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Home My WebLink About2005 06 27 Regular Item 508- Request for Dates for Advisory Board Appreciation Dinner COMMISSION AGENDA ITEM 508 Consent Informational Public Hearing Regular X June 27. 2005 Regular Meeting ~. Mgr. / Dept. Authorization REQUEST: The City Clerk is requesting the City Commission to determine their preference of dates for the 2005 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: This purpose of this Agenda Item is to request that the City Commission review the available dates and information and formalize their recommendation of a date and any other preferences for the 2005 Advisory Board and Committee Appreciation Dinner. CONSIDERATIONS: ADDITIONAL SUGGESTIONS THAT COULD BE INCLUDED: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 27, 2005 REGULAR AGENDA ITEM 508 PAGE 2 OF 5 At the June 13,2005 City Commission Meeting, two Members of the City Commission asked about having an Advisory Board and Committee Dinner this year. If a Friday evening is selected, consideration of giving guests time to get home from work, etc. should be considered. Since this Event will most likely be held during Hurricane Season, a possible consideration for a second date would be necessary; and we will probably note this on the invitation. For the last few Advisory Board and Committee Appreciation Dinners, we added an Hors d'oeuvres reception, prior to the Dinner Service which seemed to be very well received. We have received very favorable comments about these events and especially the marble gifts. In fact, we have already received inquiries about the next marble gifts to come. It seems these are very coveted collector-type items, so these Events are most definitely well worth the funds spent. The following is approximately what the prevIous Advisory Board/Committee Appreciation Dinners have cost: 1999 - Senior Center - $4,385.00 2000 - Tuscawilla Country Club - $3,500.00 2001 - Winter Springs Golf Club - $3,900.00 2002 - Tuscawilla Country Club - $5,700.00 2003 - Winter Springs Golf Club - $6,900.00 2004 - Tuscawilla Country Club - $5,800.00 Estimated number of people attending is 100 to 120. Some ideas that the City Commission may wish to include which have not been officially incorporated before, but which would require additional funds - but would also lend a wonderful ambiance to this event: A V AILABLE DATES: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 27, 2005 REGULAR AGENDA ITEM 508 PAGE 3 OF 5 Have background music provided by a Harpist or a small musical ensemble to play classical music (approximately $350.00 - $600.00, based on availability). Serve complimentary wine with dinner (prices vary depending on provider and selections). As of Friday, June 17,2005, the following dates are available at the Winter Springs Golf Club: August: Friday, August 5, 2005 Friday, August 12,2005 Friday, August 19,2005 Friday, August 26, 2005 Saturday, August 13,2005 Saturday, August 20, 2005 Saturday, August 27,2005 Sunday, August 7, 2005 Sunday, August 14,2005 Sunday, August 21, 2005 Sunday, August 28, 2005 September: Friday, September 2, 2005 Friday, September 9,2005 Friday, September 16, 2005 Friday, September 23,2005 Friday, September 30, 2005 Saturday, September 3,2005 Saturday, September 10, 2005 Sunday, September 4, 2005 Sunday, September 11, 2005 Sunday, September 18, 2005 Sunday, September 25,2005 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 27, 2005 REGULAR AGENDA ITEM 508 PAGE 4 OF 5 October: Friday, October 7,2005 Friday, October 14, 2005 Friday, October 21, 2005 Friday, October 28, 2005 Saturday, October 1, 2005 Saturday, October 8, 2005 Saturday, October 29,2005 Sunday, October 2, 2005 Sunday, October 9, 2005 Sunday, October 16, 2005 Sunday, October 23, 2005 Sunday, October 30, 2005 FUNDING: Most costs for this event would come from the City Commission "Promotional Expense" Line Code, 1100-54800, however, as of mid-June, this Line Code has approximately $4,900.00; therefore, a Supplemental Appropriation will most likely be required. RECOMMENDATIONS: Based on the availability of all Members ofthe City Commission, the City Commission is requested to determine their preference of dates for the 2005 Board/Committee Appreciation Dinner, and an extra "Rain date"; with consideration of the Funding information noted above. If the City Commission does decide to hold an Advisory Board and Committee Appreciation Dinner, unless otherwise noted by the City Commission, as in previous years, the remaining details (selections for invitations, programs, dinner, favors, gifts, etceteras) will be coordinated through the Office of the City Clerk. However, if the City Commission would like to make any significant changes to the event, such as what is listed under "ADDITIONAL SUGGESTIONS THAT COULD BE INCLUDED:" (Items which will most likely increase the cost of this event), please include such preferences in any Motion(s) that are made. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 27, 2005 REGULAR AGENDA ITEM 508 PAGE50F5 COMMISSION ACTION: