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Home My WebLink About7.1 Citizen/OrganYr Event CITY CLERK File # 610-50 I AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 7, 2001 SUBJECT: Status Report: City Volunteer Recognition Event (Citizen/ Organization of the Year) Report Prepared by: Julie Carter, Assistant to the City Manager ATTACHMENTS: 2. 3. 4. Proposed Guest List Proposed Event Program Proposed Event Budget Budget Change Form RECOMMENDATION~f~ Receive Staff Report Provide Comment on Proposed Event Approve Budget Change .::/: FINANCIAL STATEMENT: The City's Fiscal Year 2001/2002 Budget includes $8,000 to cover associated expenses for the City's first annual volunteer recognition event. In reviewing this event with the City Council Sub-Committee (Mayor Houston and Councilmember Zika) the scope of the event was increased to include all City volunteers bringing the invited guest list to 350 people. Based on this information and the proposed event budget, Staff estimates that the existing budget will need to be increased by $4,000 to accommodate for the increase in attendees and related costs. An additional appropriation from reserves will be required. DESCRIPTION: At its meeting of February 6, 2001, the City Council authorized the formation of a City Council Sub-Committee to formulate a recommendation regarding the recognition of City Council appointed Commissions/Committees and Citizen/Organization of the ,Year. The Sub- Committee included Mayor Guy Houston and Councilmember George Zika. Staff representation on the Committee included the City Clerk and the Assistant to the City Manager. On April 23, 2001 the Committee met to review and discuss the event parameters. Based on the Committee's discussions, Attachment One was developed to include the attached proposed guest list (Attachment 1) which, when adding in the estimated Citizen and Organization of the Year nominees, is estimated to be 350 people. The guest list includes current, and outgoing City Commissioners/Committee members, State and Local elected officials, City Staff, and numerous community service organizations servicing the City of Dublin. Although the Dublin Senior Citizen volunteer program will continue to hold H/cc-forms/agdastmt. doc COPIES TO: ITEM NO. their own program annually, the Committee felt that all volunteers should be included in the invitation list for this recognition event. The Committee proposes that the event be held at the Monarch Hotel on October 5, 2001 from 6:00 p.m. to approximately 9:15 p.m. with a program to include: no-host cocktails, hosted hors d'oeuvres, a' volunteer highlight video, entertainment by Wells Middle School Jazz Band (to be confirmed), hosted sit- down dinner, awards presentation, and closing remarks (Attachment 2). The event budget (Attachment 3) includes funding for the event at an estimated 200 persons for attendance and includes a souvenir gift for each volunteer. The volunteer gift, proposed by the Committee is a silver tone logo key ring, boxed and wrapped with a card stating: "You are the key to our continued success! Thank you for your service to the City of Dublin" In addition, a small solid chocolate "Thank You" note favor will be given to each participant at the dinner table. Staff has planned to purchase enough key rings and favors to provide them at the City's Senior Volunteer event, for those volunteers who could not attend the citywide event in October. The event budget has grown from recognizing City Commissioners/Committee Members to holding a citywide recognition event. The original estimate of $8,000 will not support the scope of the event that the Committee has planned. Staff has estimated that an additional $4,000 will need to be budgeted to cover the additional expenses associated with the increase in scope, increased guest list and associated expenses. Attachment 4 is 'the City's Budget Change Form, which will transfer funds from Un- appropriated Reserves to the City Council's community Promotions Account. Staff is confident that the increased in the budget amount will cover all expenses and provide for an unforgettable evening. Staff recommends that the City Council receive the Staff report, provide comment regarding the Volunteer Recognition Event and approve the budget change form. September 13th PROPOSED GUEST LIST CITY VOLUNTEER RECOGNITION EVENT Invitations Mailed EST. Guest List to include: Mayor and City Council (Spouses) All nominees for Year 2001 Citizen of the Year All nominees for Organization of the Year Year 2000 Citizen of the Year (Spouse) Year 2000 Organization of the Year (Spouse) * Commissioners ( that left in 2000) (plus Spouses) Cindy Cobb-Adams, Eric Swalwell Ralph Hughes * Committee Members (that left in 2000) (plus Spouses) Bob Cocilova Carol Tomasa YAC - to be determined Current Commission and Committee Members* (Spouses) City Manager (Spouse) City Department Heads (Spouses) Fire and Police Contract Department Heads (Spouses) State and Local Elected Officials Torlakson, Leach, Miley Dublin Sister City Association (5 Boardmembers plus Spouses) Dublin Unified School District (5 Boardmembers plus Spouses) DSRSD (5 Boardmembers plus Spouses) Dublin Chamber of Commerce (Bd, Dir. & Pres. plus Spouses) Dublin Fine Arts (2 Members plus Spouses) Senior Volunteers (50 plus Spouses) Friends of the Library Dublin Reserve Officers (10 plus Spouses) Past City Councilmembers (since 1982 plus Spouses) Dublin Senior Center Foundation Junior Leaders Pool Volunteers TOTAL Estimate * Includes: Planning, Parks and Community Services and Heritage & Cultural Arts Commission Youth Advisory and Senior Center Advisory Committee ** Contact is Stg Carmine OES - 803-7804 (Ron Coffman) Attachment 1 35O 10 unknown unknown 2 2 6 unknown 70 2 10 4 6 10 10 10 4 4 100 4 20 18 4 10 10 320 35O PROPOSED EVENT PROGRAM CITY VOLUNTEER RECOGNITION EVENT October 5, 2001 Attachment 2 5:45 p.m, 6:00 p.m. 6:30 p.m. 6:45 p.m. 7:45 p.m. 9:15 p.m. Event Registration Opens Jazz Band Plays No-host Cocktails Hosted Hors D'Oeuvres Welcome - Mayor Houston Introduce CounCil/Elected Attendees Purpose of Event: Volunteer Recognition Build Suspense for Citizen & Organization of the Year Show Highlight Video - Who's here tonight and who are our volunteers? Thank the Jazz Band (they will play as we dine) Dinner Served Jazz Band Plays Awards Presentation 1 Present Certificates to Outgoing City Commissioners and Committee Mem. 2 Introduce Organizations of the Year Nominees Present Certificates Show Highlight Video 3 Introduce Citizens of the Year Nominees Present Certificates Show Highlight Video 4 Mayor highlights Key Rings "You are the key to our continued success" 5 Mayor thanks staff (Kay Keck, Julia Carter and staff volunteers) DRUM ROLL 6 Mayor announces and presents plaque award to: A. Organization of Year A Few words from winner B. Citizen of the Year A Few words from winner 7 Closing Remarks on Evening 8 Mayor highlights upcoming City events Happy Holidays 2001 Dublin 20 Year Anniversary St. Patrick's Day. Etc. Event Ends Attachment 3 City Volunteer Recogition (Citizen/Organization of the Year) Event Event Budget GIVE-A-WAY ITEMS Chocolate City Logo Disks (for dessert item) 250 @ $.67 each Chocolate "Thank You" Favors (extra favors will be given to Senior Volunteer Event) Celo wrapped bag with gold accent ribbon 350 @ $1.60 each Key Ring Gift (extra Key Ring Gifts will be given to Senior Volunteer Event) Boxed and wrapped with gold paper 250 @ $6.00 each Gift Card: "You are the Key to our continued success - Thank you for your service." Card to fit size of gift box; colored ink with gold City logo Misc. Decorations/Supplies/Centerpirces $167.50 $560.00 $1,500.00 $75.00 $240.00 INVITATIONS Event Invitations 400 @ $97.75 per 100 unit Includes RSVP card + return enveolpe Event Program 200 @ $25.50 per 100 unit Preprinted Name Badges 200 at $25.40 per 25 sheets Shipping Seals Misc. $391.00 $55.00 $27.00 $20.00 $84.50 FOOD Hors D'Oeuvres Cheese & Veggies Crackers Display Meals 200 @ $31.00 each (includes everything: tax, tip, service) Cesar Salad w~ Bread Rolls Salmon w/lemon caper butter, garlic mashed potatoes & seasonal veggies Prime Rib w/herb butter, baked potato & seasonal veggies Wine 20 tables at $40.00 each (Monarch will bill City for bottles used only) House Red & White Wine will be offered Dessert w/City logo chocolate Cake with sauce Included in meal price Coffee Service Included in meal price Entertainment Highlight Video/CTV $50.00 per hour estimate 30 hours CTV - Tape event Wells Middle School Jazz Band (Plays for 1.5 hours) estimate estimate COMP $6,230.0O $600.00 $1,500.00 $550.00 unknown TOTAL EST. BUDGET TOTAL BUDGETED BALANCE REQUESTED $t2,000.00 $8,000.00 $4,000.00 Attachment 4 CITY OF DUBLIN BUDGET CHANGE FORM New Appropriations (City Council Approval Required): X From Unappropriated Reserves From New Revenues Budget Transfers: CHANGE FORM # From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity Between Departments (City Council Approval Required) Other Name: Name: City Council Budget $ 4,000.00 Community Promotions Account #: Account #: 001-10100-731 Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: Account #: Fin Mgr/ASD: Date: Signature REASON FOR BUDGET CHANGE ENTRY: Increase in scope and anticipated attendance at the City's Annual Volunteer Recognition/Citizen and Organization of the Year Event. City Manager: Date: Signature Mayor: Date: Signature Posted By: formslbttdgchng Signature Date: