09-18-96t.
"FIRST NIGHT" STEERING COMMITTEE
MINUTES OF MEETING OF SEPTEMBER 18, 1996
The "First Night" Steering Committee met in the Commission
Chambers on Wednesday, September 18. Present were: Dezmond
Waters, Karen Summers, Nancy DeCandis, Rosemary Fletcher, Pam
Bushnell, Darlene Glasel, Peggy Neville, Donna Zimmerman,
Suzanne Judas, Thelma Fugere, Commissioner Suzanne Shaugh-
nessey, and Carl Walker, Board Coordinator. Also attending
were prospective committee members Nancy Wielgus and Donna
Bryant, and guests Nancy Coyle, mother of Nancy DeCandis, and
Jamie Fletcher, husband of Rosemary Fletcher.
The meeting was called to order at 7:35 PM and following
introductions, there was a discussion on the forthcoming City
Commission meeting of September 23. It was recommended that
all members contact the City Commissioners prior to the meet-
ing to solicit their support to include budget funding for
the Cultural Arts Board/"First Night" Committee. For that
purpose, Dezmond distributed a listing of the Commissioners
with their telephone numbers. Also, all members were encou-
raged to attend the meeting and bring supporters.
Carl advised that it was his understanding that the proposed
budget for the year was to be approved at the meeting in its
current form and that the funding for the Board/Committee was
to be taken up as a separate item later in the meeting. Com-
missioner Shaughnessy confirmed that this was her understand-
ing also.
Rosemary spoke on programming and distributed a copy of the
tentative schedule of entertainment for the event (see copy
attached). She also passed out copies of a "Master Task
Analysis" (copy attached) which outlines, in detail, assign-
ments for each sub -committee or area of responsibility. Some
of the tasks or needs were discussed. Rosemary also reported
that contracts had been approved and sent out to the artists
who were to respond by both fax and by returning the signed
copy of the contractual agreement. Carl is handling with
the Finance Director to encumber funds of approximately $4700
of this years budget for the cost of the artists.
Whether to charge vendors for the celebration was discussed
and the consensus was that a fee of $50 each, based on par-
ticipation of 10 vendors, was reasonable. The possibility of
having fireworks donated is also to be explored. Nancy De-
Candis will confirm space/dates/etc. at all site locations.
Miscellaneous mail which was distributed at the beginning of
the meeting was reviewed and acted upon, as needed.
Members were reminded that the next meeting date is the first
Wednesday of October (October 2). There was no further busi-
ness and the meeting was adjourned at 8:55 PM.
a, W.6.0,
Carl E. Walker
Board Coordinator
1st Annual Atlantic each First Night -
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Schedule of Events
8:00
.r I •11 I "-
William Eaton
Harmony
Chorus
6:30 - Interactive Playmarket for Children
Country
Western
Hoedown
Skin & Bones
tegkt Drummers
area
Country
Western
Hoedown
Skin 8c Bones
Teen Coffee House
Robin Bach
Movies & Refreshments
Ir
9:00
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10:00
rY I w.
William Eaton William Eaton
North Florida
Women's
Chorus
North Florida
Women's
Chorus
Mask and Hat Making for Adults
Ballroom Dancing
David
Lauderdale
Ace Winn
Tory Voodoo Tory Voodoo
YM
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11:00
1"-1
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12:00
Al, Ace, Jenn, Suzanne
FIRST NIGHT
MASTER TASK ANALYSIS
9/18/96
CHAIR TASKS / ROSEMARY
1) COMMUNICATE WITH COMMITTEE CHAIRS EXPLAINING
TASKS, DUE DATES
2) CALL ALL COMMITTEE CHAIRS TO FOLLOWUP ON TASK
COMPLETION
3) REASSIGN COMMITTEE CHAIRS AS NEEDED (E.G.,
PROCESSIONAL SUBCOMMITTEE, TEEN, ETC.)
4) LET COMMITTEE CHAIRS KNOW IT IS IDEA IF THEY FIND
THEIR OWN VOLUNTEERS.
5) THEY ARE RESPONSIBLE FOR FINDING NEW CHAIRS IF
THEY ARE UNABLE.
6) COORDINATE WITH CITY (CARL, JIM JARBOE, LYMAN)
PROGRAM COMMITTEE TASKS: ROSEMARY
1) GET OTHER ARTISTS (TO FILL OUT SCHEDULE &
BACKUPS): potters, sculptures, painters, DAN, gospel choir,
Phillipino, more storytellers, performance artists, other types of
acts??
2) RE: BILL EATON: ONCE HE'S IN BUDGET, THEN:
ARRANGE TRAVEL & LODGING FOR HIS GROUP NANCY; &
WRITE LETTER TO CONFIRM
3) CALL ALL ARTISTS TO : GET CONTRACTS BACK;
CONFIRM SCHEDULE; GIVE ARTISTS NAME OF LOGISTICS
CHAIR TO ARRANGE SPACE & EQUIPMENT NEEDS.
4) DETERMINE EVENTS SCHEDULE; REARRANGE AS
NECESSARY.
5) COORDINATE WITH PUBLICITY RE: SCHEDULE &
LOCATIONS
6) SUPERVISE ACTS
7) OVERSEE ACTS IN TERMS OF : HOW LONG THEY ARE
TO PLAY, CONTENT OF ACT, & AUDIENCE PARTICIPATION
8) CHECK WITH DESMOND ON STAGE DRUMMERS..
WHAT ELSE?
9) JAMIE CHECK WITH CONTL CABLE RE: OLD MOVIES
CHILDREN'S SUBCOMMITTEE TASKS: KARIN
CLARK
1) FIND CHAIR FOR TEEN EVENT. CALL ATLANTIC BEACH
TEEN COUNCIL REP (TIM JOHNSON) TO GET HELP
ARRANGING TEEN EVENT
2) SOLIDIFY WHAT THE TEENS WILL DO (BATTLE OF
BANDS? COFFEE HOUSE? POETRY READING? DANCE?)
3) ARRANGE ACTS, EQUIPMENT NEEDS, & SPACE NEEDS
AT ABET FOR TEEN ACTIVITY -CONTACT LOGISTICS
4) GET SUPPLY LIST FROM EACH ARTIST, COMBINE AND
CREATE A MASTER LIST
5) CALL KAREN SUMMERS 249-8308, TO GET CONTACT
PERSON FROM WAL MART AND WINN-DIXIE (PER AMY
CRANE CULTURAL ARTS COUNCIL). ARRANGE FOR A
COMMITTEE MEMBER TO GO TO WALMART AND WINN
DIXIE TO DONATE SUPPLIES ON LIST . COMMUNICATE
WITH ARTISTS REGARDING NEEDS. GIVE LISTS OF NEEDS
TO LOGISTICS TO CHECK TECHNICAL SUPPORT AND
TABLES ETC.
6) CREATE A LIST OF ALL EVENTS AND NAMES AND
PHONE NUMBERS OF ARTISTS.
7) SEND CONTRACTS TO PERFORMERS
PROCESSIONAL SUBCOMMITTEE TASKS: FIND
CHAIR (ARTIST?)
1) DECIDE WHAT AND WHERE THE PROCESSIONAL WILL
BE (BONFIRE AT SCHOOL? BEACH? FIREWORKS? NANCY
EVERYONE GO THERE TOGETHER AT 11:30?)
2) ARRANGE THE EVENT: WHO WILL NEED TO DO WHAT
BY WHEN, AND WHAT EQUIPMENT & SPACE IS NEEDED?
WILL SOMEONE SPEAK AT THE BONFIRE? MAYOR?
DECIDE AND ARRANGE.
LOGISTICS AND OPERATIONS COMMITTEE
TASKS: NANCY AND THELMA
1) COMMUNICATE WITH ALL ARTISTS RE: SPACE NEEDS,
EQUIPMENT NEEDS, MONEY THEY'RE REQUESTING FROM
US, TECHNICAL NEEDS (EG., POWER), SETUP, AND
UNLOADING
2) ARRANGE OPENING AND CLOSING (LOCKUP) OF ALL
SPACES
3) ARRANGE LIGHTING NEEDS
4) ARRANGE SECURITY. COSTS?
5) ARRANGE BATHROOMS (PORTABLES?) COSTS?
6) ACT AS LIASON WITH ALL EVENT LOCATIONS: MAKE
SURE EVERYTHING IS READY TO GO FOR ALL LOCATIONS
7) DESIGN MAPS AND COORDINATE WITH PUBLICITY TO
MAKE MAPS AVAILABLE
8) ARRANGE CLEAN UP OF SITES AND AREAS BETWEEN
SITES, AND TRASH REMOVAL
9) MAKE SURE THERE'S SUFFICIENT MARKED PARKING
10) MAKE ACCESSIBILITY PLANS FOR HANDICAPPED
(MOBILITY, VISION, & HEARING IMPAIRED AUDIENCE
MEMBERS)
LEGAL & CONTRACT & BUDGET COMMITTEE
TASKS: SUZANNE
1) GET CONTRACTS BACK FROM ARTISTS -SIGNED- AND
INTO CARL'S HANDS BY 9/15/96
2) PICKUP CONTRACT FROM AL JENSEN AND GIVE TO
CARL FOR QUICK PERUSAL BY JIM JARBOE BEFORE
DISSEMINATING TO ARTISTS.
3) MAIUFAX CONTRACTS TO ALL ARTISTS ASAP
4) GET CONTRACT TYPED ON STATIONARY BY SUZANNE'S
SECRETARY
5) LOOK INTO COST OF LIABILITY INSURANCE; ARRANGE
SUCH INSURANCE
6) LOOK INTO LIABILITY RELEASE FROM CITY ATTORNEY
7) MAKE SURE WE ARE WITHIN BUDGET; IF NOT, DECIDE
WHAT MUST GO & CLEAR WITH STEERING COMMITTEE
8) DETERMINE BUDGET FOR NON -ARTIST EXPENSES (EG.,
PUBLICITY, BUTTONS, SECURITY, DECORATIONS,
SUPPLIES, ADVERTISING, OTHER COSTS??)
9) COORDINATE WITH OTHER CHAIRS TO OBTAIN ABOVE
INFORMATION
10) COORDINATE WITH CITY (CARL) RE: ALL BUDGET
DECISIONS.
11) TRY TO HAVE CHECK FOR ARTIST AFTER THE EVENT,
NIGHT OF
PUBLICITY COMMITTEE AND MARKETING
TASKS: PAM
1) WRITE PRESS RELEASES UP UNTIL AND AFTER THE
EVENT: PAPERS: FOLIO (ASAP), TIDEVIEW, SHORELINES,
BCHS LEADER; PLUS TV & RADIO MEDIA
2) COORDINATE COSTS WITH BUDGET CHAIR
3) DESIGN, PUBLISH, & DISTRIBUTE POSTERS/FLYERS
4) ARRANGE TO SELL ADMISSION BUTTONS
5) ARRANGE OVERALL MARKETING & EVENT PROMOTION
PLAN
6) ARRANGE AND WRITE PUBLIC SERVICE
ANNOUNCEMENTS
7) PUT OUT BIDS FOR CREATING ADMISSION BUTTONS;
GET THE BUTTONS MADE.
8) GET ALICE GARTLAND BACK ON BOARD
9) VENDORS FOR EVENT. JAVA CAFE HAS A CART AND
WOULD LIKE TO PARTICIPATE. CHECK WITH SUZANNE/
LIABILITY
FUNDRAISING COMMITTEE TASKS: KAREN
SUMMERS
1) DETERMINE DOLLAR GOALS: FOR THIS YEAR & NEXT
2) COORDINATE WITH BUDGET CHAIR RE: DOLLAR NEEDS
3) SOLICIT INFLUENTIAL VOLUNTEERS TO GET DONATIONS
4) DISTRIBUTE DONATION FOLDERS; GET THE
FUNDRAISING GOING!!
5) ARRANGE FOR DONATIONS TO BE COLLECTED AND
PLACED IN ACCOUNT; COORDINATE THIS WITH CARL
WALKER WITH THE CITY.
6) SEND THANK YOU LETTERS TO ALL THOSE WHO
DONATE
7) COORDINATE WITH LOGISTICS CHAIR OR MARKETING
IF SPONSER/DONATOR DESIRES ADVERTISING FOR
SPONSORING AN EVENT; SETUP SUCH ADVERTISING
VOLUNTEER COMMITTEE TASKS; DONNA /
BARBARA
1) RECRUIT VOLUNTEERS. LET AT OLD VOLUNTEER LISTS
AND DETERMINE HOW TO BEST UTILIZE THEM.
2) ARRANGE AND TRAIN ALL VOLUNTEERS TO HELP AT
ALL EVENTS THAT NIGHT AND TO GUIDE PEOPLE
BETWEEN EVENTS. WHAT ARE VOLUNTEERS NEEDED TO
DO?
3) TALK TO CHILDREN SUB COMMITTE CHAIR. SHE IS
WORKING ON VOLUNTEERS FOR CHILDRENS'S
PLAYMARKET
4) THANK ALL VOLUNTEERS
5) ARRANGE FOR DECORATIONS... MAYBE SET UP
SUBCOMMITTEE.. PATRICIA GELTZ (247-1702) IS CONTACT
PERSON WITH ATLANTIC BEACH ELEMENTARY SCHOOL.
WORKING WITH ART TEACHERS IN GETTING STUDENTS
TO CREATE ART/ BANNERS FOR EVENT