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Home My WebLink About2014 03 24 Regular 602 Board and Committee Appreciation Event Options COMMISSION AGENDA Informational Consent ITEM 602 public Hearings g Regular X March 24, 2014 KS ALLL Regular Meeting City Manager Department REQUEST: 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 2014. 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 in 2014 to recognize the City's Board/Committee Members. This Agenda Item is asking the Mayor and City Commission to select potential dates; and to decide what kind of event they wish to hold; to determine where such an event would be held; and to also approve funding and any other details. CONSIDERATIONS: Regarding the idea of a Board/Committee Appreciation event for 2014, our plan was to try to provide you with information related to holding an event similar to what was done last year; therefore 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: For more than the past decade, almost all of the past Appreciation Events have been held Regular 602 PAGE 1 OF 4-March 24,2014 in the evening, on Friday, Saturday, and Sunday nights, usually starting at 6:00 p.m./6:30 p.m. /7:00 p.m. 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 attendees. 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 venues that we have contacted, beginning with April and continuing through the month of August. If none of the attached and suggested dates work, we would of course be glad to research additional dates or check with additional venues. Venues: Senor Tequilas No information has been provided as of when this Agenda Item was submitted South + York Location: Town Center When: Sunday evenings only Description: A buffet dinner Total Estimated Costs: Buffet Food/Beverages, 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. 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 Regular 602 PAGE 2 OF 4-March 24,2014 -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 -Charter Officers -Department Directors -Staff Liaisons/Office of the City Clerk Staff Past Events/Venues: -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 -2007 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant -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 -2010 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant -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 -2013 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) FISCAL IMPACT: Funding for this event has been budgeted at two thousand six hundred dollars ($2,600.00) for an event similar to what has been held in the past. 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 Web site, 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 Regular 602 PAGE 3 OF 4-March 24,2014 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. At the February 10, 2014 City Commission Regular Meeting, the City Commission agreed that they would like to consider information related to holding an Appreciation event similar to last year's event. 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 date and venue a. If 1) is agreed to, the City Clerk would like to request to be able to spend up to the budgeted amount for this event b. The City Clerk would appreciate the ability to select the invitations (electronic or paper) and decorations considering cost effectiveness but that which will also reach the intended attendees best, and in with past practices and the typical style of this event 2) If the proposed options in this Agenda Item are not agreeable to the City Commission, then please advise what you would prefer be brought back to the City Commission for consideration ATTACHMENTS: Attachment A: Available Dates/Venues (2 pages) Regular 602 PAGE 4 OF 4-March 24,2014 Attachment"A" CITY OF WINTER SPRINGS,FLORIDA 2014 BOARD AND COMMITTEE APPRECIATION EVENT AVAILABLE DATES/VENUES The following dates could be considered: Page 1 ore Senor Tequilas South+York Tuscawilla Country Club (Magnolia Room) APRIL 2014 Friday, April 11 2014 ? N/A N/A Saturday, April 12 2014 ? N/A Sunday, April 13 2014 ? Friday, April 18 2014 ? N/A Maybe Saturday, April 19 2014 ? N/A N/A Sunday, April 20 2014 Easter Friday, April 25 2014 ? N/A Saturday, April 26 2014 ? N/A N/A Sunday, April 27 2014 ? N/A MAY 2014 Friday, May 2 2014 ? N/A Saturday, May 3 2014 ? N/A Sunday, May 4 2014 ? II N/A Friday, May 9 2014 ? N/A N/A Saturday, May 10 2014 ? N/A N/A Sunday, May 11 2014 Mother's Day Friday, May 16 2014 ? N/A N/A Saturday, May 17 2014 ? N/A N/A Sunday, May 18 2014 ? Friday, May 23 2014 ? N/A N/A Saturday, May 24 2014 ? N/A N/A Sunday, May 25 2014 ? N/A Monday May 26 2014 Memorial Day JUNE 2014 Sunday, June 1 2014 ? Friday, June 6 2014 ? N/A Saturday, June 7 2014 ? N/A N/A Sunday, June 8 2014 ? II N/A Friday, June 13 2014 ? N/A Saturday, June 14 2014 ? N/A N/A Sunday, June 15 2014 Father's Day Friday, June 20 2014 ? N/A N/A Saturday, June 21 2014 ? N/A N/A Sunday, June 22 2014 ? Friday, June 27 2014 ? N/A N/A Saturday, June 28 2014 ? N/A Sunday, June 29 2014 ? N/A CITY OF WINTER SPRINGS,FLORIDA 2014 BOARD AND COMMITTEE APPRECIATION EVENT AVAILABLE DATES/VENUES The following dates could be considered: Page 2 of 2 Senor Tequilas South+York Tuscawilla Country Club (Magnolia Room) JULY 2014 Friday, July 4 2014 Independence Day Saturday, July 5 2014 ? N/A Sunday, July 6 2014 ? Friday, July 11 2014 ? N/A Saturday, July 12 2014 ? N/A N/A Sunday, July 13 2014 ? II N/A Friday, July 18 2014 ? N/A Saturday, July 19 2014 ? N/A Sunday, July 20 2014 ? Friday, July 25 2014 ? N/A N/A Saturday, July 26 2014 ? N/A N/A Sunday, July 27 2014 ? N/A N/A AUGUST 2014 Friday, August 1 2014 ? N/A Saturday, August 2 2014 ? N/A N/A Sunday, August 3 2014 ? Friday, August 8 2014 ? N/A N/A Saturday, August 9 2014 ? N/A Sunday, August 10 2014 ? II N/A Friday, August 15 2014 ? N/A N/A Saturday, August 16 2014 ? N/A Sunday, August 17 2014 ? Friday, August 22 2014 ? N/A Saturday, August 23 2014 ? N/A Sunday, August 24 2014 ? N/A Saturday, August 30 2014 ? N/A N/A Sunday, August 31 2014 ? N/A N/A KEY: • Date is available-please use the block to mark your availability N/A Date is not available for the City of Winter Springs At the time this Agenda Item was submitted,we had not yet received information from Vendor