12:01 meeting called to order by Mike Sattelmeier.

it was confirmed that we have more than a quorum, there was sign in sheet.

Elise spoke about hector's new info sheet for new applicants.

People spoke for and against various issues

Leanne motioned that Susanne and Debbie and Linda will count ballots, Mark seconded, motion carried.

Ballots were collected by Rebecca, names were checked off the membership list as they voted.

Results are as follows

rule 1) change 29 no change 22 abstained 1 :changed

rule 2) change 15 no change 35 abstained 2 :no change

rule 3) change 19 no change 29 abstained 4 : no change

rule 4) change 22 no change 26 abstained 4: no change

rule 5) change 21 no change 27 abstained 4 :no change

rule 6) change 14 no change 38 abstained 0 : no change

rule 7) change 18 no change 25 abstained 9 : no change

rule 8) change 20 no change 25 abstained 7 : no change

rule 9) change 15 no change 29 abstained 8 : no change

rule 10) change 21 no change 25 abstained : no change

rule 11) change 33 no change 14 abstained 5: changed

rule 12) change 38 no change 7 abstained 7 : changed

rule 13) change 46 no change 6 abstained 0 : changed

we will present our rule changes to the city manager. we will request an appointment. Elise will contact him.

ryan made a motion to adjourn Lee Anne seconded meeting adjourned 2:42

BALLOT

This notice is to announce a special General Meeting of the

Key West Cultural Preservation Society, Inc.

to be held on May 15^th, 2013 at 12:00 P.M. at the Library Auditorium

ADGENDA and BALLOT for SUGGESTED SOP/GUIDELINE CHANGES

ADGENDA

A. Call meeting to order

B. Establish quorum requirements

C. Speeches by members on suggested rule changes

D. Appoint ballot counting committee

E. Ballot completion and counting

F. Adjourn meeting

BALLOT for SUGGESTED SOP/GUIDELINE CHANGES

Please place a check mark next to the items you wish to be added, removed, changed or remain the same.

1. Currently reads:

O. The photography, painting, jewelry and t-shirt categories would be limited to fifteen (15) participants each. All other items sold on the pier would fall under the miscellaneous category. This change does not affect the twilight or performers’ category.

Replace with:

O. If there is an excessive number of active participants for certain types of art, such as jewelry or photography, the P.C. has the authority to limit the acceptance of new participants to only exceptional work.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

2. Remove this rule:

Two members of the same family cannot be on the P.C. Committee at the same time.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

3. Remove this rule:

All new P.C. Committee members are required to have worked at the Pier for one year.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

4. Currently reads:

M. No vendor may exactly replicate another artist/vendors product.

Replace with:

M. No vendor may replicate another artist/vendor’s product; this will be decided by the P.C. This rule does not apply to craft processes that by default will result in a very similar product; for example palm frond weaving, spoon rings, Chinese name calligraphy.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

5. Currently reads:

No food vendor may exactly replicate another food vendor’s product.

Replace with:

No food vendor may closely replicate another food vendor’s product; this will be decided by the P.C.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

6. Add this rule:

Participants may prepay for the month at a higher set up fee (i.e. $600/month, adjustable by the Board of Directors) to reserve a certain spot without participating in the daily lottery. Those exclusive spots (non-food) shall be chosen by lottery at the beginning of each prepay month. Participants may move from their pre-paid spot in cases of weather and cruise ship dockage but will participate in regular lottery (minus daily fee) on those days.

_____ Check here if you want this change

_____ Check here if you do not want this rule added to our S.O.P.

7. Currently reads:

B. The Performer’s lottery will be seniority based with the following categories:

- Honorary regular performers-10 years (with Performers Committee approval)

-Permanent Regular Performers-5 full successive seasons with Regular Performer status

-Newcomers- Anyone who has worked 59 days or less. Newcomers are always welcome

Replace with (this rule goes hand-in-hand with item 9)

B. The Performer’s lottery will be an equal lottery (all performers will draw from the same numbers) with the following stipulations:

- If there are more performers than spots, the act(s) that do not get to perform that night will be the act(s) with the least seniority measured in years they have performed at Mallory Square.

- A year of seniority will be measured as 60 or more days performed during the calendar year.

-The Pier Manger will have a list of performers and the number of years they have performed at Mallory Square that will be updated yearly.

- If there are multiple acts in the year of least seniority, they will still draw numbers to determine who cannot work that night.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

8. Currently reads:

C. The Performer lottery will be operated as follows:

-The lottery will begin approximately two hours and 15 minutes before sunset

-Call-ins will be accepted from five minutes before until 5 minutes after designated lottery start time

-Call-ins will be picked last in their category

-Late walk-ins can participate in lottery up until the time in which the numbers are called in their category

- Performers who have participated less that 35 days in the previous quarter shall fall back to the next lowest category until they make up the number of days that they are shy of the 35.

Replace with:

C. The Performer lottery will be operated as follows:

- The lottery will begin approximately two hours and 15 minutes before sunset

- Call-ins will be accepted from five minutes before until five minutes after designated lottery start time

- Late walk-ins can participate until the first spot has been chosen, after which time they have to choose their spot last

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

9. Remove this rule (as it has no relevance in a system with a fair lottery; see item 7):

D. The change of status of any Mallory Square performer is subject to the approval of the Performer Committee. Any performer who believes he/she is being treated unfairly and therefore has a grievance may appeal to the Board of Directors of CPS and all interested parties will seek a satisfactory resolution to the dispute.

_____ Check here if you want this change

_____ Check here if you do not want this removed from S.O.P.

10. Add this rule:

D. Performers will be divided into three categories:

-Small acts (acts that don’t build up crowds for more than a few minutes; such as statues, musicians and balloon twisters)

-Medium acts (circle shows that don’t have too large of a footprint

-Large acts (circle shows that take up a large space and build up crowds that block pedestrian traffic if they perform on the waterfront)

-Medium act will perform in the 7 spots on the waterfront and the stage

-Large acts will perform in the 4 spots in the plaza (2 in the quadrant, the pit, and the spot by the parking lot)

-Small acts will perform in the small spots in-between the medium acts along the water and one by each of the entryways.

-No act can perform in another category’s spot unless all the spots in their category are taken and there is a free spot in another category. Acts will choose their spots accordingly.

_____ Check here if you want this change

_____ Check here if you do not want this added to S.O.P.

11. Currently reads:

-Perform close to the large curb with your back to the water while facing the land side

Replace with:

-Acts performing on the waterfront are to perform close to the large curb with your back to the water while facing the land side. Acts performing in the plaza can face in any direction.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is

12. Add this rule:

-Performers will elect a 7 person Performer Committee with two alternates. The Performer Committee must have four members to constitute a quorum. They shall meet on a regular basis preceding the Board of Directors meeting. The Committee shall be elected each year following the annual General Election meeting at the end of the year in a Performer Committee meeting. The Performer Committee is subject to approval by the Board of Directors and serves at the direction of the Board of Directors. The committee shall keep minutes of all Performer meetings and submit a report in writing to the Board of Directors.

_____ Check here if you want this change

_____ Check here if you do not want this added to S.O.P.

13. Currently reads:

H. A donation is requested to be made each night to help cover the cost of managing the Sunset Celebration and providing insurance as required by the city.

Replace with:

H. All performers shall pay the same set-up fee as the artists, with the exception of small acts (acts that don’t build up a crowd for more than a few minutes: statues, balloon twisters and musicians, etc. [decided by the Performer Committee]) who shall pay $5.

_____ Check here if you want this change

_____ Check here if you want this S.O.P. to remain as is