HomeMy WebLinkAboutItem 7.1 TreeLightCeremonyCITY CLERK FILE # 950-40
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 5, 1999
SUBJECT:
16th Annual Holiday Tree Lighting Ceremony
Report Prepared by Paul McCreary, Recreation Supervisor
ATTACHMENTS:
2.
3.
4.
Proposed layout in Civic Center Courtyard
Proposed layout in Civic Center Plaza
Budget Change Form - Option 1
Budget Change Form - Option 2
RECOMMENDATION:~Q~
·
Receive report and determine preferred option for Tree
Lighting Ceremony.
Approve appropriate budget change form.
FINANCIAL STATEMENT: Additi~riai'fimding in the mount of $4,800- $7,335 will be needed.
DESCRIPTION: The City's 16th Annual Holiday Tree Lighting Ceremony is
scheduled for Thursday, December 2, 1999 at the Dublin Civic Center from 6:30 to 7:30 P.M. In the past
the event has been held in the Civic Center lobby. EaCh year staff has ordered a fresh-cut, 16', noble fir
for the Civic Center lobby. The event begins with the lighting of the tree followed by entertainment by
local choral and insmental groups. The Girl Scouts and Boy Scouts then lead a community sing-along.
The program ends with a visit from Santa followed by refreshments in the Regional Meeting Room.
Attendance at this event has averaged 300 people annually over the past three years.
The Civic Center will be under renovation in December of this year and the Regional Meeting Room will
not be available, as it will be utilized for storage during the renovation. Therefore, the City Council
directed Staff to investigate potential locations to hold an outdoor ceremony on the Civic Center grounds.
Staff investigated two .6ptions for an outdoor ceremony: the Civic Center Courtyard and the Civic Center
Plaza. With each option, Staff'investigated the feasibility of planting a live tree against putting up a fresh
cut tree. · In order to accommodate hhe entertainment, either option would necessitate rental of an outdoor
stage with raised platforms and a tent to cover the stage '(in case of inclement weather). Outdoor stage
lighting would also be necessary but Staff recommends pUrchasing outdoor lighting instead of renting
since outdoor lighting is also needed for the summer concert series. (it is estimated that the cost of the
outdoor stage 'lighting would be recovered :in less than two years by purchasing 'rather than renting stage
lighting.) -Refreshments'would be available after the event in the Civic Center:lobby at which time the
presentation of the Mayorls ornament 'from the Chamber of Commerce would take place. A summary of
each option along with the associated costs follows.
G:Xcotm cil\105treelight. doc
COPIES TO:
ITEM NO.
OPTION 1 - CIVIC CENTER COURTYARD
Although the courtyard presents an attractive backdrop for a tree lighting ceremony, placement of a tree in
the courtyard is problematic due to the extensive landscaping. For this option, Staff does not recommend
an outdoor tree but instead proposes to use the tree in the Civic Center lobby as the City's holiday tree.
With tree placement next to the window' wall in the lobby that looks onto the plea, and with proper
placement of the outdoor stage, lighting of the indoor tree could be viewed from the plea. In order to
enhance the festive atmosphere in the plaza, Staff proposes to place white lights on selected trees in the
plea. These trees could be lit simultaneously with the indoor tree.
Placement of the stage is shown in Attachment 1. In addition to the outdoor area in front of the stage, the
lobby of the Civic Center could be used for viewing the ceremony and entertainment. The doors to the
lobby would be left open so that those inside could listen to the ceremony and entertainment.
The estimated cost associated with this option is $4,800. Of this mount, $1,970 is the one time capital
costs associated with lights for the outdoor trees and outdoor stage lighting.
OPTION #2- CM C CENTER PLAZA
The tree lighting ceremony could also be held in the plaza area where the summer concerts have been
located. This area is larger than the courtyard and could accommodate more spectators as attendance
increases in the future. For this option, Staff recommends purchasing a Deodar Cedar in a 60" box and
planting it in the turf area behind the flagpoles, east of the fountain. The tree would be 16-20 feet tall
when planted and grow three to five feet per year. The event would be setup similar to the summer
concerts with a stage in front of the fountain with seating available in front of the stage (Attachment 2).
The estimated cost associated with this option is $7,335. Of this mount, $4,705 is the one time capital
costs associated with purchase and planting of the tree, lights for the tree and outdoor stage lighting.
S UMMAR Y
After reviewing the sites, Staff is confident that the event could be held at either location on the Civic
Center grounds. However, for future ceremonies Staff recommends that the architectural team working
on the Civic Center Library identify an outdoor location on the Civic Center grounds where a' permanent
tree could be planted and where future ceremonies could be held.
The Parks and Community Services Commission reviewed the locations at their meeting on September
20, 1999.- The Commission unanimously recommended the Civic Center Plaza as the location of the
event. Although the Commissioners agreed the courtyard would be an excellent place for an event in the
future, they felt that the plaza was a better location for the Tree Lighting Ceremony. The Commissioners
felt that planting the tree in front of the Civic Center would allow more residents to enjoy the tree, which
would add to the holiday spirit in Dublin.
In conclusion, Staff recommends that the City Council receive the report and determine the preferred
option for.'the Tree Lighting' Ceremony. Further, Staff recommends that :the City Council approve the
budget change form appropriate to the option selected.
OPtiON 2
Tree Option
ATTACHMENT 2
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
__X__ From Unappropfiated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
Name: Name: Special Events - Part-Time Salaries $80
Account #:
Name:
Account #:
Name:
Account #: 80700-001-701-002
Name: Special Events- Operating Supplies $1,375
Account #: 80700-001-713-000
Name: Special Events - Rentals $1,375
Account #:
Name:
Account #:
Name:
Account #: 80700-001-719-000
Name: Special Events - Machinery & $970
Equipment
Account #: 80700-001-750-071
Name: Special Events - Contract Services $1,000
Account #: Account #: 80700-001-740-000
Name: Name:
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY:
In order to conduct an outdoor holiday tree lighting ceremony, additional staff, supplies, capital equipment and
contract services are needed.
City Manager: Date:
Signature
Mayor: Date:
Signature
Posted By: Date:
Signature
ATTACHMENT 3
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
~5c:~-~-~DE~REA~E~BUDGET?~C~UNT.~$~`L~`~d~U~~NCREASE~BUDGET~`~.QC..~UNT~~`:~~~
Name: Name: Special Events - Part-Time Salaries $80
Account #:
Name:
Account #:
Name:
Account #: 80700-001-701-002
Name: Special Events - Operating Supplies $375
Account #: 80700-001-713-000
Name: Special Events - Rentals $1,375
Account #: Account #: 80700-001-719-000
Name: Name: Special Events - Improvements Not $3,735
Buildings
Account #: Account #: 80700-001-750-050
Name: Name: Special Events - Machinery & $970
Equipment
Account #: Account #: 80700-001-750-071
Name: Name: Special Events - Contract Services $800
Account #: 80700-001-740-000
Account #:
REASON FOR BUDGET CHANGE ENTRY:
In order to conduct an outdoor holiday tree lighting ceremony, additional staff, supplies, capital equipment and
contract services are needed.
City Manager:. Date:
Sig'nature
Mayor: Date:
Signature
Posted By: Date:
Signature.
ATTACHMENT 4