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HomeMy WebLinkAboutItem 8.2 20 AnnivCelebration CITY CLERK File # 950-40 AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 20, 2001 SUBJECT: Status Report: City's 20th Anniversary Celebration Report Prepared by: Julie Carter, Assistant to the City Manager and Paul McCreary, Parks and Community Services Manager ATTACHMENTS: 2. 3. 4. 5. 6; 7. Alternatives for Commemorative City Banners Alternatives for Commemorative City Letterhead Alternatives for Commemorative City Patch Letter from vendor regarding City Commemorative Quilt Budget Change Form City of Dublin Event Calendar Proposed Layout - Evening at the Civic Dinner RECOMMENDATION: Receive Staff Report Determine Commemorative City Banners Determine Commemorative City Letterhead Determine Commemorative City Patch Consider appointment of Council Sub-Committee to work with vendor on City Commemorative Anniversary Quilt Determine preferred location of the Anniversary Party Approve Budget Change ~ FINANCIAL STATEMENT: The Fiscal Year 2001-2002 adopted budget appropriated $12,000 for the City's 20th Anniversary Celebration. If the event plan recommended by the Council Sub-Committee is approved then the City will incur $25,500 more in net cost than anticipated in the adopted budget for FY 2001-2002. Therefore a budget modification is necessary increasing revenue by $7,500, expenditures by $33,000 and allocating $25,500from Unappropriated Reserves. DESCRIPTION: On May 15, 2001, the City Council appointed Mayor Janet Lockhart and Councilmember George Zika to a City Council Sub-Committee to formulate recommendatiOns regarding the City's 20th Anniversary Celebration. This report highlights the Sub-Committee's recommendations regarding the City's 20th Anniversary Celebration. Details regarding each specific event will continue to be coordinated with the Council Sub-Committee. The Council Sub-Committee has met several times to discuss various options regarding the City's 20th Anniversary Celebration. One of the first items the Sub-Committee requested was that Staff solicit citywide support for a yearlong anniversary celebration through local non-profit groups. In July Staff sent G:\COUNCIL\I 1-06-01 revised anniversary.doc COPIES TO: ITEM NO. an information mailer to 61 local non-profit groups inviting them to be a part of the City's 20~ Anniversary Celebration. A meeting with these non-profit groups was held on Monday, September 10, 2001. Twelve representatives from various non-profit groups, the Council Sub-Committee, and City Staff were present during this meeting. In addition, interest cards were received from several other non-profit groups offering assistance in support of the City's 20th Anniversary Celebration in areas such as Dublin artifacts, history of Dublin, volunteers, event planning, and event support. The Council Sub-Committee is recommending the Council consider the following activities in celebration of the City's 20th Anniversary. Commemorative Banner Poles In order to commemorate the City's 20th Anniversary, custom designed banners are recommended for year round display on the street light poles throughout the City. The banners would be interspersed with the seasonal banners typically put up in the City. The proposed designs for the banners are Attachments 1A-ID. Anniversary Dinner - Evening at the Civic - February 1, 2002 The City's 10 Year Anniversary was celebrated with an elegant dinner at the Civic Center. Invitations were sent to current and former City Councilmembers, members of City Commissions and Committees, other governmental entities and elected officials (DSRSD, DUSD, neighboring cities), City Staff and Contractors, and local service clubs and non-profit organizations. The event was also advertised in the Parks and Community Services quarterly activity guide. Evening at the Civic was a great success with 142 people in attendance. The evening featured a sit-down dinner with tables in both the Regional Meeting Room and the Lobby. A band played background music throughout the dinner and dancing followed the dinner. Those in attendance felt that the Evening at the Civic should become a tradition for future City anniversaries. The Council Sub-Committee recommends that the tradition continue with a 20th Anniversary Evening at the Civic to be held on Friday, February 1, 2002. The evening would begin with hors d'oeuvres and drinks followed by a sit-down dinner. A formal program is not recommended but there would be a variety of entertainment throughout the evening. The guest list would be similar to the one used in 1992 however, due to the growth in the City, the guest list would be larger because of increases in the number of commissions, advisory committees, staff and past Councilmembers, Commissioners and Committeemembers. The number of non-profit groups serving the community has also grown since 1992. Staff estimates that approximately 130 invitations would be mailed, which is 57 more invitations than 1992. Based on the increased number of invitations it is estimated that the event will need to accommodate up to 200 people. As shown in the proposed layout (Attachment 7) 112 guests could be accommodated in the Civic Center using both the Regional Meeting Room and the Lobby. This is less than the 142 that were accommodated in 1992 due to changes in fire code capacities. In order to accommodate additional guests, Staff has researched the feasibility of erecting a 20'x60' tent in the outdoor courtyard. The tent would have heai and lighting and could accommodate an additional 80 guests. Thus, the Civic Center could accommodate a maximum of 192 guests in the Regional Meeting Room, Lobby and Courtyard Tent. If the weather is eXtremely cold or rainy during the event, using .a tent may be problematic. Due to the trees and light poles in the courtyard, the tent would have to be setup with the concrete retaining walls protruding under the tent wall. Therefore the rental company would be unable to seal the tent to prevent rainwater from flowing on the ground into the tent. It would also be difficult to retain the heat in the tent and may become cold. Although not considered by the Sub-Committee, another option would be to hold the anniversary party at the Shannon Community Center, which could accommodate up to 200 guests. In addition to being warm and dry, another advantage to using the Community Center would be that all of the guests could be located, in the same room. Although the Community Center is not as elegant as the Civic Center, the money that would have been used to rent the tent could instead be used to professionally decorate the social hall. 204 Anniversary City Letterhead Special City letterhead to commemorate the City's 20 Anniversary is recommended. Proposed designs for the letterhead are Attachment 2. Staff would recommend that 1/3 of the City's annual order of letterhead be replaced with the 20th Anniversary Letterhead. St. Patrick's Day Celebration In order to bring the City's 20th Anniversary to the St. Patrick's Day Parade, a float with past Citizens of the Year is recommended. The Citizen of the Year recognition began in 1967 by the Chamber of Commerce and the City assumed responsibility for the award in 1986. Members from Dublin High School and Dublin Historical Preservation Association have volunteered to coordinate the float. Additionally, the Sub-Committee recommends having a City Information Booth at the St. Patrick's Day Festival including historical information, "1982 Trivia" and to provide residents with the opportunity to vote on items to be included in the Library Time Capsule. A novelty item would be distributed to those who vote on the Time Capsule. Members of the Dublin Senior Center Foundation have volunteered to staff the booth. City Quilt At the request of the Sub-Committee, noted Textile Artist Linda Schmidt has submitted a proposal to create a quilt to celebrate the City's 20th Anniversary. (Ms. Schmidt previously created a quilt for the City of Newark which represented the City as a "place to live, work, shop, play and pray".) The quilt would be designed with the input from a sub-committee and could include images such as Gaia, the clock tower, Old St. Raymond's Church, Emerald Glen Park, etc. The size of the quilt and location for hanging the quilt are not yet determined. Civic Center Living History Wall ' 20t~ Anniversary Tile The Dublin Fine Arts Foundation has created a "Living History Wall". Installed in the fountain plaza at the Civic Center, tiles are mounted on the wall to commemorate the activities of individuals, businesses, and organizations. The Sub-Committee recommends that the Dublin Fine Arts Foundation be contacted regarding the concept of designing and selling a 20th Anniversary Commemorative Tile. Commemorative Anniversary Patch The Sub-Committee recommends that a commemorative City 20th Anniversary Patch be designed. The Patch could be marketed to local service clubs and youth sports groups. The groups could utilize the patches on uniforms, shirts, hats, etc. Proposed designs for the Patch are Attachment 3. City Website Updates Keeping the residents informed about the City's 20th Anniversary with regular updates posted on the City's website is recommended by the Sub-Committee. Additionally, it is recommended that long-time community residents be contacted for community profile articles. These articles could be coordinated with the news media and/or placed on the City's website. In addition, the Sub-Committee noted that several of the City's annual events planned for the Year 2002 could incorporate a 20t~ Anniversary theme such as: City Council's St. Patrick's Day Float Dublin Pride Week ("Proud of our Past" poster theme) · City Concerts In The Park (1980's music) · Day On The Glen (trivia competition) · National Night Out · Library Grand Opening/Time Capsule. · Murray Schoolhouse Bell Tower Dedication Staff will work with each designated City contact person to encourage the use of the City's 204 Anniversary theme in these and other annual City events. Attachment 6 is a complete listing of the City's annual events. PROPOSED BUDGET The table below identifies the budget necessary to implement .the recommendations of the City Council Sub-Committee. As shown, a budget modification is needed to increase revenue by $7,500, expenditures by $33,000 and to allocate $25,500 from Unappropriated Reserves. Adopted Budget Proposed Budget REVENUE $0 $7,500 EXPENDITURES Miscellaneous Commemorative Banners Evening at the Civic Letterhead Parade Float Novelty for Information Booth Quilt (includes framing and matting) Patch Design Website Updates $12,000 $0 $0 $5,000 $0 $23,000 $0 $2,500 $0 $2,5o0 $0 $2,000 $0 $8,000 $0 $500 $0 $1,500 TOTAL EXPENDITURES $12,000 $45,000 NET COST TO CITY ($12,000) ($37,500) UNAPPROPRIATED RESERVES NEEDED ($25,500) RECOMMENDATION If the City Council concurs with the idea of a yearlong celebration of the City's 20th Anniversary and the activities proposed by the Sub-Committee, then the following City Council actions are requested: 1. Select a commemorative City Banner from Choice of four (Attachment 1). 2. Select commemorative City Letterhead from choice of three (Attachment 2). The letterhead design includes a commemorative green foil seal opposite the City's regular gold foil City seal. 3. Select a commemorative City Patch from choice of two (Attachment 3). 4. Appointment a Council Sub-Committee to work with vendor on City Commemorative Anniversary Quilt. This Sub-Committee will work independent of the 20th Anniversary Sub- Committee to aid in the design and layout of the commemorative City quilt. 5. Determine preferred location of the Anniversary Party. 6. Approve Budget Change Form authorizing a budget modification to increase revenue by $7,500, expenditures by $33,000 and to allocate $25,500 from Unappropriated Reserves.: ATTACHMENT lA ATTACHMENT lB- ATTACHMENT lC''~ ATTACHMENT 1D CITY OF DUBLIN 100 Civic Plaza, Dublin, California 94568 Website: http://www, ci.dublin.ca.us ATTACHMENT 2A Area Code (925) - City Manager 8.33-6650 - City Council 833-6650 - Personnel 833-6605 - Economic Development 883-6650 Finance 833-6640 · Public Works/Engineering 833-6630 · Parks & Community Services 833-6645 · Police 833-6670 Planning/Code Enforcement 833-6610 · Building Inspection 833-6620 · Fire Prevention Bureau 833-6606 Printed on Recycled Paper CITY OF DUBLIN 100 Civic Plaza, Dublin, California 94568 Website: http://www.ci.d ublin.ca.us ATTACHMENT 2B Area Code (925) - City Manager 8~$-6650 · City Council 833-6650 · Personnel 833-6605 · Economic Development 833-6650 Finance 833-6640 · Public Works/Engineering 833-6630 · Parks & Community Services 833-6645 · Police 833-6670 Planning/Code Enforcement 833-6610 · Building Inspection 833-6620 - Fire Prevention Bureau 833-6606 Printed on Recycled Paper CITY OF DUBLIN 100 Civic Plaza, Dublin, California 94568 Website: htt p://www, ci.dublin.ca, us ATTACHMENT 2C Area Code (925) o City Manager 833-6650 · City Council 833-6650 · Personnel 833-6605 · Economic Development 833-6650 Finance 833-6640 o Public'Works/Engineering 833-6630 · Parks & Community Services 833-6645 · Police 833-6670 Planning/Code Enforcement 833-6610 · Building Inspection 833-6620 · Fire Prevention Bureau 833-6606 Printed on Recycled Paper Commemorative Patch - Option I 20 20th Anniversary Commemorative Patch - Option 2 ATTACHMENT 3 {e~s} 8~a-4s~e J~ ~s, ~oo; 100 Ot~'Ploza I oily ~ hy lu~w wi~ tt n~t~ hy b~ eo~ wi.eze tt wdt be ht~n9 {to, ixp./p dl. te, n~un. the eo4,o~}, o.~d. whot.~o:, tt ~ho~dd I~, -l"h. O~ d N~oyk O. tdt w~ GO" toil b~ 80*' w:d~ Ti~ ~ze. det~,~ane,.~ the p.~.~ fo~. tl~ p;.~.~ ~ ,.u.n,mt ~ ~ D1So per ~quo,re.."o~t pi. us; ~soo Fo, pko, togropi,,~ e. nio.ge.n,m.,.nt~ .,m. ett.~ wttl,. O~ ~..pre.~ento.th,p~, o.,..d. ~ ~ ~ prtn. e, t. tnd~ S. S~ ATTACHMENT 4 CITY OF DUBLIN QUILT The creation of a City of Dublin quilt will be an exciting and rewarding project, but before it can be begun, the Committee should reach a consensus of agreement on the following issues: Timeline - a. Quilts take a long time to make, and since the City wants this quilt to be done by February 1, it will be necessary to expedite this whole process as much as possible° Initial meeting to discuss issues and choose possible photographs - possibly October 18 or 19th in the morning or the evening. Follow-up meeting to view mock-up and finalize photographs - possibly October 25 or 26, in the morning or the evening. It will take several weeks to construct the individual vignettes and apply them to the background. If desired, the Committee might want to have one final meeting to see the finished top before it is quilted, in case there are any changes necessary. This meeting would have to take place the first or second week of January, in . order to get the quilting and binding finished before February 1. ° I have attached a copy of the quilt I created for the City of Newark as a starting point for the City of Dublin quilt. This quilt is 80" wide and 65" tall. The Mayor's and City Councilmembers' signatures form the lower border. There is a border on each side of a rainbow of interwoven fabrics. The name of the city is stenciled onto the map. There is a compass rose with the city's logo in the center of the compass rose. Twisting ribbons of fabrics from all over the world float and twist all around vignettes based on photographs taken by the Newark city staff which the committee of Newark decided were typical of the city. Please take a few moments to look at this quilt and determine if there are ways in which you would like Dublin's quilt to be different. If so, how would you change it? o Does the Committee wish to have a map of Dublin and the surrounding area in the background? I feel this map locates Dublin in the physical world, but it might be an interesting proposition to also show the original boundaries when Dublin first became a City, as well as the current boundary, and possibly the proposed boundaries as we know them? There have been several annexations, but I feel it would confuse the issue to indicate all.of these annexations individually on.the background. Chances are, they would be covered up by photographs, anyway. The issues here are: a. Do you want a map of Dublin as the basis for this quilt? b. If so, do you want to show i. Just the current boundary at this moment in time? ii. The original boundary and the current bOundary? iii. Do you want to also indicate the proposed expansion area? o o Does the Committee want to have a compass rose with City of Dublin's logo in the center? Does the Committee want to have the Mayor's and the Councilmembers' names on the quilt? If so, I will give each Councilmember fabric prepared for them to sign, then will quilt their signature in with metallic threads° Where will the quilt be permanently located? This will have an effect on two of the elements of the quilt, the size, and the colors to be used: a. Because the quilt was to be mounted at eye level, it was possible to incorporate tiny details and gave adequate space for 11 vignettes of the city, plus the name of the city and adequate borders. io Is this an adequate/desirable size for the quilt (within a few inches)? iio Will the quilt be hung at eye level or close to it? b~ The colors surrounding the quilt may have an effect on the colors to be used in the quilt, and it was to be mounted on a redwood wall. The City of Newark quilt colors were to be "warm, vibrant~ energetic," and show, also, the entertwining of the ethnicities that make up the city population° For that reason, many of the fabrics were from countries all around the world, and a ribbon was incorporated into the quilt, flowing and entertwining around the vignettes, and forming the side borders. i. Are there certain colors or fabrics the Committee wishes to be certain are incorporated into the design? iL Does the committee want a ribbon of brightly colored ethnic fabrics entertwining the vignettes? What is it the Committee wishes to be sure to convey with this quilt? The direction given by the City of Newark was quite specific - they wanted to show their city as a place to "live, work, shop, play and pray°" They also wanted to emphasize t their city's recreational, educational, and cultural facilities and events, their commerce, industry, and volunteer program. T° do this, the Committee selected 11 photographs from their photographic files to be transformed into fabric. Please be aware that all of the photographs used MUST be the property of the City, not copyrighted photographs taken by someone else. It is good to keep a mix of buildings and people, some close-ups and some long shots, a variety of seasons, and people. I might be able to use a few less or more photographs, depending on the scale and exact contents of the photographs chosen. mo Does this Committee have some specific buildings/landmarks they wish to emphasize in the vignettes? Some suggestions might be: i. Old St. Raymond's Church ii. Gaia or other artwork in the parks iii. Civic Center o vii. viiL New Library Clock Tower Old Green Store Murray School Emerald Green Park b. Does the Committee have some recreational/cultural programs they want to emphasize? io Kids playing baseball, soccer, T-ball, swimming or.using the skateboard park? ii. Photos from one or more of the City's events - Eggstravaganza, Dublin Pride Week, St. Patrick's Day Parade, etc iii. Historical photos - of original schoolchildren at Old Murray School, bride at Old St. Raymond's, etc. c. Just to get started, I have clipped out several sample photographs from the Recreation and other brochures as examples, and also hope to have a comprehensive set of photographs for the Committee to view at the meeting. It would be especially helpful for the Committee to pick the specific photographs they wish to include. By this, ! mean not just "Old St Raymond's Church," but one specific shot of the church° I will be transforming these photographs into fabric, and can make some changes to them, but it's best of the Committee can agree on the specific photos. Keep in mind that in this type of project, it is best to avoid names of stores or other commercial establishments - both because they might change ownership and we don't want the quilt to turn into an advertisement. Thanks for your help with this exciting project! % City of Dublin Event Schedule City's 20th Anniversary Party (city Mgr's Office) Green & White Gala (Sister CityAssoc. Event) St. Patrick's Day Parade (Lion's Club Event) Pancake Breakfast (Alameda Co. Fire Event) St. Patrick's Day Festival Shamrock 5K Fun Run & Walk Spring Eggstravaganza Bike Rodeo (Dublin Police Event) Dublin Pride Week (City Manager's Office) A Classical Affaire at the Civic February 1 March 15 March 16 March 16 March 16-17 March 17 March 30 April 5 April 20-27 June 1 Summer Concert Series National Night Out BBQ (Dublin Police Event) ' Water Carnival National Night Out (Dublin Police Event) Day on the Glen Festival July 13, 20, 27, Aug 3, 10 July 23 July 27 August 6 September 21-22 Crime Prevention Month (Dublin Police Event) October Red Ribbon Week (Dublin Police Event) October 21-31 Holiday Tree Lighting Ceremony December 5 Breakfast with Santa December 14 None 200 March 14 100 March 15 12,000 March 15 1,000 March 15-16 50,000 March 16 1,000 April 19 400 TBA 400 TBA N/A May 31 125 TBA 2,500 TBA 300 July 19 650 TBA 500 September 20-21 7,500 October N/A TBA N/A December 4 400 December 13 400 For event inforraation please call the Parks ~c Cornmuniff Semices Department at (925) 833-6645. For events sponsored by Dubh'n Police please call (925) 833-8670. For events sponsored by the O'ff Manager's OftTce please call (925) 833-6~50. ATTACHMENT 6 COUNCIL CHAMBERS ATTACHMENT 7