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HomeMy WebLinkAboutMinutes_Miscellaneous_01/13/1997_Public Safety Committee ;� � ; VILLAGE OF TEQUESTA Post Office Box 3273 • 357 Tequesta Drive '� � Tequesta, Florida 33469-0273 • (407) 575-6200 ° - ° Fa�c: (407) 575-6203 , e ; � 4 � CoUM� VILLAGE OF TEQLJESTA PUBLIC SAFETY CnMMITTEE 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, arid Department Heads. II. APPROVAL OF AGENDA The Agenda was approved as submitted. III. COMMUNICATIONS FROM GITIZENS There were no commun.ications from citizens. TV. 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 Recycled P�per PUBLIC SAFETY CQNIl�iITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 2 number of dinners and number of drinks caith the total due; and that the Vi�lage could not lose mon,ey since tickets would cost more than the actual food. Chairman Capretta explained tk�at 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 dri.nks was discussed. Chairman Capretta suggested that one way to serve drinks was to offer a glass of �rine 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 Han.sen questioned whether people would then be charged extra for drinks. After discussion, the Committee agreed that one glass o� wine should be included in the price of the $10� ticket, and that there would be a cash bar for other drinks/ Vice Mayor Schauer explained that hat and 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. A.rrivals 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 Gountry 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 Capre�tta suggested that PUBLIC SAFETY COI�IITTEE MEETTNG 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 �,.11ison 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 d�ink tickets to be given away in their name. Chairman Capretta suggested that it would not be desirable to have toa many people d�inking more than on.e or two drinks because problems could occu�, and the last thing that wouid 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 ticke'ts were sold that $25,000 wou�.d be grossed, and that expenses might be $�.O,OQO. �lthough seating capaci�y 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 Mayar 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 alsa planned to try to get a newspaper ad donated by the JUpiter Courier. Chairman Capretta suggested that the Chamber of Commerce cauld be approached to sell tickets. Vice Mayor Schauer commented that she was planning to contact the Chamber of Cornmerce to be a sponsor. Committeemember Hansen questioned t�e use of profits from the event, to which Vice Mayor Schauer responded that profits would be earmarked for PUBLIC SAFETY COI�IITTE� MEETING MINUTES JANLJA�2Y 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 publi5hed as donor of that specific item. Chairman Capretta commented that people liked to contribute to speca.fic 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 ti.cket and did not attend they could write off th� entire amount �or 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 i.nformation would be printed on the ticket. She had contacted Village At�orney Randolph for the correct wording to print on the ticl�ets to comply with IRS rules. Vice Mayor Schauer announced that a band had been hired for $300. Vice Mayor Schauer explained that �he newspaper ad would contain the Village seal, with Police and Fire badges on either side. The ann.ouncement was tentatively planned to read: F�rst annual e�rening gala to support our Public Safet� Department, to be held on Tuesday, March 25, 1997, at the �'equesta Country C1ub at 7:00 P.M. - Gourmet Dinner -$2Q0 per person - Reservatzons essential -(and the phone number to ca11). Committeemember Hansen questioned whet�her any entertainment was p-lanned. Vice Mayor Schauer explained that there would be a program, distributed program samples from a dinner she had attended, and explained that the p�ogram for thi5 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 ane night and the Chainber of Commerce another night, to explain the event and enlist PUBLIC SAFETY COMMITTEE MEETING MINUTES JANUARY 13, 1997 PAGE 5 ----------------------- their support in becnmin.g sponsors to donate attendance at the event free of charge to a policeman or fireman and their spouse. The other �ommitteemembers 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 ensu�d. Vice Mayor Schauer indicated that she would prepare the announcemsnt. Chairman Capretta suggested that donations of cash and gifts be requested. Vice Mayor Schaue� 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. �1 comment was made that would violate a sign cade. Chairrnan 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 peopie sit together who wanted to sit together. Chairman Capretta suggested that key peopl� who would have free drink tickets to give away be scat`tered at di�ferent tables. Village Manager Bradford commented that at the next Redevelopment Committee meetin.g 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 even.t. Chairman Capretta suggested that someone be available as a phatographer at the event. Chairman Capretta suggested that Committeemember Hansen take on the project of what the Town Council might do, such as payinq for a specific item. Vice Mayor Schauer indicated that she was going to request donations of flowers and PUBLIC SAFETY COI�lITTEE 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 B�adford stressed that the Vice Mayar 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 ditferent 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 ticl�ets, 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 dan.ce, for which people would want to stay longEr. Mr. Grist suggested having waitresses take drink orders �nd have people pay for them instead of having a cash bar using tickets. Vice Mayor Schauer explained that the club would not allow cash sal.es. Mr. Griest suggested that the dress code should be announced since many people might think an event at Tequesta Country Club would be formal. ViGe Mayo� 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 shauld contact Homeowners Associations for a meeting, so that they could then promote the event through their organ.izations 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 Ha11 by an employee during certain hours, or by a volunteer so that no employees would need to be involved. Village Manager Bradford stated t:hat information would have to be provided to Vil�age 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 subm�tted, '.�� , �� � �, . ; , � _ 'c� �i t.' �k `�� � �y �-- /tiJ _ 'J �, � j"'�"�`� �. -- �-t.,(. �Betty �aur Recording Secretary ATTEST: ��...... Jo nn Manganie o Village Clerk UATE APPROVED: � �3 i997