HomeMy WebLinkAbout2008 09 08 Regular 601 2008 Winter Springs Festival of the ArtsCOMMISSION AGENDA
ITEM 601
September 8, 2008
Meeting
REQUEST:
CONSENT
INFORMATIONAL
PUBLIC HEARING
REGULAR X
M r. ~~ /De t.
Authorization
The Community Development Department requests the City Commission consider costs
to be incurred by the City related to the 2008 Winter Springs Festival of the Arts and
decide the level of service to be provided by the City and a funding source for the
corresponding expenditures.
PURPOSE:
The purpose of this agenda item is for the City Commission to review estimated costs for
the City's participation in the Winter Springs Festival of the Arts on October 4-5, 2008
and to decide on an appropriate funding source for the related expenditures.
CONSIDERATION:
On October 4, 2008, the Oviedo-Winter Springs Chamber of Commerce (the
Chamber) will be hosting the first Winter Springs Festival of the Arts Two Day
Signature Event in the Winter Springs Town Center, on Blumberg Boulevard. This
event will feature the City's first juried outdoor fine arts festival with approximately
ninety (90) visual artists and a variety of performing artists.
The Chamber has been involved in extensive pre-event planning with the City
to ensure a successful event that will compliment the annual Taste of Oviedo event held
in Oviedo. Representatives from the Chamber have worked with Chris Carson of the
City's Parks Department, in addition to meeting with Staff from several other
participating Departments, in an effort to coordinate manpower and equipment
requirements that will further ensure the public's safety during this event.
090808_COMM_Regular_601 _W intersprin gsArtsFestival
After a careful review of the event application submitted by the Chamber, City
Staff has agreed with the need for two road closures for this event located on Blumberg
Boulevard and on Tuskawilla Road, which will be on October 4, 2008, loam to Spm, and
on October 5, 2008, loam to Spm. Tuskawilla Road will be opened during the time
when there are no activities related to the event.
In addition, City Staff is concerned for the City's landscaping investment along
Blumberg Boulevard, where potential damage to plant material and turf could occur
during setup and during the ongoing event activities. Staff has discussed this at length
with representatives of the Chamber
Below, City Staff has compiled an estimated budget containing costs the City will
incur to participate and make this two day event both safe and successful.
City of Winter Springs -Required Services Budget
Item
Refundable Event Deposit (Oviedo-W. S. Chamber)
LED Message Sign Board (5 days)
Temp. Fencing -Vet's Memorial
Water Barricades (Road Closures - Blumberg/Tuskawilla)
Cones, Tape, Signage
Police (Off Duty) Per Capt. Deisler
4 Officers gam-6pm Sat. / 2 Officers all night Sat.
4 Officers gam-6pm Sun.
Parks (Overtime) 12 hrs @ $20/hr.
P.W. (Overtime) 8 hrs @ $20/hr.
CDD - U.B. (Overtime) 14 hrs @ $20/hr.
Labor (Site Prep. Mowing, Spread Mulch)
Equipment (Site Prep. Mowing, Spread Mulch)
Mulch -Donated by A Budget Tree and City
Artist Parking Lot Curb Ramp
Portable Light Towers (2 days)
Tota I
There is no cost for
Fire Dept.
participation.
uantit Each Total Cost
1 $1,500 $1,500
4 $450 $1, 800
1 $900 $900
17 $75 $1,275
1 $500 $500
1 $2,880 $2,880
4 $240 $960
2 $160 $320
1 $280 $280
1 $200 $200
1 $280 $280
100 $0 $0
1 $150 $150
2 $150 $300
9 845
"Refundable
Event Deposit
Not In Total
090808_COMM_Regular_601 _W in terSpringsArts Festival
STAFF RECOMMENDATION:
Staff recommends the City Commission make a decision regarding the levels of
service that will be provided by the City for the 2008 Winter Springs Festival of the Arts
Event and decide on a funding source for the related expenditures.
ATTACHMENTS:
A. Winter Springs Festival of the Arts -Event Map
COMMISSION ACTION:
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-5957 Facsimile (407) 327-6686
Ronald W. McLemore
City Manager
MEMORANDUM
TO: Mayor & City Commission
FROM: Ron McLemore, City Manager
DATE: September 8, 2008
SUBJ: Regular Agenda Item 601 -Arts Festival Event
This supplement to Regular Agenda Item 601 is in response to questions raised by the
Commission. Attached is a revised City budget for the event and a December 21, 20071etter
sent to Oviedo-Winter Springs Chamber Executive Director Cory Skeats.
City staff fully supports the arts festival event and wants to do everything within our
authority to assist the Chamber in having a safe and successful event.
Although this is a Chamber event, the City is responsible for the safety of the participants
and persons attending the event.
Over the past 10 years, the City staff has become very skilled in identifying and executing
the services needed to provide for traffic control, crowd control, emergency incidents, and
asset protection in events smaller, similar, and far larger and more complex and challenging
than the planned arts festival event. Staff is confident that we understand what needs to be
done to make this a safe and manageable event.
Special Event Permit
A Special Events Permit is required for a special event in the City. The purpose of the permit
is to ensure that the persons sponsoring the event perform the level of planning that will
provide the City the level of information that will be required to provide for adequate safety,
protection of City assets, and related cost involved in carrying out these functions.
Chronolo>?y
On December 21, 2007, the attached letter was sent to Oviedo-Winter Springs Chamber
Executive Director Cory Skeats outlining the event permit process that City staff believed
would be necessary for an event of this size and complexity.
As shown on page 2 of the letter, the City Manager indicated two issues that would need
special attention as follows:
1. How the City's investment in Blumberg Boulevard would be protected, and
2. What cost would be incurred for City services and who would pay.
On August 12, 2008, the Chamber filed their permit with the City. During staff review, staff
identified numerous issues that were not adequately addressed in the application, and
numerous points that needed clarification. Of particular note was the lack of information on
needed City services.
On August 22, 2008, staff met with representatives of the Chamber and the Event Committee
to review the event plan and to clarify issues.
On September 2, 2008, the City Commission had a budget workshop in which the
Commission designated events it has an interest in for the FY 2009 budget. The art festival
event was not include in the list due to the fact that staff was not finished with their analysis
of City service requirements at that time.
On September 3, 2008, City staff met to review and document the costs necessary to address
all issues of traffic control, crowd control, security, and asset protection.
On September 4, 2008, the Community Development Department submitted Regular Agenda
Item 601 for review and approval. This agenda item included the proposed budget for City
services, identified staff concerns with the protection of the median from damage, and
requested the Commission to define the level of services the Commission was willing to
provide to the event and the to identify the associated source of funding.
There are three remaining issues as follows:
1. Staff has reviewed the cost of City services and revised the budget where possible.
2. The Police Department continues to have concerns with the closure of Tuskawilla
Road. As shown on the attached revised budget, the closure of Tuskawilla Road
has budget implications.
3. Protection of the Boulevard continues to be of concern. As shown on the revised
budget, significant staff resources have been committed to protection of the
Boulevard. The Commission should be cautious of approving this agenda item
and not approve the agenda item until such time that the Commission is
comfortable that the Boulevard is adequately protected.
Winter Springs Festival of the Arts
Revised Budget
Site Preparation
Public Works-Overtime
Public Works-Equipment
Public Works-Artist Parking Lot
Total
Traffic/Ground Control
Police-LED Message Boards
Police-Water Barricades
Police-Overtime
Total
Asset Protection
Beautification-Vet Memorial
Beautification-Cones/Tape/Signage
Beautification-Overtime
Parks-Overtime
Total
Total Operating Revised Budget
Asset Protection Refundable Event Deposit
Total Event Revised Budget
With
Tuskawilla
Closed
520
280
150
950
1,800
1,275
2,880
5,955
900
500
280
960
2,640
9,545
1,500
11, 045
With
Tuskawilla
Open
520
280
150
950
2,880
2,880
900
500
280
960
2,640
6,470
1,500
7, 970
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
Ronald W. McLemore
City Manager
December 21, 2007
Mr. Cory Skeates
Executive Director
Oviedo-Winter Springs Chamber of Commerce
200 West Broadway
Oviedo, FL 32765
Dear Cory:
The City Commission has requested that I forward you a letter outlining the procedures related to
the Arts Festival you are planning for next year.
First of all, let me congratulate you for undertaking this project. I worked with the Rotary Club
for several years putting together their annual arts festival in Winter Springs. I know how much
work is involved and the level of commitment involved in successfully bringing a project of this
type to fruitation. Relatedly, I want to commit to you the City's cooperation in helping you to
accomplish this goal to the extent that we can.
This project will require a special events permit. The process is pretty simple when it can be
carried out within current Commission policy guidelines, since it can be handled administratively.
However, it appears that the event will be breaking some new ground which will raise some new
policy issues that will need to be addressed by the City Commission.
The permit process would flow as follows for an event of this type.
1. Concept Plan Conference -Chamber representatives meet with City staff to review the event
at the conceptual plan level. You should be prepared to present a conceptual outline of the
project including:
• Purpose and goals of the event
• Proposed location of the event
• Proposed time and dates of the event
• Your project team members
• Assistance you will need from the City
• Number of anticipated participants
• Estimated number of persons attending
This meeting should result in:
Clarification of roles and responsibilities
An agenda of discussion items, and date for the next meeting
2. Preliminary Plan Conference - From the agenda identified at the conceptual plan conference
the Chamber and the City should be prepared to develop a more detailed preliminary plan for
review at the preliminary plan conference.
This preliminary plan conference should result in the development of an agenda of
discussion items, and date for a final plan conference. This conference should also
identify any policy issues that will require Commission action.
Due to this being a new event I anticipate two policy issues.
• Utilization of Blumberg Boulevard — Under what conditions, if any, will the
Commission be willing to allow this event to take place on Blumberg Boulevard.
This decision is going to be directly correlated to anticipated impacts on the medians
from pedestrian and vehicle traffic.
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3. Final Plan Conference — The purpose of the final plan conference would be to finalize any
outstanding issues, including the impacts of Commission directives on policy issues.
4. Special Event Permit — The Chamber will submit the final plan to the City for issuance of the
special events permit.
5. Pre Event Conference — Just prior to the event pre -event conferences will be held with the
Chamber Project Team and the City staff to fine tune preparations.
The number of pre -event conferences will depend upon the degree of changing dynamics
inherent in any event of this type. I would estimate 2, possibly 3 pre -event conferences.
6. Post -Event Conference — Following the event the City staff will have a post -event
evaluation to determine what we can do to improve our performance for the next event. We
prefer to have that conference with the event Sponsor Project Team and the City's Project
Team. This approach allows the event sponsor and City to examine ways how we more
efficiently and effectively coordinate between us in future events.
My suggestion is that we start this process with a concept conference immediately following the
holidays.
If you have any questions or comments please contact me at your convenience.
Sincerely,
f . rJ0 Lc � / f iyv
Ronald W. McLemore
City Manager
Ij p
cc: Mayor and Commission
2008 Oviedo Winter Springs Chamber Arts Festival
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