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Home My WebLink About2016 09 12 Regular 500 Farewell Event Ideas for Commissioner KrebsCOMMISSION AGENDA ITEM 500 Informational Consent Public Hearings Regular X September 12, 2016 KS Regular Meeting City Manager Department REQUEST: The City Manager and the City Clerk request that the City Commission consider the information in this Agenda Item related to a Farewell /Appreciation Event for departing Commissioner Joanne M. Krebs, and decide how they wish to proceed. SYNOPSIS: In previous years, the City Commission has held Farewell /Appreciation Events for departing Elected Officials. The last such Event was held in 2010 for departing Mayor John F. Bush and departing Commissioner Sally McGinnis. These type Events have been a way to show the City Commission's as well as the public's appreciation to a departing Elected Official for the many years of service and time and effort they gave the community during their years in Office; similarly to some departing employees who have served the City well. CONSIDERATIONS: During the August 8, 2016 Regular Meeting of the City Commission, the City Commission asked the City Clerk to provide the City Commission with information related to holding a Farewell /Appreciation Event Commissioner Joanne M. Krebs will be leaving public office in November of this year. The following Farewell Appreciation Events for Elected Officials have been held in the last approximately twelve (12) years: Commissioner Edward Martinez, Jr.: when former Commissioner Edward Martinez Jr. resigned from Elected Office in May 2004, a Farewell Luncheon was held in his honor at Regular 500 PAGE 1 OF 5 - September 12, 2016 the Winter Springs Senior Center* Approximate cost of $1,400 was paid for this Event (no further information on costs or funding is available) Commissioner David W. McLeod: when former Commissioner David W. McLeod's Term of Office ended in December 2004, a Farewell Reception was held in his honor at the Tuscawilla Country Club* Approximate cost of $2,000 was paid for this Event (no further information on costs or funding is available) Commissioner Michael S. Blake: when former Commissioner Michael S. Blake's Term of Office ended in December 2006, a Farewell Dinner was held in his honor at the Winter Springs Town Center* Approximate cost of $2,000 was paid for this Event (no further information on costs or funding is available) Mayor John F. Bush and Commissioner Sally McGinnis: when their Terms of Office ended in November 2010, a joint Farewell Dinner was held in their honor at the Tuscawilla Country Club (in February 2011) Approximate cost of this Event was $3,500, via 50/50 cost sharing - Attendees were asked to pre -pay $15.00 and the City would pay the remainder of $15.00 per attendee, from Line Code 1100 -54800 -11002 (Promotional/Farewell) *From what the City Clerk recalls, these Elected Officials were asked what kind of Event they would prefer, and at what location /Caterer; and the Event was planned accordingly with their preference(s). On a related note, Farewell Events have been held in the last twenty (20) years for the following key City personnel: City Manager John Govoruhk: when former Manager Govoruhk resigned from his position as City Manager, a Dinner was held in his honor at the Tuscawilla Country Club (No further information on costs or funding is available) Chief of Police Dan Kerr: when former Chief of Police Kerr resigned in late 2008, a Farewell Luncheon was held in his honor at the Tuscawilla Country Club The Winter Springs Police Association organized this Event and partially paid for it. Attendees were charged $15.00 each, with the Winter Springs Police Association paying an additional amount of approximately $15.00 per person for a total of approximately $30.00 per attendee Parks and Recreation Department Director Chuck Pula: when Director Pula resigned in May 2010, a Farewell Luncheon was held in his honor at the Winter Springs Senior Center Each attendee was charged $7.00, with additional costs supplemented by the Parks and Recreation Department Possible Types of Events: (the more "$" besides the below noted events denotes the higher the cost for "someone" to pay) Regular 500 PAGE 2 OF 5 - September 12, 2016 $ Morning Coffee $$ Buffet Lunch and /or Roast $$ Sit -Down Lunch and /or Roast $ Reception Before City Commission Meeting $$ After -work Reception $$ Evening Reception $$$ Buffet Dinner and /or Roast $$$ Sit -Down Dinner and /or Roast Possible Event Venues City Hall Chambers for Presentations/Lobby for Refreshments Tuscawilla Country Club Restaurant in Winter Springs Senior Center Possible Dates: Dates of availability for a Farewell event for Commissioner Joanne M. Krebs will be provided to the City Commission for consideration once the location has been selected Possible Times: Times of availability for a Farewell event for Commissioner Joanne M. Krebs will be provided to the City Commission for consideration as soon as the City receives this information Event Details: Master of Ceremonies: Mayor Charles Lacey Head Table for Guests of Honor and family as well as current City Officials Toasts can be made Invitees can be asked to share stories about Commissioner Joanne M. Krebs Notification Efforts: Press Release inviting guests Printed Invitations (and /or emailed Invitations) could be sent out - possible cost of $100.00 (plus postage) if invitations were printed (this would be nice touch plus a memento for Commissioner Joanne M. Krebs and for historical purposes) City website City Electronic Sign Family and friends City Staff Seminole County Seminole County Cities Seminole State College • Seminole County Public Schools UCF /Incubator Regular 500 PAGE 3 OF 5 - September 12, 2016 Other entities Commissioner Krebs has been affiliated with Former Winter Springs Elected Officials Other key people /agencies Current Board and Committee Members Past Board and Committee Members that Commissioner Krebs has worked with Businesses Homeowner's Associations Citizens FISCAL IMPACT: Possible Options for funding could include any, some, and /or all of the following: Attendees would pay 100% City pays portion /Attendee pays portion [not including Guest(s) of Honor] General Fund pays for entire Event Vendor Sponsorship (from partial percentage, some, or all costs) if this is the preference, please specify which Vendor to ask Other Costs To Consider: Costs will typically be more for Events held at a City venue, specifically due to City staffing costs, catering costs which tend to run higher, in addition to any Event type items we might need to provide, such as tablecloths, serveware, etc. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: The City Commission is being requested to discuss what kind of Farewell /Appreciation Event they wish to hold in honor of Commissioner Joanne M. Krebs; and once the following details have been decided on, advise Staff on proceeding: Kind of Event Venue Funding Regular 500 PAGE 4 OF 5 - September 12, 2016 Notifications Date (Staff is suggesting a January 2017 or February 2017 date due to the end of Commissioner Krebs' Term of office, a new Seat Five Commissioner coming on board, and holiday plans that many people may already have made) ATTACHMENTS: None. Regular 500 PAGE 5 OF 5 - September 12, 2016