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HomeMy WebLinkAbout2011 02 14 Regular 601 Information to consider a Board and Committee Appreciation Event for 2011 COMMISSION AGENDA Consent Informational ITEM 601 Public Hearing Regular X February 14, 2011 " ` Regular Meeting Mgr. /` ept. Authorization REQUEST: The City Clerk is requesting the City Commission consider the information in this Agenda Item relative to seeing if the City Commission would be interested in recognizing the City's Board and Committee members (Volunteers) with a Board and Committee Appreciation Event for 2011. SYNOPSIS: Over the last eleven (11) years at least, the City Commission annually has asked to honor their citizens who serve the City as Volunteers on the City's Boards and Committees with some kind of Appreciation event. This Agenda Item is requesting the City Commission to decide if they would like to have an event in 2011 to recognize the City's Board and Committee Members; and if so, to select potential dates; and to decide what kind of event they wish to hold, and where such an event would be held. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 14, 2011 REGULAR AGENDA ITEM "601" PAGE 2 OF 3 CONSIDERATIONS: One new consideration, not officially discussed before is to hold this and future Board and Committee Appreciation Events in April of each year, as the month of April is officially known as "Volunteer" month. The following is an excerpt about "National Volunteer Week ": "National Volunteer Week began in 1974 when President Nixon signed an executive order establishing the week as an annual celebration of volunteering. Since then, every U.S. president has signed a proclamation promoting National Volunteer Week." Should the City Commission wish to again hold such an event, the following are some possible considerations: Type of Event: Brunch/Lunch /Dinner /Dessert Reception Location: Currently, we basically have one possible venue, and that is the Tuscawilla Country Club (City -owned venues are certainly an option, but costs are higher because of the extra staff time involved [and most Caterers tend to be expensive unless casual /fast food is selected]) Day of Week: Friday /Saturday /Sunday seem to be the best for most schedules Invitation: A letter from the Mayor and City Commission could be sent electronically with the event information as we have done over the past few years Presentations: The Mayor and City Commission could each address the attending Board and Committee Members and present Certificates of Merit to the Board and Committee Members Budget: For this Fiscal Year, three thousand dollars (53,000.00) was budgeted for such an event Note: On the above points, there are other additional items that can be considered, however, most will add to the basic costs Attendees: (Each with a Guest, if agreed to by the City Commission) Mayor and City Commission Beautification of Winter Springs Board Bicycle and Pedestrian Advisory Committee Board of Trustees Code Enforcement Board Districting Commission Oak Forest Wall and Beautification District Advisory Committee Parks and Recreation Advisory Committee Planning and Zoning Board/Local Planning Agency Tuscawilla Lighting and Beautification District Advisory Committee Other City Volunteers Charter Officers Department Directors Staff Liaisons /Office of the City Clerk Staff CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 14, 2011 REGULAR AGENDA ITEM "601" PAGE 3 OF 3 FISCAL IMPACT: Most costs for this event would come from the "Promotion Expense Appreciation Dinner" Line Code, 1100 - 54800- 11002. Currently there is three thousand dollars ($3,000.00) available in the "Promotion Expense Appreciation Dinner" Line Code for such an event. COMMUNICATION EFFORTS: Additionally, 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. RECOMMENDATION: 1) The City Commission is requested to decide if they like any of the options noted in this Agenda Item and if so, what is their choice of venue, menu /costs, date, and possible attendees. a. If 1) is agreed upon, the City Clerk would like to request to be able to spend up to fifty dollars ($50.00) out of the budgeted three thousand dollars ($3,000.00), if necessary, on miscellaneous decorations for this proposed event. ATTACHMENT: None.