HomeMy WebLinkAbout2011 11 14 Informational 102 Holiday Parade & Christmas Tree LightingCOMMISSION AGENDA
ITEM 102
Informational X
Consent
Public Hearings
Regular
November 14, 2011 KS
CC
Regular Meeting City Manager Department
REQUEST:
The Parks and Recreation Department wishes to inform the City Commission about the
planning efforts of the 2011 Holiday Parade &Christmas Tree Lighting Event.
SYNOPSIS:
The Annual Winter Springs Holiday Parade & Christmas Tree Lighting will be held on
Saturday, December 3, 2011 from 5:00 pm — 9:00 pm in the Winter Springs Town Center.
Parade will begin at 5:00pm and run approximately one hour; Christmas Tree Lighting is
scheduled at 6:00pm.
CONSIDERATIONS:
• This year will be the 30 year of the Winter Springs Holiday Parade and the 4 th year
at the Winter Springs Town Center location. It is the 8 th year of the very popular
Christmas Tree Lighting.
• Since October 13 .y Parade & Christmas ree Lighting.
City of Winter. Springs Special Event ICS has been meeting to
p lan this 'a htin .
year's Holid
• Post event evaluations from 2010 were reviewed and considerations were given to
any improvements that were recommended.
• The event will include performances by local schools and churches. Activities include
Pictures with Santa, Contests, Prizes and Giveaways. Food and general vendors will
also be on hand offering a great variety of unique products.
• Staff reduced expenses for this year's event, from that which was spent for last year's
event, without reducing the quality of the event
• Proposed event expenses for the 2011 event are $4,700 (exclusive of $4,543 in Public
Safety costs).
• Staff is expecting $5,500 of revenue in sponsorships and donations to cover fixed
Informational 102 PAGE 1 OF 2 - November 14, 2011
costs. This covers over 100% of the projected expenses, not including public safety.
• City Special Event fees are requested to be waived.
• The Special Event ICS will continue to meet regularly to coordinate the event.
FISCAL IMPACT:
$4,700 (Budget attached). Projected Public Safety costs are $4,543. These funds are
available in the FY 12 Budget in line code 7260- 51214.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney /Staff, 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 applicable City Staff, eAlert /eCitizen Recipients, 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. This information has also 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. Furthermore, this information is also available to any
individual requestors. City Staff is always willing to discuss this Agenda Item or any
Agenda Item with any interested individuals.
RECOMMENDATION:
Staff requests the City Commission receive and review the information provided in this
Agenda Item.
ATTACHMENTS:
Attachment A - 2011 Holiday Parade & Christmas Tree Lighting Budget
Informational 102 PAGE 2 OF 2 - November 14, 2011
TTACHMENTA
2011 Tree Lighting and Parade Expenses
AMOUNT
COMMENTS
$550.00
Message Boards
$150.00
Light Towers
$2,200.00
Tree Lighting Stage /Sound
$100.00
Miscellaneous Supplies
$300.00
Banner changes /magnets
$300.00
Portalets
$1,100.00
Overtime
TOTAL:
$49700.00