HomeMy WebLinkAbout2009 08 10 Consent 206 Hometown HarvestCOMMISSION AGENDA
ITEM 206
Consent X
Informational
Public Hearing
Regular
August 10, 2009
Regular Meeting 1~'lgr. / Dept.
Authorization
REQUEST: The Parks and Recreation Department is requesting that the City Commission
consider approval of the Winter Springs Hometown Harvest Special Event
and associated budget for 2009.
PURPOSE: The purpose of this item is to discuss a Winter Springs Hometown Harvest
Special Event, budget, potential sponsors and partners, and give staff
direction.
CONSIDERATIONS:
• The Parks and Recreation Department has received several inquires from citizens,
sponsors, and potential partners regarding a 2009 Hometown Harvest Special Event.
• The last 3 years the city has conducted very large and successful Fall Hometown
Harvest Special Events in the Winter Springs Town Center with an estimated
attendance of 5,000 people.
• $10,126 was spent for last year's event, offset by $4,655 in sponsorships/donations.
• Parks and Recreation has put together a potential 2009 Hometown Harvest Event for
Saturday, October 17, 2009 from 5:30 pm to 9:30 pm in the Town Center at the
estimated total cost of $9,450.
• Staff has received direction to spend no more than $10,000 and will work diligently
to raise funding to offset the event's expenses.
• The event would include the following:
o Main Stage, Sound System and Lighting
o Musical Talent, Country Music Band
o Tents, Tables, and Chairs
o Port-a-Johns Restrooms
o Hay Wagon Rides
o Children's events including Pumpkin Painting, Face Painting, and Popcorn
o All attendees will receive unique give-a-way items
o Food and General Vendors
Agenda Item Regular 602
August 10, 2009
Page 2
FUNDING:
Not to exceed $10,000 (per discussions at the Workshop on August 3, 2009). Accordingly,
projected event budget (attached) totals $9,450.
RECOMMENDATIONS:
It is recommended that the City Commission approve the 2009 Winter Springs Hometown
Harvest Special Event and associated budget and authorize funding via a $9,450 General Fund
supplemental appropriation. (Any funds raised for this event will be utilized to offset this
supplemental appropriation).
ATTACHMENTS:
Attachment #1: Winter Springs Hometown Harvest 2009 Budget
COMMISSION ACTION:
Hometown Harvest 2009 Budget
Stage Production
Stage/Sound & Lighting $ 2,000.00
Entertainment $ 100.00
Kids Activities
Pumpkin Painting $ 200.00
Tent (20' x 40') $ 450.00
Restrooms
Luxury Flush (Portalets/Handicap unit) $ 500.00
Hayride
Hay $ 1,000.00
City Staffing (Overtime)
Police $ 2,500.00
Parks $ 1,500.00
Public Works $ 250.00
Misc.
Light Towers (3) $ 200.00
Flashrite (Message Board) $ 500.00
Road Barricades $ 250.00
Total: $ 9,450.00