HomeMy WebLinkAbout8.5 Mayor's Invite to Dublin Irelandor
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
November 20, 2012
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File #150 -55
Invitation for Mayor Sbranti to attend St. Patrick's Day Festival in Dublin, Ireland
Prepared by Chris L. Foss, Assistant City Manager
EXECUTIVE SUMMARY:
The City Council will consider an invitation from the City of Dublin, Ireland to have Mayor Sbranti
participate in the Gathering of Dublins during the St. Patrick's festival from March 16 -20, 2013.
FINANCIAL IMPACT:
In order to appropriate funds for this expenditure the City Council can consider a transfer from
the contingency line item in the General Fund Budget. The impact of using $5,000 from the
budgeted contingency for this donation is shown on the Budget Change Form.
RECOMMENDATION:
Staff recommends that the City Council authorize City travel out of State by Mayor Sbranti and
authorize the Budget Change.
Submitted By
Assistant City Manager
DESCRIPTION:
Mayor Sbranti recently received an invitation from the Lord Mayor of Dublin, Ireland to be a
guest at the City's St. Patrick's Festival from March 16 -20, 2013 (Attachment 1). The City of
Dublin, Ireland is attempting to reconnect the Dublins of the World through the Gathering of
Dublins at the St. Patrick's festival. The City of Dublin, Ireland has offered to cover the costs of
hotel accommodations for the trip. The requested appropriation would pay for the airfare and
incidental expenses incurred by the Mayor during the trip. The expenses would be consistent
with the City's adopted Travel and Expense Reimbursement policy.
Page 1 of 2 ITEM NO. 8.5
As this request was not made prior to the preparation of the Fiscal Year 2012 -13 budget, a
budget change is necessary to appropriate the necessary funds for the travel. A budget
change, in the amount of $5,000, has been prepared (Attachment 2).
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Invitation to The Gathering of Dublins — March 16 -20, 2013
2. Budget Change Form
Page 2 of 2
Dear Mayor Sbranti,
As lord Mayor of Dublin, Ireland, I invite you to come to Dublin, Ireland as my guest and join with me in
celebrating St. Patrick's Festival 2013 from 16" — 2(P' March.
We share a name, but I believe we share much more than that and I would like us to celebrate the historical
ties that connect us. I would like to use the occasion to develop in a practical way relations between our
cities, our business communities and our peoples.
We are calling this reconnection of the Dublin's of the world the Gathering of Dublins. Our City will cover
the costs of your hotel accommodation for you and your Spouse /Partner during this time. you will be the
Lord Mayor's guests at the 2013 Dublin St. Patrick's Day Parade, which brings over half a million people
from all over the world to Dublin City.
I have attached a note with a draft programme for the Gathering of Dublins.
I would appreciate if you could complete the attached expression of interest form and return to
�p M,heak@ ublir< lie by Monday 10`" December 2012 to facilitate the planning of the event.
I look forward to welcoming you to Dublin, Ireland in March 2013.
Naoise b Muir!
Ardmh6ara Bhaile Atha Cliath
Lord Mayor of Dublin
CITY OF DUBLIN
BUDGET CHANGE FORM FISCAL YEAR 2012/2013
CHANGE FORM #
New Appropriations (City Council Approval Required):
From Unappropriated Reserves
From New Revenues
DECREASE BUDGET ACCOUNT AMOUNT
Budget Transfers:
XX From Budgeted Contingent Reserve
Within Same Department Activity
Between Departments (City Council Approval Reqd)
Other
INCREASE BUDGET ACCOUNT AMOUNT
REASON FOR BUDGET CHANGE ENTRY:
At the November 20, 2012 the City Council accepted the invitation from the Lord Mayor of Dublin,
Ireland and considered Mayor Sbranti participation in The Gathering of Dublins during the St.
Patrick's festival from March 16, 2013 through March 20, 2013. Because the invitation was not
received prior to the preparation of the FY2012 -2013 budget, funding for the event was not
programmed in the current budget. The City Council authorized a transfer from the Budgeted
Contingency line item to the City Council budget. This budget change will appropriate funds for
travel. The City of Dublin, Ireland has offered to cover the costs of hotel accommodation.
The following outlines use of the contingency in the first half of the Fiscal Year, including items
under consideration on the agenda of the November 20, 2012 City Council meeting.
FY 2012 -2013 BUDGETED CONTINGENCY RESERVE STATUS
DATE I PURPOSE BALANCE
07/01/12 ORIGINAL BUDGET 150,000.00
08/21/12 Community TV - Funding Support (22,000) 128,000.00
Pending Zoning Ordinance Amendment (48,500) 79,500.00
11/20/12
Pending Hurricane Sandy Relief Efforts (10,000) 69,500.00
11/20/12
Pending The Gathering of Dublins Travel (5,000) 64,500.00
11/20/12
As Presented at the City Council Meeting on: Date: 11/20/2012
################ #(Finance Use Only) ###################
Posted By: Date:
City Council Minutes Excerpt Attached Reviewed By:
G:OudgetChangesl52012 -1319_ 11_ 20_ 12Gathenng_of Dublins_Travel.doox
ATTACHMENT 2
Name: EXPENDITURE: General Fund —
Name: EXPENDITURE: General Fund —
Budgeted Contingency
City Council— Travel Conference &
Meetings
Account #: 1001.1901.81101
$5,000
Account #: 1001.1101.61503
$5,000
REASON FOR BUDGET CHANGE ENTRY:
At the November 20, 2012 the City Council accepted the invitation from the Lord Mayor of Dublin,
Ireland and considered Mayor Sbranti participation in The Gathering of Dublins during the St.
Patrick's festival from March 16, 2013 through March 20, 2013. Because the invitation was not
received prior to the preparation of the FY2012 -2013 budget, funding for the event was not
programmed in the current budget. The City Council authorized a transfer from the Budgeted
Contingency line item to the City Council budget. This budget change will appropriate funds for
travel. The City of Dublin, Ireland has offered to cover the costs of hotel accommodation.
The following outlines use of the contingency in the first half of the Fiscal Year, including items
under consideration on the agenda of the November 20, 2012 City Council meeting.
FY 2012 -2013 BUDGETED CONTINGENCY RESERVE STATUS
DATE I PURPOSE BALANCE
07/01/12 ORIGINAL BUDGET 150,000.00
08/21/12 Community TV - Funding Support (22,000) 128,000.00
Pending Zoning Ordinance Amendment (48,500) 79,500.00
11/20/12
Pending Hurricane Sandy Relief Efforts (10,000) 69,500.00
11/20/12
Pending The Gathering of Dublins Travel (5,000) 64,500.00
11/20/12
As Presented at the City Council Meeting on: Date: 11/20/2012
################ #(Finance Use Only) ###################
Posted By: Date:
City Council Minutes Excerpt Attached Reviewed By:
G:OudgetChangesl52012 -1319_ 11_ 20_ 12Gathenng_of Dublins_Travel.doox
ATTACHMENT 2