HomeMy WebLinkAbout2008 11 10 Regular 602 Winter Springs Holiday Tree Lighting and Holiday ParadeCOMMISSION AGENDA
ITEM 602
I Consent
I Informational I I
~ Public Hearing ~
X
November 10, 2008 ~' ~' `-',
Regular Meeting Mgr. / Dept.
Authorization
REQUEST: The Parks and Recreation Department is requesting that the City Commission
consider approval and give staff direction regarding a Winter Springs Holiday
Tree Lighting and Holiday Parade.
PURPOSE: The purpose of this item is to discuss a Winter Springs Holiday Tree Lighting
and Holiday Parade Special Events, budget, sponsors and partners, and give
staff direction.
CONSIDERATIONS:
• At the October 13, 2008, City Commission Meeting Parks and Recreation staff
informed the City Commission that the Special Event Committee was working on
raising funds to cover the costs of the Tree Lighting on December 7, 2008 and the
Holiday Parade on December 6, 2008 but do not have the funding in place yet.
• The Special Events Committee has located new donations and also returning
sponsors. However, it has been very difficult due to the current economic conditions.
They have about $5,000 committed and hope to obtain the rest.
• The Special Events Committee and staff has been able to come up with a reduced
funding plan for the Holiday Parade. It involved relocating the parade route to High
School Road, Tuscawilla Road and the Town Center. The route would be entirely off
of SR 434 thus reducing the cost of police overtime (the largest parade expense) by
about $5,000.
• The Winter Springs Holiday Parade is an event that has occurred for the past 26 years.
The Tree Lighting has occurred for the past 4 years. Both events have been attended
by thousands and are very well received.
• The Special Events Committee continues to seek and find sponsors and commitments
even up to the day of the event.
Agenda Item Regular 602
November 10, 2008
Page 2
FUNDING:
The Special Event Committee has funding and commitments for $5,000.00 for the
Holiday Tree Lighting and Holiday Parade.
Additional funding currently needed for the Holiday Tree Lighting $3,800.00
Additional funding currently needed for the Holiday Parade
(Traditional SR 434 Route) $7,450.00
Additional funding currently needed for the Holiday Parade
(New Town Center Route) $2,650.00
RECOMMENDATIONS:
It is recommended that the City Commission provide staff direction regarding a 2008 Holiday
Tree Lighting and Holiday Parade.
ATTACHMENTS:
Attachment #1 Holiday Tree Lighting Budget and Holiday Parade Budget and potential
sponsors.
COMMISSION ACTION:
Holiday Tree Lighting Event Expenses versus Revenue
As of November 4, 2008
Expenses (As identified in Special Events Meeting):
Entertainment: $ 2,000.00
Stage Sound/Lighting: $ 1,200.00
Ornament decorating: $ 250.00
Tent (20' x 40'): $ 350.00
Snow Machines $ 800.00
Restroom Trailer: $ 850.00
Police: $ 1,700.00
Public Works: $ 400.00
Light Towers (3): $ 200.00
Message Board: $ 500.00
Road Barricades: $ 250.00
Expense Total: $ 8,500.00
Projected Income:
Central Florida Landscape: $ 2,000.00
Dawnalee $ 1,500.00
Annan Landscaping: $ 350.00
Trustco Bank: $ 100.00
Government Services Group: $ 250.00
Liberty Mutual $ 500.00
Revenue Total: $ 4,700.00
Holiday Parade Event Expenses
As of November 4, 2008
Expenses (Traditional Route, State Road 434):
Sound: $ 850.00
Public Safety Materials: $ 300.00
Awards/Decoration: $ 300.00
Restrooms (3) $ 300.00
Police: $ 6,000.00
Expense Total: $ 7,750.00
Expenses (Town Center Route, Tuscawilla Road):
Sound: $ 850.00
Public Safety Materials: $ 300.00
Awards/Decoration: $ 300.00
Restrooms (3) $ 300.00
Police: $ 1,200.00
Expense Total:
$ 2,950.00
Holiday Parade entry fees currently being collected.
Expected Revenue = Approx $300