HomeMy WebLinkAboutItem 7.1 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
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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:
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Signature
Date: