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Consent

Brentwood City Commission Agenda

Meeting Date:	02/10/2020
Resolution 2020-11 - Agreement with JDHQ Hotels LLC d/b/a Embassy Suites by Hilton Cool Springs for 2020 Employee Dinner
Submitted by:	Mike Worsham, Human Resource
Department:	Human Resource

Information

Subject

Resolution 2020-11 - Authorizing an Agreement with JDHQ Hotels LLC d/b/a Embassy Suites by Hilton Cool Springs for 2020 Annual Employee Recognition Dinner

Background

The Board of Commissioners of the City Manager have a long-standing tradition of providing and hosting an employee appreciation dinner at the beginning of the annual holiday season. The purpose of this event is to celebrate all employees’ contribution to the success of the City and recognize individual employees who passed significant service anniversaries with the City during the year.

In 2018 and 2019, this event was held at the Ravenswood Mansion in Brentwood. For many years prior to this, it was held at the Embassy Suites in Cool Springs.

Following last year’s event, a satisfaction survey was provided to employees requesting their feedback regarding the event, including suggestions for improvement. The majority of employees completing the survey requested that future events be moved back to a hotel venue, primarily due to the size of our group, which was considered a little too crowded, along with other issues of holding the event in the tent outside of the Ravenswood Mansion.

There are realistically only two other facilities available in Williamson County (Embassy Suites and Marriott at Cool Springs) that have the capability of accommodating our group and that are also within a reasonable travel distance of Brentwood.

As mentioned above, for many years prior to 2018 this event was held at the Embassy Suites in Franklin, Tennessee. The overwhelming feedback from attendees of these events has been very positive on all aspects, including the quality of the food, room arrangement and entertainment. Because of the Embassy Suites' long record of providing quality accommodation for the Employee Appreciation Dinner, staff recommends that this event be held there again in 2020.

Based on anticipated attendance of 275 employees and guests, the Embassy Suites quoted a cost of approximately $14,000 plus a 25% service charge. The total estimated cost is approximately $17,500, however, the final cost will be determined by the actual number of attendees. This amount is included in the Human Resources Department FY 2021 Operating Budget.

Staff Recommendation

To ensure the Embassy Suites can be reserved for the preferred date of October 30, 2020 it is recommended that approval be granted for the City to enter into an agreement with Embassy Suites to host the 2020 Annual Employee Recognition Dinner.

Fiscal Impact

Attachments
Resolution 2020-11
Contract No. 2020-013
Signed Resolution
Signed Contract 2020-013