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Home My WebLink About2010 04 12 Regular 603 City's Volunteers with a Board and Committee Appreciation Event C OMMISSION AGENDA Consent Informational ITEM 603 Public Hearing Regular X April 12, 2010 Mgr. / ! - t. Regular Meeting g p Authorization REQUEST: The City Clerk is requesting the City Commission consider the information in this Agenda Item relative to the City Commission's interest in recognizing the City's Volunteers with a Board and Committee Appreciation Event. SYNOPSIS: Over the last ten (10) years at least, the City Commission annually has asked to honor their citizens who serve the City as Volunteers on the City's (Advisory) Boards and Committees with some kind of Appreciation Event. This Agenda Item is requesting that the City Commission review the information in this Agenda Item and decide on two (2) possible dates and to decide what kind of Event they wish to hold and the preferred location for the 2010 (Advisory) Board and Committee Appreciation Event. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - APRIL 12, 2010 REGULAR AGENDA ITEM "603" PAGE 2 OF 4 CONSIDERATIONS: The following is an excerpt from the February 22, 2010 City Commission Regular Meeting related to a discussion about holding an (Advisory) Board and Committee Appreciation Event for 2010: City Clerk Andrea Lorenzo - Luaces asked if the City Commission was interested in holding the next Board and Committee Appreciation Event. "I MOVE THAT WE HAVE ANDREA (LORENZO - LUACES) COME BACK WITH SOME OPTIONS FOR A VOLUNTEER ADVISORY EVENT." MOTION BY COMMISSIONER McGINNIS. SECONDED BY COMMISSIONER HOVEY. DISCUSSION. VOTE: COMMISSIONER HOVEY: AYE COMMISSIONER BONNER: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER KREBS: AYE DEPUTY MAYOR BROWN: AYE MOTION CARRIED. For the 2010 Appreciation Event, the Office of the City Clerk asked the three (3) largest restaurants in the City about availability, menu suggestions, and costs: Dinner Event: Location: Winter Springs Restaurant Time: Evening in May /June /July 2010, approximately to begin around 6:30 -7:00 p.m. Invitation: A letter from the Mayor and City Commission could be mailed with the event information (as an alternative to printed invitations) Presentation: After dinner, the Mayor and City Commission could each address the attending Board and Committee Members and present Certificates of Merit to the Board and Committee Members Approximate Costs: See Attachments "A ", "B ", and "C" Attendees: (Each With A Guest) Beautification of Winter Springs Board Board of Adjustment Board of Trustees Code Enforcement Board Districting Commission Oak Forest Wall and Beautification District Advisory Committee Planning and Zoning Board/Local Planning Agency Tuscawilla Lighting and Beautification District Advisory Committee Winter Springs Ad Hoc Charter Review Committee Mayor and City Commission Charter Officers Department Directors Staff Liasions /Office of the City Clerk Staff CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - APRIL 12, 2010 REGULAR AGENDA ITEM "603" PAGE 3 OF 4 Available Dates: Friday, May 7, 2010 (Hollywood Bistro/Yen Yen) Friday, May 14, 2010 (Hollywood Bistro/Yen Yen) Sunday, May 16, 2010 (Hollywood Bistro) Friday, June 11, 2010 (Hollywood Bistro/Yen Yen) Sunday, June 13, 2010 (Hollywood Bistro /Tuscawilla Country Club) Friday, June 18, 2010 (Hollywood Bistro /Tuscawilla Country Club) Friday, June 25, 2010 (Hollywood Bistro/Yen Yen) Saturday, June 26, 2010 (Tuscawilla Country Club) Sunday, June 27, 2010 (Hollywood Bistro /Tuscawilla Country Club) Friday, July 9, 2010 (Hollywood Bistro /Tuscawilla Country Club) Saturday, July 10, 2010 (Tuscawilla Country Club) Sunday, July 11, 2010 (Hollywood Bistro /Tuscawilla Country Club) Friday, July 16, 2010 (Hollywood Bistro /Tuscawilla Country Club) Saturday, July 17, 2010 (Tuscawilla Country Club) Sunday, July 18, 2010 (Hollywood Bistro /Tuscawilla Country Club) Friday, July 23, 2010 (Hollywood Bistro /Tuscawilla Country Club) Saturday, July 24, 2010 (Tuscawilla Country Club) Sunday, July 25, 2010 (Hollywood Bistro /Tuscawilla Country Club) Friday, July 30, 2010 (Hollywood Bistro /Tuscawilla Country Club) FISCAL IMPACT: Most costs for this event would come from the "Promotion Expense Appreciation Dinner" Line Code, 1100 - 54800- 11002. Currently there is approximately three thousand dollars ($3,000.00) available in the "Promotion Expense Appreciation Dinner" Line Code. COMMUNICATION EFFORTS: Copies and/or access to this Agenda Item have been provided to the Mayor and City Commission, City Manager, City Attorney, Department Directors; placed in Press Packets; placed in the Lobby Binder; and is available on the City's Website, LaserFiche, and the City's Server. ATTACHMENTS: A: Proposal — Hollywood Bistro Restaurant B: Proposal — Tuscawilla Country Club C: Proposal — Yen Yen Restaurant CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - APRIL 12, 2010 REGULAR AGENDA ITEM "603" PAGE 4 OF 4 RECOMMENDATIONS: 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 venue, menu/costs and confirm attendees. The City Clerk would like to request to be able to spend no more than fifty dollars ($50.00) out of the budgeted three thousand dollars ($3,000.00), if necessary, on miscellaneous decorations for this proposed Event. 2) The City Commission is respectfully requested to select two (2) dates for this event ATTACHMENT "A" Hollywood Bistro Banquet Event Order _ \ \/ o ®, � 158 Tuskawilla Rd. #1300 '/ Winter Springs, FL 32708 Date Invoice # r l b (407) 327 -1059 Phone 3/30/2010 813 + (407) 327 -6910 Fax Restaurant & . Catering info @hollywoodbistrodining.com Event Host Joan Brown Event Name City of W.S. Appreciation dinner Event Event Location Bistro Guest Count 100- 125ppl Date /Time TBD Host Phone # 407- 327 -5999 Location Email jbrown @winterspringsfl.org Item Description Qty. /Unit Amount 3 course meal service Starters Spring Mix Salad with Balsamic Spring Mix Medley with Balsamic Vinaigrette and French Bread Vinaigrette A choice of Entree Sirloin Steak Served regular with Garlic Mashed Potatoes, Broccoli and demi glace. Topped with fried onions for garnish Stuffed Tilapia Stuffed with shrimp stuffing, garlic mash, and sherry cream reduction. Broccoli compliments Sundried Tomato Chicken Seared chicken breast topped with sundried tomato cream sauce and served with rice pilaf and vegetables Dessert Choices Flourless Chocolate Cake Served a la mode with tempered chocolate and raspberry sauce Fresh Fruit Compote Mixed melons and berries served with a strawberry yogurt sauce Beverage package #1 Soft Drinks, tea, coffee, and water Linens Linens will be provided Dining Package #3 White Plates, Silverware and glassware will be used 20.00 /person Service Fee 5 -6 servers will be provided. Responsible for service and cleanliness of dining area. Comments: Cost /Person 20.00 Guest Count 100 -125 Sales Tax exempt Total Cost ATTACHMENT `B" Andrea Lorenzo - luaces From: Gayle A. Coutant Sent: Wednesday, March 31, 2010 12:56 PM To: Andrea Lorenzo - luaces Subject: RE: Tuscawilla Country Club From: Kelly Besser [mailto:kbesser @tuscawillacc.com] Sent: Tuesday, March 23, 2010 2:28 PM To: Gayle A. Coutant Subject: Tuscawilla Country Club Gail Thank you for considering Tuscawilla Country Club in the planning of your banquet. Below are the two quote requested. I have it based on 120 attending but I wouldn't need a final number from you until one week out. I also have food items based on average cost so please see the attached menus. Magnolia Room $300 (1/2 off Room Rental Rate) Appetizer of 200 pieces at an average cost of $33o Plated Meal for 120 at the average cost of $28 per person = $3360 Dessert for 120 people at $3.5o a person = $42o Iced Tea, Water, Coffee, Soda, Juice Included (unlimited soda is normally $4.5o a person but I can throw it in for you) White Linens and Napkins No Charge 7% tax = $370.44 (is this a tax exempt event ?) 20% service charge = $882 Total = $5662.44 Magnolia Room $300 Plated Entree at the average price of $28 for 120 people = $336o Iced Tea, Water, Coffee, Juice, Soda White Linen and napkins 7% tax = $307.44 20% service charge = $732 Total = $4 1 ATTACHMENT "C" Yen Yen City of Winter Springs Dinner Menu for Board and Committee Appreciation Appetizer Ginger Salad Entree General Tso's Chicken Shrimp with Mixed Vegetables Pepper Steak Dessert Honey Banana and Almond Cookie Beverage Hot Tea, Iced Tea and Sodas Service Family Style Price per person $16.95 includes gratuity. Tax will not be charged extra if certificate provided.