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Home My WebLink About2010 12 13 Informational 103 Hometown Harvest Summary COMMISSION AGENDA Consent Informational X ITEM 103 Public Hearing Regular December 13, 2010 Regular Meeting N1gr. / Dept. Authorization REQUEST: The Parks and Recreation Department wishes to inform the City Commission regarding the Expenses/Revenue and Project Summary from the 2010 Hometown Harvest Special Event. SYNOPSIS: The purpose of this item is to inform the City Commission regarding the Expenses /Revenue and Project Summary from the 2010 Hometown Harvest Special Event. CONSIDERATIONS: • The 2010 Winter Springs Hometown Harvest was a beneficial community event. (Attached Project Summary) • On September 27, 2010, the City Commission approved Agenda Item #101 with a maximum Hometown Harvest event budget of $9,300. Staff worked diligently to reduce expenditures and increase income. • The final report is now in and indicates that a total of $7,508.16 was expended. This includes $2235 costs budgeted for public safety. A total of $4,600.00 was brought in cash through vendors and sponsors. • In result, the loss is a total of $673.16. FISCAL IMPACT: $5,273.16 Expenses for Hometown Harvest Community Event $2,235.00 Additional Expense from budgeted funds in 118 -56910 (Public Safety) $7.508.16 $4,600.00 Sponsorships/Donations $2.908.16 Loss - $2,235.00 Public Safety $ 673.16 Loss Agenda Item Informational 103 December 13. 2010 Page 2 COMMUNICATION EFFORTS: This Agenda Item has been forwarded to the Mayor and City Commission; City Manager; City Attorney /Staff; placed in Press Packets; placed in the City Hall (Lobby) City Commission Meeting binder; and is available on the City's Website, LaserFiche, and the City's Server. Additionally, information related to this Agenda Item has been sent to media/press representatives who have requested Agendas /Agenda Item information, all Homeowner's Associations on file with the City, all individuals who have requested Agendas /Agenda Item information, Department Directors; and also posted outside City Hall; posted inside City Hall with additional copies available for the general public; and posted at five (5) different locations around the City. RECOMMENDATIONS: Parks and Recreation recommends that the City Commission review the information presented and provide further direction as needed. All future Community Events will strive to cover all expenses with Sponsorships. ATTACHMENTS: Attachment #1 2010 Hometown Harvest Expenses /Revenue Attachment #2 2010 Hometown Harvest Event Report 2010 HOMETOWN HARVEST ATTACHMENT #1 EXPENSES EFF DATE AMOUNT VDR NAME /ITEM DESC COMMENTS 11/3/2010 $34.99 PARTY CITY (CHRIS CA RSON) BANQUET RACK 10/29/2010 $2,000.00 DENNIS E.FRANKLIN STAGE /SOUND 10/20/2010 $300.00 DISPOSALL PORTALETS 11/3/2010 $60.00 FAST SIGNS BANNER REVISIONS 10/19/2010 $262.40 FLASH -RITE, INC. MESSAGE BOARDS 10/29/2010 $910.00 TACK SHACK HAY 11/3/2010 $137.00 CREATIVE PRINTING AND PUBLISHING PARKING PASSES 11/3/2010 $202.00 CREATIVE PRINTING AND PUBLISHING FLYERS 10/29/2010 $250.00 PLASTER HOUSE INC PUMPKIN PAINTING 10/28/2010 $59.33 PUBLIX TOWN CENTER SUPPLIES 10/19/2010 $239.94 SUNBELT RENTALS LIGHT TOWERS /GENERATOR 10/19/2010 $592.50 SUNSHINE RENTALS TENT 10/29/2010 $225.00 TODD'S QUALITY TOMATOES PUMPKINS 10/23/2010 $2,235.00 CITY STAFFING (REGULAR AND OT) CITY STAFFING (REGULAR AND OT) TOTAL: $7,508.16 2010 HOMETOWN HARVEST REVENUE - VENDORS AND SPONSORS HOMETOWN HARVEST VENDORS: DATE AMOUNT VENDOR 11/3/2010 $500.00 BELLUS INSURANCE SERVICES 10/26/2010 $100.00 CCM GLOBAL INC 10/26/2010 $100.00 RESELIENCE COUNSELING 10/26/2010 $100.00 NAC MARKETING 10/26/2010 $100.00 TOO SMOOTH LLC 10/26/2010 $100.00 BRANDON BALDAUF 10/21/2010 $100.00 AUTHENTIC PIZZA OF OVIEDO 10/21/2010 $250.00 CROWNPOINTE CHURCH INC 10/21/2010 $100.00 CHAMPIONSHIP MARTIAL ARTS 10/21/2010 $100.00 VFW POST 5405 10/20/2010 $100.00 RATNER COMPANIES 10/20/2010 $100.00 NY LIFE INSURANCE (MATTHEW KAHLE) 10/20/2010 $100.00 MARK CIOTTI 10/18/2010 $100.00 STUDIO 5 D INC 10/18/2010 $100.00 SPORTS CLIPS 10/18/2010 $100.00 DENISE GRANT WORTHEN 10/13/2010 $100.00 RICHEY PAQ INC 10/13/2010 $100.00 ABC THERAPIES OF FLORIDA 10/21/2010 $350.00 SHOTSKI'S (JACKS ALOMA LIQOURS INC) 10/1/2010 $100.00 ANN FELDSTEIN 10/1/2010 $100.00 ARBOGAST CONFECTION 10/1/2010 $100.00 GREG SCHELICH 10/1/2010 $100.00 SANDY'S DOGS Total: $3,100.00 HOMETOWN HARVEST SPONSORS DATE AMOUNT SPONSOR 10/26/2010 $500.00 HERBA 10/18/2010 $250.00 FLORIDA SPEECH - LANGUAGE 11/3/2010 $500.00 SCHENCK COMPANY 10/1/2010 $250.00 KIM COBURN REALITY Total: $1,500.00 TOTAL REVENUE: $4,600.00 ATTACHMENT #2 Hometown Harvest Event Report Prepared by: Christopher Carson, Recreation Supervisor November 4, 2010 Project Summary The 5th Hometown Harvest was a beneficial community event. Attendance was projected at 3- 4,000. Participating community groups included the Hope Food Pantry, Boys Town, Seminole County Guardian Ad Litem Program, plus many others. As intended, this signature Winter Springs event provided an excellent forum for local residents and those from surrounding communities, business - people, and community service providers to come together to socialize, network, share resources and have fun celebrating their neighborhood. By building community capacity in a fun, inclusive environment, the 2010 Hometown Harvest exceeded our organization's goals. Overall financial and legal responsibility for the Hometown Harvest was coordinated and implemented by the City of Winter Springs. Event Overview This year's event featured main stage performances by numerous local performers, including the 17 -70 Band, Melissa Brethauer, and Shamaron Batchelor. In the Street, a Line Dancing demonstration was coordinated by the Senior Line Dancing Program, which is held at the Winter Springs Senior Center. As always a very popular attraction is the Hometown Hayride that took place behind Magnolia Fountain, this was once again a huge hit as the Winter Springs Performing Arts coordinated hayride scenes as well as served as tour guides with great story telling. On the Patio of Hidden Harbor and the Hollywood Bistro, we presented a Country Karaoke which many from the community enjoyed. Onsite activities included free pumpkin painting; kid's hay play area; face painting, and over 40 Vendors participated. With the exception of food services, the majority of the activities at the Hometown Harvest were free to allow as many community members as possible to participate. Statistics It is estimated that approx 3,000 - 4,000 people attended this year's Harvest, down from approximately 5,000 attendees in 2009. As this was an outdoor, non - ticketed event, exact participant demographics are not available; however, Festival organizers and staff observed that the event was attended by a diverse cross - section of the community, including many families with young children, youth, adults and seniors. While many attendees were from Winter Springs, many also visited us from throughout Seminole County. Winter Springs Hometown Harvest Presented By City of Winter Springs The Hometown Harvest was made possible by the hard work and dedication of over 20 event committee members, City Staff Members comprised of Public Works and Utilities, Urban Beautification, Police Department, Seminole County Fire Services and the Parks and Recreation Department. Mayor John Bush opened the Event's Opening Ceremonies, alongside Deputy Mayor Rick Brown, City Commissioners Joanne Krebs, Jean Hovey, Mayor Elect Charles Lacey, Commissioner Elect Cade Resnick and City Manager Kevin Smith. The overall impression that was given by city residents was that the event was very enjoyable and offered something for everyone. Budget As part of the City Commission Meeting on September 27, 2010, the City Commission approved a budget of up to $9,300 for the Hometown Harvest. Staff received direction to work diligently to raise funding to offset the event's expenses. Despite a struggling economy, staff was successful by obtaining sponsorships and vendor fees that totaled $4,600; as the event itself was $7,508.16. Promotions & Media Exposure The E Alert City Newsletter featured the event. The Electronic Sign in front of City Hall advertised the event. A 24' banner was erected across the Winter Springs Town Center. Press releases were sent to all the main media outlets. Event flyers were distributed throughout the area and schools. There were a number of web listings on Festival websites that solicited for General and Food Vendors as well as advertised the event itself. Radio Station 107.7 FM agreed to be the exclusive radio partner for the event, as the Orlando Sentinel was the exclusive Newsprint partner of the event. Sponsorships We were very fortunate to have the support of our on -going and new Sponsors for this year's Festival as well as attracting new cash and in -kind sponsorships, plus sale of booth space for displays and the promotion of various products and services. Sponsors were: Event Sponsors Herba Family Chiropractic Florida Speech Magic 107.7 FM Crown Pointe Church The Orlando Sentinel Schenck Company Shotski's Kim Coburn Realty Bellus Insurance Services Conclusion Comments for City Residents were ones of being grateful for the City's ongoing support of this important community initiative. This Winter Springs signature event, and all of its positive effects for local businesses, community groups, and residents, is made possible by your continued generosity, leadership and vision - thank you. 1 i s +c ?4 ate P? lir ii I 9 . - II ex di 9 #• , .•- • ^ 1 . • , vi. .- -tt, , T 1 Ir. , - 1 + - i - s- ' -_ � • 1, 1 1 • 41 -s t t +Y L r. IIIIIIIIIIIIM.—