HomeMy WebLinkAbout2009 11 23 Regular 601 Type Of Event For A July 4, 2010 Celebration COMMISSION AGENDA
Consent
Informational
ITEM 601 Public Hearing
Regular X
November 23, 2009
Special Meeting gr. Dept.
Authorization
REQUEST: The Parks and Recreation Department is requesting direction from the City
Commission regarding the type of event and funding level for a July 4
Celebration of Freedom on July 4, 2010 at Central Winds Park.
PURPOSE: The purpose of this item is to give staff direction regarding the type of event
and funding level for a July 4 Celebration of Freedom on July 4, 2010 at
Central Winds Park.
CONSIDERATIONS:
At the October 12, 2009, City Commission meeting the commission discussed having a
July 4 Celebration of Freedom.
Parks and Recreation staff met and discussed several ideas.
The actual cost to conduct the 2007, July 4 Celebration of Freedom including all City
overtime was about $120,000.
No event was conducted in 2008.
The actual cost to conduct the 2009, July 4 Celebration of Freedom /City of Winter
Springs 50` Anniversary was an expenditure of $54,858, a total of $27,516 was brought
in through vendors and donations, a total of $11,000 in -kind services. The result was a
total General Fund expenditure of $27,343.
Staff is proposing 2 options:
o Option 1 is a Sunday, July 4, 2010 event from 5pm to lOpm similar to last year
but with less expended on fireworks and other reductions as feasible. The budget
would be $48,700. Projected income /revenue would be $25,000 or a total
estimated General Fund expenditure of $23,700.
o Option 2 is a Sunday, July 4, 2010 morning to mid day event (10 am to 2 pm) on
the 2 softball ball fields at Central Winds Park. A kids area similar to the past
July 4 events, and Little Miss 4` of July, Flags, Photos, etc. with minimal stage
and sound. The budget would be $12,750. Projected income /revenue would be
$12,750 or more. It would be revenue neutral or no expense to the General Fund.
Agenda Item Regular 601
November 23, 2009
Page 2
In lieu of fireworks on July 4, City staff could pursue discussions with the City of Oviedo
and Oviedo Mall to jointly share in the cost of a fireworks show on Friday evening, July
2, 2009 at the mall. The City cost may be up to $7,500 (1/2 of a $15,000 show). The cost
could be raised by any excess funding obtained from the morning/mid day event,
additional sponsorships obtained for the evening fireworks, or mall or Chamber of
Commerce contributions. The public safety cost would also need to be discussed and
evaluated.
Option 3 is any addition, reduction, or further direction the City Commission desires.
Staff has already started negotiations with media companies to assist with advertising and
sponsorship funding but needs further direction on the event.
FUNDING:
General Fund Reserve:
Option #1 $48,700 Budget less Projected $25,000 sponsorships /vendors
Estimated General Fund Expenditure $23,700
Option #2 $12,750 Budget less Projected $12,750 SponsorshipsNendors
Estimated General Fund Expenditure $0
Option #3 Addition or Reduction by City Commission
RECOMMENDATIONS:
Parks and Recreation recommends that the City Commission establish the type of event
and funding level from General Fund Reserves for the 2010 July 4 Celebration of
Freedom.
ATTACHMENTS:
Option 1 July 4 Expenditures and Revenues
Option 2 July 4 Expenditures and Revenues
COMMISSION ACTION:
OPTION 1
CITY OF WINTER SPRINGS
CELEBRATION OF FREEDOM
SUNDAY, JULY 4, 2010
5:00 pm 10:00 pm
Description Cost
Fireworks Display (20 Minutes and No Special Effects) 15,000.00
Production (20' x 20' stage, Sound Lighting) 5,000.00
Entertainment (2 Local Acts) 1,000.00
Event Emcee 500.00
Advertising (Banner Newsprint) 500.00
Transportation (Event Shuttling) 2,200.00
Restrooms (Restroom Trailer 5 Portalets) 1,500.00
Golf Carts (7 Carts) 600.00
Hospitality Tent (20' x 40') 600.00
Light Towers (30) 3,400.00
Generators /Electrical Needs 2,000.00
Kids Area (Bounce Houses Trackless Train) 1,500.00
Traffic Control (4 Sign Boards) 1,000.00
Security Fence (450' ft of Chain Link) 1,000.00
Rain Insurance 600.00
Public Works (Staff) 700.00
Parks Recreation (Staff) 1,000.00
Police (Staff) 10,600.00
Budget Needed from General Fund $48,700.00
Income/Revenue Projected: $25,000.00
Estimated Final General Fund Expenditure $23,700.00
OPTION 2
CITY OF WINTER SPRINGS
CELEBRATION OF FREEDOM
SUNDAY, JULY 4, 2010
Morning/Mid Day Event (10 am 2 pm)
Description Cost
Production (Stage Sound) 1,500.00
Entertainment (Photos, Flags, Old Fashion Games 1,000.00
Little Miss 4 of July, Etc.)
Event Emcee 400.00
Advertising (Banner Newsprint) 500.00
Restrooms (2 Portalets) 300.00
Golf Carts (4 Carts) 300.00
Generators/Electrical Needs 1,000.00
Kids Area (Bounce Houses Trackless Train) 1,500.00
Traffic Control (2 Sign Boards) 750.00
Public Works (Staff) 500.00
Parks Recreation (Staff) 1,000.00
Police (Staff) 4,000.00
Budget Needed from General Fund $1 2,750.00
Income /Revenue Projected $12,750.00
Estimated Final General Fund Expenditure
(Revenue Neutral) -0-