HomeMy WebLinkAbout2010 04 12 Regular 602 Consider July 4, 2010 Celebration of Freedom Event COMMISSION AGENDA
Consent
Informational
ITEM 602 Public Hearing
Regular X
April 12, 2010
Regular Meeting Mg . / Dept.
Authorization
REQUEST: Parks and Recreation requests that the City Commission consider a July 4,
2010 Celebration of Freedom Event similar to last year's event with general
fund funding not to exceed $19,000.
(This issue was tabled at the February 22, 2010 meeting. Therefore, a motion to remove from the
table would be required for the Commission to consider this item.)
SYNOPSIS: The City Commission has discussed various options for a 2010 Celebration
of Freedom event over the past few months, most recently at the March 8,
2010 meeting where the City Manager was directed to add 2 special event
questions in the annual solid waste survey to provide citizen input.
CONSIDERATIONS:
• The solid waste survey results from a statistical sample of 451 registered voters in the
City of Winter Springs that live in single family residences came in on March 23,
2010 and indicated the following:
1. 70.5% said Yes they support "Special Events in the city such as the 4 of
July, Hometown Harvest, and the Holiday Tree Lighting and Parade"
22.69% said No they did not support such things. 6% had no opinion.
2. 58.5% support the utilization of taxpayer dollars, not to exceed $25,000, to
fund the 4 of July event, 19.5% do not, and 22% have no opinion.
For the sample size of 451, the margin of survey error (95% confidence
intervals) for a percentage near this questions 60 -40 split is ± approximately
4 percentage points. This means the outcome if all 11,222 of the target
survey group had been surveyed (in this case the curbside solid waste
customers), we are 95% confident that somewhere between 54.5% to 62.5%
would support spending not more than $25K for the 4 of July.
Agenda Item Regular 602
April 12, 2010
Page 2
• City staff met in a special ICS meeting to again come up with additional ways to
reduce expenses for the event. Reductions were made regarding fireworks, stage and
sound, entertainment, fencing, and insurance.
• Budget:
CITY OF WINTER SPRINGS
CELEBRATION OF FREEDOM
SUNDAY, JULY 4, 2010
5:00 pm —10:00 pm
Description Cost
Fireworks Display (12 Minutes and No Special Effects) $ 10,000.00
Production (Sound Miscellaneous) $ 1,000.00
Advertising (Banner & Newsprint) $ 500.00
Transportation (Event Shuttling) $ 2,200.00
Restrooms (Restroom Trailer & 2 Portalets) $ 1,000.00
Golf Carts (4 Carts) $ 400.00
Hospitality Tent (20' x 40') $ 600.00
Light Towers (30) $ 3,400.00
Generators/Electrical Needs $ 1,000.00
Kids Area (Bounce Houses & Trackless Train) $ 1,200.00
Traffic Control (2 Sign Boards) $ 400.00
Public Works (Staff) $ 700.00
Parks & Recreation (Staff) $ 1,000.00
Police (Staff) $ 10,600.00
Total Event Budget $34,000.00
SPONSORSHIP AND VENDOR FEES
City Sponsorships and Vendor Fees $12,500.00
Radio SponsorshipsNendors $ 2,500.00
Total Revenues $15,000.00
Estimated General Fund Expenditure: $19,000.00
(Not charging at the gates)
Agenda Item Regular 602
April 12, 2010
Page 3
• Staff also came up with another option to conduct a downsized event from 7:00 pm to
9:30 pm that reduced operation expenses even more. However, there would be
significant reductions in the sponsorship and vendors due to a very short event. The
radio station did not wish to participate at all and other sponsors and vendors
indicated that they would only participate if they contributed less funding.
DOWNSIZED EVENT
CITY OF WINTER SPRINGS
CELEBRATION OF FREEDOM
SUNDAY, JULY 4, 2010
7:00 pm — 9:30 pm
Description Projected
Fireworks Display (15 Minutes and No Special Effects) $ 12,500.00
Restrooms (Restroom Trailer & 2 Portalets) $ 1,000.00
Light Towers (15) $ 1,350.00
Kids Area (Bounce Houses & Trackless Train) $ 1,500.00
Parks & Recreation (Staff) $ 500.00
Police (Staff) $ 8,000.00
Budget Total $ 24,850.00
Potential Revenue Sources
SPONSORSHIP AND VENDOR FEES
Sponsorships $ 5,000.00
Vendor Fees $ 500.00
Total $ 5,500.00
Estimated General Fund Expenditure: $19,350.00
(Not charging at the gates)
• Staff also researched further the collection of a fee at the gate and obtained a price of
$1,250 from a licenses and insured professional firm.
POTENTIAL REVENUE FROM ADMISSION AT THE GATE
10,000 Attendees at $1 Per Person = $10,000 Revenue (Less $1,250 fee)
10,000 Attendees at $2 Per Person = $20,000 Revenue (Less $1,250 fee)
• Staff is concerned that due to closeness of the July 4 event it may be difficult to
obtain the Police (other agency support) and sponsor /vendor support if a decision on
the event is not made very soon.
Agenda Item Regular 602
April 12, 2010
Page 4
FISCAL IMPACT:
New proposed budget $34,000
Less Projected city sponsorship and vendor fees ($12,500)
Radio sponsorships /vendors ($ 2,500)
Total estimated general fund expenditure $19,000 ($10,600 Police Overtime;
$8,400 Other Expenses)
If charging for admission, it would mitigate the general fund expenditure.
COMMUNICATION EFFORTS:
Staff will immediately begin notifying the public regarding the July 4, 2010 event through e-
Citizen, City website and local media, etc. Staff will also aggressively seek sponsors and
vendors. Should the commission elect to charge any fees, staff would do their best to inform
those who are considering attending and those who attend about the fee(s).
RECOMMENDATIONS:
Staff recommends the City Commission provide further direction on the format and funding of a
July 4, 2010 Celebration of Freedom event.
ATTACHMENTS:
Attachment #1 Solid Waste Survey Summary
ATTACHMENT #1
Chuck Pula
From: Kip Lockcuff
Sent: Friday, April 02, 2010 3:23 PM
To: Kip Lockcuff; Chuck Pula
Cc: Kevin Smith
Subject: RE: Survey Sample Special Events
A Simple Random Survey was conducted. In all, 451 interviews were completed with eligible
respondents. This sample size allows for a 95% confidence interval which reflects highly
accurate results with the margin of error estimated below.
First question - Do you support special events in the City such as the 4th of July, Hometown
Harvest, and the Holiday Tree Lighting and Parade?
Number Percentage
Yes 318 70.5
No 102 22.6
No opinion 31 6.9
Total 451 100.0
For the sample size of 451, the margin of survey error (95% confidence intervals) for a
percentage near this questions 70 -30 split is ± approximately 3.5 percentage points. This
means the outcome if all 11,222 of the target survey group had been surveyed (in this case the
curbside solid waste customers), we are 95% confident that somewhere between 67% to 74%
support special events.
Second Question - Do you support the utilization of taxpayer dollars, not to exceed $25,000, to
fund the 4th of July event?
Number Percentage
Yes 264 58.5
No 88 19.5
No opinion 99 22.0
Total 451 100.0
For the sample size of 451, the margin of survey error (95% confidence intervals) for a
percentage near this questions 60 -40 split is ± approximately 4 percentage points. This means
the outcome if all 11,222 of the target survey group had been surveyed ( in this case the
curbside solid waste customers), we are 95% confident that somewhere between 54.5% to
62.5% would support spending not more than $25K for the 4th of July.
Hope this helps
Kipton Lockcuff, P.E.
Utility /Public Works Director
1