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Home My WebLink About2007 02 12 Regular 304 Advisory Board and Committee Appreciation Dinner COMMISSION AGENDA ITEM 304 Regular February 12, 2007 Regular Meeting Authorization REQUEST: The City Clerk is requesting the City Commission to approve dates and submitted information for this year's Advisory Board and Committee Appreciation Dinner which as in previous year's will honor the individuals who serve our community as Members of the City's Advisory Boards and Committees. The City Commission has requested that this year, this Event be held at Yen Yen Restaurant, 855 East State Road 434, Winter Springs, Florida. PURPOSE: The purpose of this Agenda Item is to request that the City Commission review the attached available dates and information and formalize their approval of a date and any other related preferences for the 2007 Advisory Board and Committee Appreciation Dinner. CURRENT CONSIDERATIONS: BACKGROUND INFORMATION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 12,2007 REGULAR AGENDA ITEM "304" PAGE 2 0F 5 At the January 8, 2007 City Commission Regular Meeting, the following is an excerpt of the discussion from Regular Agenda Item '307' related to the next Advisory Board and Committee Appreciation Dinner. Mayor Bush said, "I would like the Commission consider having this at Yen Yen's [Restaurant]." Deputy Mayor McGinnis said, "I would support that." Commissioner Krebs said, "I support that." Commissioner Miller said, "I don't have any problem if you want to do it there. That is fine with me. " Deputy Mayor McGinnis noted, "We need to do it before school is out." Mayor Bush said, "Saturday night was what was recommended." Deputy Mayor McGinnis remarked, "Yes." Why not just direct the Clerk to explore dates with Yen Yen {Restaurant}." Commissioner Miller commented, "Yes." Commissioner Krebs said, "Yes." Deputy Mayor McGinnis stated, "Good." There were no objections noted. In conclusion, Mayor Bush said "Everybody is agreement on that one, '307'?" Some of the following information was also noted in Regular Agenda Item "307" from the January 8, 2007 Regular Meeting Agenda. The 1999 Advisory 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 - FEBRUARY 12,2007 REGULAR AGENDA ITEM "304" PAGE 3 OF 5 The 2000 Advisory Board arId 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 and Approximate price for Food/Beverages/Servicefor 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 Costfor 2000 Event: $3,465.00 The 2001 Advisory Board arId Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $200.00 and 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 Costfor 2001 Event: $3,890.00 The 2002 Advisory Board arId 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 and Approximate price for Food/Beverages/Service for 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 Advisory Board arId Committee Appreciation Dinner was held at the Winter Springs Golf Club. Approximate price of rental of location for this event: $200.00 and 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 Costfor 2003 Event: $6,838.00 AVAILABLE DATES: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 12,2007 REGULAR AGENDA ITEM "304" PAGE 4 0F 5 The 2004 Advisory 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 Costfor 2004 Event: $5,490.00 The 2005 Advisory 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 (Foy/Mini Musical Instruments, Plants, Cellist): $425.00 Total Approximate Costfor 2005 Event: $6,675.00 The 2006 Advisory 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/Service for this event: $3,553.70 Approximate price for Invitations, Postage, Programs: $382.17 Approximate price for Gift (Engraved Marble Paperweights): $1725.00 Approximate price for Favors, Decorations and Miscellaneous Items (Plants, Flower Pots, Centerpieces, Ribbon): $663.37 Entertainment - Cellist: $100.00 Total Approximate Costfor 2006 Event: $6,424.24 The following Saturday Evening dates are all the available dates as of February 1, 2007 (subject to change) at Yen Yen Restaurant, 855 East State Road 434, Winter Springs, Florida: ~ Saturday Evening, April 21, 2007 ~ Saturday Evening, April 28, 2007 ~ Saturday Evening, May 5,2007 ~ Saturday Evening, May 19,2007 FUNDING: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - FEBRUARY 12,2007 REGULAR AGENDA ITEM "304" PAGE 5 OF 5 Some dates to also consider are those related to Seminole County Public Schools: ~ Spring Break: March 12,2007 - March 16,2007 ~ School Holiday: May 4, 2007 (Non-Student Attendance Day) Most costs for this event would come from the "Promotion Expense Appreciation Dinner" Line Code, 1100-54800-11002. The cost for this year's event will most likely cost more than in past year's due to normal price increases. Currently there is approximately $7,000.00 available in the "Promotion Expense Appreciation Dinner" Line Code, which does not include any other typical expenses likely to be expended during the course of the rest of this fiscal year; so a Supplemental Appropriation will most likely be needed over the next few months to cover all the expenses for this year's Advisory Board and Committee Appreciation Dinner. RECOMMENDATIONS: ATTACHMENT: COMMISSION ACTION: Based on the availability of the Mayor and all Members of the City Commission, the Mayor and City Commission are requested to agree on their top two (2) preferences for a date for the 2007 Advisory Board and Committee Appreciation Dinner. Unless otherwise noted by the City Commission, as in previous years, the remaining details (selections for invitations, programs, hors d'oeuvres, dinner, musical accompaniment, favors, gifts, etceteras) will be coordinated through the Office of the City Clerk. A. Regular Agenda Item "307" from the January 8, 2007 Regular Meeting Agenda. ATTACHMENT "A" COMMISSION AGENDA ITEM 307 Regular January 8, 2007 Regular Meeting Mgr. / Dept. Authorization REQUEST: The City Clerk is requesting the City Commission suggest dates and a location and review the submitted information for this year's Advisory Board and Committee Appreciation Dinner which as in previous year's will honor the individuals who serve our community as Members of the City's Advisory Boards and Committees. PURPOSE: The purpose of this Agenda Item is to request that the City Commission suggest their preferences as to possible dates and a location and any other related preferences for the 2007 Advisory Board and Committee Appreciation Dinner. CONSIDERATIONS: BACKGROUND INFORMATION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE 2 OF 5 For the most part, previous Advisory Board and Committee Appreciation Dinners have been held at the Tuscawilla Country Club and the Winter Springs Golf Club. As you all know, the Winter Springs Golf Club is now closed. Other than holding this Event at the Tuscawilla Country Club, the Winter Springs Civic Center, or the Winter Springs Senior Center which are all possibilities. One other possibility is a new restaurant in town, the Yen Yen Restaurant (Chinese cuisine) which has a large Meeting space that could be used for such an Event; (we would of course, have to have them cater the Event). Some points to consider: Usually, a Saturday night would be best for most of your guests. If a Friday evening is selected, consideration of giving guests time to get home from work, picking up children from school - should be considered. Locations available for this Event for consideration are: Tuscawilla Country Club; Winter Springs Civic Center; Winter Springs Senior Center; or the Yen Yen Restaurant. (Typically, Caterers that are brought in, tend to cost more than locations which provide their own catering. ) The 1999 Advisory 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 (Free - "Seedling"): $110.00 Total Approximate Costfor 1999 Event: $4,385.00 The 2000 Advisory 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 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE 3 0F 5 Total Approximate Cost for 2000 Event: $3,465.00 The 2001 Advisory 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 Jvlints): $40.00 Total Approximate Costfor 2001 Event: $3,890.00 The 2002 Advisory 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/Service for 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 Advisory 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): $1,917.00 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 Costfor 2003 Event: $6,838.00 The 2004 Advisory 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): $1,515.00 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 CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE 4 0F 5 The 2005 Advisory 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/FoodlBeverages/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 (Foy/lv/ini Musical Instruments, Plants, Cellist): $425.00 Total Approximate Costfor 2005 Event: $6,675.00 The 2006 Advisory 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/FoodlBeverages/Service for this Event: $3,555.00 Approximate price for Invitations/Postage/Programs: $405.00 Approximate price for Gift (Engraved Marble Paperweights): $1,800.00 Approximate price for Musical Accompaniment; Favors, Decorations, and Miscellaneous Items (Plants; Plant Containers; Seed Vellum; Mini Pots; Ribbon; Tea Light Candles; and Gardening Items): $725.00 Total Approximate Costfor 2006 Event: $6,485.00 FUNDING: Most of the costs for this Event would come from the "Promotion Expense" Line Code, 1100-54800-11002. Currently, there is $7,000.00 designated in this Line Code for this Event. RECOMMENDATIONS: Based on the availability of all Members of the City Commission, the City Commission is requested to agree on their top five (5) preferences for a date for the 2007 Advisory Board and Committee Appreciation Dinner; and to note their preference(s) as to where this Event should be held. Unless otherwise noted by the City Commission, as in previous years, the remaining details (selections for invitations, programs, hors d'oeuvres, dinner, musical accompaniment, favors, gifts, etceteras) shall be coordinated through the Office of the City Clerk. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - JANUARY 8, 2007 REGULAR AGENDA ITEM 307 PAGE 5 OF 5 COMMISSION ACTION: