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Home My WebLink About2007 01 08 Regular 307 Suggest Dates, Location, Review Appreciation Dinner COMMISSION AGENDA ITEM 307 Regular January 8, 2007 Regular Meeting Mgr. Dept. Authorization REQUEST: The City Clerk is requesting the City Commission suggest dates and a location and review the submitted information for this year's Advisory Board and Committee Appreciation Dinner which as in previous year's will honor the individuals who serve our community as Members of the City's Advisory Boards and Committees. PURPOSE: The purpose of this Agenda Item is to request that the City Commission suggest their preferences as to possible dates and a location and any other related preferences for the 2007 Advisory Board and Committee Appreciation Dinner. CONSIDERATIONS: BACKGROUND INFORMATION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE 2 OF 5 For the most part, previous Advisory Board and Committee Appreciation Dinners have been held at the Tuscawilla Country Club and the Winter Springs Golf Club. As you all know, the Winter Springs Golf Club is now closed. Other than holding this Event at the Tuscawilla Country Club, the Winter Springs Civic Center, or the Winter Springs Senior Center which are all possibilities. One other possibility is a new restaurant in town, the Yen Yen Restaurant (Chinese cuisine) which has a large Meeting space that could be used for such an Event; (we would of course, have to have them cater the Event). Some points to consider: Usually, a Saturday night would be best for most of your guests. If a Friday evening is selected, consideration of giving guests time to get home from work, picking up children from school - should be considered. Locations available for this Event for consideration are: Tuscawilla Country Club; Winter Springs Civic Center; Winter Springs Senior Center; or the Yen Yen Restaurant. (Typically, Caterers that are brought in, tend to cost more than locations which provide their own catering. ) The 1999 Advisory Board and Committee Appreciation Dinner was held at the Winter Springs Senior Center: Approximate price of rental of location for this Event: $0.00 Approximate price for Food/Beverages/Service for this Event: $3,000.00 Approximate price for Invitations (including postage): $125.00 Approximate price for Gift (Engraved Acrylic Award): $1,150.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Free - "Seedling"): $110.00 Total Approximate Costfor 1999 Event: $4,385.00 The 2000 Advisory Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom): Approximate price of rental of location for this Event: $300.00 Approximate price for Food/Beverages/Service for this Event: $2,150.00 Approximate price for Invitations (including postage): $150.00 Approximate price for Gift (Engraved Pens): $800.00 (we received a special on the engraving, which saved the City several hundred dollars) Approximate price for Favors, Decorations, and Miscellaneous Items (Embossed Stationary): $65.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE 3 OF 5 Total Approximate Costfor 2000 Event: $3,465.00 The 2001 Advisory Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club: Approximate price of rental of location for this Event: $200.00 Approximate price for Food/Beverages/Servicefor this Event: $1,900.00 Approximate price for Invitations (including postage): $250.00 Approximate price for Gift (Engraved Marble Paperweights): $1,500.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Embossed Mints): $40.00 Total Approximate Cost for 2001 Event: $3,890.00 The 2002 Advisory Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom): Approximate price of rental of location for this Event: $500.00 Approximate price for Food/Beverages/Servicefor this Event: $3,330.00 Approximate price for Invitations (including postage): $280.00 Approximate price for Gift (Engraved Marble Paperweights): $1,345.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Stemmed Flowers and Tulle Covered Scented Votives): $165.00 Total Approximate Cost for 2002 Event: $5,620.00 The 2003 Advisory Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club: Approximate price of rental of location for this Event: $200.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this Event: $3,866.00 Approximate price for Invitations (including postage): $350.00 Approximate price for Gift (Engraved Marble Paperweights): $1,917.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Balloons; 5 "x7" Frame with Star; Chocolate "Tokens of Appreciation" and Chocolate Stars): $505.00 Total Approximate Costfor 2003 Event: $6,838.00 The 2004 Advisory Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom): Approximate price of rental of location for this Event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this Event: $3,300.00 Approximate price for Invitations (including postage): $275.00 Approximate price for Gift (Engraved Marble Paperweights): $1,515.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Napkins; Chocolate Coins; Treasure Chests, Faux Jewelry and Coins): $400.00 Total Approximate Cost for 2004 Event: $5,490.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUAR Y 8, 2007 REGULAR AGENDA ITEM 307 PAGE40F5 The 2005 Advisory Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom): Approximate price of rental of location for this Event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this Event: $4,100.00 Approximate price for Invitations (including postage): $350.00 Approximate price for Gift (Engraved Marble Paperweights): $1,800.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Toy/Mini Musical Instruments, Plants, Cellist): $425.00 Total Approximate Costfor 2005 Event: $6,675.00 The 2006 Advisory Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club: Approximate price of rental of location for this Event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this Event: $3,555.00 Approximate price for Invitations/Postage/Programs: $405.00 Approximate price for Gift (Engraved Marble Paperweights): $1,800.00 Approximate price for Musical Accompaniment; Favors, Decorations, and Miscellaneous Items (Plants; Plant Containers; Seed Vellum; Mini Pots,' Ribbon; Tea Light Candles; and Gardening Items): $725.00 Total Approximate Costfor 2006 Event: $6,485.00 FUNDING: Most of the costs for this Event would come from the "Promotion Expense" Line Code, 1100-54800-11002. Currently, there is $7,000.00 designated in this Line Code for this Event. RECOMMENDATIONS: Based on the availability of all Members of the City Commission, the City Commission is requested to agree on their top five (5) preferences for a date for the 2007 Advisory Board and Committee Appreciation Dinner; and to note their preference(s) as to where this Event should be held. Unless otherwise noted by the City Commission, as in previous years, the remaining details (selections for invitations, programs, hors d'oeuvres, dinner, musical accompaniment, favors, gifts, etceteras) shall be coordinated through the Office of the City Clerk. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE50F5 COMMISSION ACTION: