HomeMy WebLinkAboutItem 7.2 25th Anniversary Celebration
CITY CLERK
File # D[g][5]rJ-~[2J
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 19,2006
SUBJECT:
ATTACHMENTS:
RECOMMENDATION: 1.
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5.
FINANCIAL STATEMENT:
Status Report: City's 25th Anniversary Celebration
Report Prepared by: Julie E. Carter, Assistant to the City Manager
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Proposed Commemorative City Banner
Proposed Commemorative City Letterhead
Proposed Commemorative City Envelope Sticker
Budget Change Form
Receive Staff Report
Approve Commemorative City Banner
Approve Commemorative City Letterhead
Approve Commemorative City Envelope Sticker
Approve Budget Change
The Fiscal Year 2006-2007 adopted budget appropriated $60,000 for
the City's 25th Anniversary activities which included $30,000 to
fund a Year 2007 Anniversary Calendar and $30,000 for
miscellaneous activities to be proposed by a Sub-Committee of the
City Council. There are sufficient funds in the Fiscal Year 2006-
2007 Budget to implement the event plan recommended by the
Council Sub-committee. However, a budget change in the amount
of $12,600 is needed to recognize unanticipated revenue. In
addition, one proposed event will occur during Fiscal Year 2007-
2008; some of the costs/deposits associated with this event will be
paid in the current fiscal year and the balance of funding will be
brought back as part ofthe Fiscal Year 2007-2008 budget adoption
process.
DESCRIPTION: On March 22, 2006, the City Council appointed Councilmembers
McCormick and Hildebrand to a City Council Sub-committee to formulate recommendations regarding
the City's 25th Anniversary Celebration. City Staff collaborating on this multi-facetted project include:
Diane Lowart, Parks and Community Services Director, Paul Rankin, Administrative Services Director,
Julie Carter, Assistant to the City Manager, Lorri Polon, Recreation Coordinator and Lynn Harrington,
Finance Technician II. This report highlights the Council Sub-Committee's recommendations regarding
the City's 25th Anniversary Celebration.
COpy TO:
F:\Council Reports\25TH ANNIVERSARY REPORT.doc
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The Council Sub-Committee has met several times to discuss various options regarding the City's 25th
Anniversary Celebration. The Council Sub-Committee is recommending the Council consider the
following activities in celebration of the City's 25th Anniversary.
Commemorative Banner Poles
In order to commemorate the City's 25th Anniversary, custom designed banners are recommended for
year-round display on north and south bound street light poles throughout the City (San Ramon Road,
Village Parkway, Dougherty, Hacienda, and Tassajara). Twenty-four banners would be purchased at a
cost of $3,000. The City would replace the existing north/south City banners with the selected 25th
Anniversary Banner. The replaced banners would be moved to other areas with in the City. The Council
Sub-Committee selected the banner in Attachment 1 for Council consideration.
Commemorative 25th Anniversary Letterhead
Special City letterhead to commemorate the City's 25th Anniversary is recommended. The Council Sub-
Committee selected the design in Attachment 2. A total of 7,500 sheets would be purchased to be used
throughout calendar year 2007 at a cost of$1,900.
Commemorative 25th Anniversary Envelope Sticker/Labels
Along with the recommended commemorative letterhead the Council Sub-Committee is recommending a
25th Anniversary sticker/label for use on City envelopes throughout calendar year 2007. Five thousand
sticker/labels would be ordered at a cost of$325. A sample design is provide in Attachment 3.
25th Anniversary Dinner
During the City's 10th and 20th Anniversary celebrations a formal dinner was planned. These events were
invitation only, elegant, black-tie, sit-down dinners with entertainment. Both prior events were ticketed
per person events with limited seating.
The Council Sub-Committee recommends that the tradition continue with a 25th Anniversary Dinner to be
held on Friday, February 2,2007 at the Dublin Senior Center. The Council Sub-Committee proposes the
per person ticket price to be of $60.00 with anticipated attendance of 210. The guest list would mirror
prior events including: present and past Councilmembers, Commissioners, Advisory Committee
Members, other elected officials and governmental entities (DSRSD, DUSD, neighboring cities), City
Staff, Contractors, local service clubs and non-profit organizations. 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 including a disc jockey for dancing and complimentary digital
photograph for guests in attendance. Based on the anticipated 210 guests the total event cost is $21,500.
The City would receive revenue of $12,600 to off set the cost of the event. The net cost of the event is
approximately $8,900. Because the City did not anticipate revenue as part of the Fiscal Year 2006-2007
Budget, a budget change in the amount of $12,600 is needed in order to recognize the unanticipated
revenue associated with the 25th Anniversary Dinner. The Budget Change Form is Attachment 4.
Enhanced 2007 Day On the Glen Festival - 25th Anniversary Concert and Fireworks Display
The Council Sub-Committee is proposing another opportunity for the community to celebrate the City's
25th Anniversary in the summer of 2007 by extending the Day on the Glen Festival on Saturday,
September 17, 2007 to 9:30 p.m. As proposed, this free family event would include musical
entertainment (live band), a 25th Anniversary birthday balloon cake, birthday cupcakes for attendees and a
grand finale 10-minute fireworks show. It is anticipated that 1,000 people would attend the event. The
proposed budget for this event is $23,500. The date of this event is in Fiscal Year 2007-2008 and
therefore only necessary pre-event deposit figures are listed as expenses during this current fiscal year
($6,750). The balance of event expenses will be included within the Fiscal Year 2007-2008 budget.
25th Anniversary Calendar
The 25th Anniversary edition of the City's 2007 community calendar is currently under development. This
project was given high priority during the City Council's Goals and Objective process and a budget of
$30,000 was approved as part of the adopted Fiscal Year 2006-2007 Budget. Based on the pricing
quotations received for layout, design, printing and mailing the total project cost is estimated to be
$25,000. It is anticipated that the year 2007 calendars will be mailed to Dublin residents by December 1,
2006.
Proposed Bud2:et
The proposed 25th Anniversary activities spans two fiscal years. The table below identifies the budget
necessary to implement the recommendations of the Council Sub-Committee.
Proposed Expenditures FY 06-07 FY 07-08 TOTAL
Commemorative Banners $3,000 $0 $3,000
Commemorative Letterhead '$1,900 $0 $1,900
Commemorative Envelope Sticker $325 $0 $325
25th Anniversary Dinner $21,500 $0 $21,500
25th Anniversary Concert & Fireworks Display $6,750 $16,750 $23,500
25th Anniversary Calendar $25,000 $0 $25,000
Total Expenditures $58,475 $16,750 $75,225
Proposed Revenue $12,600 $0 $12,600
Net Cost to City $45,875 $16,750 $62,625
The Fiscal Year 2006-2007 Budget includes $60,000 in proposed expenditures for the 25th Anniversary
Celebration and Calendar, thus a budget change is not needed. However, a budget change in the amount of
$12,600 is needed in order to recognize the unanticipated revenue associated with the 25th Anniversary
Dinner. The Budget Change Form is Attachment 4. Funding for events in Fiscal Year 2007-2008 will be
handled in accordance with the City's budget adoption process and included as part ofthe base budget.
Recommendation
If the Council concurs with the idea of a yearlong celebration of the City's 25th Anniversary and the
activities proposed by the Council Sub-Committee, then the following City Council actions are request:
1. Receive the Staff Report .
2. Approve Commemorative City Banner.
3. Approve Commemorative City Letterhead.
4. Approve Commemorative City Envelope Sticker.
5. Approve Budget Change authorizing a budget modification to increase revenue by $12,600.
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ATTACHMENT 1
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Website: http://www.ci.dublill.ca.us
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ATTACHMENT 2
Area Code (925) . City Manager 833-6650 . 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
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ATTACHMENT 3
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CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #:
New Appropriations (City Council Approval Required):
From Unappropriated Reserves Fund #
X From New Revenues
Budget Transfers:
From Budgeted Contingent Reserve (1080-799,000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
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Account:
Name: REVENUE BUDGET - Misc
Account: 001.570.003
12,600
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Total
Total
12,600
Reason for Budget Change: To increase anticipated revenue as a result of the events planned for the City's 25th Anniversary
celebration.
Fin Mgr / ASD:
Signature
Date: t\ \ ~ \ O\,
City Manager:
Date:
Signature
Mayor:
Date:
Signature
Posted By:
Date:
Signature
ATTACHMENT 4
F:ICouncil ReportslCopy of budget change fonn 25th party
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