HomeMy WebLinkAbout2009 02 09 Regular 603 Funding July 4 Celebration of Freedom/50th AnniversaryCOMMISSION AGENDA
ITEM 603
Consent
Informational
Public Hearing
Regular X
/~~ t
February 09, 2009 C.~---~` -
Special Meeting Mg . / Dept.
Authorization
REQUEST: The Parks and Recreation Department is requesting direction from the City
Commission regarding the funding level for a July 4 Celebration of
Freedom/City of Winter Springs 50th Anniversary on July 4, 2009 at Central
Winds Park.
PURPOSE: The purpose of this item is to give staff direction regarding the funding level
for a July 4 Celebration of Freedom/City of Winter Springs 50th Anniversary
on July 4, 2009 at Central Winds Park.
CONSIDERATIONS:
• At the January 12, 2009, City Commission meeting the commission informed staff that
they wished to have a July 4 Celebration of Freedom/City of Winter Springs 50th
Anniversary on July 4, 2009 and to come back with funding recommendations for
consideration.
• Parks and Recreation staff met with City staff, the Events Committee and Chamber of
Commerce representatives on January 27, 2009 and discussed several ideas.
• One option would be to try to work with the City of Oviedo and do a joint City event at
the Oviedo Mall parking lot on July 4. The cost could be split by both cities. The
drawbacks were that it would require more time to work out the logistics and city
responsibilities for the 1St year event. Also, this year is Winter Springs 50th Anniversary
and a local July 4 at Central Winds Park would be more of a City -Community Event.
The mall area would be more of a regional event.
• The group also discussed charging a fee of $1 or up to $5 per person at Central Winds
Park or a parking fee of $5 to $10 per car. These options would generate some revenue
but also turn people away and create bitterness for charging for an event that was free in
the past and is free in Altamonte Springs, Sanford and other locations.
• The Winter Springs Rotary Club has again committed to staffing and funding the kids'
area at no charge to the public. They will also provide some activities at a cost, se114th of
July Items and provide beer sales to re-coop costs and hopefully provide some revenue
for their scholarships, Youth Open Heart Surgery and Polio programs.
• The Events Committee anticipates that it may be able to generate up to $10,000 to defer
event costs through booth sales, sponsors and vendors.
Agenda Item Regular 603
February 9, 2009
Page 2
The Events Committee will also work on locating City of Winter Springs memorabilia
and important individuals to recognize. They also plan to raise additional funds for
entertainment.
The actual cost to conduct the 2007 July 4t" Celebration of Freedom including all city
overtime was about $120,000.
2009 July 4 Celebration of Freedom/City of Winter Springs SOt" Anniversary
City Costs
OPTION 1
Description
*Police Overtime (Parking, Security, Traffic) $20,000
**Fireworks Display (15 minutes, music) $15,000
Small stage audio lights $ 5,000
Light Towers (35) $ 4,500
Security/Safety Items (Barricades, Fences, Cones) $ 4,000
Restrooms (2 Trailers, Portalets) $ 3,500
Public Works Overtime (Set-up, Electrical) $ 1,000
Parks and Recreation Overtime (Clean-up, Lights, Misc.) $ 1,000
Traffic Control (Sign Boards) $ 1,000
Weather Insurance $ 1,000
$ 56,000
Funds raised by Events Committee to reduce the costs -$10,000
TOTAL $46,000
*OPTION 2
The police overtime cost could be reduced by $5,000 using a
temporary parking service. However, the quality, experience and
appearance of the employees may be questionable.
$51,000
Funds raised by Events Committee to reduce the costs -$10,000
TOTAL $41,000
**OPTION 3
In order to provide a fireworks display similar to previous July 4t"'s
(20 minutes, more large shells, and closely choreographed to music)
the total cost would be $20,000.
$61,000
Funds raised by Events Committee to reduce the costs -$10,000
TOTAL $51,000
OPTION 4
Any other addition or reduction the City Commission desires.
Agenda Item Regular 603
February 9, 2009
Page 3
FUNDING:
General Fund Reserve
Option #1 $56,000 Less $10,000 from Events Committee
Option #2 $51,000 Less $10,000 from Events Committee
Option #3 $61,000 Less $10,000 from Events Committee
Option #4 Addition or Reduction by City Commission
RECOMMENDATIONS:
Parks and Recreation recommends that the City Commission establish the funding level
for General Fund Reserves for the 2009 July 4 Celebration of Freedom/City of Winter
Springs 50th Anniversary.
ATTACHMENTS:
None
COMMISSION ACTION: