Vice Mayor Schauer explained that the dress code would be printed on the ticket and that it would be semiformal . The Committee agreed that the Vice Mayor should contact Homeowners Associations for a meeting, so that they could then promote the event through their organizations and get sponsors for the event. PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 7 • Chairman Capretta suggested that there might be a problem in selling too many tickets, and that people not coming to the event should give their tickets back at time of purchase . Discussion ensued regarding where tickets could be purchased--possibly at the Village Hall by an employee during certain hours, or by a volunteer so that no employees would need to be involved. Village Manager Bradford stated that information would have to be provided to Village Clerk Manganiello for the newsletter. Betty Nagy commented that she thought that a lot more people would want to be sponsors than would contribute to the building fund. Vice Mayor Schauer commented that she had told a lot of business owners that she would like them to become a sponsor for a couple to attend the dinner, would also like a door prize, as well as an additional check to go towards the facilities or a wish list item, and they had indicated that would not be a problem. She had told them she would be back when everything had been finalized. VI. ADJOURNMENT There being no further business before the Committee, the meeting was adjourned at 5: 25 P.M. Respectfully submItted, Betty Laur Recording Secretary ATTEST: Joann Manganiello Village Clerk DATE APPROVED: