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Home My WebLink About2009 11 09 Informational 103 Expenses/Revenue And Project Summary 2009 Hometown Harvest Event COMMISSION AGENDA Consent Informational X ITEM 1 03 Public Hearing Regular November 9, 2009 Regular Meeting Mgr. Dept. Authorization REQUEST: The Parks and Recreation Department wishes to inform the City Commission regarding the Expenses /Revenue and Project Summary from the 2009 I ometown Harvest Special Event. PURPOSE: The purpose of this item is to inform the City Commission regarding the Expenses /Revenue and Project Summary from the 2009 Hometown Harvest Special Event. CONSIDERATIONS: The 2009 Winter Springs Hometown Harvest was a very successful special event. (Attached Project Summary) On August 10, 2009, the City Commission approved Agenda Item #206 with a maximum Hometown Harvest event budget of $9,450 and sponsorships and vendors be used to offset expenses as much as possible. The final report is now in and indicates that a total of $8,060.70 was expended. A total of $7,875 was brought in cash through vendors and sponsors. In result, a total of $185.70 will be the general fund expenditure. FUNDING: $8,060.70 Expended $7,875.00 Brought in $185.70 General Fund Expenditure RECOMMENDATIONS: Parks and Recreation recommends that the City Commission review the information presented and provide further direction as needed. ATTACHMENTS: Attachment #1 2009 Hometown Harvest Expenses /Revenue Attachment #2 2009 Hometown Harvest Event Report COMMISSION ACTION: ATTACHMENT #1 2009 HOMETOWN HARVEST EXPENSES EFF DATE AMOUNT VDR NAME /ITEM DESC COMMENTS 10/13/2009 $150.00 COMFORT HOUSE RESTROOMS 10/22/2009 $122.00 CREATIVE PRINTING PUBLISHING FLYERS 9/29/2009 $37.00 CREATIVE PRINTING PUBLISHING FLYERS 10/15/2009 $1,800.00 DENNIS E.FRANKLIN STAGE /SOUND 10/19/2009 $110.00 FAST SIGNS BANNER 10/19/2009 $30.00 FAST SIGNS BANNER 10/16/2009 $37.50 J S MICHAEL INC TABLES 10/27/2009 $609.00 LINDA S WIGGINS HAY 10/16/2009 $450.00 MICHAEL JOHNSON KARAOKE 10/27/2009 $250.00 PLASTER HOUSE INC PUMPKIN PAINTING 10/20/2009 $28.95 PUBLIX TOWN CENTER SUPPLIES 10/13/2009 $289.75 SUNBELT RENTALS LIGHT TOWERS /GENERATOR 10/13/2009 $218.50 TODD'S QUALITY TOMATOES PUMPKINS 10/13/2009 $700.00 TRIBUNE INTERACTIVE ADS 10/30/2009 300 NELSONS TENTS AND EVENTS TENT 10/30/2009 $280.00 FLASH -RITE, INC. MESSAGE BOARDS 10/17/2009 $2,648.00 OVERTIME OVERTIME TOTAL: $8,060.70 2009 HOMETOWN HARVEST REVENUE VENDORS AND SPONSORS HOMETOWN HARVEST VENDORS: DATE AMOUNT VENDOR 10/21/2009 $100.00 A COMPLETE FIX 9/16/2009 $100.00 A.C.E.S. 10/13/2009 $100.00 AMERICAN INCOME LIFE INS 10/21/2009 $100.00 ANABETH NALLY 10/21/2009 $100.O0ANTHONYTOGNOLI 9/18/2009 $100.00' BRUSTERS ICE CREAM 10/13/2009 $100.00 CAREER TRAINING INSTITUTE 9/11/2009 $100.00',CEN FL CHAMPIONSHIP 10/14/2009 $100.00 CENTRAL FLORIDA EVENTS 10/5/2009 $100.00 CENTRAL FLORIDA SPORTS 10/5/2009 $100.00; FIGWORKS 10/8/2009 $100.00 FREDDY THOMAS 10/21/2009 $100.00 GREG SCHELICH 10/13/2009 $100.00 J.E.N. HAIR INC 10/5/2009 $100.00 JUST PLUMERIA 9/11/2009 $100.00 KATHY ARBOGAST 9/21/2009 $100.00 KIM COBURN 10/5/2009 $50.00 KIM COBURN P A 9/18/2009 $100.00 LAURIE SANDBERG 9/18/2009 $100.00 LOURDES MACHADO 10/5/2009 $100.00 MARK CIOTTI 9/11/2009 $100.00 PAPA JOHNS USA 10/14/2009 $150.00 PAPA TONY CLAIRE INC 10/21/2009 $100.00 PHYLLIS KENT 10/5/2009 $25.00 RICHARD GROGAN 9/11/2009 $100.00 ROBERT BURKS DDS 9/23/2009 $100.00 SANDRA ERSKINE SANDYS DO 10/8/2009 $100.00' SERENITY CENTER 9/21/2009 $100.00 STAN DAVID BARDACH 10/14/2009 $100.00 STEPHEN DOUGLAS HARRIS 10/8/2009 $100.00'' STUDIO 5 -D 9/16/2009 $100.00 TAYLOR FAMILY ENTERPRISES 10/21/2009 $100.00 TROPICAL SOUL ISLAND GEAR 10/30/2009 $100.00 WIRELESS PLANET Total: $3,325.00 HOMETOWN HARVEST SPONSORS DATE AMOUNT SPONSOR 10/29/2009 $500.00 HERBA 10/29/2009 $500.00 LONGWOOD KIA 10/21/2009 $25.00' SERENITY CENTER 10/21/2009 $250.00, PATHWAY COUNSELING MINISTRY 10/13/2009 $25.00 THE AMAZING BROWNIE 10/13/2009 $250.00 STONEWOOD TUSKAWILLA 10/2/2009 $500.00 GRANZA 9/24/2009 $500.00 FL SPEECH LANGUAGE PATHOLOGY 9/16/2009 $2,000.00 SIMMONS JEWELERS Total: $4,550.00 TOTAL REVENUE: $7,875.00 ATTACHMENT #2 4 "'ANNUAL HOMETOWN HARVE S &tura*. cte er'f Hometown Harvest Event Report Prepared by: Christopher Carson, Recreation Supervisor October 29, 2009 Project Summary The 4 Hometown Harvest by all accounts was an overwhelming success. Attendance increased from 2008, between 6,000 and 7,000 people attended. Community involvement and enthusiasm (measured through increased sponsorship and participation by local businesses and non profit organizations) also grew. Participating community groups included the Hope Food Pantry, Winter Springs Rotary Club, American Cancer Society, plus many others. As intended, this signature Winter Springs event provided an excellent forum for local residents and those from surrounding communities, business people, and community service providers to come together to socialize, network, share resources and have fun celebrating their neighborhood. By building community capacity in a fun, inclusive environment, the 2009 Hometown Harvest exceeded our organization's goals. Overall financial and legal responsibility for the Hometown Harvest was coordinated and implemented by the City of Winter Springs. Event Overview This year's event featured main stage performances by numerous local performers, including the Blues Band Road Block, Lindy Romez Sol Y Mar, and Mr. Miss UCF. In the Street, a Line Dancing demonstration was coordinated by the Senior Line Dancing Program, which is held at the Winter Springs Senior Center. As always a very popular attraction is the Hometown Hayride that took place behind Magnolia Fountain, this was once again a huge hit as the Winter Springs Performing Arts coordinated hayride scenes as well as served as tour guides with great story telling. Across from the Hayride, we presented a Country Karaoke which many from the community enjoyed. Onsite activities included free pumpkin painting, kid's hay play area; inflatable basketball, face painting, and over 50 Vendors participated. With the exception of food services, the majority of the activities at the Hometown Harvest were free to allow as many community members as possible to participate. Due to a last minute cancellation by the fireworks vendor, fireworks were not conducted as advertised which disappointed some attendees. Winter Springs Hometown Harvest Presented By City of Winter Springs Statistics It is estimated that approx 6,000 7,000 people attended this year's Harvest, up from approximately 5,000 attendees in 2008. As this was an outdoor, non ticketed event, exact participant demographics are not available; however, Festival organizers and staff observed that the event was attended by a diverse cross section of the community, including many families with young children, youth, adults and seniors. While many attendees were from Winter Springs, many also visited us from throughout Seminole County. The Hometown Harvest was made possible by the hard work and dedication of over 20 event committee members, City Staff Members comprised of Public Works and Utilities, Urban Beautification, Police Department, Seminole County Fire Services and the Parks and Recreation Department. Deputy Mayor Joanne Krebs opened the Event's Opening Ceremonies, along side City Commissioners Rick Brown, Sally McGinnis, Jean Hovey and City Manager Kevin Smith. The overall impression that was given by city residents was that the event was very enjoyable and offered something for everyone. Budget As part of the City Commission Meeting on August 10, 2009, the City Commission approved a budget of up to $9,450 for the Hometown Harvest. Staff received direction to work diligently to raise funding to offset the event's expenses. Staff was very successful by obtaining sponsorships and vendor fees that totaled $7,875; as the event itself was $8,060.70. Promotions Media Exposure The City Newsletter featured the event. A 24' banner was erected across the Winter Springs Town Center. Press releases were sent to all the main media outlets. Event flyers were distributed throughout the area and schools. There were a number of web listings on Festival websites that solicited for General and Food Vendors as well as advertised the event itself. Radio Station K -92 FM agreed to be the exclusive radio partner for the event, as the Orlando Sentinel was the exclusive Newsprint partner of the event. Magic 107.7 FM also contributed radio spots which helped the event as well. Sponsorships We were very fortunate to have the support of our on -going and new Sponsors for this year's Festival as well as attracting new cash and in -kind sponsorships, plus sale of booth space for displays and the promotion of various products and services. Sponsors were: Event Sponsors Simmons Jewelers (Stage) Florida Speech K -92 FM Pathway Ministry Counseling The Orlando Sentinel Adorable Kinders Herba Family Chiropractic Longwood KIA Conclusion Comments for City Residents were ones of being grateful for the City's ongoing support of this important community initiative. This Winter Springs signature event, and all of its positive effects for local businesses, community groups, and residents, is made possible by your continued generosity, leadership and vision thank you. 2 :4; lon 1 '3+ r f t :71arilli