HomeMy WebLinkAbout2010 07 26 Informational 101 Post Event Summary of the 2010 Celebration of Freedom Event COMMISSION AGENDA
Consent
ITEM pg 0 Informational X
Public Hearing
Regular
July 26, 2010 MGR. /DEPT. IL
Regular Meeting uthorization
REQUEST: The Parks and Recreation Department wishes to provide the City
Commission with a post -event summary of the 2010 Celebration of Freedom
event.
SYNOPSIS: The City Commission, at its April 12, 2010 meeting, approved moving
forward with the 2010 Celebration of Freedom event in a format similar to
last year's event, but with a reduced budget. Staff is providing a post -event
summary of the event, herein.
CONSIDERATIONS:
• The 2010 4 Celebration of Freedom event was successful in spite of almost three hours
of steady rain between 6 pm & 9 pm. Those attendees that braved the weather enjoyed
one of the best $10,000 fireworks shows available, including a great grand finale.
• On April 12, 2010, the City Commission approved Agenda Item #602 with a maximum
2010 Celebration of Freedom event budget of $34,000 and a minimum of $15,000 in
sponsorships and donations to be raised to offset General Fund Reserve utilization.
• The final report is now in and indicates a total of $27,365 was expended. $16,450 was
brought in cash through sponsorships, donations and vendors and $9,700 was donated in-
kind services to the event.
FISCAL IMPACT:
Staff was able to reduce budgeted expenditures from $34,000 to $27,365 (saving $6,635) and
increase "sponsorship, vendor, etc." revenue from $15,000 to $16,450 (adding $1,450) for a total
of $8,085 below projected budget. The resulting impact was $10,915 (or $8,085 savings) in
General Fund Reserve utilization as follows:
Budget Actual Delta
Financing Sources:
Gen Fund Reserves 19,000 10,915 (8,085)
Sponsorships, etc. 15,000 16,450 1,450
Total Sources 34,000 27,365 (6,635)
Total Expenditures 34,000 27,365 (6,635)
Agenda Item Informational
July 21, 2010
Page 2
Additionally, $9,700 of in -kind contributions was procured to enhance the event without
utilization of City funds. Unfortunately, donations received via utilization of "donation buckets"
were not as successful as we had hoped, presumably due to weather conditions. Staff will revisit
this strategy for ways to increase its success in future events.
COMMUNICATION EFFORTS:
The 4 of July 2010 expenses /revenue /in -kind report was given out and discussed at the City
Staff (ICS) post operations July 4 meeting. This agenda item has been distributed to the Mayor
and City Commission, City Manager, City Attorney and Department Directors; placed in press
packets; placed in the lobby binder; and are available on the City's Website, LaserFiche, and the
City's Server.
RECOMMENDATIONS:
The Parks & Recreation Department recommends that the City Commission receive the 2010
Celebration of Freedom post -event summary presented herein.
ATTACHMENTS:
Attachment #1: 4th of July 2010 Expenses /Revenue /In -Kind Report
4TH OF JULY 2010 ATTACHMENT #1
EXPENSES /REVENUE /IN -KIND
EXPENSES REVENUE IN -KIND
VENDOR DESCRIPTION AMOUNT VENDOR /BOOTH RENTALS AMOUNT AMOUNT
Creative Pyrotechnics Fireworks $10,000.00 Barnwood Brands $300.00 Event Brochures (Creative Printing) $2,500.00
Hospitality Tent Food (Hollywood Bistro
SWOP Stakes $100.00 Laurie's Italian Ice $186.03 Mosaic, Hidden Harbor, Chick- Fil -A) $2,000.00
Kids Area (Bounce U, McDonalds, Bouncer
Grainger Caution and Pavement Tape $228.14 Fun in the Bun (Cathryn Birle) $200.00 Express) $500.00
Merry Minstrel Special Events Trackless Train (Kids Area) $450.00 MC Sno, LLC $200.00 Newspaper Ads (Orlando Sentinel) $2,500.00
Dennis E. Franklin Stage /Sound $1,400.00 Hair Cuttery (Traci Mott) $150.00 Photography (Randy Settle) $600.00
Approx.
Golf and Electric Vehicles Golf Carts $490.00 ABC Therapies of FL $150.00 Showcase Prizes Value
Grant Transportation Shuttle Buses $1,305.00 Marco's Pizza $200.00 - Wal- Mart /Sams $100.00
Home Depot Tie Wraps $89.91 Peace of Mind Kayak $150.00 - Serenity Center $250.00
Tribune Interactive Advertising $750.00 Studio 5 -D _ $150.00 - Regal Cinemas $150.00
Disposal) Portable Restrooms $1,465.00 Sandy's Dogs $186.03 - Stonewood Grille and Tavern $200.00
- Remax Town and Country Reality and
Fast Signs Signs and Sign Changes $303.50 Bruster's Ice Cream $200.00 Leading Edge Title $300.00
Flash Rite Message Boards $492.00 Resilience Counseling Center $150.00 - Chick -fil -A $300.00
Production Resource Group Wire Rental for Stage $165.00 Freddy's Backyard BBQ $200.00 - Marriott Properties of UCF $300.00
Publix Supplies $100.87 Uncle Al's Hot Dogs $200.00
Sunbelt Rentals Light Towers /Generators $3,824.50 DSW Concessions $200.00
Sunshine Rentals Hospitality Tent $520.00 Huey Magoo's $200.00
DONATIONS /SPONSORSHIPS
CPH Engineers $1,000.00 TOTAL IN -KIND $9,700.00
City of Winter Springs OVERTIME $5,681.46 Fountain Doctors $250.00
Modern Plumbing Industries $1,000.00
Lightscapes Outdoor $250.00
TOTAL EXPENSES $27,365.38 Herba Family Chiropractic $1,000.00
Kim Coburn, Remax $1,000.00
Annan Landscape $500.00
NBS $250.00
E. Caponi Power Ex $100.00
McDonalds $750.00
P &L Lawn Maintenance $75.00
- - -- - -- - - - -- - - - -- - -- - --
Central FL Landscaping $250.00
Centra Care* $2,000.00
Waste Pro $5,000.00
Boy Scouts Collection $3.00
TOTAL REVENUE $16,450.06