HomeMy WebLinkAboutAGENDA REPORT 1993 0602 CC REG ITEM 08TTO:
FROM:
DATE:
SUBJECT:
AGENDA REPORT
The Honorable City Council
ITEM �•
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199,
ACTION:
Christine Adams, Director of Community Service`s
May 25, 1993 (Meeting of June 2, 1993)
The Tenth Anniversary Committee are finalizing plans for the many
activities scheduled during the months of June and July to
commemorate the city's first decade. The Committee members are
Councilman Wozniak, Chair, Parks and Recreation Commissioner
Sandra Thompson and Parks and Recreation Commissioner John Hall.
The Committee was mindful about keeping the costs of the
celebration down and within the $5000.00 budgeted by the City
Council last July. With Council direction back in the fall of
1992, the committee took every effort to involve as many community
organizations and businesses as possible in these events. The
Tenth Anniversary Press which is an insert in the City's summer
recreation brochure, identifies those groups and individuals who
have contributed financially or volunteered their time and effort
to one or more of the celebration's programs.
The committee solicited businesses and community groups to sponsor
specially designed anniversary banners, and a total of 23 banners
were sold. These banners will be hung during the months of June
and July, and those sponsors are being recognized tonight.
The committee also solicited sponsors for summer outdoor concerts.
Urban West Communities has graciously contributed to sponsor a
concert on July 25th featuring music from the 1950's. Another
commercial contributor was the local Taco Bell which is paying for
specially designed placemats that will be on all trays in the
restaurant throughout June and July, highlighting anniversary
activities.
The Council's direction was to provide as many activities to the
public for free or for a nominal cost. The family bike ride on
June 26, which commemorates the 1932 Olympic Bike Race, will have
a nominal family and individual charge, but the 4th of July Old
Fashioned Picnic, the Shakespeare in the Park and the 50's Concert
will all be free to the public.
City staff will be hosting an open house on Wednesday, June 23 at
5:00 p.m., and will invite the public to come by City Hall and
view displays regarding city achievements and services.
The committee has purchased commemorative pins and t- shirts to
sell to the public. Prices for the pins have been set at $2.50
each and t- shirts will be sold at $6.00 and $8.00 for child and
adult sizes respectively. Both prices include a mark up to assist
in paying for some of the other free events.
With the budget as outlined, excluding unforseen costs, the City
is projecting to spend only $2042.00 of the $5000 allocated for
the event. This includes $650.00 for the Shakespeare event. On
the other hand, if no t -shirt or pin sales occur and no one
participates in the bike ride, the City could have a revenue
shortfall of $2742.00. While this is unlikely to happen,
Councilman Wozniak and city staff recommend that the Council pre -
approve contingency funding. The identified source would be the
General Fund from the savings in the 1992 -93 City Council
expenditures for conferences /meetings and travel /mileage.
$9000.00 was budgeted in these two line items, and only $4500.00
is projected to be spent by the end of the fiscal year.
Attached for your review is a budget summary page which details
the projected revenue and expenditures for the entire 10th
anniversary program.
Receive and file the report and appropriate use of an amount not
to exceed $2742 from the general fund reserves, if necessary, for
the event.
10th Anniversary Budget - Preliminary
City's 10th Anniversary Celebration Budget Summary
EXPENSES
Graphic Artist
$268.00
Brochure Printing
$600.00
Typesetting
$100.00
Postage Meter Design
$62.00
U.S. Flag
$19.00
Canopy for Dedication
$654.50
Pins (1000)
$1,095.00
Paperweights
$250.00
T- Shirts (500)
$1,999.92
Banners
$3,542.00
Advertising
$266.40
Medals for Bike Ride
$695.00
Refreshments at Dedication
$400.00
Hay Ride insurance
$95.00
Balloon Costs
$300.00
Olympic Plaque
$100.00
Invitations Printing
$120.00
Decorations for Dedication
$200.00
Concerts
$2.150.00
TOTAL $12,916.82
REVENUE
CITY FUNDS
$5,000.00
Donation from Urban West
$1,500.00
Banner Sales
$3,675.00
Anticipated Pin Sales
$2,500.00
Q $2.50 per pin
Anticipated T -Shirt Sales
$3,000.00
0 $6.00 average per shirt
Bike Ride Fees
$200.00
TOTAL $15,875.00
Note: If pins, t- shirts, banners and $1500 for concerts due to donation are deleted from expenses,
all other expenses are covered by the general fund allocation of $5000.00.
5/25/93