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Home My WebLink About2015 03 09 Regular 600 Board and Committee Appreciation Event for 2015COMMISSION AGENDA ITEM 600 REQUEST: Informational Consent Public Hearings Regular X March 09, 2015 KS ALLL Regular Meeting City Manager Department The City Clerk is requesting the City Commission consider the information in this Agenda Item relative to the City Commission holding a Board /Committee Appreciation Event for 2015. SYNOPSIS: For a number of years, 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; and earlier this year, the Mayor and City Commission noted their interest in having an event also in 2015 to recognize the City's Board /Committee Members. This Agenda Item is asking the Mayor and City Commission to select potential dates; and to confirm the type of event they wish to hold, where such an event would be held, and to also approve funding and any other details they desire. CONSIDERATIONS: Regarding the idea of a Board /Committee Appreciation event for 2015, our plan was to try to provide you with information related to holding an event similar to what was done over the last couple of years; and based on the comments we have received after the last two (2) Board and Committee Appreciation Events, the Mayor and Members of the City Commission seemed to be most pleased with the type of dinner event produced in 2013 and 2014. Regular 600 PAGE 1 OF 4 - March 09, 2015 Thus, we considered a restaurant/club in Winter Springs that could accommodate 80 -120 guests and who could provide food /beverages at a price that would fit with your budget and in a nice environment which would show your appreciation to your Board and Committee Members. Day /Time/Dates: Typically, we have had good attendance at all of your Board and Committee Appreciation events held in the evening, with an average of about 90 -100 attendees. For more than the past decade, almost all of the Appreciation Events have been held in the evening, on Friday, Saturday, or Sunday night, usually starting at 6:00 p.m., 6:30 p.m., or 7:00 p.m. Previously, the City Commission considered possibly holding Board and Committee Appreciation Events in April, as the month of April is officially known as "National Volunteer Month ". This may or may not be a viable option as it would be contingent on the availability of the Mayor and each City Commissioner and their preferred venue. Attachment "A" shows the current dates available for the venue that we have contacted, beginning with April and continuing through the month of September. (Please note that these dates were available early in the week that this Agenda Item was provided to the Mayor and City Commission and some dates may not be available on March 9, 2015). If the venue and suggested dates are not satisfactory, we would of course be glad to research additional dates or check with additional venues. Venue: Tuscawilla Country Club Location: Tuscawilla Country Club When: Evenings Description: A dinner similar to what has been done in the past Total Estimated Costs: Food/Beverages, Servers, and Gratuity to be provided within budgeted funding Other: After dinner, the Mayor and City Commission could each address the attending Board and Committee Members and Certificates of Appreciation/Merit could be presented to the Board and Committee Members. Attendees: Typically, we have invited the Board /Committee who have served the Mayor and City Commission since the last Board and Committee Appreciation event (Each with a Guest, if agreed to by the City Commission) -Mayor and City Commission - Bicycle and Pedestrian Advisory Committee -Board of Trustees -Code Enforcement Board -Oak Forest Wall and Beautification District Advisory Committee Regular 600 PAGE 2 OF 4 - March 09, 2015 -Parks and Recreation Advisory Committee - Planning and Zoning Board/Local Planning Agency - Tuscawilla Lighting and Beautification District Advisory Committee - Charter Officers - Department Directors -Staff Liaisons /Office of the City Clerk Staff Past EventsNenues: -1999 Board and Committee Appreciation Dinner was held at the Winter Springs Senior Center. (Catered) -2000 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2001 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club -2002 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2003 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club -2004 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2005 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2006 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club (not in business any longer) -2007 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant (not in business any longer) -2008 Board and Committee Appreciation Brunch was held at the Winter Springs Senior Center (Staff Catered) -2009 Board and Committee Appreciation Dinner was held at the Hollywood Bistro Restaurant (not in business any longer) -2010 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant (not in business any longer) -2011 Board and Committee Appreciation Dinner was held at the Senor Tequila's Restaurant -2012 Board and Committee Appreciation Dinner was held at the Kee Wee Entertainment District Restaurant (not in business any longer) -2013 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2014 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) Other restaurants /venues in Winter Springs could be considered, but were not included in this Agenda Item due to size /lay -out of venues, interest, availability, and /or costs. FISCAL IMPACT: Funding for this event has been budgeted at between two thousand six hundred dollars ($2,600.00) and considering possible cost increases since last year for menu selections, we may need to go up to possibly two thousand nine hundred dollars ($2,900.00) for an event similar to what has been held in the past, for 100 attendees. Regular 600 PAGE 3 OF 4 - March 09, 2015 If we have more than 100 attendees, then we may need to consider changes to various aspects of the event. Additionally, we have been advised by the Tuscawilla Country Club that on some dates, the prices for food and beverage may be higher; however, we have not been provided with that information, or a firm price on possible menu selections, which we typically decide upon, depending on the date selected for the event, and the chosen theme for the event. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been 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. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. Earlier this year, the City Commission agreed that they would like to consider information related to holding an Appreciation event similar to last year's event. RECOMMENDATION: Option 1) The City Commission would hold an event Tuscawilla Country Club and: a. their top 2 choices of dates for this event similar to the last two years at the PINWORM and b. inviting the same Attendees listed in the "CONSIDERATIONS" of this Agenda Item c. agreeing that the City Clerk is able to spend up to the budgeted amount for this event d. letting the City Clerk select the style of invitations (electronic or paper) and event decorations considering cost effectiveness, recent past practices, and the typical style of how this event has been designed Option 2) The City Commission to advise Staff of an alternative preference ATTACHMENTS: Attachment A: Available Dates (3 pages) Regular 600 PAGE 4 OF 4 - March 09, 2015 Attachment "A" CITY OF WINTER SPRINGS, FLORIDA 2015 BOARD AND COMMITTEE APPRECIATION EVENT AVAILABLE DATES: Tuscawilla Country Club (Magnolia Room) APRIL 2015 Friday, April 3, 2015 NIA Saturday, April 4, 2015 NIA Sunday, April 5, 2015 NIA Friday, April 10, 2015 NIA Saturday, April 11, 2015 Sunday, April 12, 2015 Friday, April 17, 2015 Saturday, April 18 2015 Sunday, April 19, 2015 NIA Friday, April 24, 2015 NIA Saturday, April 25, 2015 Sunday, April 26, 2015 MAY 2015 Friday, May 1, 2015 Saturday, May 2, 2015 NIA Sunday, May 3, 2015 Friday, May 8, 2015 NIA Saturday, May 9, 2015 NIA Friday, May 15, 2015 NIA Saturday, May 16, 2015 Sunday, May 17, 2015 NIA Friday, May 22, 2015 NIA Saturday, May 23, 2015 NIA Sunday, May 24, 2015 NIA Friday, May 29, 2015 Saturday, May 30, 2015 NIA Sunday, May 31, 2015 NIA Page 2 of 3 CITY OF WINTER SPRINGS, FLORIDA 2015 BOARD AND COMMITTEE APPRECIATION EVENT AVAILABLE DATES: Tuscawilla Country Club (Magnolia Room) JUNE 2015 Friday, June 5, 2015 NIA Saturday, June 6, 2015 N/A Sunday, June 7, 2015 N/A Friday, June 12, 2015 N/A Saturday, June 13, 2015 Sunday, June 14, 2015 Friday, June 19, 2015 N/A Saturday, June 20, 2015 F— Friday, June 26, 2015 N/A Saturday, June 27, 2015 N/A Sunday, June 28, 2015 JULY 2015 Friday, July 3, 2015 N/A Sunday, July 5, 2015 N/A Friday, July 10, 2015 Saturday, July 11, 2015 N/A Sunday, July 12, 2015 Friday, July 17, 2015 Saturday, July 18, 2015 N/A Sunday, July 19, 2015 Friday, July 24, 2015 NIA Saturday, July 25, 2015 i Sunday, July 26, 2015 N/A Friday, July 31, 2015 1 Page 3 of 3 CITY OF WINTER SPRINGS, FLORIDA 2015 BOARD AND COMMITTEE APPRECIATION EVENT AVAILABLE DATES: Tuscawilla Country Club (Magnolia Room) AUGUST 2015 Saturday, August 1, 2015 N/A Sunday, August 2, 2015 N/A Friday, August 7, 2015 Saturday, August 8, 2015 Sunday, August 9, 2015 1 N/A 1 Friday, August 14, 2015 Saturday, August 15, 2015 Sunday, August 16, 2015 1 N/A 1 Friday, August 21, 2015 Saturday, August 22, 2015 Sunday, August 23, 2015 0 N/A 1 Friday, August 28, 2015 Saturday, August 29, 2015 Sunday, August 30, 2015 SEPTEMBER 2015 Friday, September 4, 2015 N/A Saturday, September 5, 2015 N/A Sunday, September 6, 2015 N/A Friday, September 11, 2015 Saturday, September 12, 2015 N/A Sunday, September 13, 2015 N/A Friday, September 18, 2015 1 Saturday, September 19, 2015 N/A Sunday, September 20, 2015 N/A Friday, September 25, 2015 Saturday, September 26, 2015 N/A Sunday, September 27, 2015 N/A