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Home My WebLink About2000 03 27 Regular F Board Appreciation Dinner COMMISSION AGENDA ITEM F Consent Informational Public Hearing Regular X March 27, 2000 Meeting ~ Mgr. / Dept. Authorization REQUEST: The City Clerk wishes to request of the City Commission guidance and possible dates, pertaining to the planning of this year's Board Appreciation Dinner. PURPOSE: The purpose of this Agenda Item is to request that the City Commission consider the included information, and designate a date for the next Board Appreciation Dinner. CONSIDERATIONS: The date oflast year's Board Appreciation Dinner was April 241\ 1999. This event was planned by the Mayor and Commission to honor all of the City of Winter Springs' Advisory Board Members, who so willingly serve their community, in so many ways, throughout the year. CITY OF WINTER SPRINGS REGULAR AGENDA - MARCH 27, 2000 REGULAR AGENDA ITEM F PAGE20F5 The criteria that we were advised of last year, was as follows: . Invitations were to be mailed to all invited guests . It was to be a sit-down dinner (no buffet) . With tablecloths/china etc. . With table service provided . Something other than a chicken entree . Possibly wine with dinner . Each Board/Committee Member could bring a guest . Some kind of award or trophy would be presented to each Board or Committee Member The following Boards and Committee Members were invited to attend last year's function: . Beautification Of Winter Springs Board . Board Of Adjustment . Board Of Trustees . Code Enforcement Board . Commerce & Industry Development Board . Districting Commission . Planning & Zoning Board/Local Planning Agency . Tuscawilla Lighting & Beautification District Advisory Committee In addition to each of the above Board and Committee Members, and their guest; each member of the Commission; City Officials; Department Heads; and Staff Representatives, and their guests were also included. At the April 24, 1999 event - we planned on approximately 100 persons attending. The City of Winter Springs' Senior Center was the venue for this event, as other possible choices for sites had already been booked. As the Senior Center is a City facility, there was no charge for the use of the Senior Center. Next, caterers were consulted, and based on availability and affordability, the catering of the 1999 Board Appreciation Dinner was provided by a local company - "Catered By James." As the least expensive caterer who was available, his pricing came in at a total of $2989.96. In addition, additional costs included: . Printing of Invitations and Programs - $121.00 . Mailing - $30.00 . Trophies - $1150.00 (46 engraved awards at $25.00 each) . Miscellaneous - $100.00 . Total price oflast years event was approximately $4,391.00 CITY OF WINTER SPRINGS REGULAR AGENDA - MARCH 27, 2000 REGULAR AGENDA ITEM F PAGE 3 OF 5 As for the planning of a similar event for the current year, the following Boards and Committee Members would be invited to attend such a function: . Beautification Of Winter Springs Board . Board Of Adjustment . Board Of Trustees . Code Enforcement Board . Oak Forest Beautification and Wall District Advisory Committee . Planning & Zoning Board/Local Planning Agency . Tuscawilla Lighting & Beautification District Advisory Committee In addition to each of the above Board and Committee Members, and their guest; each member of the Commission; City Officials; Department Heads; and Staff Representatives, and their guests would also be included, for a total of approximately 100 persons. In considering an appropriate (and affordable) location for this event, to be held in our City, the two most suitable venues are the Tuscawilla Country Club, and the Winter Springs Golf Club. As of this writing, the Tuscawilla Country Club has the following dates available: . Friday, April 7, 2000 . Sunday, April 9, 2000 . Friday, April 14,2000 . Saturday, April 15, 2000 . Friday, April 28, 2000 . Friday, May 12,2000 . Friday, May 19,2000 . Sunday, May 21,2000 . Friday, June 2,2000 . Sunday, June 4, 2000 . Friday, June 9, 2000 . Sunday, June 11,2000 . Saturday, June 17,2000 . Sunday,JuneI8,2000 . Friday, June 23, 2000 . Sunday, June 25, 2000 CITY OF WINTER SPRINGS REGULAR AGENDA - MARCH 27, 2000 REGULAR AGENDA ITEM F PAGE 4 OF 5 As of this writing, the Winter Springs Golf Club has the following dates available: . Sahrrday,ApriI29,2000 . Saturday, May 6, 2000 . Friday, June 2, 2000 . Saturday, June 3, 2000 . Sunday, June 4, 2000 . Friday, June 16,2000 . Sahrrday,June 17,2000 . Sunday, June 25, 2000 FUNDING: Funding for this Event was discussed during Budget Meetings last summer, and approximately $5,000.00 was appropriated for this Event, in Line Code 1100-54800 [Promotional]. With consideration of last year's expendihrres, and if we follow the same format, it is expected that this year's function will cost approximately, as follows: . Catering - $1,230.25 - $1683.60 (based on tentative pricing from two different possible locations within the City, as noted below) Tuscawilla Country Club Winter Springs Golf Club Food $1,403.00 choice of the following entrees: Chicken Marsala or Chicken Cordon Bleu or Roast Prime Rib $995.00 choice of the following entrees: Chicken Cordon Bleu or Grilled Chicken $1,095.00 Chicken Parmesan $1,195.00 Pork Loin $1,295.00 choice of the following entrees: Roast Beef or Fish Table Linens Included Gratuity/Service $280.60 Facility Included Total $1,683.60 $86.00 $149.25 -$194.25 Included $1,230.25 - $1,575.25 CITY OF WINTER SPRlNGS REGULAR AGENDA - MARCH 27, 2000 REGULAR AGENDA ITEM F PAGE 5 OF 5 . Printing ofInvitations and Programs - $175.00 . Mailing - $30.00 . Trophies - $1,092.00 (39 engraved awards at $28.00 each) . Miscellaneous - $250.00 . Total estimated cost for this year's event is approximately $2,777.25 - $3,230.60 ATTACHMENTS: None. RECOMMENDATIONS: Staff is asking that the City Commission decide on their preference of first, second, and third choice of dates; location; choice of entree; along with any other details that the Commission would like included. COMMISSION ACTION: