HomeMy WebLinkAbout2010 11 15 Consent 206 Approval of the 2010 Winter Springs Holiday Parade and Christmas Tree Lighting and Associated Budget COMMISSION AGENDA
Consent X
Informational
ITEM 206 Public Hearing
Regular
November 15, 2010 Ar
Regular Meeting f Mgr. / Dept.
Authorization
REQUEST: The Parks and Recreation Department is requesting that the City Commission
consider approval of the 2010 Winter Springs Holiday Parade and Christmas
Tree Lighting and associated budget.
SYNOPSIS: The purpose of this item is to obtain City Commission approval for the 2010
Winter Springs Holiday Parade and Christmas Tree Lighting Special Event
budget.
CONSIDERATIONS:
• This year will be the 29 year of the Winter Springs Holiday Parade and the 3 year
at the Winter Springs Town Center location. It is the 7 year of the very popular
Christmas Tree Lighting.
• Parks and Recreation is planning a 2010 Holiday Parade and Christmas Tree Lighting
Event for Saturday, December 11, 2010 from 5:00 pm to 9:30 pm in the Winter
Springs Town Center.
• Staff reduced expenses to $9,600.00 for this year's event from $14,505 that was spent
for last year's event.
• Staff has raised $4,500 in sponsorships and donations. This covers almost 50% of the
expenses. This is an increase of 25% from last year's funds of $3800 that were raised.
Staff will work diligently to continue raise funds to offset the event's expenses with
assistance from the Events Committee.
• City Special Event fees are requested to be waived.
Agenda Item Consent
November 15, 2010
Page 2
• The event would include the following:
o Main Stage, Sound System, Lighting and Entertainment
o Light Towers, Message Board, Barricades
o Port-a -let Restrooms
o Printed picture with Santa
o Children's Holiday Workshop with Santa Claus
o Food and Vendors
o Holiday Home Show
• The Special Event ICS will again meet regularly to coordinate the event.
FISCAL IMPACT:
$9,600 (Budget attached). Funds are budgeted and available in account 118 -56910 and 118-
54800 -90200 for this event.
COMMUNICATION EFFORTS:
The Winter Springs Holiday Parade and Christmas Tree Lighting will be promoted through the
Winter Edition of the Insider (on website), e -Alert, and the City website. Flyers will be displayed
in the Town Center, City Hall, Senior Center, Parks and Recreation, etc. It will also be promoted
in all local news media.
RECOMMENDATIONS:
It is recommended that the City Commission approve the 2010 Winter Springs Holiday Parade
and Christmas Tree Lighting Special Event and associated budget.
ATTACHMENTS:
Attachment #1: Winter Springs Holiday Parade and Christmas Tree Lighting Budget
Holiday Parade and Christmas Tree Lighting
2010 Budget
Stage Production
Stage /Sound & Lighting $ 1,500.00
Santa Claus and Set $ 1,000.00
Photographer $ 0.00
TV Filming /Editing $ 200.00
Restrooms
Luxury Flush (Portalets/Handicap unit) $ 300.00
City Staffing (Overtime)
Police (Parade) $ 2,800.00
Police (Tree Lighting) $ 1,100.00
Parks $ 700.00
Public Works $ 600.00
Misc.
Light Towers (3) $ 250.00
Flashrite ( Traffic Message Boards) $ 300.00
Road Barricades $ 250.00
Public Safety Materials (Parade Cones) $ 0.00
Printing (Posters /Ads) $ 400.00
Awards (Parade) $ 200.00
Total: $ 9,600.00
Staff will also seek opportunities beyond the budget to augment the event at
no additional cost to the City.