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Minutes 02-24-25 Minutes of the Senior Advisory Board Regular Meeting Held at City Hall, Commission Chamber, 100 E. Ocean Avenue Boynton Beach, Florida, on Monday, February 24, 2025, at 2:00 PM Present: Sandra Watson, Chair Brent Rolle, Recreation Supervisor James Czizik, Vice Chair Cody Bonanno, Recreation Manager Ann Cwynar Louise Farrell Cheryl Ryder Phillip Martin Rebecca Shelton I. CALL TO ORDER Chair Watson called the meeting to order at 2:00 P.M. II. PLEDGE OF ALLEGIANCE — Recited The members recited the Pledge of Allegiance III. ATTENDANCE Roll was taken. A quorum was present. IV. APPROVAL OF AGENDA 1 . Additions, Deletions, Corrections Mr. Bonanno stated that the facility walkthrough of the Arts & Cultural Center has to be removed, as the meeting would have to take place in a public forum. He mentioned that members can take a tour on their own but cannot discuss any details. Motion Ms. Farrell moved to approve the agenda, with the deletion of the facility walkthrough. Chair Watson seconded the motion. The motion passed unanimously. 2. Adoption V. APPROVAL OF MINUTES This item was not addressed. VI. PUBLIC INPUT (Comments limited to 3 minutes and 1 Turn) None. Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 VII. UNFINISHED BUSINESS 1 ) Review the Summary of the SAB meeting from 2/3/25 (Emailed to the entire Senior Advisory Board on 2/10/25) Sending again 2/19/25. 2) Date confirmation of Friday, April 24th Chair Watson mentioned that the date should be April 25tH Mr. Bonanno mentioned that the alternate date, April 26, is unavailable, as the City is hosting The Taste of Boynton. Vice Chair Czizik asked Mr. Bonanno if the City's event was going to be hosted in the Arts & Cultural Center. Mr. Bonanno stated that the event will take place in Centennial Park and that it will take up most of the parking. Chair Watson confirmed that the event will take place on April 25th from 5:00 PM to 9:00 PM. Vice Chair Czizik said that he thought they agreed to host the event from 6:00 PM to 9:00 PM. Chair Watson stated that she made a mistake and the event is from 6:00 PM to 9:00 PM. 3) Confirm who will be responsible for the hiring of a DJ and what type of music will be played Chair Watson stated that she reached out to a DJ named Marsha and she is waiting to hear back from her. She asked the Board if they've made any other connections. Ms. Farrell stated that she knows of a band that performs in her community, and now that the Board has decided on a date, she will get their availability. Chair Watson asked Ms. Farrell to get the band's information and the pricing and then to send everything to Mr. Rolle, so that he can get the information out to the Board. Ms. Farrell asked the Board if they agreed to use a band with a live singer. Chair Watson stated that they chose a DJ, because they wanted a variety a music. She said that a band usually only provides one genre of music. Vice Chair Czizik mentioned that they would like more diversity for the music. 2 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 Ms. Farrell stated that the band she has in mind performs music from the 50s, 60s, 70s, 80s, 90s and Disco. She said that the band had an upcoming performance and provided the location and time for members to check them out. She mentioned that the fee for the band is $1700. Ms. Shelton asked if the band had a YouTube channel. Ms. Farrell stated that the name of the band is At the Hop, and it is under Golds Production Show. She provided the Board with the contact information of Mr. Gold. 4) Acknowledgement that registration will be available at 4 locations (John Denson Pool, City Hall, The BB Senior Center and the Tennis Center Chair Watson stated that they all agreed on the 4 locations to register and receive tickets. Vice Chair Czizik said that he thought they agreed to only one location. He asked staff will there be a list from each location showing the number of registrations. Mr. Bonanno stated that RecTrac can provide a total registration number for the event, but it cannot pull the numbers for each individual location. He mentioned that after the last meeting, he spoke with the cashiers at the front window located in City Hall. He said that it was recommended to divide the registration location amongst the 4, so that it is not overwhelming to City Hall staff. Ms. Shelton asked if most of the locations were located on the east side. Mr. Bonanno stated that each location is spread throughout the City and that there is probably one in each district. 5) Acknowledgement that there will not be any tickets printed, a person's receipt will serve as their ticket and final rosters will be printed. Mr. Rolle stated that there are no tickets. He said that when attendees register for the event, their receipt will be their proof of purchase. Chair Watson asked will there be a printed list of everyone at the event. Mr. Rolle confirmed that there will be a list. Vice Chair Czizik asked if there was a way to put out tickets so that they can determine which district the purchaser is from. Chair Watson commented that there isn't a way. 3 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 Ms. Farrell asked if the district could be acknowledged somewhere on the receipt. Ms. Shelton stated that the receipt will include the purchasers address and phone number. She said that they can use the address from the receipt to determine the district. Chair Watson said that moving forward, they would like to know how many people from each district are registering for their events. She commented that if a district does not have a great turn out, they can find ways to market better in that area. She asked Mr. Rolle if there was a way to get the word out to each district. Mr. Rolle stated that RecTrac does not separate by district. Chair Watson asked Mr. Rolle is there anything that can be put in place so that when people come to register, they can note which district they are from. Mr. Bonanno said that they can provide a sign in sheet to those who register, and that the sheet will be provided to the Board after the event, as they do not have a software that can gather that information automatically. He asked the Board if they were going to allow walk-ins for the event. Chair Watson said that if they have not met their quota, they will allow walk-ins. Ms. Shelton stated that they could check the registration weekly to see which district most people are coming from. Vice Chair Czizik asked staff when registration would become available. Mr. Bonanno stated that they could open registration quickly once everything is confirmed. He mentioned that they could probably open registration by the end of the week. 6) Acknowledgement that there is a maximum of 2 registrations per household. Chair Watson asked the Board if they still agree to only 2 registrations per household. Vice Chair Czizik confirmed that the maximum number is 2 per household. VIII. NEW BUSINESS 1) Update from Vice Chair Jim Czizik on food vendors including quotes and information. Risk Management contact information will be made available along with a sample of COI requirements. 4 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 Vice Chair Czizik stated that the vendors he has spoken to have been given the necessary paperwork. He said that they all have to be vetted by the City, and that they are all insured and licensed. He commented that the vendors may provide money that can offset the cost of what they will decide to pay a caterer. Chair Watson asked Vice Chair Czizik what type of vendors he has. Vice Chair Czizik stated that it will be vendors that would like to address the Senior Community, or that would like to be a part of a Citywide initiative. Chair Watson asked Vice Chair Czizik how many vendors he is expecting. Vice Chair Czizik said that he is considering 5. Mr. Bonanno mentioned that the Board has to be sure that vendors are following the City's protocol. He said they must have their COI's, and that it must go through Risk and Legal. Vice Chair Czizik reiterated that the vendors are aware of the protocol and that they have no problem being vetted by the City. Mr. Bonanno commented that the timeline to get everything approved and to get payment usually takes about 2 weeks after the event. Chair Watson asked Mr. Bonanno if payment can be provided a head of time. Mr. Bonanno commented no. Ms. Shelton asked Mr. Bonanno what if the vendor requires a deposit. Mr. Bonanno stated that the City tends to stay away from vendors or businesses that require a deposit. Ms. Farrell asked if they would provide a deposit to the entertainer. Mr. Bonanno stated that for the Recreation Department, they usually steer clear of those individuals. He mentioned that if a vendor requires a deposit, they will have to choose another. Chair Watson asked Mr. Bonanno if that was a City rule or just for Recreation. Vice Chair Czizik asked Mr. Bonanno if they would extend a promissory note within a contract that gives the vendors a sense of commitment. 5 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 Mr. Rolle stated that the City, as a whole, does not pay deposits. He stated that any vendor for the City has to set up a purchase order and that the purchase order guarantees payment from the City, once the vendor has provided services. He mentioned that it could take up to 2 weeks to get the check from Finance. Chair Watson asked staff if they could verify the information. She stated that during the Unity Project event, they were able to provide checks that same night to vendors. Mr. Bonanno stated that checks can be requested, but it all depends on the timeline. Vice Chair Czizik asked if it was 14-day window or 21-day window that everything has to be in. Mr. Bonanno stated that it is typically within the payroll cycle and that is about 14 days. Vice Chair Czizik mentioned that he got confirmation on a photobooth. He stated that they cannot provide 3 hours of service but will provide 2 hours. Mr. Bonanno asked Vice Chair Czizik to forward all of the information to Mr. Rolle. Chair Watson said that she thinks the most expensive items will be the food and the music. She stated that she has a caterer in mind, that is already vetted by the City, and that she is available the day of the event. Ms. Shelton asked Chair Watson if the caterer provides beverages as well. Chair Watson stated that they will have to ask. 2) Update from Chair Watson on Marketing and Advertising for the event Chair Watson stated that she spoke to the Gabby and Melanie from the Events team, and that they are willing to help with the event, but they would like to make sure that it is not going to cause an issue from the Recreation Department. Mr. Bonanno stated that Recreation and Events are currently under the same umbrella, and that it is okay with Recreation that the Board receives help from the Events team. 3) Establish a minimum number of registrations (participants) maximum is 160 (seated at a table) This item was not addressed. 4) Action items to be completed before the for March 3rd meeting (Next week) 6 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 Chair Watson said that she will get a quote for finger foods from Unique Creations and that she will meet with Kelly Armstead about decorations. Vice Chair Czizik said that he will meet with Mr. Allen Gold about the band. Ms. Cwynar stated that she will reach out to Marsha for DJ services. Mr. Rolle asked the Board if they planned to compare the two quotes or if they were looking to hire both entertainers. Chair Watson commented that they are going to compare the two quotes. Mr. Rolle asked the Board if they planned to do the same for food vendors. Chair Watson stated that she has one food vendor so far, and that she will reach out to Gabby in Events for another. Vice Chair Czizik asked if the City requires 3 bids to spend funding. Mr. Rolle stated that if each individual quote is under $5,000 it does not require 3 bids. Chair Waston said that she likes the name The Throwback for the event. Vice Chair Czizik said that he would call it a Spring Dance. Ms. Shelton commented that she likes the name Spring Fling. Motion Ms. Cwynar moved to approve the event name as Spring Fling. Ms. Shelton seconded the motion. The motion passed unanimously. Mr. Bonanno asked the Board if they wanted to add the word "Senior" so that there is no confusion on the targeted group. Chair Watson stated that they will leave it as Spring Fling, but when they market the event, it will be noted it is for the 55+ community. Mr. Rolle asked for clarification that the event's name will not include the word "Senior". Chair Watson reiterated that they would call it a Spring Fling, and market that it is for the 55 and over community. Vice Chair Czizik suggested that they call the event Senior Fling. Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 Mr. Rolle asked the Board if they wanted to table the topic and vote on a name at the next meeting. The Board agreed. Mr. Rolle recommended that the Board at least considers including the word "Senior" in some form, for the event's name. Vice Chair Czizik stated that they need to discuss the event's budget. He said that they have to decide how much the event is worth. Ms. Shelton commented that they should be able to discuss the budget at the next meeting, since they will have the quotes. Mr. Bonanno stated that he and Mr. Rolle are there to oversee that the funds are spent responsibly. He said that he was informed by the Division Director, that the $10,000 allocated to the Board, should not only be spent on the Senior Prom, but the greater good of the community. He commented that after this event takes place, it would be a good idea to work on a community project that will reach more Seniors, with the remaining funds. Chair Watson asked staff to clarify if the Board decides how to spend the remaining funds or if the funds will be returned to the Department. Mr. Bonanno stated that it is up to the Board to decide how the remaining funds will be allocated. Vice Chair Czizik said that they have other ideas and will spend the money before the end of the fiscal year. Chair Watson asked staff if they were being charged for the venue. Mr. Rolle commented that the Board is not being charged. 5) Facility walkthrough of the Cultural Arts Center This item was removed. IX. NEXT MEETING March 3, 2025, Agenda items are due by Tuesday February 25, 2025. 8 Meeting Minutes Senior Advisory Board Boynton Beach, Florida February 24, 2025 X. ADJOURNMENT Motion to Close Ms. Cwynar moved to adjourn the meeting. Chair Watson seconded the motion. The motion passed unanimously. The meeting adjourned at 3:00 PM. CITY OF BOYNTON BEACH ATTEST: VjflAAo, - J QQt rn_Q. Keysija Delorme, Administrative Coordinator II 9