Mayor's Ball: committee clears raffle, charities and ticket policy; approves decorations spending cap

The Port Richey Centennial Committee approved plans for a mayor's‑ball raffle and agreed a process to solicit and display donated auction/raffle items. The committee also set policies for ticket handling, charity selection and a spending limit to proceed with decorations at the ballroom venue.

Why it matters: The mayor's ball serves as both a civic celebration and a fundraising opportunity tied to the centennial. The committee's choices determine how event proceeds will be handled and which nonprofits will receive distributed funds.

Key outcomes - Raffle and fundraising: The committee approved holding a raffle/auction at the mayor's ball (silent auction/raffle format). Members agreed to solicit donated baskets and auction items and to run raffle tickets during the event. - Charity selection and limits: The committee set a limit of three charities to receive proceeds from the mayor's‑ball fundraising but later voted to include multiple charities tied to festival fundraising. After further discussion the committee set a final plan to pool mayor's‑ball raffle proceeds with dunk‑tank receipts and divide the total equally among five local charities: Hearts and Hands; Crawl for the Cure; VetCatch; Runaways Rescue; and West Pasco Historical Society. - Ticket pricing and gifts: The committee deferred final ticket pricing to the next meeting but agreed to continue collecting RSVP lists and to provide tickets at the door where practical. Committee members discussed providing attendees a small commemorative item; the committee asked staff to arrange a modest boxed presentation for the centennial challenge coin and to consider a small paperback history book as a takeaway if cost permits. - Decorations budget and procurement: The committee examined a vendor proposal for ballroom decoration and centerpieces and instructed staff to obtain at least three written quotes before awarding any single large decoration purchase (city procurement policy). The committee set a discretionary target of up to $6,000 for decorations pending receipt of competitive quotes and final approvals; members stressed that final purchase orders must follow city purchasing rules.

Details and follow up The mayor's‑ball committee provided a running RSVP and expense tally to the centennial planning group to guide decisions: at the time of the meeting staff reported roughly 44 confirmed RSVPs and a working food/meal per‑person cost to the venue. Committee members discussed offering committee members and department heads complimentary or discounted tickets: the centennial committee's own members would be included, department heads would receive a complimentary ticket plus one guest, and city employees were offered complimentary attendance with their guest at a reduced rate (committee approved employees free and their guests 50% off).

Procurement and compliance Members insisted on three competing quotes for any vendor work above the city's small‑purchase threshold and asked staff to document procurement steps. The committee agreed to proceed with decoration planning but asked staff to return with three quotes and a final cost figure that fits the target ceiling before purchase orders are issued.

Ending Committee members said they wanted a respectful, well‑executed event that reflected the centennial's significance without overspending city resources. Staff were asked to finalize RSVPs, secure competitive decoration quotes and bring a final ticket pricing and sponsorship summary to the next meeting for adoption.