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Minutes 08-04-25 Minutes of the Senior Advisory Board Regular Meeting Held at City Hall, Commission Chamber, 100 E. Ocean Avenue Boynton Beach, Florida, on Monday, August 4, 2025, at 2:00 P.M. PRESENT: Ann Cwynar, Vice Chair Brent Rolle, Recreation Supervisor Louise Farrell Cody Bonanno, Recreation Manager Cheryl Ryder Phillip Martin ABSENT: James Czizik, Chair Monique Bodden 1. CALL TO ORDER Cheryl Ryder called the meeting to order at 2:00 PM. II. PLEDGE OF ALLEGIANCE The members recited the Pledge of Allegiance. I11. ATTENDANCE Roll was taken. A quorum was present. IV. APPROVAL OF AGENDA 1. Additions, Deletions, Corrections None. 2. Adoption Motion Ms. Ryder moved to approve the agenda. Ms. Farrell seconded the motion. The motion passed unanimously. V. APPROVAL OF MINUTES None. VI. PRESENTATION 1 ) Palm Beach PACE (Program of All-Inclusive Care for the Elderly) Mr. Rolle stated that Palm Beach PACE is to give a presentation but may have had problems with parking. He commented that if no one appears, they can move on to the next item. Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Ms. Ryder asked questions about the organization. Mr. Martin questioned how the organization came about. Mr. Rolle commented that PACE contacted him and requested to be added to the agenda. VII. PUBLIC INPUT (Comments limited to 3 minutes and 1 Turn) None. VIII. UNFINISHED BUSINESS 1) Update on Senior Prom Progress Ms. Ryder asked about ticket sales. Mr. Bonanno stated that 25 tickets have been sold. Ms. Ryder commented that on Facebook, only 21 people seemed to be thinking about attending. Mr. Bonanno said that Facebook is different from what staff have on their end. He commented that they have true reports or registration for the event. Ms. Ryder stated that she saw advertising in the parks, on Facebook and on the City's website. She asked if the staff would be putting up the flyer. Mr. Rolle said that Mr. Bonanno has a summary of everything that was sent over from Board members and that if allowed, he can go over the summary and that may answer any questions the members may have. Ms. Ryder said that she wants to know about the Woman's Club. She asked staff if they had to rent out the property. Mr. Bonanno commented that the Woman's Club is a City building and that it was already predetermined that they would not have to pay a fee to rent the facility. He said that the Club has already been reserved. Ms. Ryder asked if there was a cost to reserve the Woman's Club. Ms. Farrell asked where the 55 and older language is on the flyer. Ms. Ryder inquired with staff about the prom's color theme and questioned if staff will be providing centerpieces. 2 Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Mr. Bonanno stated that they will provide the centerpieces. He said that there are other staff members designated to handle different tasks and that those staff members would have more information. Ms. Ryder suggested that if the centerpieces were real flowers, she thought they could give them out to the attendees at the end of the event. She asked if favors would be given out. Mr. Bonanno commented that a committee was formed amongst City staff for this event and that they have been meeting weekly regarding this event. He said that they are working out the finer details and that people are assigned to different tasks. Mr. Bonanno said that the centerpieces may be one of the items that are given away but that he is unsure about anything else. Ms. Ryder asked who was going to set the room up. Mr. Bonanno said that it will be City staff that will set up prior to the event. He said that Board members do not have to worry about coming in early to set up and that the goal is for them to enjoy the event. Ms. Ryder clarified that the event was changed from 200 attendees to 160 attendees and will be held in the ballroom upstairs. She asked if there were going to be chairs downstairs for people to sit. Mr. Bonanno commented that there will be chairs downstairs and that the vendors will probably be placed there too so that they are out of the way of the event upstairs. Ms. Ryder asked staff about parking. She commented that on Facebook, she saw that most events offer valet parking. She asked if the Palm Tran would be used. Mr. Bonanno stated that they are unsure of which company they will choose. He said that whichever company is chosen, they will provide shuttle services from the Arts & Culture Center. Ms. Farrell questioned how the attendees would know about the parking. Mr. Bonanno commented that there will be signs at the Woman's Club and Arts & Culture Center. He stated that there will no parking at the Woman's Center and that that is the only downfall about the location. He said that there is not enough parking for 160 guests. Ms. Ryder asked if Board members are supposed to park at the Arts & Culture Center. Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Mr. Bonanno stated that they would have better designation for that soon. He said that it will likely be general parking if not an alternate location for convenience but for now they will park in general parking. He commented that the reason for that is because the members are to enjoy the event and not work the event. Ms. Ryder asked if the music was still being provided by Little Marsha from 6 PM to 9 PM. Mr. Bonanno stated that it is correct. Ms. Ryder commented that she noticed the caterer had been changed. She said that they spent months choosing a caterer and that the company they chose was already vetted. Mr. Bonanno said that the caterer chosen by the Board was not already vetted, which is why they had to go with Catering Solutions and stated they have used them for other City events. Ms. Ryder questioned if finger food had already been selected. Mr. Bonanno said that they are trying their best to match the menu with the previous menu from the other company to make it as close as possible. Ms. Farrell asked if the other company was canceled by staff. Mr. Bonanno stated yes. He said that the company was not fully vetted and could not provide some of the required documents. Ms. Farrell questioned why they were provided with all of the information on the other company. Mr. Bonanno said that the documents came from the Board's chair and that after going through the vetting process, it was not substantial to move forward with that company, so they made a choice to go with Catering Solutions. Ms. Ryder asked if the food would be placed on the balcony. Mr. Bonanno said that the Arts & Culture staff were going to determine where the best fit would be depending on the number of people. Ms. Ryder questioned if the Arts & Culture staff were going to set up everything. Mr. Bonanno said that is correct. Ms. Ryder commented that Jim Czizik had requested to have refreshments on the balcony. 4 Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Mr. Bonanno said that the concern is the stairs. He stated that they do not want any spills or incidents to come from walking with drinks or food up and down the stairs. He said that they are leaving the decision up to the Arts & Culture staff as they are more comfortable in that area. Mr. Rolle stated that the City's Risk Management team will also be involved in determining the safest course of action. He said that they want to avoid people walking around with food because it creates an environment where an accident could happen. Ms. Farrell asked if staff spoke to those at the Woman's Club to find out how they have done it for prior events. Mr. Rolle commented that if the staff at the Woman's Club was to host an event, the City's staff from the Arts & Culture Center would be in charge of the linguistics because it is a city building. He stated that the Woman's Club staff is a part of the City's committee and will inform them of the best way to set up. Ms. Ryder asked who would provide the liquid refreshments. Mr. Rolle stated that that is the responsibility of the Recreation Department to purchase those items. Ms. Ryder asked for clarification that the Recreation Department will supply everything for the liquid refreshments. Mr. Rolle commented that it comes from the total budget and that recreation staff will make the purchases and make sure the items are present. Ms. Ryder questioned who would run the photo booth. Mr. Bonanno stated that the photo booth will be through the Marketing division. He said that there will be a photo booth as well as normal photographers throughout the event. He said that there will be 1 photographer. Ms. Ryder asked if the photographer was going to run the photo booth. Mr. Bonanno said that the photographer will not run the photo booth but that there will be a photographer on site. Ms. Ryder asked if something would be available that would allow attendees to take keepsake pictures. Mr. Rolle commented that the Marketing Manager, Justin Johnson could probably answer Ms. Ryder questions. 5 Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Justin Johnson, Marketing and Outreach Manager, said that they have confirmed with the photographer that he will be on site for the event. He said that they are working on a photo booth but that it is not confirmed at the moment. He commented that the on-site photographer will capture pictures throughout the event. He stated that they are working with a sponsor to see if they can get a branded backdrop for the red-carpet photos. Ms. Ryder asked will the backdrop include the name of the event and the city. Mr. Johnson stated that it will likely just be a branded backdrop of the sponsor but that they can title the photos and add the City's logo, with the name of the event. Ms. Ryder asked whether there would be a cost for the guests to take the pictures home. Mr. Johnson said that the pictures would be made available to guests after the event but that they could not take them home at that time. Ms. Ryder commented that usually guests can take their photos home. Mr. Johnson stated at the moment it is prohibited to have on site photo printing but that the digital version of the photos will be available after the event. Ms. Ryder commented that this would not be a keepsake for the guests. Mr. Johnson stated that it would not be a physical keepsake, at least not on site. Ms. Ryder questioned if guests could take their own pictures with their own devices. Mr. Johnson stated that that would be fine. Ms. Farrell asked if someone would be there to control the crowd of people. She questioned if there will be any organization. Mr. Johnson stated that there will be someone there to monitor the line in case it gets out of order. He commented that from his experience and time with the City; he has never seen an issue of people over running the photo booth. Ms. Farrell stated a photo booth is not needed if there are not going to be any keepsakes and that a backdrop is only needed. Ms. Ryder asked why staff don't have a machine that can print out the photos. Mr. Johnson stated that it would be cost prohibitive given the budgetary restraints on the event. Ms. Ryder asked if there would be any keepsakes from the event. 6 Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Mr. Johnson confirmed that there will be no keepsakes. Ms. Farrell asked if the photos could be e-mailed after the event. Mr. Johnson said that they can be emailed. He said they would likely provide a download link to guests in attendance. He mentioned that they have been in contact with at least five table sponsors. He said that Conviva and Humana are two of the five and that they are in contact with a six sponsor that would cover the cost of the backdrop and the photos. Ms. Ryder asked if the vendors would be giving things away. Mr. Bonanno stated that the decision is up to the vendors. Ms. Ryder asked if the Mayor and Commissioners would be in attendance. Mr. Bonanno commented that they would reach out to the Mayor's and the Commissioners assistants to find out if they are going to be in attendance. Ms. Ryder asked question about the music and the timing of the event. Mr. Bonanno stated that the doors will open at 5:30 PM and said that is the earliest they can open. Mr. Martin asked how attendees would know that the doors wouldn't open until 5:30 pm. Mr. Bonanno stated that guests will receive event details listed on their registration. Mr. Martin said that he did not see that information on his registration. Mr. Bonanno commented that they could send an email blast before the event to the registrants. Ms. Ryder asked if Board members were supposed to buy tickets. Mr. Bonanno said that if Board members do not have to purchase tickets but for anyone outside of the Board, a ticket must be purchased. He stated that if Board members have already purchased tickets, they can go to City Hall and request a refund or transfer the ticket to their significant other. Ms. Ryder asked if Board members needed to provide help. Mr. Bonanno said that the Board members just needed to attend. Meeting Minutes Senior Advisory Board Boynton Beach, Florida August 4, 2025 Mr. Ryder asked how many buses will be provided to take guests back and forth from the event. Mr. Rolle stated that it depends on the final contract. He said if it is the current contract that they have, then there will be two buses and that each bus holds 30 people. Ms. Farrell asked why the flyer does not mention that it is 55 and older. Mr. Bonanno said that that would be a question for the Marketing Manager, Justin Johnson. He said that they could always have the flyer updated. He mentioned that there is no day of registration for the event. He said that registration closes on Thursday, September 11, 2025. He commented that the final number of attendees is due to the caterer no later than September 4, 2025. IX. NEW BUSINESS 1) Update on ideas for Senior Advisory Board to enhance the Senior Community of Boynton Beach This item was not addressed. X. NEXT MEETING September 8, 2025, Agenda items are due by Thursday July 24, 2025. Ms. Ryder questioned if September 8th was enough time for staff to finalize the details since the event would be happening that week. Mr. Bonanno commented that the committee is working diligently and that they should be able to present the information to the Board. XI. ADJOURNMENT Motion Ms. Ryder moved to adjourn the meeting. Ms. Farrell seconded the motion. The motion passed unanimously. The meeting adjourned at 2:35 PM. CITY OF BOYNTON BEACH ATTEST: vA_Lico_iiii.A.& 40,0,Antv_k_ Keysiera Delorme Administrative Coordinator II 8