HomeMy WebLinkAboutAgenda Report - September 1, 2004 I-03AGENDA ITEM 1-03
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BACKGROUND INFORMATION: The New Year's Eve Kids Night Out event, originally touted as the
"Millennium Kids' Night Out" to commemorate the Year 2000 (Y2K)
celebration, is now entering its sixth year. What initially was created
to celebrate the beginning of a new millennium evolved to become an annul event held for the past 5
years. This event, historically coordinated by the Lodi-Tokay Rotary Club and WhyteHouse Productions,
and funded in great part by the City of Lodi, is now before the Council for two reasons,
First, the Lodi-Tokay Rotary Club, which also coordinates the Oooh Ahhh Festival, has indicated that
they are not interested in coordinating the event this year,
Second, the City of Lodi, despite having a balanced budget, is experiencing fiscal challenges and staff is
continually evaluating optional expenses. The City contributes $18,000 to the Club to cover fireworks and
children's games, rides, activities, etc. (attached is a copy of the 2003 Kids' Night Out budget) in
addition, the Electric Utility Department contributes $1,000 as a sponsor of the event.
This leaves the City with a number of options:
1. Terminate the event
2. Suspend the event this year and re-evaluate annually during the budget
preparation season
3. Restructure the event and partner with another organization to coordinate
and run the event
4. Contract directly with an event coordinator
Staff will discuss the pros and cons of each option during the Council meeting, Furthermore, members of
the Lodi-Tokay Rotary Club will be present to respond to questions and comments from Council.
FUNDING., Not applicable
Attachment
JSK/sl
council/councomJly)troBtidget.doo
Jan 'S,Kdeeter
im 6K -es
City
MZ
Int im City Manager
Keoter, Interim City Manager
10/23/2003 Celebrate Lodi Kids Night Out Page 1 of 2
Other Sponsors
Total Other Sponsors
TOTAL INCONE
EXPENSES
Advertising Expense
Beverage Expense
Vendor Expense
Children's Games & Rides
Face Painters
Balloon Artists
Musicians
James Greable
Boom Boom Productions
Utilities Expense - On Site
Sponsor Expense
Merchandise Expense
Food Sales Expense
Rental Expense - Port -o -lets
$
-
December 31, 2003
21500.00
DESCRIPTION
Budget 2002 Actual 2002 Description
Budget 2003
INCOME
Lodi Chamber
$
200.00
Admission
$
- Free to all ages
Lodi Tokay Rotary
Beverage
$
- No sales
$
Booth Sales & Vendor Income
$
375.00 $ 125.00 Gordon Toy Company
$ 450.00
Utilities
$
- No sales
Bank of Stockton
City of Lodi - Sponsor
$
18,000.00 $ 18,000.00 Sponsorship - sames as 1999
$ 18,000.00
Merchandise Sales
$
- No sales
Event Food Sales
$
- $ 125.00 Lockeford Meats
$ 450.00
Other Sponsors
Total Other Sponsors
TOTAL INCONE
EXPENSES
Advertising Expense
Beverage Expense
Vendor Expense
Children's Games & Rides
Face Painters
Balloon Artists
Musicians
James Greable
Boom Boom Productions
Utilities Expense - On Site
Sponsor Expense
Merchandise Expense
Food Sales Expense
Rental Expense - Port -o -lets
$
-
Fun & Games Rentals
21500.00
$ 300.00
Local businesses
$
200.00
Lodi Chamber
$
200.00
Guaranty Bank
$
750.00
Lodi Tokay Rotary
$
200.00
Lodi Electric Utility
$
-
Buy 4 Less - Chocolate Trade
$
100.00
David Vacarrezza
$
500.00
Bank of Stockton
$
$ 20,875.00 $
20,200.00
$ 3,500.00
$ 22,400.00
$ 700.00
$
780.50
Display Advertising, flyers, artwork $
$ 300.00
$
-
Hot Chocolate - Trade w/ Buy 4 Less
$ 90.00
$ -
Health Department permit fee $
$ 6,500.00
$
6,500.00
Games, rides, activities $
$ 550.00
$
300.00
Free face painting for everyone $
$ 250.00
$
175.00
Free balloons for everyone $
$ 1,400.00
$
$
200.00
DJ
$ 5,500.00 $
5,500.00
Fireworks at end of evening
$ -
No expense anticipated
$ -
No expense anticipated
$ 750.00 $
606.66
Free gifts for children
No expense anticipated
$ 800.00 $
710.00
Increase portolets from 2001
800.00
93.00
6,500.00
350.00
250.00
1,400.00
$ 5,500.00
$ 750.00
$ 800.00
V.
10/23/2003 Celebrate Lodi Kids Night Out Page 2 of 2
December 31, 2003
DESCRIPTION Budget 2002 Actual 2002 Description Budget 2003
Parking & Shuttle Expense
Event Food Sales Expense
Site Expenses - Misc. $ 500.00 Misc Rentals, supplies $ 500.00
Office Expense (postage, print, et $ 35.00
Volunteer Donation - Clean up
TOTAL EXPENSES
WhyteHouse Productions
TOTAL EVENT EXPENSES
Balance
Additional clean up (12/31/2002)
Pick up & store GM toys (trip 1)
Pick up & deliver GM toys (trip 2)
Deliver toys from trip 1
Additional clean up (1/2/2003)
Meeting with Westbrook / Weybret
Time required to move event
Total Additional Time
$ 500.00
$ 54.00
Dinner for Last Chance
$ 24.00
Soda & Water for volunteers
$ 9.15
Fuel for gas blowers
$ 36.00
Supplies
$ 100.00
Staff - postings, deliveries
$ 85.00
Rentals
$ 30.00
Large garbage bags
Miscellaneous office expense $ 50.00
$ 8.14
Postage
$ 8.95
Printing - No parking signs
$ 18.80
Photocopies & print-outs
$ 22.16
Posterboard, office supplies
$ 19.36
Telephone
$ 450.00
Last Chance donation to clean site $ 750.00
$ 17,875.00 $ 15,637.72
$ 3,500.00 $ 3,500.00 Management Production Cost
$ 1,865.00 Additional time @ $100 per hour
$ (865.00) <Less Professional Discount>
$ 4,500.00 Total Production Cost
$ 21,375.00 $ 20,137.72
$ (500.00) $ 62.28
3.50
2.75
4.15
1.50
1.25
1.00
4.50
18.65 Hours
$ 17,743.00
$ 17,743.00
Event Management Fee $ 4,657.00