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Res 43-03RESOLUTION NO. 43-03 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, SUPPORTING THE ROOTS CULTURAL FESTIVAL, INC. IN THEIR SPONSORSHIP OF THE TWENTY-SIXTH ANNUAL "ROOTS CULTURAL FESTIVAL" IN THE CITY OF DELRAY BEACH, FLORIDA. Annual Roots 2003; and WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Twenty-Sixth Cultural Festival in the City of Delray Beach from August 8'h through August 10, WHEREAS, the Roots Cultural Festival presents to the community, state and nation a view of the rich cultural heritage of people of African ancestry in our city; and WHEREAS, this festival was originally conceived by the Jefferson Manor Homes Association in an effort to bring people together to develop pride, respect and appreciation for their community as well as the particular heritage which they bring to the city; and WHEREAS, the Roots Cultural Festival provides an opportunity for exciting experiences for all, reminiscent of the Bahamas, the West Indies, Haiti and other countries from which people of African ancestry have come to Delray Beach; and WHEREAS, the activities of the festival are to promote math, language and communication development among our youth; to promote physical fimess through sports tournaments; to promote cultural enrichment and appreciation through exhibits, creative dance and dramatic presentations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1. That the City Commission of the City of Delray Beach hereby supports the Roots Cultural Festival, Inc. in their sponsorship of the 26e~ Annual Roots Cultural Festival in the City of Delray Beach. Section 2. That the City Commission hereby recognizes the 26t~ Anniversary of the Roots Cultural Festival, and commends its sponsors and supporters for holding this significant cultural event in the City of De[ray Beach. PASSED AND ADOPTED in teg~fl~r session on this the 8~ day of July, 2003. ATI'EST: City Clerk 2 RES. NO. 43-03 [IT¥ DF DELRR¥ BERgH Ali-America City 1993 2001 100 NW. lstAVENUE DELRAY BEACH, FLORIDA 33444 ME. MO DUM TO: FROM: David T. Harden City Manager ~AobertA. Barcinski ssistantCityManager DATE: SUBJECT: June 30, 2003 Agenda Item~1~ City Commission Meeting July 8~ 2003 Approval Resolution No. 43-03 and Special Event Request - 26th Annual Roots Cultural Festival ACTION City Commission is requested to approve Resolution No. 43-03 supporting and endorsing the 26th Annual Roots Cultural Festival. Commission is also requested to grant a temporary use permit per LDR's Section 2.4.6(H) for the use of City facilities, rights of way and parking lots, to authorize staff support for security, traffic control, barricading, signage, stage set up and removal, and clean up and trash removal. Approval is also th th requested for use of the large stage from August 8 through the 10 waiving rental fees, waiver of rental fees for use of City facilities, waiver of staff overtime and waiver of LDR's Section 4.6.7(C)(5)(a) and (9) to allow banners and flags and to allow event signs to be put up more than one week before the event. BA CK GR 0 UND Attached is a request from Mr. William Young, Board Chair and Mr. Tommy Stevens, Executive Director of the Roots Cultural Festival requesting a City Resolution supporting and endorsing this years event, staff support for traffic control, security, stage use and set up, barricading and signage, permission to hang banners and flags, use of City facilities and stages, waiver of facilities and rental fees, a waiver to allow signage to be put up more than one week before the event and a waiver of all staff overtime. Estimated overtime costs for this year's event are approximately $33,300 of which $27,000 is estimated for police overtime. Estimates include overtime costs for the final weekend, basketball tournament, and youth parade. Final costs will depend on traffic control needs on Atlantic Avenue. Last years actual overtime costs were approximately $30,400. This included additional traffic control costs for the final weekend. This event under provisions of the new policy is classified as a major event sponsored by a non- 561/243 7000 THE EFFORT ALWAYS MATTERS Printed on Recycled Paper Subject: Agenda Item City Commission Meeting July 8, 2003 Resolution No. 43-03 and Special Event Request - 26th Annual Roots Cultural Festival Page #2 profit agency. With this switch in site to Old School Square the event is considered a second year event with no charges for overtime. Next year; however, the charge would be 50% for costs over $10,000. This year, again the final weekend events will take place on the grounds at Old School Square and the CRA parking lot. The site set up is similar to the Garlic Festival. The Board has agreements with both Old School Square and the CRA. The event sponsor will be responsible for event management, vendor approval, entertainment, banners and signs and fencing of the event site. A minimal fee will be charged for entry to the site with children being free. Parking will be directed to City parking lots at City Hall as well as the Courthouse lot and other municipal parking lots. An event budget and schedule of events is attached. RECOMMENDATION Staff recommends approval of Resolution No. 43-03, the temporary use permit for use of City facilities and rights of way, the sign, banner and flag waiver, to be put up no earlier than July 28th, use of City stages on dates requested, waiver of stage rental fees, and City facility rental fees, staff support for security, traffic control, barricading, signage, and clean up and trash removal and consider waiver of overtime costs. Approval would not include blocking or fencing of NE 2nd Avenue. Waiver of any rental fees for the use of the grounds and facilities at Old School Square would need to be approved by the Board of Directors of Old School Square. Approval will be contingent on receipt of a hold harmless agreement and insurance certificate. RAB/tas Ftle:u:sweeney/events Doc: roots cultural festival 2003 I:tOOT$ CULTURAl, FESTIVAL, INC. A Celebration of Unity and Culture The Honorable Jeff Perlman, Mayor City of Delray Beach Delray Beach, H 33444 June 10,2003 Dear Mayor Perhaan: This summer marks 26 year of "Roots" presence in Dalray Beach. The 2003 Theme, "Capture the vision of Roots: Kuumbe (Creativity) is the Key" is appropriate in order for our Organization to be prepared to meet the challenges and demands of the Commonity's cultural needs. On behalf of the Board of Directors and the conmaunity, we thank the City of Delray Beach for its past participation and support. We also appreciate the annual resolution in honor of our efforts to celebrate the many cultures in Delray Beach. In order to continue our mission, we are requesting that for the year 2003, the city commission again grants us a resolution. This resolution should sanction the efforts of The Roots Cultural Festival through the support of the various municipal departments, such as the Police, Parks and Recreation, and other appropriate depamnents. Though we have been partners in common~ty-haddmg, flu'ough the various programs geared at unprovlng the quality of life for the citizens of Delray Beach, the best is yet to come! We are proud to acknowledge the many successful adults who have commented, "Thanks to Roots for believing in us; for encouraging us to be all that we can be; and for giving us an opportunity to showcase our many talents". Local patrons eagerly look forward to the Festival on the Squ~e. Tourists from all over the United States as well as the Islands have made the Festival in the Park a favorite vacation event during the smnmer, as many family reunions are planned around this event. As the newly elected Chairman of the Board, I am committed to using my experience as a businessman to helping this organization reach its goals. Attached, please find, a copy of our schedule and support request list. As always, we invite you and the Commissioners to share in the activities which are planned throughout the year. Sincerely, William Young, ~ Chairman of the Board Executive Director WY/td ATTACItMENTS P.O. Box 2654 Delray Beach, FL. 33447 · [561] 274 - 0365 RESOLUTION NO. 43-03 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, SUPPORTING THE ROOTS CULTURAL FESTIVAL, INC. IN THEIR SPONSORSHIP OF THE TWENTY-SIXTH ANNUAL "ROOTS CULTURAL FESTIVAL" IN THE CITY OF DELRAY BEACH, FLORIDA. WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Twenty-Sixth Annual Roots Cultural Festival in the City of Delray Beach from August 8e" through August 10, 2003; and WHEREAS, the Roots Cultural Festival presents to the community, state and nation a view of the rich cultural heritage of people of African ancestry in our city; and WHEREAS, this festival was originally conceived by the Jefferson Manor Homes Association in an effort to bring people together to develop pride, respect and appreciation for their community as well as the particular heritage which they bring to the city; and WHEREAS, the Roots Cultural Festival provides an oppornmity for exciting experiences for all, reminiscent of the Bahamas, the West Indies, Haiti and other countries from which people of African ancestry have come to Delray Beach; and WHEREAS, the activities of the festival are to promote math, language and communication development among our youth; to promote physical fitness through sports tournaments; to promote cultural enrichment and appreciation through exhibits, creative dance and dramatic presentations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1. That the City Commission of the City of Delray Beach hereby supports the Roots Cultural Festival, Inc. in their sponsorship of the 26th Annual Roots Cultural Festival in the City of Delray Beach. Section 2. That the City Commission hereby recognizes the 26e' Anniversary of the Roots Cultural Festival, and commends its sponsors and supporters for holding this significant cultural event in the City of Dekay Beach. PASSED AND ADOPTED in reg*,l.r session on this the 8today of July, 2003. ATI'NST: MAYOR City Clerk 2 RES. NO. 43-03 OOT$ CULTURA F'::' T VALs lNG. A Celebration of Unity and Culture ROOTS CULTURAL FESTIVAL, INC., YEAR 2003 SUPPORT LIST 1. Police Security, where applicable. 2. The City to waive the fee for the rental of the stage, ff necessary, for August 8th, 9m, & 10th' 2003. 3. The City to allow the display of the Roots flags at area organizations and businesses. 4. The City to waive fees for the use of facilities and staff for all activities scheduled at Pompey Park, Delray Beach Civic Center, and other appropriate City facilities. 5. The City to provide Roots siguage on Atlantic Avenue, Linton Blvd., US 1, and other appropriate sites from August 1-10, 2003. P.O. Box 2654 Delray Beach, FL. 33447 · [561] 274 - 0365 THE TVVENTY-SIXTH ANNUAL CULTURAL FESTIVAL Presented by THE SUN SENTINEL 2003 SCHEDULE OF EVENTS DATE TIME EVENT PLACE JUNE 25 7:45p. m.. Dedication Service 27 6p.m. Youth Basketball Tournament 28-29 9a.m. Youth Basketball JULY 13 7p.m Coronation Christ Missionary Baptist Church Pompey Park Pompey Park Old School Square 17 7p.m 18 7p.m. 18 7p.m Youth on Parade Talent Show Summer Nights on the Avenue Pompey Park Delray Tennis Center Tennis Tournament Delray Tennis Center 19-20 8a.m Tennis Tournament 20 7p.m Gospel Fest Delray Tennis Center Old School Square 21 6p.m. 24 27 28 29 30 31 AUGUST 2-3 4 6 8 9a.m-6p.m Spelling Bee Elimination Business Conference Oratorical Contest Spelling Bee/Language & Critical Thinking Skills Geography Bee/Essay contest Math Contest Environmental Summit/Science And Environmental Bee Basketball Tournament Basketball Tournament 7p.m Strategies for Serving the Homeless 7p.m. A Gathering of Brothers & Sisters 6p.m. Parade Pompey Park Auditorium Delray Beach Golf Course St. Paul Missionary Bapt., Church Pompey Park Auditorium Pompey Park Auditorium Pompey Park Auditorium Pompey Park Auditorium Pompey Park Auditorium Pompey Park Auditorium Pompey Park Pompey Park Auditorium City Hall 8 9 9 Jaz~ & Blues on the Square 8a.m Prayer Breakfast 7:30.a.m- Old School Square Pompey Park 10a.m. Health Fair Pompey Park 9 12 noon Festival on the Square Old School Square 10 lp.m. Gospel on the Square Old School Square OCTOBER 18 Roots Golf Classic Delray Beach Golf Club ROOTS CULTURAL FESTIVAL, INC. FY 2003 - 2004 Budget I. EXPENSES Personnel - Administration Academic and Cultural Arts Component Artist Fees Sports Components Self-Help and Improvement Component Space Reutal/Utilities (12mos. ~ $500) Telephone Service (12mos. ~ 175) Marketing and Advertising Accounting Fees Legal Fees Insurance (Board & Festival) Supplies Equipment Service & Repair Concessions Tee Shirts Logistics & Facility Layout Souvenir Booklet Sound (Indoor Activities) Sound (Outdoor Activities) $66,000 24,000 30,000 15,000 1,500 8,100 2,100 6,000 5,000 2,000 6,500 4,000 6OO 3,200 3,000 7,0O0 3,000 1,000 6,000 Low-budget Activities (youth on parade, splash party, etc.) 1,000 Travel 3,000 Miscellaneous Expenses (P.O. Box, etc.) 1,000 Printing 1,000 Total Expenses $200,000 H. Revenue Sports Components Concessions Booth Space Rental Souvenir Booklet Tee Shirts Low Budget Activities Grants, Foundations, Corporations Cash Carry-over Total Revenue 32,000 lO,OOO 12,000 4,000 5,0O0 3,000 130,000 4,000 $200,000 OF Please list the following information for each member of the bimrd: name, employer, position, bminess address and phone, resident address and phone. (Separate sheet may be used.) William Yount - (Chair); Retired Banke~, 15112 Tall Oak Ave., Delray Beach, FL 33446, 561-495-6505 Freddie Grice - (Vice-Chair); City of Lake Worth, Parks & Recreation, 1121 Lucerne Ave., Lake Worth, FL 33461; Home: 602 SW 4t~ Street, Delray Beach, FL 33444, (561) 825-0182 Cell # Mary Randoloh - (Financial Secretary); Nurse, Boca Comm~ity Home Health Services, 800 Meadows Rd., Boca Raton, FL 33486, (561) 272-7979; Home: 201 NW 11' Ave., Delray Beach, FL 33444. (561) 278-7148; Cell # 441-2208 Jounice Hili (Treasurer); Retired Educator;, Hom.e 309 SW 15~ Terrace, Delray Beach, FL 33444. (561) 272-7724 ~loe Weldon - (Secretary); Director of Parke & Recreation, City of Delray Beach; 50 NW 1~ Ave~, Delray Beach, FL 33444. (561) 243-7251; Home: 1050 NW 4t~ Ave., Delray Beach, FL 33~.~.. (561) 278-6436 Clayton Ball - (Directors); Community Child*Care Center, 55~ NW 4a Strut Delray Beach, FL 33444; Home: 1327 Prospect Street, Delray Beach, FL 33444. (561) 278-2782, Cell # (~61) 573- 8626 Barbara Browa -(Direetors); Retired School Principal, 718 E Chatelaine Blvd., Delray B~aeh, FL 3344~ (561) 742-412~ Franc~ c#.?r ~ (Directors); Be4ray Beach Full Scrvice, 301 SW 14" Street Delray Beach, FL 33444, Home. 241 NW 9~ Ave., Delray Beach, FL 33444. (561) 278-8422 Shirley Plommer (Di~ctors); Extra Speelal Stuff~ P.O. Box 2183, l]~ray Beach, FL 33447. (561)276-8902; Home: 329 Lineol~ Lane, DMray Beach, FL 3~.~.~-, (561) 278-1680 (1) Yeor 2003-2004 Board of Directors Continued: ~2~2 EKzabeth J. Wesley - (Director of Programs); Retired Administrator; Roots Cultural Festival, 400 West Atlantic Av~, Delray Beach, FL 3~?., (561) 2740365; Home: 309 SW 15m Terrace, Delray Beach, FL 33444. (561) 278-6436 Tommy L. Stevem - (Executive Director) Roots Cultural Festival, 400 West Atlaniic Av~, Delray Beach, FL 32~.~., (561) 2740365; Home: 2920 Dolphin Drive, Delray Beth, FL 33~.~.~.. (561) (2)