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Home My WebLink About2016 03 14 Regular 500 Board/Committee Appreciation Dinner Information COMMISSION AGENDA Informational Consent ITEM 500 public Hearings g Regular X March 14, 2016 KS ALLL Regular Meeting City Manager Department REQUEST: The City Clerk is requesting the City Commission consider the information in this Agenda Item relative to the City Commission holding a Board and Committee Appreciation Event for 2016. SYNOPSIS: For a number of 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; and earlier this year, the Mayor and City Commission noted their interest in having an event also in 2016 to recognize the City's Board and /Committee Members. This Agenda Item is asking the Mayor and City Commission to discuss and possibly confirm potential dates for this event; and to agree to the type of event they wish to hold, where such an event would be held, and to also reaffirm approve funding and any other details they desire. CONSIDERATIONS: Related to a proposed Board and Committee Appreciation event for 2016, our plan was again to try to provide you with information related to holding an event similar to what was done over the last few years; and based on the comments we have received after the last three (3) Board and Committee Appreciation Dinner Events, the Mayor and Members of the City Commission seemed to be most pleased with the type of dinner event produced in 2013, 2014, and 2015. Regular 500 PAGE 1 OF 4- March 14,2016 Looking at possible venues/restaurants/clubs in Winter Springs that could accommodate 80- 120 guests and who could provide food/beverages at a price that would fit with the City's budget and in a nice environment which would show your appreciation to your Board and Committee Members, there were a couple of choices, one including a new local venue, Luxmore Grande Estate, which we were hoping we could work with to secure a new venue for you and your guests, as well as showcasing this new venue to possibly more than a hundred area residents. Based on the information/responses we have received thus far, we would suggest going with the Tuscawilla Country Club. Suggested Venue: Tuscawilla Country Club Location: 1500 Winter Springs Boulevard, Winter Springs When: Friday or Saturday Evening Description: A dinner similar to what has been done in the past Total Estimated Costs: Food/Beverages, Servers, and Gratuity to be provided within budgeted funding Other: After dinner, the Mayor and City Commission could each address the attending Board and Committee Members and Certificates of Appreciation/Merit could be presented to the Board and Committee Members. Day/Time/Dates: Typically, we have had good attendance at all of your Board and Committee Appreciation events held in the evening, with an average of about 90-100 attendees. For more than the past decade, almost all of the Appreciation Events have been held in the evening, on Friday, Saturday night, usually starting at 6:00 p.m., 6:30 p.m., or 7:00 p.m. Possible dates for consideration have been provided to the Mayor and City Commission for their consideration. If the venue and any suggested dates turn out to not work, we would of course be glad to research additional dates or check with additional venues. Attendees: Typically, we have invited the Board and Committee Members who have served the Mayor and City Commission since the last Board and Committee Appreciation event (each with a Guest, if agreed to by the City Commission). Thus, the following would be included in the 2016 event: -Mayor and City Commission -Bicycle and Pedestrian Advisory Committee -Board of Trustees -Code Enforcement Board -Districting Commission -Oak Forest Wall and Beautification District Advisory Committee -Parks and Recreation Advisory Committee Regular 500 PAGE 2 OF 4- March 14,2016 -Planning and Zoning Board/Local Planning Agency -Tuscawilla Lighting and Beautification District Advisory Committee -Charter Officers -Department Directors -Staff Liaisons/Office of the City Clerk Staff Past EventsNenues: -1999 Board and Committee Appreciation Dinner was held at the Winter Springs Senior Center. (Catered) -2000 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2001 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club -2002 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2003 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club -2004 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2005 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2006 Board and Committee Appreciation Dinner was held at the Winter Springs Golf Club (not in business any longer) -2007 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant (not in business any longer) -2008 Board and Committee Appreciation Brunch was held at the Winter Springs Senior Center (Staff Catered) -2009 Board and Committee Appreciation Dinner was held at the Hollywood Bistro Restaurant(not in business any longer) -2010 Board and Committee Appreciation Dinner was held at the Yen Yen Restaurant (not in business any longer) -2011 Board and Committee Appreciation Dinner was held at the Senor Tequila's Restaurant -2012 Board and Committee Appreciation Dinner was held at the Kee Wee Entertainment District Restaurant(not in business any longer) -2013 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2014 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) -2015 Board and Committee Appreciation Dinner was held at the Tuscawilla Country Club (Magnolia Room - main Ballroom) Other restaurants/venues in Winter Springs could be considered, but were not included in this Agenda Item due to size/lay-out of venues, interest, availability, and/or costs. FISCAL IMPACT: Funding for this event has been budgeted at three thousand dollars ($3,000.00). If we have more than 100 attendees, then we may need to transfer some additional funds, which could easily be done. Regular 500 PAGE 3 OF 4- March 14,2016 In the past, we have been advised by the Tuscawilla Country Club that on some dates, the prices for food and beverage may be higher; however, we have not been provided with that information, or a firm price on possible menu selections, which we typically decide upon, depending on the date selected for the event, and the chosen theme for the event. 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. Earlier this year, the City Commission agreed that they would like to consider information related to holding an Appreciation event similar to last year's event. RECOMMENDATION: Option 1) The City Commission would hold an event (similar to the last three years) at the Tuscawilla Country Club and: a. Confirm 2 or 3 top choices of dates for this event when the Mayor and all Members of the City Commission are available b. Invite the Attendees listed in the "CONSIDERATIONS" of this Agenda Item c. Agree that the City Clerk is able to spend up to the budgeted amount for this event, with any modifications agreed to by the City Manager d. Letting the City Clerk select the style of invitations (electronic or paper) and event decorations considering cost effectiveness, recent past practices, and the typical style of how this event has been designed. within a very moderate amount Option 2) The City Commission to advise Staff of an alternative preference ATTACHMENTS: None. 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