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Home My WebLink About2006 01 23 Regular Item 307 Board Committee Appreciation Dinner COMMISSION AGENDA ITEM 307 Regular X January 23. 2006 Regular Meeting Mgr / Dept. Authorization REQUEST: The City Clerk is requesting the City Commission approve dates and 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. The City Commission has requested that this year, this Event be held at the Winter Springs Golf Club, and be held earlier this year. PURPOSE: This purpose of this Agenda Item is to request that the City Commission review the attached available dates and information and formalize their approval of a date and any other related preferences for the 2006 Advisory Board and Committee Appreciation Dinner. CURRENT CONSIDERATIONS: BACKGROUND INFORMATION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 23, 2006 REGULAR AGENDA ITEM 307 PAGE20F6 At the October 10, 2005 City Commission Regular Meeting, the following is an excerpt of the discussion from Commissioner Sally McGinnis' "Report," related to the next Advisory Board and Committee Appreciation Dinner. Commissioner McGinnis noted, "We would all agree that Andrea [Lorenzo-Luaces] and her Staff did just a wonderful job with our Volunteer Appreciation Dinner. They just get better all the time. I would suggest to you that we are really off schedule with this." Commissioner McGinnis added, "We need to get back on schedule, so it is held at a time that doesn't interfere with hurricanes, perhaps before school is out; so I would like for a consensus that Andrea [Lorenzo-Luaces] can think ahead and plan this in the Spring and we can get back on that schedule - early Summer. " Commissioner Krebs noted, "I think that Spring is great. " Commissioner Gilmore stated, "It does not matter to me when it is held. " Commissioner Miller remarked, "Let it be so." No objections were noted. During recent City Commission meetings, there has been a lot of discussion about the future of the Winter Springs Golf Club, so I have waited just a bit prior to bringing this Agenda Item to you, plus I thought it best to wait until the Holidays were over; and until we had the full City Commission in attendance, prior to asking the City Commission to agree on a date for the next Advisory Board and Committee Appreciation Dinner. Some other points to consider in setting the date: If a Friday evening is selected, consideration of giving guests time to get home from work, picking up children from school - should be considered. 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 (Tree - "Seedling"): $110.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 23,2006 REGULAR AGENDA ITEM 307 PAGE30F6 Total Approximate Cost for 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 and 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 Total Approximate Cost for 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 and 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 and Approximate price for Food/Beverages/Service for 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 and 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): $1917.00 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 Cost for 2003 Event: $6,838.00 AVAILABLE DATES: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 23, 2006 REGULAR AGENDA ITEM 307 PAGE40F6 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): $1515.00 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 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 Cost for 2005 Event: $6,675.00 The following dates are all the currently available dates at the Winter Springs Golf Club: Friday Evening, March 24, 2006 Saturday Evening, March 25,2006 Saturday Evening, April I, 2006 Sunday Evening, April 2, 2006 Friday Evening, April 7, 2006 Saturday Evening, April 8, 2006 Sunday Evening, April 9, 2006 Friday Evening, April 15, 2006 Saturday Evening, April 16, 2006 Sunday Evening, April 17, 2006 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 23, 2006 REGULAR AGENDA ITEM 307 PAGE50F6 Friday Evening, April 21, 2006 Sunday Evening, April 23, 2006 Friday Evening, April 28, 2006 Saturday Evening, April 29, 2006 Sunday Evening, April 30, 2006 Friday Evening, May 5, 2006 Saturday Evening, May 6, 2006 Friday Evening, May 12,2006 Saturday Evening, May 13,2006 Friday Evening, May 26, 2006 Saturday Evening, May 27,2006 Some dates to consider are those related to Seminole County Public Schools: Spring Break: March 13, 2006 - March 17, 2006 School Holiday: April 14, 2006 School Holiday: May 5, 2006 FUNDING: Most costs for this event would come from the "Promotion Expense" Line Code, 1100-54800. The cost for this year's event will most likely cost more than in past year's due to normal price increases. Currently there is approximately $5,000.00 available in the "Promotion Expense" Line Code, which does not include any other typical expenses likely to be expended during the course of the rest of this fiscal year; so a Supplemental Appropriation will most likely be needed over the next few months to cover all the expenses for this year's Advisory Board and Committee Appreciation Dinner. RECOMMENDATIONS: Based on the availability of all Members of the City Commission, the City Commission is requested to agree on their top three (3) preferences for a date for the 2006 Advisory Board and Committee Appreciation Dinner. COMMISSION ACTION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 23,2006 REGULAR AGENDA ITEM 307 PAGE 6 OF 6 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) will be coordinated through the Office of the City Clerk.