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HomeMy WebLinkAbout2008 06 09 Regular 605 Consider recognizing City's Volunteers on Boards/Committees COMMISSION AGENDA ITEM 605 Consent Informational Public Hearing Regular X June 9. 2008 Regular Meeting \! Mgr. / Dept. Authorization r/' . 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 who serve as Board and Committee Members. PURPOSE: The purpose of this Agenda Item is to request that the City Commission review the following information and decide if there is a particular way the City Commission wishes to formally recognize and honor their Board and Committee Members. CURRENT CONSIDERATIONS: At the May 27, 2008 City Commission Special Meeting, the following is an excerpt of a discussion related to recognizing Board and Committee Members: BACKGROUND INFORMATION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE20F9 "In other City business, regarding recognizing the City's Advisory Board and Committee Members, Commissioner McGinnis suggested, "If we could come up with some kind of a thank you, recognition of the work done by all our volunteers for the last year, I think it would be in order." Commissioner McGinnis continued and suggested, "A Certificate and having them all come to City Hall one night and have cake." Mayor Bush asked, "Do you want to recommend this be an Agenda Item and be brought back for the next Meeting?" "SO MOVED." MOTION BY COMMISSIONER McGINNIS. SECONDED BY DEPUTY MAYOR GILMORE. DISCUSSION. MAYOR BUSH NOTED, "MOTION TO BRING THE VOLUNTEER PRGRAM - WHICH MAY INCLUDE A DINNER, WHICH MAY NOT." VOTE: DEPUTY MAYOR GILMORE: AYE COMMISSIONER MILLER: AYE COMMISSIONER McGINNIS: AYE COMMISSIONER KREBS: AYE COMMISSIONER BROWN : AYE MOTION CARRIED. The 1999 Board and Committee Appreciation Dinner was held at the Winter Springs Senior Center. Approximate price of rental of location for this event: $0.00 Approximate price for Food/Beverages/Service for this event: $3,000.00 Approximate price for Invitations (including postage): $125.00 Approximate price for Gift (Engraved Acrylic Award): $1,150.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Tree - "Seedling"): $110.00 Total Approximate Cost for 1999 Event: $4,385.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE30F9 The 2000 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom). Approximate price of rental of location for this event: $300.00 Approximate price for Food/Beverages/Service for this event: $2,150.00 Approximate price for Invitations (including postage): $150.00 Approximate price for Gift (Engraved Pens): $800.00 (we received a special on the engraving, which saved the City several hundred dollars) Approximate price for Favors, Decorations, and Miscellaneous Items (Embossed Stationary): $65.00 Total Approximate Cost for 2000 Event: $3,465.00 The 2001 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $200.00 Approximate price for Food/Beverages/Servicefor this event: $1,900.00 Approximate price for Invitations (including postage): $250.00 Approximate price for Gift (Engraved Marble Paperweights): $1,500.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Embossed Mints): $40.00 Total Approximate Cost for 2001 Event: $3,890.00 The 2002 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom). Approximate price of rental of location for this event: $500.00 Approximate price for Food/Beverages/Servicefor this event: $3,330.00 Approximate price for Invitations (including postage): $280.00 Approximate price for Gift (Engraved Marble Paperweights): $1,345.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Stemmed Flowers and Tulle Covered Scented Votives): $165.00 Total Approximate Cost for 2002 Event: $5,620.00 The 2003 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $200.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $3,866.00 Approximate price for Invitations (including postage): $350.00 Approximate price for Gift (Engraved Marble Paperweights): $1917.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Balloons; 5 "x7" Frame with Star; Chocolate "Tokens of Appreciation" and Chocolate Stars): $505.00 Total Approximate Cost for 2003 Event: $6,838.00 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE40F9 The 2004 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom). Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $3,300.00 Approximate price for Invitations (including postage): $275.00 Approximate price for Gift (Engraved Marble Paperweights): $1515.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Napkins; Chocolate Coins; Treasure Chests, Faux Jewelry and Coins): $400.00 Total Approximate Cost for 2004 Event: $5,490.00 The 2005 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom). Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Service for this event: $4,100.00 Approximate price for Invitations (including postage): $350.00 Approximate price for Gift (Engraved Marble Paperweights): $1,800.00 Approximate price for Favors, Decorations, and Miscellaneous Items (Toy/Mini Musical Instruments, Plants, Cellist): $425.00 Total Approximate Cost for 2005 Event: $6,675.00 The 2006 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $0.00 Approximate price for Hors d'oeuvres/Food/Beverages/Servicefor this event: $3,553.70 Approximate price for Invitations, Postage, Programs: $382.17 Approximate price for Gift (Engraved Marble Paperweights): $1,725.00 Approximate price for Favors, Decorations and Miscellaneous Items (Plants, Flower Pots, Centerpieces, Ribbon): $663.37 Entertainment - Cellist: $100.00 Total Approximate Cost for 2006 Event: $6,424.24 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE50F9 The 2007 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant. Approximate price of rental of location for this event: $0.00 Approximate price for Hors d 'oeuvres/Food/Beverages/Service for this event: $2,398.00 Approximate price for Invitations, Postage, Programs, Place cards: $224.00 Approximate price for Gift (Engraved Marble Paperweights): $1,838.00 Approximate price for Favors, Decorations and Miscellaneous Items (Fortune Cookies, Flowers, Chopsticks, Umbrellas, Take-Out Boxes, Bamboo Plants, River Rocks, Tea light Candle Holders, Centerpieces, Mise.): $1,048. 00 Entertainment - Kung Fu Tai Chi: $150.00 Total Approximate Cost for 2007 Event: $5,658.00 FUNDING: Most costs for this event would come from the "Promotion Expense Appreciation Dinner" Line Code, 1100-54800-11002. Currently there is approximately $3,000.00 available in the "Promotion Expense Appreciation Dinner" Line Code. During last year's Budget discussions, there was an interest in future recognition events, not being as elaborate as in the past. POSSIBLE CONSIDERATIONS SUGGESTED BY THE CITY COMMISSION: The following ideas are being suggested as possible options or alternatives, should the City Commission not wish to have the traditional Advisory Board and Committee Appreciation Dinner. Some of these ideas were suggested at the last City Commission Meeting, and/or in prior individual conversations with Members of the City Commission: For each of the following, VERY approximate costs have been provided, and the actual costs would depend on how much food would be provided, and who would be included. For instance, just Board and Committee Members could be invited and not guests; and you might decide to not include Staff. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE 6 OF 9 Certificate Presentation: Location: Winter Springs Commission Chambers. Time: Weekday evening, during a City Commission Meeting, or on a separate evening. Description: Brief event. Invitation: A letter from the Mayor and City Commission could be mailed with the applicable information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. Presentation: At the agreed upon time, the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Board and Committee Members. Cake would then be served in the lobby. Approximate Costs: $100.00 (not including Staff time). Picnic: Location: Central Winds Park Pavilions. Time: Weekend day. Description: Traditional picnic. Invitation: A letter from the Mayor and City Commission could be mailed with the Picnic information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. As we are now in the summer months, unless this was proposed for later in the year, it might be too uncomfortable outside. Presentation: After the dining portion of this event, the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Board and Committee Members. Approximate Costs: $2,000.00 (not including Staff time). CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE70F9 Hors d'oeuvres Party: Location: Winter Springs Lobby/Commission Chambers. Time: Weekday evening, approximately around 6:30 p.m. Description: We could have skirted tables set up in the lobby with assorted "fancy" Hors d' oeuvres and punch for a beverage. Invitation: A letter from the Mayor and City Commission could be mailed with the party information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. Other: We could purchase assorted cheeses, crackers, fruit, vegetable crudites, punch ingredients, and other items from Publix, and/or neighborhood restaurants. There would probably be about 2 hours of Staff time, prior to the start, and then clean up by Staff, after the event was over. Presentation: After about an hour of mingling and enjoying Hors d'Oeuvres, everyone could be seated in the Commission Chambers, and the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Advisory Board and Committee Members. Approximate Costs: $500.00-$700.00 (not including Staff time). Coffee & Dessert Party: Location: Winter Springs Lobby/Commission Chambers. Time: Weekday evening, approximately around 7:30 p.m. Description: We could have skirted tables set up in the lobby with assorted "fancy" desserts as a Station and skirted tables with gourmet coffees and fancy options like fancy sugars, whipped cream and possible rent a cappuccino maker or other type equipment for another station. Invitation: A letter from the Mayor and City Commission could be mailed with the party information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. Other: We could purchase most of the food for this from Publix, Toojay's, and a coffee shop. There would probably be about 2 hours of Staff time, prior to the start, and then clean up by Staff, after the event was over. Presentation: After about an hour of mingling and enjoying coffee and dessert, everyone could be seated in the Commission Chambers, and the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Board and Committee Members. Approximate Costs: $400.00-$600.00 (not including Staff time). CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE 8 OF 9 Luncheon: Location: Local Restaurant or Tuscawilla Country Club. Time: Weekday or weekend day, approximately around Noon. Description: A luncheon could be held, similar to the Tri-County League of Cities. Invitation: A letter from the Mayor and City Commission could be mailed with the party information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. Other: After lunch, the Mayor and City Commission could each address the attending Board and Committee Members and Certificates of Merit could be presented to the Board and Committee Members. Approximate Costs: $15.00-$20.00 (per person). Dinner: Location: Local Restaurant or Tuscawilla Country Club. Time: Evening, probably a weekend, approximately around 7:00 p.m.. Description: A dinner similar to what has been done in the past - with or without appetizers/dessert, depending on your preference and costs. Invitation: A letter from the Mayor and City Commission could be mailed with the party information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. Other: After dinner, the Mayor and City Commission could each address the attending Board and Committee Members and Certificates of Merit could be presented to the Board and Committee Members. Approximate Costs: $20.00-$30.00 (per person). OTHER POSSIBLE CONSIDERATIONS: The following idea could also be of consideration: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JUNE 9, 2008 REGULAR AGENDA ITEM "605 PAGE 9 OF 9 Brunch: Location: Winter Springs Lobby/Commission Chambers. Time: Weekend day. Description: We could have skirted tables set up in the lobby with assorted Brunch items, such as quiche, pastries, fruit, juices and coffee. Invitation: A letter from the Mayor and City Commission could be mailed with the Brunch information, as an alternative to printed invitations. Notes: No favors, decorations, entertainment, marble gifts or other gifts would be purchased. Other: We could purchase most of the food from Publix and/or Panera (Seminole County). There would probably be about 2 hours of Staff time, prior to the start of the Brunch, and then clean up by Staff, after the event was over. Presentation: After about an hour of mingling and enjoying the brunch, everyone could be seated in the Commission Chambers, and the Mayor and City Commission could each address the attending Board and Committee Members and then Certificates of Merit could be presented to the Board and Committee Members. Approximate Costs: $400.00-$600.00 (not including Staff time). RECOMMENDATIONS: COMMISSION ACTION: The City Commission is requested to decide if they like any of the options noted in this Agenda Item or if they would like to go with some other idea, as well as how much they wish to spend. Unless otherwise stipulated, no favors, decorations, entertainment, marble gifts or other gifts would be purchased.