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Home My WebLink About2010 01 25 Informational 102 2009 Holiday Events Expenses/Revenue and Project Summary COMMISSION AGENDA Consent Informational X ITEM 102 Public Hearing Regular January 25, 2010 C. Regular Meeting Mgr. Dept. Authorization REQUEST: The Parks and Recreation Department wishes to inform the City Commission regarding the Expenses /Revenue and Project Summary from the 2009 Holiday Events. SYNOPSIS: The purpose of this item is to inform the City Commission regarding the Expenses /Revenue and Project Summary from the 2009 Holiday Parade and Christmas Tree Lighting. CONSIDERATIONS: The 28 Annual Holiday Parade and 6 Annual Christmas Tree Lighting were very successful special events. (Attached Project Summary) On October 12, 2009, the City Commission approved Agenda Item #203 with a maximum Holiday Event budget of $16,277 and sponsorships and vendors be used to offset expenses as much as possible. The final report is now in and indicates that a total of $14,505.52 was expended. A total of $3,795 was brought in cash through vendors and sponsors. In result, a total of $10,710.52 will be the general fund expenditure. FISCAL IMPACT: $14,505.52 Expended $3,795.00 Brought in $10,710.52 General Fund Expenditure COMMUNICATION EFFORTS: The events were promoted on the City website, e- Citizen, Festival websites, and flyers were printed and distributed in local businesses and schools. Promotion was done in the Orlando Sentinel, Seminole Chronicle, Seminole Voice, and Tuskawilla Today. Also WFTV 9, Radio Station 105.9, and SGTV promoted the events. In addition, the large banner promoting the event was hung in the Town Center. Several schools were also involved in the event programs. Agenda Item Informational 102 January 25, 2010 Page 2 RECOMMENDATIONS: Parks and Recreation recommends that the City Commission review the information presented and provide further direction as needed. ATTACHMENTS: Attachment #1 2009 Parade /Tree Lighting Expenses /Revenue Attachment #2 2009 Holiday Events Report 2009 PARADE /TREE LIGHTING ATTACHMENT #1 EXPENSES EFF DATE MOUNT VDR NAME /ITEM DESC COMMENTS 12/2/2009 1BIRCHMORE GROUP SANTA /SET /SNOW -TREE LIGHT 12/2/2009 $475.00 COMFORT HOUSE TREE LIGHTING RESTROOMS 11/20/20091 $87.50 CREATIVE PRINTING PUBLI 2009 HOLIDAY EVENT FLYERS 12/2/2009 $2,200.001DENNIS E.FRANKLIN TREE LIGHTING STAGE /SOUND 12/1/2009 $720.00 FLASH -RITE MSG BOARDS /CONES /BARRICADES 12/3/2009 $108.49 S MICHAEL INC TABLE/RUNNER RENTAL 11/19/2009 $450.00, MERRY MINSTREL SPECIAL EV TREE LIGHTING TRACKLESS TRAIN 11/10/2009 $250.00 MISS FLORIDA SCHOLARSHIP HOLIDAY TREE LIGHTING EMCEE 12/8/20091 $37.58 PUBLIX TOWN CENTER PARADE /TREE LIGHTING SUPPLIES 11/13/2009 $30.00SEMINIOLE COUNTY BOCC PARADE ROAD CLOSURE PERMIT 11/13/2009 $700.00 'TRIBUNE INTERACTIVE AD- HOLIDAY PARADE /TREE LIGHTING 12/9/2009 $250.00HANSEN FINE PORTRAITS PICTURES W /SANTA 12/9/2009 $250.00 WINTER SPRINGS HIGH SCHOOL 1 FILMING AND AV SUPPORT 12/9/2009 $266.60 FAST SIGNS BANNER REVISIONS HOLIDAY EVENTS 12/5/2009 $5,180.35 OT OVERTIME TOTAL: $14,505.52 2009 PARADE /TREE LIGHTING REVENUE VENDORS AND SPONSORS PARADE /TREE LIGHTING VENDORS: DATE AMOUNT VENDOR 11/24/2009', $100.00 CEN FLA SWIRL 11/24/2009 $50.00 COLLEEN LISZEWSKI 12/2/2009 $50.00r,CREATIVE FLOORS INC 11/13/2009 $100.00', DANIEL HARDY 11/2/2009, $100.00 FATHER SON IMPRINTS 11/5/2009 $100.00I HUEY MAGOOS LLC 11/24/20091 $50.00 INTEGRITY INSURANCE 12/2/20091 $50.00 MIMIS CLEANING SRVC INC 11/19/2009 $100.00 1 PAPA TONY CLAIRE INC 11/2/2009 $100.00 RESILIENCE COUNSELING CEN 11/12/2009 $100.00, ROBERT BURK 12/2/2009 $50.00 SOPER PEREZ ASSC 11/3/2009 $100.001, WILDER ACCOUNTING TAX 5 12/11/2009 $100.00'AAA AUTO CLUB SOUTH 12/11/2009 $50.00 DIXIE CUSTOM CONTRACT 12/11/2009 $50.00 ELAINE BARONE LIND 12/11/20091 $50.00 JENNIFER GAVIGAN 12/11/20091 $50.00 LOWES 12/11/2009 $50.00 MARION SAUNDERS 12/11/2009 $50.00, MASTERPIECE POOL SPA 12/11/2009 $100.00; PAUL COLWELL 12/11/2009 $50.00 WELLS FARGO 12/11/2009 $100.00 JOHNS Total:1 $1,700.00 PARADE /TREE LIGHTING SPONSORS AND PARADE APPLICANTS DATE AMOUNT SPONSOR 12/8/2009 $30.00 GODS WAY 12/2/2009 $530.00; KIM COBURN 12/2/2009 $300.00 FOUNTAIN DOCTORS LLC 12/2/2009 $30.00,P.K. SPORTS 11/30/2009 $250.00 SOLUTIONS WIRELESS NETWORK 11/19/2009 $30.00 TERRACLEAN 12/11/2009 $400.001ANNAN 12/11/2009 $25.00 LANGUAGE PATHOLOGY 12/11/2009 $500.00iWS GOLF LLC, TUSCAWILLA Total: $2,095.00 TOTAL REVENUE: $3,795.00 ATTACHMENT #2 1, fir, .•rr -�^r HOLI 1 AY 109 Holiday Events Report Prepared by: Christopher Carson, Recreation Supervisor December 28, 2009 Project Summary The 28 Annual Holiday Parade and 6 Annual Christmas Tree Lighting was a success despite rainy and cold weather. Attendance for both events was slightly down from 2008, as between 4,000 to 5,000 people attended. Community involvement and enthusiasm were showcased in both the Parade as well as the Tree Lighting events. Participating community groups included the Shriners' Children's Hospital, Winter Springs Chamber of Commerce, Winter Springs Rotary Club, American Cancer Society, plus many others. As intended, the traditional Winter Springs holiday events 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 the holidays within their neighborhood. By building community capacity in a fun, inclusive environment, the 2009 Holiday Parade and Christmas Tree Lighting provided a positive outlet for our community. Overall financial and legal responsibility for the Holiday events was coordinated and implemented by the City of Winter Springs. Event Overview This marked the 28 year that the City of Winter Springs has offered a Holiday parade for their community. Community favorite and former WESH 2 TV Newsman, Bill Shafer once again was the Master of Ceremonies for the parade with over 40 entries. The Christmas Tree Lighting event was hosted by Miss Florida, Rachel Todd and Arnie Nussbaum which featured main stage performances by numerous local performers, including the Heartbeat Boys, Lindy Romez Sol Y Mar, Studio 5D and Winter Springs Performing Arts Performers. For the first time a very popular attraction enjoyed by many children was the Holiday Train Ride that took place along Blumberg Boulevard, this was a huge hit as several hundreds of kids enjoyed the holiday lights and decorations that were presented along the train ride. Also, other onsite activities included a secondary stage with community entertainment including the Lake Howell Jazz Ensemble, the ReMax Town and Country Holiday Home Shows, Snow, Face painting, and over 40 Vendors participated. Winter Springs Holiday Events 2009 Presented By City of Winter Springs Statistics It is estimated that approx 4,000 5,000 people attended this year's Holiday Events, slightly down from approximately 6,000 attendees in 2008. 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. Both the Holiday Parade and Christmas Tree Lighting were 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 Joanne Krebs and City Commissioners Rick Brown, Sally McGinnis and City Manager Kevin Smith. The overall impression that was given by city residents was that the event was very enjoyable and they appreciated the holiday spirit that was generated by this event. Budget As part of the City Commission Meeting on October 12, 2009, the City Commission approved a total budget of up to $16,277 for the Holiday Parade and Christmas Tree Lighting. Staff received direction to work diligently to raise funding to offset the event's expenses. Staff was successful by obtaining sponsorships and vendor fees that totaled $3,795; as the event itself was $14,505.52. Promotions Media Exposure A 36' banner was erected across the Winter Springs Town Center at SR -434. Press releases were sent to all the main media outlets. Event flyers were distributed throughout the area and to local 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. The 28 Annual Winter Springs Holiday Parade was taped and edited by the Winter Springs High School AV Department. The parade was shown throughout the month of December and is currently available on www.winterspringsfl.org Radio Station 105.9 FM agreed to be the exclusive radio partner for the event, as the Orlando Sentinel was the exclusive Newsprint partner of the event. Vanessa Echols and Brian Shields of WFTV 9 News were present as they along with Mayor John Bush hosted the Tree Lighting Ceremony. Sponsorships We were very fortunate to have the support of our on -going and new Sponsors for this year's event 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. Event Sponsors Tuskawilla Country Club Fountain Doctors SUNNY 105.9 FM ReMax Town and Country The Orlando Sentinel Solutions Wireless Network Herba Family Chiropractic Annan Landscaping Conclusion Comments for city residents were ones of being grateful for the City's ongoing support of this important community initiative. This Winter Springs original holiday 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. la 4 ram r. LL 1 4 Yq" Fq f t' 1 Y... 5 r1 f die i �e „ail Mr rm cwrR oir" a Al:t 1 t