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Home My WebLink About2009 07 27 Regular 602 Board and Committee Appreciation EventCOMMISSION AGENDA ITEM 602 July 27, 2009 Regular Meeting REQUEST: Consent Informational Public Hearing Regular X Mgr. / apt. Authorization The City Clerk is requesting the City Commission consider the information in this Agenda Item relative to the City Commission's interest in recognizing the City's Volunteers with a Board and Committee Appreciation Event. PURPOSE: The purpose of this Agenda Item is to request that the City Commission review the following information and decide on two (2) possible dates to honor their Board and Committee Members, and to agree on the preliminary details. CURRENT CONSIDERATIONS: At the July 13, 2009 City Commission Regular Meeting, the following is an excerpt of a discussion related to holding a Board and Committee Appreciation Event: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -JULY 27, 2009 REGULAR AGENDA ITEM "602 PAGE 2 OF 6 REPORTS 402. Office Of The City Clerk Secondly, City Clerk Lorenzo-Luaces asked if the City Commission wanted to have an Advisory Board and Committee Appreciation Event. Commissioner McGinnis stated, "Yes." No objections were noted. As for further information, Deputy Mayor Krebs suggested, "If you could just give us -something on that, and the cost involved, like if you did it at a local restaurant." Commissioner McGinnis added, "Empower Andrea to come back with two (2) options for us." Commissioner Brown said, "I think that is fine." BACKGROUND INFORMATION: The 1999 Board and Committee Appreciation Dinner was held at the Winter Springs Senior Center. Approximate price of rental of location for this event.• $0.00 Approximate price for Food/Beverages/Service for this event: $3, 000.00 Approximate price for Invitations (including postage): $125.00 Approximate price for Gift (Engraved Acrylic Award): $1,150.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Tree - "Seedling"): $110.00 Total Approximate Attendees at 1999 Event: 90 Total Approximate Cost for 1999 Event: $4, 385.00 The 2000 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room -main Ballroom). Approximate price of rental of location for this event: $300.00 Approximate price for Food/Beverages/Service for this event: $2,150.00 Approximate price for Invitations (including postage): $150.00 Approximate price for Gift (Engraved Pens): $800.00 (we received a special on the engraving, which saved the City several hundred dollars) Approximate price for Favors, Decorations, and Miscellaneous Items (Embossed Stationary): $65.00 Total Approximate Attendees at 2000 Event: 100 Total Approximate Cost for 2000 Event: $3, 465.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -JULY 27, 2009 REGULAR AGENDA ITEM "602 PAGE 3 OF 6 The 2001 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $200. DO Approximate price for Food/Beverages/Service for this event.' $1,900.00 Approximate price for Invitations (including postage): $250.00 Approximate price for Gift (Engraved Marble Paperweights): $1,500.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Embossed Mints): $40.00 Total Approximate Attendees at 2001 Event: 100 Total Approximate Cost for 2001 Event: $3, 890.00 The 2002 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room -main Ballroom). Approximate price of rental of location for this event: $500.00 Approximate price for Food/Beverages/Service for this event: $3, 330.00 Approximate price for Invitations (including postage): $280.00 Approximate price for Gift (Engraved Marble Paperweights): $1,345.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Stemmed Flowers and Tulle Covered Scented Votives): $165.00 Total Approximate Attendees at 2002 Event: 100 Total Approximate Cost for 2002 Event: $5, 620.00 The 2003 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event.• $200.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $3, 866.00 Approximate price for Invitations (including postage): $350.00 Approximate price for Gift (Engraved Marble Paperweights): $1917.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Balloons; 5 "x7"Frame with Star; Chocolate "Tokens of Appreciation" and Chocolate Stars): $505.00 Total Approximate Attendees at 2003 Event: 100 Total Approximate Cost for 2003 Event: $6, 838.00 The 2004 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room -main Ballroom). Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $3, 300.00 Approximate price for Invitations (including postage): $275.00 Approximate price for Gift (Engraved Marble Paperweights): $1 SI S. 00 Approximate price for Favors, Decorations, and Miscellaneous Items (Napkins; Chocolate Coins; Treasure Chests, Faux Jewelry and Coins): $400.00 Total Approximate Attendees at 2004 Event: 110 Total Approximate Cost for 2004 Event: $S, 490.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -JULY 27, 2009 REGULAR AGENDA ITEM "602 PAGE 4 OF 6 The 2005 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room -main Ballroom). Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $4,100.00 Approximate price for Invitations (including postage): $350.00 Approximate price for Gift (Engraved Marble Paperweights): $1,800.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Toy/Mini Musical Instruments, Plants, Cellist): $425. DO Total Approximate Attendees at 2005 Event: 110 Total Approximate Cost for 2005 Event: $6, 675.00 The 2006 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $3, 553.70 Approximate price for Invitations, Postage, Programs: $382.17 Approximate price for Gift (Engraved Marble Paperweights): $1, 725.00 Approximate price for Favors, Decorations and Miscellaneous Items (Plants, Flower Pots, Centerpieces, Ribbon): $663.37 Entertainment -Cellist: $100.00 Total Approximate Attendees at 2006 Event: 100 Total Approximate Cost for 2006 Event: $6, 424.24 The 2007 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant. Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event.• $2, 398.00 Approximate price for Invitations, Postage, Programs, Place cards: $224.00 Approximate price for Gift (Engraved Marble Paperweights): $1,838.00 Approximate price for Favors, Decorations and Miscellaneous Items (Fortune Cookies, Flowers, Chopsticks, Umbrellas, Take-Out Boxes, Bamboo Plants, River Rocks, Tea light Candle Holders, Centerpieces, Misc.): $1, 048.00 Entertainment -Kung Fu Tai Chi: $150.00 Total Approximate Attendees at 2007 Event: 100 Total Approximate Cost for 2007 Event: $5, 658.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -JULY 27, 2009 REGULAR AGENDA ITEM "602 PAGE 5 OF 6 The 2008 Board and Committee Appreciation Brunch was held at the Winter Springs Senior Center. Approximate price of rental of location for this event.• $0.00 Approximate price for Food and beverages: $561.00 Approximate price for rental of tablecloths and buffet equipment.• $472.00 Approximate price for disposable serve ware: $64.00 Approximate price for floral decorations: $12.00 Approximate price for Staff to set-up, prep, and clean-up: $1, 200.00 Total Approximate Attendees at 2008 Event: SO Total Approximate Cost for 2008 Event.• $2, 309.00 FUNDING: Most costs for this event would come from the "Promotion Expense Appreciation Dinner" Line Code, 1100-54800-11002. Currently there is approximately $3,000.00 available in the "Promotion Expense Appreciation Dinner" Line Code. During last year's Budget discussions, there was an interest in such recognition events, not being as elaborate as in the past. POSSIBLE CONSIDERATIONS: Dinner Event: Location: Winter Springs Restaurant Time: evening in August /September, approximately around 6:30 p.m. Invitation: A letter from the Mayor and City Commission could be mailed with the event information, as an alternative to printed invitations Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased Presentation: After dinner, the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Advisory Board and Committee Members Approximate Costs: TBD CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING -JULY 27, 2009 REGULAR AGENDA ITEM "602 PAGE 6 OF 6 "A Taste of Winter Springs" Dinner: Location: Senior Center. Time: evening in August /September, approximately around 6:30 p.m. Invitation: A letter from the Mayor and City Commission could be mailed with the event information, as an alternative to printed invitations Menu: Several Winter Springs Restaurants would all be asked to participate in this event and these establishments would bring in food (and buffet equipment if needed) Extras: Additional funding for Tablecloths; and possibly buffet equipment if an establishment could not bring their own would be needed with this event (could be an additional $400.00) City Staff: Approximately $500.00 for City Staff set-up and clean-up would also be required with this event Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased Presentation: After dinner, the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Advisory Board and Committee Members Approximate Costs: TBD RECOMMENDATIONS: 1) The City Commission is requested to decide if they like any of the options noted in this Agenda Item or if they would like to go with some other idea 2) The City Commission is respectfully requested to select 2 dates for this event Unless otherwise stipulated, no favors, decorations, entertainment, marble gifts or other gifts would be purchased. COMMISSION ACTION: