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Home My WebLink About2012 02 13 Regular 601 Advisory Boards and Committee Appreciation Dinner InformationCOMMISSION AGENDA ITEM 601 February 13, 2012 Regular Meeting REQUEST: Informational Consent Public Hearings Regular X KS City Manager ALLL Department The City Clerk is requesting the City Commission consider the information in this Agenda Item relative to determining if the City Commission would be interested in recognizing the City's Board and Committee Members (Volunteers) with a Board and Committee Appreciation Event for 2012. SYNOPSIS: Over the approximately last twelve (12) years, the City Commission annually has asked to honor their citizens who serve the City as Volunteers on the City's Boards and Committees with some kind of Appreciation event. This Agenda Item is requesting the City Commission to decide if they would like to have an event in 2012 to recognize the City's Board and Committee Members; and if so, to select potential dates; and to decide what kind of event they wish to hold; to determine where such an event would be held; and to also approve funding and any other details. CONSIDERATIONS: Last year, it was discussed that the City Commission may wish to hold this and future Board and Committee Appreciation Events in April of each year, as the month of April is officially known as "Volunteer" month. This may or may not be a viable option as it would be contingent on the availability of the Mayor and each City Commissioner and a preferred venue The following is an excerpt about "National Volunteer Week ": "National Volunteer Week began in 1974 when President Nixon signed an executive order establishing the week as an annual celebration of volunteering. Since then, every U.S. president has signed a Regular 601 PAGE 1 OF 3 - February 13, 2012 proclamation promoting National Volunteer Week." Should the City Commission wish to again hold such an event, the following are some possible considerations: Type of Event: Brunch /Lunch /Dinner /Dessert Reception Location: Currently, we basically have three (3) possible venues: -Kee Wee Entertainment District -Senor Tequilas - Tuscawilla Country Club (City -owned venues are certainly an option, but costs are higher because of the extra staff time involved [and most Caterers tend to be expensive unless casual /fast food is selected]) Day of Week: Friday /Saturday /Sunday nights seem to be the best for most schedules Invitation: The most time and cost saving type would be to send a letter from the Mayor and City Commission sent electronically with the event information as we have done over the past few years Presentations: The Mayor and City Commission could each address the attending Board and Committee Members and present Certificates of Merit to the Board and Committee Members Budget: For this Fiscal Year, three thousand dollars (S3,000.00) was budgeted for such an event Note: On the above points, there are other additional items that can be considered, however, most will add to the basic costs Attendees: (Each with a Guest, if agreed to by the City Commission) Mayor and City Commission Beautification of Winter Springs Board Bicycle and Pedestrian Advisory Committee Board of Trustees Code Enforcement Board Oak Forest Wall and Beautification District Advisory Committee Parks and Recreation Advisory Committee Planning and Zoning Board /Local Planning Agency Tuscawilla Lighting and Beautification District Advisory Committee Other City Volunteers Charter Officers Department Directors Staff Liaisons /Office of the City Clerk Staff FISCAL IMPACT: Costs for this event would primarily come from the "Promotion Expense Appreciation Dinner" Line Code, 1100 - 54800- 11002. Currently there is three thousand dollars ($3,000.00) available in the "Commission Promotion Expense - Appreciation Dinner" Line Code for such an event. Regular 601 PAGE 2 OF 3 - February 13, 2012 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, 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. We have been in touch with 3 local venues who could possibly hold such an event and have tried to obtain suitable quotes for your consideration. RECOMMENDATION: The City Commission is requested to decide if they like any of the options noted in this Agenda Item and if so, what is their choice of venue, menu /costs, date, and possible attendees. a. If 1) is agreed upon, the City Clerk would like to request to be able to spend up to an additional fifty dollars ($50.00) out of the budgeted three thousand dollars ($3,000.00), if necessary, on miscellaneous minor items for this proposed event. ATTACHMENTS: Attachment A: Current proposal information related to 3 possible venues Regular 601 PAGE 3 OF 3 - February 13, 2012 ATTACHMENT 'A Joan Brown From: Teresa Lynne Andriano [lynneandriano a@gmail.com] Sent: Monday, February 06, 2012 11:56 AM To: Andrea Lorenzo- luaces; Joan Brown Subject: Winter Springs Appreciation Banquet Attachments: Valentine Menu 2012.pdf Follow Up Flag: Follow up Flag Status: Flagged Hi Andrea and Joan, right now we could have your banquest any Sunday evening in April, May, or June, except April 1 st. Friday and Saturday nights are busy nights for regular business so Sunday would be the optimum day for our facility to do the best job on your banquet. We would have to close the dining room to the general public so that we could best accomodate a group your size. If you do want a Friday or Saturday night right now we could do Saturday April 14th or Friday April 20th, Friday May 11th or Saturday May 25th, or Saturday June 2nd or Friday June 8th or Friday June 22nd. We would do a sit down dinner and have a choice of soup or salad, two entree choices, one beef and one chicken, two sides, desserts, soft drinks, tea, and coffee. I have attached our Valentines menu to give you an idea of the types of choices available. We would have a different menu for your group but along the same format. The cost would be $18.00 per person plus 18% gratuity. We would also give everyone a complimentary $5.00 game card. Let me know if you have any further question. We look forward to doing business with you. Lynne Andriano Kee Wee Entertainment (407) 443 -3396 cell e� Va. e e4ed4�r 454e4d wea .54zew# va a� .5 e' o7 ei " e 7" d e, & Via W &jin"of gee4lamel Scwcd weeX ;Zia -jred ;Zed 066m Para eoc t a ad 1 Vaee* - vcq 76 eves` ;Ze %, eae Veote -gaee Se zrved walt acted ;Z V Pafa z�acv, a od llege z�-dee Vai�e� r "d f) . . 14ij,"ted Peter auv $20, 00 Aen Ae4 s ATTACHMENT 'B' Joan Brown From: Karla Alejandra Mellado [ karla hdz92@hotmail.com Sent: Wednesda Januar 25, 201 2 8:37 PIVI To: Joan Brown Sub FW: Winter Sprin Cit Hall Follow Up Fla Follow up Fla Status: Fla From: karla hdz92@hotmail.com To: alvada4@aol.com Sub FW: Winter Sprin Cit Hall Date: Wed, 25 Jan 2012 13:57:43 -0500 From: karla hdz92@hotmail.com To: alvada4@aol.com Sub Winter Sprin cit Date: Wed, 25 Jan 2012 13:53:02 -0500 Januar 25, 2012 To: Winter Sprin Cit Hall From: Sen"or Te Mexican Grill Thank y ou for choosin us a We look forward to host the event for Winter Sprin Cit Hall, and we hope y ou have the best experience. I am sendin a q uote accordin to what we talked to, but feel free to contact us for an chan on the menu or the bud We will be offerin Main Menu 0 Brochetas: 0 Chicken or beef fa served with Nita salad and flour tortillas 0 Steak Ranchero: 1 Drinks (The budget will include soft drinks) Dessert • Flan We are expecting to accommodate 75 -100 guests. All the items above will be included for $22.00/per person. Please contact us to confirm the number of guests attending or if you want to apply any changes. Contact Information Alvaro Mellado (407)- 574 -1612 E -mail: alvada4 aol.com Sincerely, Senor Tequila Mexican Grill ATTACHMENT 'C' Joan Brown From: Linda Helm [Ihelm a@tuscawillacc.com] Sent: Tuesday, January 24, 2012 4:88 PM To: Joan Brown Subject: Board Appreciation Dinner Attachments: TCC Events 201 1 .pdf; 4 -1 3 -1 2.rtf Follow Up Flag: Follow up Flag Status: Flagged Hi Joan, Thank you for calling Tuscawilla Country Club for the Board Appreciation Dinner this spring. At this moment I have the following Friday and Saturday evening dates available: April 13, 14, 20 & 27, May 4, June 1, 8, 9 &1s. Attached you will find your proposal along with our catering menus for your review. Look this over and let me know what you think. Linda Helm Catering Director - Wedding &Event Specialist TUSCAWILLA COUNTRY CLUB W 've 4ts,% +N4:41 DuA4o%4a**%t N4 (,m lawt,. ZS ! 1500 Winter Springs Blvd Winter Springs, Florida 32708 www.tuscawillacc.com P 407.366.1851 x305 F 407.365.1309 1 Tuscawilla Country Club 1500 Winter Springs Blvd., Winter Springs, FL 32708 BOARD APPRECIATION DINNER Day Friday Time In 06:00 pm Estimate 100 Date 4/13/2012 Cocktails 06 :00 pm Guarantee 75 Type Dinner Meal 07:00 pm Work (407) 284 0031 Room The Grand Magnolia D Time Out 10 :00 pm Home (407) Dinner Beverages Salad Entrees Entree Entree Vegetable Starch Beverages Dessert PLUS Room Setup AN Linen BILLING Fax (407) 75 PERSONALIZED DINNER MENU FRIDAY NIGHT SPECIAL PRICE FOR VALUED CLIENT 6:OOPM GUESTS TO ARRIVE Fountain Sodas included - No extra charge 6:45PM GUEST SEATED FOR DINNER Pledge & Invocation 7:00prn SERVED MENU BEGINS Traditional Caesar w /Garlicky Croutons Warm Rolls & Butter PRE - SELECTED CHOICE WIPLACE CARDS Chicken Breast Maria Fresh Spinach, Sun -Dried Tomatoes & Feta OR Fresh Salmon Fillet Champage Dill Sauce OR Roast Prime Rib of Beef Au Jus - ADD 3.00 pp served with Creamy Horseradish Sauce ALL ENTREES SERVED WITH Fresh Seasonal Vegetable Medley Roasted Redskin Potatoes w /Garlic & Parsley Freshly Brewed Coffee, Decaffeinated Coffee & Tea SERVED DESSERT Key Lime Pie served wlRaspberry Sauce & Chantilly Cream Plus 20% Service Charge & Applicable Sales Tax TAX CERTIFICATE ON FILE EXPIRES 4/30/2012 1 500.00 Grand Magnolia Dining Rm Charge NIC DISCOUNTED FEES FOR VALUED CLIENT Round Tables of 10 or 12 SEE DIAGRAM 2 S ft Registration Tables w14 chairs in Lobby Will set details Ivory, Black or White Floor Length Cloths HURRICANE GLOBES WITH CANDLES & MIRRORS REQUEST DEPOSIT OF 500.00 WITH SIGNED CONTRACT TO CONFIRM I have reviewed the Event Order and understand the Contract, I agree to pay all costs within. A non - refundable deposit is required to confirm the date. A final guarantee is due five days before the event. This guarantee count will serve a the final billing amount and may not be decreased. Your signature authorizes any and all verbal credit card transactions. Signed: Date: Host Ms. Joan Brown City Of Winter Springs 1126 East SR 434 Winter Springs FL 32708 Acc B2082 ID# 12349 19.50 1 Food $1,462.50 Tax Bar $0.00 Less Deposits Misc Total Due 20% S.C. 292.50 0.00 0.00 $1,755.00 1/24/2012