HomeMy WebLinkAbout2009 10 12 Consent 203 Requesting City Commission Consider Approval Of The Holiday Parade And Christmas Tree Lighting And Associated BudgetCONSIDERATIONS:
COMMISSION AGENDA
."EM 203
Consent
Informational
Public Hearing
Regular
October 12, 2009 1,%. C W
Regular Meeting Mgr. Dept.
Authorization
REQUEST: The Parks and Recreation Department is requesting that the City Commission
consider approval of the Winter Springs Holiday Parade and Christmas Tree
Lighting and associated budget.
PURPOSE: The purpose of this item is to obtain City Commission approval for a Winter
Springs Holiday Parade and Christmas Tree Lighting Special Event budget.
This year will be the 28 year of the Winter Springs Holiday Parade and the 2 year
at the New Town Center location which reduced its cost and also was well received
by the public. It is the 6 year of the very popular Christmas Tree Lighting.
Parks and Recreation is planning a 2009 Holiday Parade and Christmas Tree Lighting
Event for Saturday, December 5, 2009 from 5:00 pm to 9:30 pm in the Winter
Springs Town Center.
$16,277 was spent for last year's events, offset by $8,645 in sponsorships /donations.
Per discussions from the August 3, 2009 City Commission workshop, staff is to spend
no more than $16,277 and will work diligently to raise funding to offset the event's
expenses with assistance from the Events Committee.
City Special Event fees are to be waived.
Agenda Item Consent 203
October 12, 2009
Page 2
The event would include the following:
o Main Stage, Sound System, Lighting and Entertainment
o Light Towers, Message Board, Barricades, Tent
o Port-a -lets Restrooms
o Awards, Printing, Segways
o Children's events including ornament decorating, Santa Claus and set, Snow
Machines, and Photographer
o Food and General Vendors
Staff will also seek opportunities beyond the budget to augment the event at no
additional cost to the City.
The Special Event ICS will again meet regularly to coordinate the event.
FUNDING:
Not to exceed $16,277 (per discussions at the Workshop on August 3, 2009). Accordingly,
projected budget (attached) totals $16,220.
RECOMMENDATIONS:
It is recommended that the City Commission approve the 2009 Winter Springs Holiday Parade
and Christmas Tree Lighting Special Event and associated budget and authorize funding via a
$16,220 General Fund supplemental appropriation. (Funds raised for this event will be utilized
to offset this supplemental appropriation).
ATTACHMENTS:
Attachment #1: Winter Springs Holiday Parade and Christmas Tree Lighting Budget
COMMISSION ACTION:
Holiday Tree Lighting/Parade 2009/10 Budget
Stage Production
Stage /Sound Lighting 2,000.00
Entertainment 500.00
Snow Machines 800.00
Santa Claus and Set 1,800.00
Photographer 250.00
TV Filming /Editing 200.00
Kids Activities
Ornament Decorating
Tent (20' x 30')
Restrooms
Luxury Flush
Misc.
Light Towers (3)
Flashrite (Message Board)
Road Barricades
Public Safety Materials (Parade Cones)
Printing (Posters /Ads)
Awards (Parade)
Segways Transportation for parade (8 units)
ATTACHMENT #1
200.00
300.00
(Portalets /Handicap unit) 500.00
City Staffing (Overtime)
Police (Parade) 2,800.00
Police (Tree Lighting) 1,100.00
Parks 1,400.00
Public Works 600.00
I.T. Department 500.00
270.00
750.00
250.00
300.00
800.00
200.00
700.00
Total: 16,220.00
Staff will also seek opportunities beyond the budget to augment the event at
no additional cost to the City.