HomeMy WebLinkAbout2011 05 23 Informational 107 Celebration of Freedom UpdateCOMMISSION AGENDA
ITEM 107
May 23,2011
Regular Meeting
Consent
Informational X
Public Hearing
Regular
Mgr. /
Authorization
Dept.
REQUEST: The Parks and Recreation Department wishes to inform the City Commission
on the status of the 2011 Celebration of Freedom planning.
SYNOPSIS: The purpose of this item is to provide the City Commission with an update on
planning efforts for the 2011 Celebration of Freedom.
CONSIDERATIONS:
• City ICS committee is represented by members of each of the following departments;
Police, Public Works, Information Services, Finance, Seminole County Fire Department,
Parks and Recreation, and City Manager's office.
• On April 7"' 2011 the initial 2011 Celebration of Freedom meeting was held at Winter
Springs City Hall.
• At the April 7"' meeting post 2009 and 2010 event evaluation suggestions were reviewed
for consideration by staff. At this time roles and responsibilities were assigned to
individuals in attendance.
• Bi- weekly meeting have continued for staff to give updates on progress in their
responsibilities that were assigned to them at the initial meeting.
• Future meetings are scheduled for May 19" and June 2 " 9 16' 2-1 28' and 30'
• Town Center businesses and local vendors have been contacted and encouraged to
participate in our City event. We currently have 10 committed vendors.
FISCAL IMPACT:
• Attachment 1 is a projected budget for The 2011 Celebration of Freedom. The projected
budget totals $26,545. Included in this total is $10,000 for the fireworks show and Police
and City Overtime which is projected to total $6,000. The 2010 Celebration of Freedom
expenses totaled $27,365.
• Staff is continuing to evaluate options to lower expenses & increase efficiency of
operations.
City Commission Regular Meeting
May 23, 2011
Informational Agenda Item
Page 2 of 2
• The Parks and Recreation Department is projecting a total of 10 hours of overtime being
used by our department for the event. Most staff will work the regular 8 hour day.
• At this time Parks and Recreation staff are working with the Orlando Sentinel on gaining
Sponsorships for the 2011 Celebration of Freedom. A projected total of sponsorship fiends
to be raised is $46,000 with 50% paid to the City. The goal is for the city to receive a
total of $23,000 in sponsorships for the 2011 Celebration of Freedom. As of May 16,
2011, total sponsorship fiends committed is $17,000 with 50% being paid to The City of
Winter Springs. Remaining costs, if any, for the event will be covered by reducing
expenditures and /or revenues received through vendor booths.
COMMUNICATION EFFORTS:
This Agenda Item Has Been Electronically Forwarded to the Mayor and City Commission, City
Manager, City Attorney /Staff, And All eAlert /eCitizen Recipients; And Is Available on the City's
Website, LaserFiche, And The City's Server. Additionally, Portions Of This Agenda Item Are
Typed Verbatim On The Respective Meeting Agenda Which Has Also Been Electronically
Forwarded To The Individuals Noted Above; And Which Is Also Available On The City's
Website, LaserFiche, And The City's Server; Has Been Sent To City Staff, Media/Press
Representatives Who Have Requested Agendas /Agenda Item Information, Homeowner's
Associations /Representatives On File With The City, And All Individuals Who Have Requested
Such Information; And Has Been Posted Outside City Hall; Posted Inside City Hall With
Additional Copies Available For The General Public; And Posted At Five (5) Different Locations
Around The City. This Agenda Item Is Also Available To Any New Individual Requestors. City
Staff Is Ahrays Willing To Discuss This Or Any Agenda Item With Any Interested Individuals.
RECOMMENDATIONS:
Parks and Recreation recommends that the City Commission receive and review the information
presented.
ATTACHMENTS:
Attachment 41 Projected 2011 Celebration of Freedom budget.
2011 Celebration of Feedom Budget
Service
Projected
Actual
Fireworks
$10,
$ 10,
City of WS OT (Including PD)
$6,000.00
Stage w/ Roof
$2,
Light Towers w/ Generators
$3,
Portable Restrooms
$1,000.00
Shuttle Buses
$1,000.00
Kids Game Area
$150
Tribune Media Advertising
$7504,00
Hospitality Tent
$5204,00
Flash Rite Signage
$5004,00
Banners and Alterations
$325
Miscellaneous Supplies
$5004,00