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HomeMy WebLinkAbout2008 06 23 Regular 607 Board And Committee Appreciation Brunch Recommendation COMMISSION AGENDA ITEM 607 Consent Informational Public Hearing Regular X June 23. 2008 Regular Meeting \, V ~/ t\ Mgr.' / ~ept. Authorization REQUEST: The City Clerk is requesting the City Commission review the information in this Agenda Item relative to their recent recommendation that the City host an Appreciation Brunch to recognize the City's Volunteers who serve as Board and Committee Members and make any decisions they deem best. PURPOSE: The purpose of this Agenda Item is to have the City Commission make any applicable decisions on dates and what to include in an Appreciation Brunch for the City's Board and Committee Members. CONSIDERATIONS: At the June 9, 2008 City Commission Regular Meeting, the following is an excerpt of a discussion related to recognizing Board and Committee Members: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 23, 2008 REGULAR AGENDA ITEM "607 PAGE 2 OF 5 REGULAR 605. Office Of The City Clerk Requesting The City Commission Consider The Information In This Agenda Item Relative To The City Commission's Interest In Recognizing The City's V olunteers Who Serve As Board And Committee Members. City Clerk Lorenzo-Luaces briefly introduced this Agenda Item for discussion. Commissioner McGinnis suggested, "I love the last one - the Brunch. It is cost effective - we do it on a weekend." Commissioner Krebs added, "I like that idea." Additionally, Commissioner Krebs suggested it be held at the Senior Center. Mayor Bush added, "I think if you are going to have it, it needs to be in the Senior Center." Commissioner McGinnis then said, "I like having it at City Hall. 1 think that is appropriate." Discussion followed on whether spouses and Staff should be included? Mayor Bush suggested that the City Commission "Approve a Brunch and then let Andrea (Lorenzo-Luaces) and Staff work on where to locate this in an appropriate place." Commissioner McGinnis and Deputy Mayor Gilmore stated, "That is good." "I MOVE THAT WE APPROVE TO HAVE A BRUNCH FOR OUR VOLUNTEERS AND LEAVE THE DETAILS ON THE LOCATION AND TO WORK OUT THE LOGISTICS, TO STAFF." MOTION BY COMMISSIONER McGINNIS. SECONDED BY DEPUTY MAYOR GILMORE. DISCUSSION. MAYOR BUSH SUMMARIZED, "THE MOTION WOULD BE TO ASK ANDREA (LORENZO-LUACES) TO FIND AN APPROPRIATE LOCATION AND MENU AND SUCH, AND THEN BRING IT BACK TO THE COMMISSION FOR APPROVAL FOR THE FOOD - MONEY TO PAY FOR IT." CITY CLERK LORENZO-LUACES NOTED, "IF YOU WOULD LIKE, I COULD BRING YOU BACK THE PRICES TO HAVE THE SPOUSES OR JUST YOUR ADVISORY BOARD MEMBERS; AND LET YOU KNOW WHAT WOULD BE INCLUDED IN THE PRICE. I WILL ALSO CHECK OUT DATES OF AVAILABILITY FOR THE SENIOR CENTER - IS THAT WHAT YOU ARE - MOST INTERESTED IN? AND BRING THOSE BACK FOR YOUR APPROVAL AT THE NEXT MEETING?" MAYOR BUSH SAID, "OKAY." COMMISSIONER KREBS NOTED, "PERFECT." SENIOR CENTER AVAILABLE DATES: MENU/ PRICING: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 23, 2008 REGULAR AGENDA ITEM "607 PAGE30F5 VOTE: COMMISSIONER KREBS: AYE DEPUTY MAYOR GILMORE: AYE COMMISSIONER BROWN : AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: AYE MOTION CARRIED. Saturday, July 19, 2008 Sunday, July 20, 2008 Saturday, July 26, 2008 Saturday, August 16,2008 Sunday, August 17,2008 Saturday, August 23, 2008 Sunday, August 24, 2008 Saturday, August 30, 2008 Saturday, September 6,2008 Sunday, September 7, 2008 Saturday, September 13,2008 Sunday, September 14,2008 Saturday, September 20, 2008 Sunday, September 21, 2008 Saturday, September 27,2008 Coffee/Half & Half Juice Slice of Quiche (1/6 of8" Quiche) 1 Danish or Bagel/Cream Cheese Serving of Cut-Up Fresh Fruit 1-2 Fancy Mini Pastries or Slice of Fancy Cake Paper Napkins/Cups Clear Plastic Plates Per person: $8.00 per person (current prices) CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 23, 2008 REGULAR AGENDA ITEM "607 PAGE 4 OF 5 Advisory Board and Committee Members: 45 Minimum Staff: (City Manager and Office of the City Clerk): 6 $8.00 per person = $408.00 45 Certificates/Presentation Folders = $100.00 (current prices) Necessary additional options: Rental of Fabric Tablecloths (60"x120"): $8.50 each (current prices) Plastic flatware is $.30 per person (current prices) or silverware is $1.35 is per person (current prices) For 51 Attendees (Board and Committee Members and 6 StafJ) Food total (at $8.00 per person) = $408.00 Rental of 7 Fabric Tablecloths = $59.50 Plastic Flatware = $15.30 45 Certificates/Presentation Folders = $100.00 Total: $582.80 For 51 Attendees (Board and Committee Members and 6 StafJ) Food total (at $8.00 per person) = $408.00 Rental of 7 Fabric Tablecloths = $59.50 Silverware = $68.85 45 Certificates/Presentation Folders = $100.00 Total: $636.35 For 100 Attendees (Board and Committee Members, Staff and all their guests) Food total (at $8.00 per person) = $800.00 Rental of 14 Fabric Tablecloths = $119.00 Plastic Flatware = $30.00 45 Certificates/Presentation Folders = $100.00 Total: $1049.00 For 100 Attendees (Board and Committee Members, Staff and all their guests) Food total (at $8.00 per person) = $800.00 Rental of 14 Fabric Tablecloths = $119.00 Silverware = $135.00 45 Certificates/Presentation Folders = $100.00 Total: $1154.00 Also, we may need some additional monies to rent serving pitchers for beverages and serving plates, possibly, $50.00. FUNDING: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 23, 2008 REGULAR AGENDA ITEM "607 PAGE 5 OF 5 Costs for this Brunch 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. The mailing costs for mailing invitation letters would come out of the Postage Line Code, at a cost of approximately $18.90. RECOMMENDATIONS: COMMISSION ACTION: The City Commission is requested to decide if they still like the information presented for an Appreciation Brunch and if so, decide on the following: - Confirm Location - Select a Date/Time - Approve the Menu (Pricing) - Decide on who is to be invited - Approve rental of tablecloths - Decide on kind of flatware or silverware costs - Approve any contingency funds (to include rental of other needed items and rising prices) Note: As noted previously, unless otherwise stipulated, no favors, decorations, centerpieces, entertainment, marble gifts or other gifts would be purchased for this event.