HomeMy WebLinkAbout2013 03 11 Regular 603 Board and Committee Appreciation Event SuggestionsCOMMISSION AGENDA
ITEM 603
March 11, 2013
Regular Meeting
Informational
Consent
Public Hearings
Regular
X
KS
ALLL
City Manager Department
REQUEST:
The City Clerk is requesting the City Commission consider the information in this Agenda
Item relative to determining 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 2013.
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.
This Agenda Item is requesting the City Commission to decide if they would like to have an
event in 2013 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; 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 and Committee Appreciation event for 2013, our plan was to
try to provide you information and pricing related to more of the following:
1. A restaurant or club IN Winter Springs that could accommodate 80 -120 guests and who
provide food /at a reasonable price, and within our budget and in a nice environment which
would show your appreciation to your volunteers
or
2. A venue IN Winter Springs that could accommodate 80 -120 guests at a reasonable price
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to rent or use, and if you would like to provide a meal or refreshments, to also provide you
with information regarding using a vendor who is also a Winter Springs business
There are a few Winter Springs casual food Vendors /Caterers that could be considered
for a non - restaurant type venue, should this be of interest to the Mayor and City
Commission.
Note: We also did several web -based searches for Caterers in Winter Springs. Only one
vendor listing came up, Levan's Catering. Their address is 910 Belle Avenue, Suite 1080,
Winter Springs, Florida 32708. However, even though they have a Winter Springs mailing
address, based on Community Development Department's business records, Levan's
Catering business location is actually Casselberry. (Just in case, we did correspond with this
company and received menu ideas).
There are other Caterers in the greater Orlando area, however, no other Catering businesses
with a Winter Springs address.
Day /Time:
For more than the past decade, almost all of the past Appreciation Events have been held in
the evening, on Friday, Saturday, and Sunday nights, usually starting at 6:00 p.m. or 6:30
p.m. or 7:00 p.m. Typically, we have good attendance from all of your Board and
Committee Appreciation events, with an average of about 90 attendees.
One event however, a weekend Bunch was held on a Saturday morning in 2008 at the
Winter Springs Senior Center and unfortunately, this event had the lowest turnout,
approximately 65 people attended, including about 12 staff members. We are not sure why
the low turn-out for this event. Additionally, even with a low turn -out, this event was also
the most labor intensive for staff as to keep costs low, the Office of the City Clerk staff
shopped for the food and beverages, rented the serving supplies, cooked and prepared some
of the brunch food items, served, and cleaned up the dishes and the space. Parks and
Recreation Department staff helped with the set -up and tear down and assisted when the
rented supplies were dropped off and picked up.
We can also suggest a Monday through Thursday evening, and if a preferred night for the
Mayor and City Commission fell on an evening when one of your Boards /Committees
normally met, we could reschedule the Board /Committee meeting in question. Also to be
considered with a weeknight choice, some people with jobs may not want to attend an after -
hours function; and for those with children in school, such an event that falls on a school
night, might prevent the guest to not attend.
Dates:
Previously, the City Commission considered possibly holding Board and Committee
Appreciation Events in April, as the month of April is officially known as "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.
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
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proclamation promoting National Volunteer Week." More specifically, Volunteer
Appreciation Week runs this year from April 21 to April 27, 2013.
As we most likely cannot get anything set up, especially the invitations before an April
event date, Attachment "A ", shows all of the dates the various venues that we have
contacted, what dates at this time are potentially available at each venue, beginning with
April through the month of June.
We stopped with the month of June, as later in the year, hurricanes become more prevalent
and if there was interest in holding an Appreciation event in 2013, consideration of potential
hurricane risks might need to be reviewed. (Some of you may recall, we had two (2)
previous issues with hurricane related problems in past years). However, if future dates
from July onwards would be preferred by the Mayor and City Commission, then we would
of course be glad to research additional dates. (Some of the following ideas were also
submitted for the City Commission's consideration in 2008).
Types of Appreciation Events:
The following ideas are being suggested as possible options or alternatives, should the City
Commission not wish to have the traditional Advisory Board and Committee Appreciation
Dinner.
For each of the following, approximate costs have been provided, and the actual costs
would depend on how many attendees plan to attend. [For instance, just Board and
Committee Members could be invited (without guests); and you might decide to not include
Staff.]
Certificate Presentation:
Location: Winter Springs Commission Chambers.
When: Weekday evening, before or during a City Commission Meeting, or on a separate
evening as a stand -alone event.
Description: Event to last about an hour or so.
Presentation: At the agreed upon time, the Mayor and City Commission could each address
the attending Board and Committee Members and then Certificates of Appreciation/Merit
could be presented to the Board and Committee Members.
Other: Cake and punch and coffee could then be served in the lobby.
Approximate Costs for 100 attendees:
Food and Beverages: $130.00 (to include cake, punch, and coffee)
Serving items: $100.00 - $250.00 (from paper or plastic serveware to rented
china /glassware
City Staff Time (including set -up and tear down): $40.00
Office of the City Clerk Staff Time (not including City Clerk's time): $340.00 (does not
include event preparations and printing time)
Total Estimated Costs: $610.00 — $760.00
Hors d'oeuvres Party:
Location: Winter Springs Lobby /Commission Chambers
When: Weekday evening, before or after a City Commission Meeting, or on a separate
evening as a stand -alone event
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Description: We could have skirted tables set up in the lobby with assorted appetizers, mini
desserts, punch, and coffee
Other: We could purchase the food for this event from Publix
Presentation: After about an hour of mingling and enjoying heavy appetizers, everyone
could be seated in the Commission Chambers, and the Mayor and City Commission could
each address the attending Board and Committee Members and then Certificates of
Appreciation/Merit could be presented to the Advisory Board and Committee Members
Approximate Costs for 100 attendees:
Food and Beverages: $950.00 (to include Cheese Trays, Fruit Trays/ Sandwich Trays/Petit
Fours, Punch, and Coffee and Condiments)
Serving items: $100.00 - $250.00 (from paper or plastic serveware to rented
china /glassware
City Staff Time (including set -up and tear down): $100.00
Office of the City Clerk Staff Time (not including City Clerk's time): $380.00 (does not
include event preparations and printing time)
Total Estimated Costs: $1,530.00 — $1,680.00
Coffee and Dessert Reception:
Location: Winter Springs Lobby /Commission Chambers
When: Weekday evening, approximately around 7:30 p.m.
Description: We could have skirted tables set up in the lobby with assorted "fancy" desserts
as a Station and skirted tables with coffee and options like fancy sugars, whipped cream and
possibly rent a cappuccino maker or other type equipment for another station
Other: We could purchase the food for this event from Publix
Presentation: After about an hour of mingling and enjoying coffee and dessert, everyone
could be seated in the Commission Chambers, and the Mayor and City Commission could
each address the attending Board and Committee Members and then Certificates of
Appreciation/Merit could be presented to the Board and Committee Members
Approximate Costs for 100 attendees:
Food and Beverages: $450.00 (to include cakes, petit fours, punch, and coffee and
condiments)
Serving items: $100.00 - $250.00 (from paper or plastic serveware to rented
china /glassware
City Staff Time (including set -up and tear down): $100.00
Office of the City Clerk Staff Time (not including City Clerk's time): $340.00 (does not
include event preparations and printing time)
Total Estimated Costs: $990.00 — $1,140.00
Dinner: Senor Tequilas
Location: Senor Tequilas
When: Sunday evening
Description: A dinner similar to what has been done in the past — with or without
appetizers /dessert, depending on your preference and costs
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.
Approximate Costs for 100 attendees:
Food and Beverages, Servers, and Gratuity: $2,199.00 (plated meal) or $2,699.00
( "Cantina" Stations)
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Serving items: Included in above estimates
City Staff Time (including set -up and tear down): N/A
Office of the City Clerk Staff Time (not including City Clerk's time): $300.00 (does not
include event preparations and printing time)
Total Estimated Costs: $2,499.00 (plated meal) or $2,999.00 ( "Cantina" Stations)
Dinner: Tuscawilla Country Club
Location: Tuscawilla Country Club
When: Evening
Description: A dinner similar to what has been done in the past — with or without
appetizers /dessert, depending on your preference and costs
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.
Approximate Costs for 100 attendees:
Food and Beverages, Servers, and Gratuity: $2,340.00 (plus $100.00 to bring in our
cake) - $2,700.00
Serving items: Included in above estimates
City Staff Time (including set -up and tear down): N/A
Office of the City Clerk Staff Time (not including City Clerk's time): $300.00 (does not
include event preparations and printing time)
Total Estimated Costs: $2,440.00 - $3,000.00
Dinner: Winter Springs Senior Center (Catered)
Location: Winter Springs Senior Center
When: Evening
Description: A dinner similar to what has been done in the past — with or without
appetizers /dessert, depending on your preference and costs
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
Approximate Costs for 100 attendees:
Food and Beverages, Servers, and Gratuity: $2,774.00 (Non Winter Springs Business
quote used)
Serving items: Included in above estimates
City Staff Time (including set -up and tear down): $120.00
Office of the City Clerk Staff Time (not including City Clerk's time): $340.00 (does not
include event preparations and printing time)
Total Estimated Costs: $3,234.00
Other possible options:
Additionally, we did also consider the following ideas but because of what is listed below,
are not moving forward with these, unless you ask us to further research possibilities:
*Blumberg Boulevard:
Main issue would be lack of on -site bathroom facilities are additional expenses needed for
tents, tables, chairs, china, glassware, flatware, etc., how to keep food hot if applicable,
and also concerns with lighting (if an evening event) and bugs
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*Brunch: (Did not include with this Agenda Item as we did not have a good turn -out for
the past Brunch that was held)
*Central Winds Park Pavilions/ Pier, Grassy Area, and new Concrete "Pad ":
Main issue with any of these would be needs for bathroom facilities and extra expenses
needed for tents, tables, chairs, china, glassware, flatware, etc., how to keep food hot if
applicable, and also concerns with lighting (if an evening event) and bugs
"Dominick's" Restaurant/Catering in Winter Springs:
No information received.
"Mango Spice" Restaurant in the Winter Springs Town Center:
Vendor advised location is not large enough to accommodate our event.
Winter Springs Town Center Community Room:
As of March 1, 2013, vendor advised that this space was no longer available to rent for
special events as they now have a temporary tenant in the space.
We would be happy to look into either of the * marked options above, if the City
Commission felt they wanted more information on these to consider.
Invitation:
The most time and cost saving for of an invitation would be to send a letter from the Mayor
and City Commission, sent electronically with the event information as we have done over
the past few years.
We would also be more than willing to put together some kind of an "invitation" rather than
a letter, if that is more preferred. This format could also be sent electronically with the event
information noted.
A copy of the last 2 Invitation letters that were emailed to your Board /Committee Members
are attached as shown on Attachment "B ".
Presentations:
Over the past few years, the Mayor and City Commission presented themed Certificates of
Appreciation/Merit to each of their attending Board and Committee Members.
Attendees:
Typically, we have invited all of 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
- Beautification of Winter Springs Board (Sunsetted after the last Board /Committee
Appreciation event in 2012)
- Bicycle and Pedestrian Advisory Committee
- Board of Trustees
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- 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
- Unit 12/12A Wall Ad Hoc 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
FISCAL IMPACT:
Costs for this event would primarily come from the "Promotion Expense Appreciation Dinner" Line
Code, 1100 - 54800- 11002. Currently there is two thousand six hundred dollars ($2,600.00) available
in the "Commission Promotion Expense - Appreciation Dinner" Line Code for such an 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
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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 January 28, 2013 City Commission Regular Meeting, the City Commission advised
the City Clerk that they would like to consider information relative to possibly holding an
appreciation 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, venue, invitation style, and attendees
a. If 1) is agreed upon, the City Clerk would like to request to be able to spend up to an
additional fifty to one hundred dollars ($50.00- $100.00) out of the budgeted two thousand
six hundred dollars ($2,600.00), if necessary, on miscellaneous minor items for this
proposed event
2) If none of the options in this Agenda Item are approved, then please advise if any other
ideas should be further researched and brought back to the City Commission
ATTACHMENTS:
Attachment A: Available dates to consider (3 pages)
Attachment B: Last 2 Invitation letters (2 pages)
Regular 603 PAGE 8 OF 8 - March 11, 2013
Attachment "A"
CITY OF WINTER SPRINGS, FLORIDA
2013 BOARD AND COMMITTEE APPRECIATION EVENT
POSSIBLE DATES FOR CONSIDERATION
The following dates can be considered as noted: Page 1 of 3
(KEY is noted at the bottom of page 3 of this document)
APRIL 2013
Friday, April 5, 2013
Saturday, April 6, 2013
Sunday, April 7, 2013
Friday, April 12, 2013
Saturday, April 13 2013
Sunday, April 14, 2013
Friday, April 19, 2013
Saturday, April 20, 2013
Sunday, April 21, 2013
Friday, April 26, 2013
Saturday, April 27, 2013
Sunday, April 28, 2013
Senor Tequilas Tuscawilla Country Club Winter Springs
(Magnolia Room) City Hall
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Winter Springs
Senior Center
N/A
CITY OF WINTER SPRINGS, FLORIDA
2013 BOARD AND COMMITTEE APPRECIATION EVENT
POSSIBLE DATES FOR CONSIDERATION
The following dates can be considered as noted: Page 2 of 3
MAY 2013
Friday, May 3, 2013
Saturday, May 4, 2013
Sunday, May 5, 2013
Senor Tequilas Tuscawilla Country Club Winter Springs
(Magnolia Room) City Hall
N/A
N/A
N/A
N/A
N/A
Friday, May 10, 2013 N/A N/A
Saturday, May 11, 2013 N/A N/A
Sunday, May 12, 2013 Mother's Day
Friday, May 17, 2013
Saturday, May 18, 2013
Sunday, May 19, 2013
N/A
N/A
N/A
N/A
N/A
Friday, May 24, 2013 N/A N/A
Saturday, May 25, 2013 N/A N/A
Sunday, May 26, 2013 N/A
MONDAY May 27 2013 Memorial Day /City Holiday
Friday, May 31, 2013
N/A
Winter Springs
Senior Center
N/A
CITY OF WINTER SPRINGS, FLORIDA
2013 BOARD AND COMMITTEE APPRECIATION EVENT
POSSIBLE DATES FOR CONSIDERATION
The following dates can be considered as noted: Page 3 of 3
JUNE 2013
Saturday, June 1, 2013
Sunday, June 2, 2013
Friday, June 7, 2013
Saturday, June 8, 2013
Sunday, June 9, 2013
Senor Tequilas Tuscawilla Country Club Winter Springs
(Magnolia Room) City Hall
N/A
N/A
N/A
Friday, June 14, 2013 N/A
Saturday, June 15 , 2013 N/A
Sunday, June 16, 2013 Fother's Day
Friday, June 21, 2013
Saturday, June 22, 2013
Sunday, June 23, 2013
Friday, June 28, 2013
Saturday, June 29 2013
Sunday, June 30 2013
KEY:
N/A
Date Not Available
Date Available
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Winter Springs
Senior Center
N/A
CHARLES LACEY
OFFICE OF THE MAYOR
Attachment "B"
CITY OF WINTER SPRINGS, FLORIDA
Ms. Alice Bard
649 Cheoy Lee Circle
Winter Springs, Florida 32708
Dear Alice:
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708 -2799
Telephone (407) 327 -1800
March 23, 2012
It is truly my pleasure on behalf of the City of Winter Springs' City Commission, to
formally invite you and a guest to an Appreciation Dinner as we recognize YOU as one of the
City of Winter Springs' "ACE" Board Members. There is a quote by Robert Inman who said,
"Anyone can be an ACE: Attitude + Commitment = Excellence" — and that is a perfect way to
illustrate what you and your colleagues provide to our City.
Winter Springs is such a wonderful community and it is due to the caring individuals that
so willingly serve our community. And, as a Member of the Beautification of Winter Springs
Board, you are truly one of these individuals that gives back to our City — one that we value and
appreciate. We sincerely extend our thanks for all you bring to the table!
This upcoming Appreciation Dinner which is being held in your honor, will be held on
Friday, May 11, 2012 beginning at six thirty in the evening at "Kee Wee Entertainment District ",
780 East State Road 434 in beautiful Winter Springs.
At your earliest convenience, may I ask that you please contact the Office of the City
Clerk at either (407) 327 -5999 or (407) 327 -5955 or via email at
City Clerk Departmentna wintersprin sg florg no later than May 2nd, 2012 and let our Staff know
if you will be able to attend (and please let us know the name of your guest).
We are excited about you joining us for this Appreciation Dinner in honor of YOU, one
of our Winners! We think you will enjoy all the evening has to offer, and we hope you will help
us keep our lucky streak going! Thank you again for all you do!
Sincerely,
adsite
COPY: City Commission
Kevin L. Smith, City Manager
April 11, 2011
CITY OF WINTER SPRINGS, FLORIDA
Senorita Alice Bard
649 Cheoy Lee Circle
Winter Springs, Florida 32708
Dear Alice:
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708 -2799
Telephone (407) 327 -1800
1444*
It is my sincere pleasure on behalf of the City of Winter Springs' City Commission, to formally invite you and a
guest to an Appreciation Fiesta being held on Saturday, May 14, 2011 in honor of you and your contributions to
the City of Winter Springs as one of our valuable Board Members.
The City of Winter Springs is truly a great place to live and work — and one of the reasons our City is so
wonderful is because of caring residents like you who make our community, the extraordinary place that it is.
As a Member of the Beautification of Winter Springs Board, you are definitely one of these individuals -
through all of your generous contributions of commitment and dedication.
Our Appreciation Fiesta in honor of you and your colleagues will be held on Saturday, May 14, 2011 beginning
at six thirty in the evening at "Senor Tequila" at 855 East State Road 434 in the Villaggio of Winter Springs
Center. At your earliest convenience, please contact the Office of the City Clerk at either (407) 327 -5965 or
(407) 327 -5999 or via email at CityClerkDepartment @winterspringsfl.org no later than May 5th, 2011 and let
our Staff know if you will be able to attend this Appreciation Fiesta (and if you can attend, please let us know
the name of your guest).
We very much look forward to you joining us for this Appreciation Fiesta in honor of YOU and all you do for
the City of Winter Springs! See you soon Amigo!
Sincerely,
Charles Lacey
Mayor
COPY: City Commission
Kevin L. Smith, City Manager