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Home My WebLink About7.1 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