HomeMy WebLinkAbout2011 06 27 Informational 102 - July 4th UpdateFISCAL IMPACT:
COMMISSION AGENDA
ITEM 102
June 27, 2011
Regular Meeting
CONSIDERATIONS:
Consent
Informational
Public Hearing
Regular
X
Mgr. / Dept.
Authorization
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.
• 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 meetings 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 June 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.
• 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
June 27, 2011
Informational Agenda Item 102
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 funds
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 June 20,
2011, total sponsorship funds committed is $17,500 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 Always 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 #1 Projected 2011 Celebration of Freedom budget
Attachment #2 Schedule of Events
Attachment #3 Event Map & Park plan
2011 Celebration of Feedom Budget
Service
Fireworks
City of WS OT (Including PD)
Stage w/ Roof
Light Towers w/ Generators
Portable Restrooms
Shuttle Buses
Kids Game Area
Tribune Media Advertising
Hospitality Tent
Flash Rite Signage
Banners and Alterations
Miscellaneous Supplies
Projected
$ 1o,000.00
$6,000.00
$ 2,20 0.0 0
$3,600.00
$1, 000.00
$1, 000.00
$1
$750.00
$ 520.00
$500.00
$325.00
$500.00
Actual
$ 10,000.00
k
A
e artilual
••••
111
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Schedule of Events
5:00 PM Gates Open • 1"1.17Pr
5:30 PM Winter Spring :ids Let, with Games, Bounce k
Houses and Much More.
5:30 PM Winter Springs' Got Talent on the Main Stage. A
competition of local talent performing live for GREAT
prizes!
7:00 PM Z_".1_.,3' Pe_ 7ormi-J vi
7:40 PM 'Rock the Nations' featuring
Vince and Megan Edmund
8:15 PM Winter Springs' own 1i-
9:03 PM National Anthem and Presentation of Colors
9:10 PM Fireworks Spectacular Choreographed to Music
Concession Vendors will be on hand featuring GREAT FOOD and DRINKS throughout the Grass Amphitheater.
For your safety: No fireworks, cooking devices or pets (with the exception of serve animals)
be allowed to enter the shuttle bus or the event. Coolers at a maximum size of a 6 pack ar
permitted. All bags and ccolers will be subject to search at the event gates.
Shuttle Bus Locations Special Thank r Tc Our Donors and Sponsors
I
• 1 V1ODET!.1,
• PLUMBING INDUSTRIES, INC.
Parking at Central Winds Park •
will be limited. Extra Parking will _mm
be available at Trotwood Park "
WN & COUNNY
with shuttle buses provided by RFAL TY
Zaffran Transportation. Buses •
will begin running at 6:30pm. •
Monday July 4
, Winds Park
State Road 434 - Winter Springs 11 .
5:00pm to 9:30pm i
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ftraria,
1
TORS FIESSCLUB
WASTE PI10
Caring For Our Communities
••
ins".ura n g C .i LL • ...'
Sunny FM
'ogress Enei gy
Hosted By:
Allison Walker
Co-Hosted By:
Arnie Nussbaum
Orlando Sentinel
PARK ENTRANCE
GRASS
AMPHITHEATRE
PARK ENTRANCE
Not to scale. Subject to change.
Main Stage 1
Tents and Booths LI
Food / Beverage Arc~-
Food Vendors
Beverage Center
General Vendors
Fun and Games 1 l
MAP LEGEND
Put lic Safc ! Area
Field Entry Gates 1 1
Restroomf