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Home My WebLink About2009 01 26 Regular 611 Mardi Gras/WS Rotary ClubNote: Regular Agenda Item "611" was originally listed on the January 26, 2009 Regular Meeting, but due to time constraints it was not heard. (Regular Agenda Item "611" from the January 26, 2009 Regular Meeting WAS discussed during the January 27, 2009 Special Meeting.) COMMISSION AGENDA ITEM 611 Consent Informational Public Hearing Regular X 1 Janu 26 2009 ~~ Regular Meeting gr. / Dept. Authorization REQUEST: The Parks and Recreation Department is requesting direction from the City Commission regarding a financial partnership with the Winter Springs Rotary Club and Events Committee for Mardi Gras events. PURPOSE: The purpose of this item is to give staff direction regarding a financial partnership with the Winter Springs Rotary Club and Events Committee for Mardi Gras events. CONSIDERATIONS: • The Winter Springs Rotary Club and the Events Committee have been working on conducting Mardi Gras events for several months. • Mary Alice Wilder, during public comment, addressed the City Commission and presented information at the October 27, 2008 meeting regarding the planning of the Mardi Gras events. • The Winter Springs Rotary Club and Events Committee have now made the City aware that they would like to enter into a financial partnership regarding the Mardi Gras events. • The Winter Springs Rotary Club and Events Committee would provide the following: Winter Springs Town Center Friday, March 13 - Beginning at 6:00 pm - A Mardi Gras Parade of floats and bands beginning at Keeth Elementary and concluding at the Town Center; Concert; Casino; Silent Auction; Gifts; Carnival Games; and Fireworks. Winter Springs Town Center Saturday, March 14 - Beginning at 10:00 am - An Exotic Car Show unti13:00 pm; Carnival Games until 11:00 pm. Winter Springs Senior Center Saturday, March 14 - 8:00 pm to Midnight -Mardi Gras Gala Event Agenda Item Regular 611 January 26, 2009 Page 2 • The Events Committee will be responsible for raising funds for the following expenses: Concert Stage $1,800.00 Restrooms $ 500.00 LED Message Board $ 500.00 8 Light Towers $ 800.00 Fireworks $3,000.00 TOTAL $6,600.00 • The Winter Springs Rotary Club would provide costs associated with the Parade, Casino, Silent Auction; Classic and Exotic Cars, Carnival, Gifts, Mardi Gras Ball, etc. • The Winter Springs Rotary Club is a Community Service that raises funds to provide scholarships to Winter Springs High School students. FUNDING: The City's portion of the partnership would be the waiving of the Police Department and Public Works overtime costs for the event estimated to be $2,500. Also, the fee for the 8 hour rental of the Winter Springs Senior Center for $390.00. Total = $2,890.00. The Rotary Club of Winter Springs intent is to pay back the City for the Police and Public Works overtime costs after the event from Carnival revenues if sufficient. RECOMMENDATIONS: The Parks and Recreation Department is recommending City Commission direction regarding a financial partnership with the Winter Springs Rotary Club and Event Committee for a Mardi Gras event. ATTACHMENTS: Attachment #1 Current timeline of Mardi Gras Events Attachment #2 Flyers Attachment #3 Rental Agreement for Senior Center COMMISSION ACTION: ATTACHMENT 1 Mardi Gras Event Time Line Friday -March 13, 2009 Winter Springs Town Center 12:00 pm - 2:00 pm All vendor tents must be in place on Tuskawilla in the Town Center at their assigned place. Check in at Special Event Tent for your packet. 4:30 pm Krewe of Leader Royal Court meets on Stage to select and crown King and Queen for Robing. 4:45 pm King and Queen of Krewe of Leaders and Royal Court leave for Parade staging area. 6:00 pm Mardi Gras Parade starts at staging area at Keeth Elementary, Tuskawilla Road. 5:00 pm - 11:00 pm Texas Hold'em Casino Tent open. 5:00 pm -11:00 pm Gift Grab Tent open. 6:00 pm - 11:00 pm Carnival open. 9:00 pm Fireworks. 9:30 pm 50/50 Raffle winners announced. Saturday -March 14, 2009 Winter Springs Town Center 10:00 am - 3:00 pm Cars for Kidz Car Show open. 10:00 am - 3 :00 pm Texas Hold' em Tent open. 2:00 pm -11:00 pm Chamber Tent open. 2:00 pm -11:00 pm Carnival open. Sunday -March 15, 2009 Winter Springs Town Center 2:00 pm -10:00 pm Carnival open. Mardi Gras Gala Time Line Saturday -March 14, 2009 Winter Springs Senior Center 8:00 pm Doors Open. 8:30 pm Introduction of Dignitaries. 8:45 pm Introductions of Mardi Gras Royal Court Krewe of Leaders. 9:15 pm Orlando Russian Ballet Performance. 9:45 pm Singer - 2 songs. 9:55 pm Dance Performance. 10:00 pm Attendees congratulate; Court Dancing starts. 10:30 pm Set up for Breakfast starts. 11:00 pm Breakfast starts. 12:00 am Exit Attendees. f � ' ;: � � inter Springs Rotary Mardi . � � r � , • =� 1. � �# ' R� 4 � ,.� � _ �IlVinte�:�Spr�ngs Town Cent - , � 3� � :n- + - _ _ �' . • _ '_�.� - ..- ,' - � _. {�,, . '� " - . __ - � - ; - _ . - - - � - - : rf�;' . � - �{ _ �� - . - - -- ;i� _ i -ti`:'%.�"' . � . i�� '� • - ' �. �..�. .� :�_ , i �� ' `., �� . � . :, �� _ � . � �r�,"'` �'-�, ,c i - - . � . _ _ 'k _ - " I ,' ;� . _ r . . _ } - - I _ , , . - , � , � . -. � M�fC�1 � 3� Z009 - : � � � o � _ . 5:30 PM -12-00 AM ; _- : _ _ f. � . . 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I � �' � z... �f :`,� �.; �_ = c _.r � g � ._ ., s��,_ ... .� � z �;. . -� , j�¢ , .�! _s. f �g '_ '° ,_a , - _ �� is� �i� ` �� - �� _ - . �� ~-~`~ ATTACHMENT 3 CITY OF WINTER SPRINGS CIVIC CENTER FACILITY RENTAL AGREEMENT 3~'n The Applicant or user hereby promises and agrees to indemnity and hold harmless City of Winter Springs, a dtY corporation, its officers, agents, and staff from and against any and all liability, claims damages, demands, expenses, fees, fines, penalties, suits, proceedings, actions and costs of actions, including attorney's fees for trial and on appeal, of any kind and nature arising or growing out of or in anyway connected with the performance of the Agreement whether by act or omission of agreement between the parties. The applicant shall supply a "Certificate of Insurance" reflecting minimum coverage of $500,000 bodily injury ocx:rrrrence and $100,000 property damage. Citv of Winter $orinas shall be named as an additional insured which shall be noted on the Certiflcate. The Cerfificate shall indicate that the applicants Insurance policy shall not be cancelable without thirty days prior written notice of City. The undersigned agrees to abide by the regulations goveming the said fadlity and is responsible for charges Incurred and must supply a 'Certificate of Insurance" to City Office no later than ten (10) calendar days prior to progreMevent date. COPYRIGHT LAW: Applicant shall assumes all costs arising from the use of patented, tredemarked-br copyrighted materials, equipment, devices, processes, or dramatic rights used or incorporated in the conduct of any event covered under the Agreement; and applicant agrees to indemnify and hold harmless the City, from all damages, costs and expenses in law or equity for or on account of any patented, trademarked or copyrighted materials, equipment, devices, processes or dramatic rights furnished or used by applicant in connection with this Agreement and will defend the City from any such suitor action, regardless of whether it be grdundless or fraudulent. The undersigned agree to abide by the regulations goveming and facility and is responsible for all donations and charges incurred. The Applicant/Sponsoragrew to submit with their application a 25% deposit of the required minimum donation. Litter resulting from the use of this fadlity is to be picked up and deposited in refuse containers before leaving the area of fadlity. Fadlity must tx; left in the same condition as found. Aoolicant/Soonsor or ~. ~ /= D _' /A e .J n No: I Date: Revised 02/13/08 CIVIC CENTER -PARKS and RECREATION DEPARTMENT Office: (407)327-6556 400 North Edgemon Avenue or (407)327-6593 Winter Springs, Florida 32708-2799 Fax: (407)327-4763 Please complete sections I, II, IV: You are required to sign and date your agreement. Falsification of Information provided herein may result in rescission of the Agreement or cancellation of the event program.