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Home My WebLink About2006 04 10 Regular Item 304 Promotional Expense COMMISSION AGENDA ITEM 304 Consent Informational Public Hearing Regular X April 10. 2006 Regular Meeting Mgr. / Dept. Authorization REQUEST: The City Clerk is requesting the City Commission consider remaining funds in Line Code 1100-54800 (Promotional Expense) and payment for an outstanding invoice. PURPOSE: This purpose of this Agenda Item is to request that the City Commission determine how they wish to proceed in relation to an outstanding invoice and remaining funds in Line Code 1100-54800 (Promotional Expense). CURRENT CONSIDERATIONS: Currently, the "Commission" Line Code 1100-54800 (Promotional Expense) has approximately $2,700.00 for the remainder of this Fiscal Year. CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - APRIL 10, 2006 REGULAR AGENDA ITEM 304 PAGE 2 0F 3 At the January 23, 2006 Regular City Commission Meeting, in an Agenda Item related to expenses for this year's Advisory Board and Committee Appreciation Dinner, you were advised that at that time there was approximately $5,000.00, however, since that date, a few expenses have been made, including one for City of Winter Springs Promotional Items in the amount of $2,327.56. Additionally, we currently have received Invoices in the amount of $5,550.00 for the State of the City Address which needs to be paid to Beverly Wines burgh with Product Marketing Group, Inc. This expenditure would normally come out of the "Commission" 1100-54800 "Promotional Expense" Line Code. Finally, $3,215.00 dollars is still needed to pay the rest of the expenses associated with the upcoming Advisory Board and Committee Appreciation Dinner. For the rest of the Fiscal Year, the possible expenses that could arise are Meeting snacks, coffee, plates, napkins, soft drinks, flowers, breakfasts/dinners, donations, etc. FUNDING AND: RECOMMENDATIONS: The City Commission is requested to decide which of the following "Options" they wish to select to cover pending expenses for the rest of this Fiscal Year. Options: A. Don't spend any more for the rest of the fiscal year. (Possible expenses that could arise over the remaining months could include Meeting snacks, coffee, plates, napkins, soft drinks, flowers, breakfasts/dinners, donations, etc.). However, this option would not take care of the outstanding $5,550.00 Invoice to Beverly Winesburgh with Product Marketing Group, Inc.; nor would it help pay for the rest of the expenses for the Advisory Board and Committee Appreciation Dinner B. Make Supplemental Appropriations from General Fund Reserves to cover the three major items (noted under "D"), and whatever additional funds might be needed for the rest of this Fiscal Year COMMISSION ACTION: CITY OF WINTER SPRINGS, FLORIDA CITY COMMISSION REGULAR MEETING - APRIL 10,2006 REGULAR AGENDA ITEM 304 PAGE 3 0F 3 C. Transfer funds from other "Commission" Line Codes such as 1100- 54010 (Travel & Per Diem) which currently has approximately $9,300.00 remaining; and 1100-55411 (Dues & Registrations) which currently has $2,900.00 remaining - the only "Commission" Line Codes that have enough money at the present time. However, consideration should be given for upcoming Seminars and Conferences that the Mayor and City Commission may wish to attend for the remainder of this Fiscal Year, such as the Florida League of Cities' Annual Conference which is usually held in August D. Approve one or more of the following suggested Supplemental Appropriations from General Fund Reserves to 1100-54800 "Promotional Expense" Line Code.: 1. Approve a Supplemental Appropriation from General Fund Reserves in the amount of $5,550.00 to the 1100-54800 "Promotional Expense" Line Code for the State of the City Address, payable to Beverly Winesburgh with Product Marketing Group, Inc. This item was discussed at the March 20, 2006 Special City Commission Meeting, but no dollar amount was mentioned (Please see Attachment "A") 2. Approve a Supplemental Appropriation from General Fund Reserves in the amount of $3,000.00 to the 1100-54800 "Promotional Expense" Line Code for Leadership Seminole Expenses. This item was discussed at the May 23, 2006 Regular City Commission Meeting, but no dollar amount was mentioned (Please see Attachment "B") Note: If both Option D. 1. and D. 2. are approved by the City Commission at this Meeting, this would pay the $5,550.00 outstanding Invoice to Beverly Winesburgh with Product Marketing Group, Inc. and would provide the remaining funds needed for the upcoming Advisory Board and Committee Appreciation Dinner, and would add an approximately additional $840.00 into the 1100-54800 "Promotional Expense" Line Code for upcoming expenses for the remainder of this Fiscal Year. A TT ACHMENT "A" CITY OF WINTER SPRINGS, FLORIDA EXCERPT - MINUTES CITY COMMISSION REGULAR MEETING MAY 23, 2005 REPORTS 608. Office Of The Mayor - John F. Bush Mayor Bush said, "I did attend the Joint Advisory Committee meeting which was the initial meeting. We were allowed to appoint one (1) business person who was a resident of our City and I appointed Steve Glazier." Mayor Bush added, "Commissioner Gilmore is also on that Committee - we meet again next month." Then, Mayor Bush noted, "I think I gave Commissioner Gilmore his packet - you might give that to the Clerk, and she can make copies for the rest of the Commission to show the Agenda, etceteras; and, as soon as the Minutes come out from the County Commission, as Commissioner Henley's office is taking the Minutes so - we will see that you all get copies." With discussion, Mayor Bush added, "Don [Gilmore] and I will both make sure the Commission is fully comprised of anything that is discussed." Next, Mayor Bush mentioned his serving on some Committees with other local Elected Officials and the Sunshine Law. Attorney Garganese stated, "We can talk about it." Mayor Bush then noted a Ribbon Cutting event at Barclay Woods and advised the City Commission that all but two (2) units have been sold. A recent Tri-County League of Cities discussion on Water was mentioned by Mayor Bush. Mayor Bush then mentioned everyone receiving an invitation to an event at a Wireless Company in Lake Mary; and Mayor Bush noted that he had recommended that they contact Deputy Mayor Blake. Mayor Bush then suggested that Deputy Mayor Blake share any information "That the rest ofthe Commission needs to hear and see." ATTACHMENT "B " CITY OF WINTER SPRINGS, FLORIDA EXCERPT - MINUTES CITY COMMISSION SPECIAL MEETING MARCH 20, 2006 REGULAR 301. Office Of The Mayor To Discuss What Will Be Discussed With The Seminole County Board Of Commissioners At The March 22, 2006 Joint W orksesssion. Discussion ensued on the Seminole County and Winter Springs Joint Meeting scheduled for Wednesday, March 22,2006. Mayor Bush mentioned that one of the items listed on Seminole County's Agenda - "The 'Orange County['s] Innovation Way Initiative' - Mayor Crotty, the Mayor of the Orange County Commission has proposed that a - Research Park that runs up the Greene Way that stops at the County line and what I would like to do here is ask that the Seminole County Commission to work with the Orange County Commission to extend that into Seminole County because that would obviously benefit us, Oviedo, all the way to the Sanford- Orlando Airport." Regarding the '(Dog Park)', Mayor Bush stated, "The fact that it disappeared from both Jetta Point and Soldier's Creek - I think we need to ask them to take a look at this again." Discussion. Manager McLemore remarked, "I am going to do - a one (1) page summary sheet on each item." Lastly, Mayor Bush noted, "Let's move the '(Dog Park)' up above 'Innovation Way' and ask them to move it down." Mayor Bush added, "So, 'Dog Park' goes up to number VI. We will ask them that when we start the Meeting." ATTACHMENT "C" CITY OF WINTER SPRINGS FISCAL YEAR 2005-2006 Commission - #1100 BUDGET Account Number Description of Expenditure 51110 Mayor's Expense 51111 Commission Expense Total Payroll 54010 Travel & Per Diem $15,000 54110 Telephone $3,662 54630 Rep. & Main!. - Equipment $100 54800 Promotion Expense $15,000 55230 Operating Supplies $1,000 55270 Small Tools & Equipment $600 55411 Dues & Registrations $12,000 58200 Publications $40,000 Total Operating $87,362 64200 Data Processing Equipment Total Capital TOTAL COMMISSION BUDGET 2006 Supplemental Appropriations: Promo Expense #54800 Early Learning Coalition (12/12/05-Reg 301) Board Appreciation Dinner (1/23/06 - Reg 307) $165,162 $7,1501 $1,700 $174,012 ACTUALS/PROJECTED (4/5/06) YTD Actuals & Encumb $7,200 $30,000 $37,200 $1,905 $1,534 $0 $21,460 $106 $0 $8,581 $15,582 $49,169 $86,369 $0 $0