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HomeMy WebLinkAbout2000 05 08 Informational B Board Appreciation Dinner COMMISSION AGENDA ITEM B Consent Informational X Public Hearing Regular May 8, 2000 Regular Meeting 11/\y/ . , '\ Mgr. / ,I Dept. Authorization REQUEST: The City Clerk is requesting the Commission review the attached program which will be the suggested schedule for the upcoming Board Appreciation Dinner, to be held on Sunday, June 25, 2000, at the Tuscawilla Country Club. PURPOSE: This Agenda Item's purpose is to request that the City Commission review the attached program which will be the agenda for the upcoming Board Appreciation Dinner, to be held on Sunday, June 25, 2000, at the Tuscawilla Country Club. CONS][DERA TIONS: At the March 27, 2000 City Commission Regular Meeting, the City Commission approved introductory infomlation such as the date for this event, to be held at the Tuscawilla Country Club, on Sunday, June 25, 2000. The attached program is the suggested agenda and order for the evening's festivities, including participation by members of the Commission. CITY OF WINTER SPRINGS REGULAR MEETING - MA Y 8. 2000 INFORMA TIONAL AGENDA ITEM "S" PAGE 2 OF 2 Please consider that the font style and size is just a prototype, and is subject to change - however, the actual text will remain as close to this, if approved, as possible. FUNDING: At the March 27, 2000 City Commission Regular Meeting, the City Commission approved introductory information such as the date and approximate costs for the Board Appreciation Dinner, to be held on Sunday, June 25,2000, at the Tuscawilla Country Club. ATTACHMENTS: A. Suggested Program for the June 25, 2000 Board Appreciation Dinner B. Regular Agenda Item "F" from the March 27, 2000 Regular Meeting of the City Commission C. Pages 14 and 15 of the Minutes from the March 27, 2000 City Commission Meeting COMMISSION ACTION: ATTACHMENT "A" BOARD APPRECIATION DINNER Welcome The Honorable Paul P. Partyka, Mayor of the City of Winter Springs Introduction of the City Commission The Honorable Paul P. Partyka, Mayor of the City of Winter Springs The Honorable Robert S. Miller, Commissioner-District 1 The Honorable Michael S. Blake, Commissioner-District 2 The Honorable Edward Martinez, Jr., Commissioner-District 3 The Honorable Cindy Gennell, Deputy Mayor/Commissioner-District 4 The Honorable David W. McLeod, Commissioner-District 5 Introduction of City Officials and Staff Mr. Ronald W. McLemore, City Manager - Dinner - - Presentation of Awards - The Beautification of Winter Springs Board Presented by The Honorable Robert S. Miller Board of Adjustment Presented by The Honorable Michael S. Blake Board of Trustees Presented by The Honorable Edward Martinez, Jr. Code Enforcement Board Presented by The Honorable Cindy Gennell Oak Forest Wall and Beautification District Advisory Committee Presented by The Honorable David W. McLeod Planning and Zoning Board/Local Planning Agency Presented by The Honorable Robert S. Miller Tuscawilla Beautification and Lighting District Advisory Committee Presented by The Honorable Michael S. Blake Closing Remarks The Honorable Paul P. Partyka Mayor of the City of Winter Springs ATTACHMENT "B " 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 of last year's Board Appreciation Dinner was April 24th, 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 PAGE 2 OF 5 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 ofInvitations and Programs - $121.00 . Mailing - $30.00 . Trophies - $1150.00 (46 engraved awards at $25.00 each) . Miscellaneous - $100.00 . Total price of last years event was approximately $4,391.00 CITY OF WINTER SPRINGS REGULAR AGENDA - MARCH 27, 2000 REGULAR AGENDA ITEM F PAGE3 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,ApriI7,2000 . Sunday,ApriI9,2000 · Friday, April 14,2000 · Saturday, April 15, 2000 . Friday,April28,2000 . 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, June 18,2000 . Friday, June 23,2000 . Sunday, June 25, 2000 CITY OF WINTER SPRINGS REGULAR AGENDA - MARCH 27, 2000 REGULAR AGENDA ITEM F PAGE40F5 As of this writing, the Winter Springs Golf Club has the following dates available: · Saturday, April 29, 2000 . Saturday, May 6, 2000 . Friday, June 2, 2000 . Saturday, June 3, 2000 . Sunday, June 4, 2000 . Friday, June 16,2000 . Saturday, 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 expenditures, 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 BIeu 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 SPRINGS 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: ATTACHMENT "C" CITY OF WINTER SPRINGS MINUTES CITY COMMISSION REGULAR MEETING - MARCH 27, 2000 Page 14 of 17 D. City Manager Requesting City Commission To Authorize The City Manager To Enter Into A Joint Venture Contract With Mountain View Productions In The Amount Of $20,000 And The Rotary Club Of Winter Springs For Services Related To The July 4, 2000 Celebration, And Approve The Budget For The Event. There were brief comments by Manager McLemore regarding this proposed event. "I'LL MAKE A MOTION TO APPROVE THE CONTRACT WITH MOUNTAIN VIEW PRODUCTIONS, THE ROTARY CLUB, AND HOPING WE HAVE A GREAT FOURTH OF JULY CELEBRATION." MOTION BY COMMISSIONER BLAKE. SECONDED BY COMMISSIONER MILLER. DISCUSSION. VOTE: COMMISSIONER MARTINEZ: AYE DEPUTY MAYOR GENNELL: AYE COMMISSIONER BLAKE: AYE COMMISSIONER MILLER: AYE COMMISSIONER McLEOD: AYE MOTION CARRIED. F. City Clerk Wishes To Request Of The City Commission Guidance And Possible Dates, Pertaining To The Planning Of This Year's Board Appreciation Dinner. Discussion ensued on the location of this plarmed event; and whether a picnic, instead of a sit-down dinner should be considered. Manager McLemore left the dais at 11:00 p.m. Members of the Commission spoke on their preference for the suggested dates; where this event should be held; and which day of the week this event should be held on. Attorney Garganese left the dais at 11:02 p.m. Discussion. Attorney Garganese returned to the dais at 11 :04 p.m. Further discussion ensued on availability of the Mayor and Commission. Manager McLemore returned to the dais at 11:06 p.m. CITY OF WINTER SPRINGS MINUTES CITY COMMISSION REGULAR MEETING - MARCH 27,2000 Page 15 of ] 7 The consensus of the Mayor and Commission was to hold this event on Sunday, June 25, 2000, at the Tuscawilla Country Club; and that a "proposed" program be submitted to the Commission, prior to this event. Mayor Partyka added, "It's got to be done first class!" G. Community Development Department Requesting The City Commission Review Eckerd's Drug Store At 434/419 Interchange - Mast Arm Design. (This Agenda Item Has Been Postponed Until The April] 0, 2000 Regular Meeting). No action was taken or required. H. City Manager Requesting The Commission To Consider Alternatives Relative To A Review Of The City Charter And To Provide Staff With Appropriate Direction. Members of the Commission and Manager McLemore spoke on a previous Motion for a Charter Review; whether a Workshop should be planned to consider our current Charter; and whether a Charter Review Committee should be considered. Tape 3/Side A Discussion ensued on clarifying any concerns with the Charter; involving the community; holding Workshops to see what the issues are; and whether consultant services were needed. Manager McLemore added, "With the Agenda that you have in front of you right now, you'll be very busy this next year - I'm telling you, this is going to be a very intensive - in my opinion - budget year. You've got a number of issues on you. You already have on the ballot this year, a Referendum on purchasing properties and Parks, and you have already agreed to a Referendum on Annexation." COMMISSIONER MARTINEZ STATED, "MOTION TO ADJOURN." Brief discussion followed regarding when this subject would be further reviewed, and when possible Workshops might be held. Manager McLemore said that he will provide further information on this subject to the Commission. Commissioner Miller then said, "Mr. Mayor, Point of Order. It's 11 :30 p.m." "MR. MAYOR, I'D LIKE TO MAKE A MOTION ON THIS AGENDA ITEM THAT WE POSTPONE INDEFINITELY CONSIDERING THE CHARTER." MOTION BY DEPUTY MAYOR GENNELL. SECONDED BY COMMISSIONER MILLER. DISCUSSION.