HomeMy WebLinkAboutAgenda Report - September 1, 2004 I-02AGENDA ITEIN 1"Ot
CITY OF Low
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Waiving $10,500 Reimbursement from Lodi-Tokay Rotary for
Costs Incurred by the City During the Oooh Ahhh Festival and Approving Special
Allocation from the Fund Balance to Cover Unbudgeted Overtime Costs and 2)
Discussion and Appropriate Action Regarding Restructuring the Agreement
between the City of Lodi and the Lodi-ToRotary for the Production of th-
f
005Oooh Ahhh Festival
22���Wfl I II I VIIII11 III II I i I I 1! 111 IR I I I xxong-jM83mg
kECOMMENDED ACTION: Adopt resolution waiving $10,500 reimbursement from Lodi-Tokay Rotary
for costs incurred by the City during the Oooh Ahhh Festival and approg
special allocation from the Fund Balance to cover ii- -d overtime
costs and 2) discussion and appropriate action regarding restructuring the
agreement between the City of Lodi and the Lodi-Tokay Rotary for the
production of the July 4, 2005, is Ahhh Festival.
significantly lower than anticipated. In a meeting with Interim City Manager Keeter and as stated in a
letter (Exhibit D) from Club President Flemmer, the Club requests that the City waive the $10,500
commitment.
FUNDING: $10,500 Fund Balance I
JQ CITY OF LODI
COUNCIL COMMUNICATION
im
AGENDA TITLE: Adopt Resolution Authorizing the City Manager to Execute a Contract With
the Lodi-Tokay Rotary Club for the 13th Annual Oooh Ahhh Festival to be
Held on July 4, 2004 ($18,000)
MEETING DATE: April 7, 2004
Exhibit A
PREPARED BY: Janet L. Hamilton, Management Analyst
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the City
Manager to execute a contract (Exhibit A) with the Lodi-Tokay Rotary Club for the 13th Annual Oooh
Ahhh Festival to be held on July 4, 2004, in the amount of $18,000.
BACKGROUND INFORMATION: The event began in 1991 as a project of Lodi Events, Inc. Local
residents that saw a need to provide a safe, fun, family environment for the Independence Day
celebration comprised this organization. Lodi Events, Inc. was dissolved in 1993 and the event was
turned over to the Lodi-Tokay Rotary Club. It has since become a key fundraiser of the Club. Each year,
the Club raises nearly $30,000 that is distributed to local non-profit organizations and a variety of worthy
Rotary supported projects locally, regionally, nationally, and abroad. The Lodi-Tokay Rotary Club has
retained the services of WhyteHouse Productions since taking responsibility for the event. Over 200
volunteers, represented by many local non-profit organizations, staff the event.
Revenue sources include sponsorships from local businesses, beverage sales, the Milk Carton Regatta
and BBQ Cook -Off entries, a dinner barbecue, vendor sales, and the City of Lodi $18,000 grant for
fireworks (Exhibit A, page 2, paragraph C).
The Oooh Ahhh Festival is a community event that reaches out to children, teens, and their families by
providing them with a wholesome, safe, incredibly fun, and low cost way to celebrate our nation's
birthday. After twelve years, the event continues to improve and grow. This year, as suggested by the
City Manager, the Lodi-Tokay Rotary has included in their budget (Exhibit B) reimbursement to the City
for the cost of services provided.
FUNDING: 2003-2004 Community Promotions Budget
Vicky McAthie, Finance Director
Attachments
cc: Joanne Mounce, Event Chair
Dorean Rice, Event Co-chair
Richard Jones, Lodi-Tokay Rotary
JoEllen Flemmer, Lodi-Tokay
Rotary
Janet L. Hamilton
Management Analyst
H. Dixon Flynn, City Manager
Parks & Recreation
Lessee
City Clerk's Office
AGREEMENT
USE OF LODI LAKE PARK BY LODI/TOKAY ROTARY CLUB
FOR THE FOURTH OF JULY 2004
PARTIES:
This agreement is made by and between the City of Lodi, a municipal corporation
("City") and Lodi/Tokay Rotary Club ("Club").
RECITALS:
The City is the owner of Lodi Lake Park, which is located on Turner Road in the
City of Lodi. Club, for the purpose of coordinating and encouraging certain local events,
is desirous of obtaining exclusive use of Lodi Lake Park on July 4, 2004 to stage the
"000H-AHHH Festival" and fireworks display.
NOW, THEREFORE, FOR VALUE RECEIVED, the parties hereto agree to abide
by the terms of this writing.
TERMS AND CONDITIONS:
1. Premises: City grants to Club the exclusive right to use Lodi Lake Park for the
purpose of putting on certain special events on July 4, 2004.
2. CLUB will perform setup on Thursday, July 3, 2004, between 8:00 a.m.-9:00 p.m.
The events will begin at 7:00 a.m. and end at 10:00 p.m. on July 4, 2004. Cleanup will
begin on July 5, 2004 from 8:00 a.m. to 12:00 p.m.
3. Consideration: In consideration for the use of said premises Club shall do the
following:
A. Club will provide staffing, personnel, supplies, and material necessary to
put on the events to take place July 4, 2004. Club shall have the right to
charge reasonable admission fees to such park for the purposes of
raising funds to defray the costs of putting on such events and for the
benefit of various community non-profit organizations. Club shall
determine appropriate admission charges subject to City approval.
B. Club shall furnish an accounting of all tickets sold and gross gate and
other receipts received. This accounting shall be presented to the Parks
and Recreation Department no later than the Friday immediately following
the event described in this agreement.
C. For the purpose of putting on the Fourth of July fireworks display, City shall
contribute $18,000.00 to be applied to the purchase of the pyrotechnic
fireworks display. Any additional costs which are required for the provision
of such pyrotechnic fireworks display shall be borne by Club, but in no
event shall the $18,000.00 provided by City be used for any purpose other
than the direct contracting for the provision of such pyrotechnic fireworks
display.
4. Cleanliness upon surrender: It is understood that Club will return Lodi Lake Park
in as good and clean condition as when received. Club shall remain liable for all further
and additional costs of cleanup should said premises not be surrendered in a good and
generally clean condition. It is further understood that Club will arrange for pickup and
delivery of all dumpsters or trash containers necessary for the events and for emptying
the City trash receptacles located on the premises after the events.
5. Concessions: It is understood that Club shall have the rights to all food
concessions and to the dispensing and selling of beer and/or wine. [No hard liquor may
be dispensed or sold]. It shall be the responsibility of Club to secure, in writing, all
applicable State Alcohol Beverage Control (ABC) licenses and other clearances
necessary. Club shall furnish proof of such compliance to City not later than twenty-four
(24) hours prior to the holding of such event.
6. Security: It is agreed that the Club shall provide appropriate security personnel
and shall be responsible for all costs of fencing Lodi Lake Park which is hereby required.
City shall provide additional police security as deemed appropriate by City in its exclusive
discretion.
2
P:Acontracts\AGR-OOAH.DOC
7. Insurance\Hold Harmless: City shall, as owner of the property, be responsible to
the extent provided by law for any damages arising from the condition of the property
itself, or from the direct and active negligence of City's employees and officers. Club shall
save, defend, indemnify and hold harmless City, its officers, agents or employees from
all damages, costs or expenses which may arise because of damages or injury caused
by Club, its officers, agents, members or employees during the course of its activities on
said premises. Such indemnity shall include attorney's fees. Club is required to carry a
policy of comprehensive general liability insurance in compliance with all provisions of the
"Risk Transfer Requirements for Lease or Use of City of Lodi Facilities ", attached hereto
as Exhibit A and hcorporated herein by reference. Club shall furnish a certificate of
insurance meeting the above-mentioned insurance requirements to the City on or before
June 4, 2004.
8. Compliance With Local Ordinances: Club agrees to meet any and all traffic and
security requirements as found in local codes or ordinances and to obtain all necessary
permits, clearances and approvals from the City Police Chief, City Fire Marshall and any
other applicable City, County or State officials prior to conducting any events or other
activities on the premises.
9. Sanitation: Club agrees to provide all necessary sanitation facilities including
port -a -pots at its sole and exclusive expense. All risk of loss or damage to any such
facilities during the events shall lie or rest with Club.
10. Profits: All profits received from admissions charged to such events and/or the
sale of food, beverages or merchandise shall be allocated as follows:
After all legitimate expenses for such events are paid, Club by way of its Board of
Directors shall, in its sole discretion, distribute profits on the following basis:
A. Local non-profit organizations or groups which have provided volunteers to
staff the events described herein shall receive a share of the profits, to be
determined by the number of volunteers each organization provided and
the total hours worked;
3
P:Acontracts\AGR-OOAH.DOC
B. Although the Board of Directors shall have sole and exclusive discretion to
determine the hourly\per capita rate, all non-profit organizations furnishing
volunteers shall receive an equal rate;
C. The Club shall reimburse the City for the cost of service provided as
submitted in the attached budget proposal;
D. After distribution of such profits to local non-profit organizations furnishing
volunteers, any remaining profits shall go into the City's general fund.
11. Responsibility for Debts: Club shall be solely responsible for all costs associated
with the events, and shall in no way pledge the credit of City for any goods, services or
supplies used for the events described herein. Club shall not encumber nor hypothecate
any City property as security for debts and shall defend and indemnify City for any and all
claims by any supplier of goods, services or supplies for such events, or assignees
thereunder.
12. Entire Agreement: This dc)cument contains the entire agreement between the
parties. Any inconsistent prior or contemporaneous oral terms are void and shall not be
used to modify or supplement this written agreement.
IN WITNESS WHEREOF, the parties hereto, being in agreement with the terms
of this writing, have set their hands as follows:
CITY OF LODI, a municipal corporation
M
H. Dixon Flynn
City Manager
Attest:
Susan J. Blackston
City Clerk
M
P:Acontracts\AGR-OOAH.DOC
LODI/TOKAY ROTARY CLUB:
Bv:
Joanne Mounce
Chairperson
Approved as to form:
D. Stephen Schwabauer
Interim City Attorney
4:29 PM Oooh Ahhh Festival
08/25/03 Profit & Loss Budget Overview
Cash Basis September 2003 through August 2004
Ordinary Income/Expense
Income
INCOME
Bath Tub Regatta Sales
BBQ Cook -Off Sales
Booth Sales
Day of Event Revenue
Firecracker BBQ
Interest
Raffle
Sponsorship Sales
Total INCOME
Sep '03 - Aug 04
350.00
125.00
5,970.00
60,000.00
3,200.00
113.56
500.00
40,000.00
110,258.56
Total Income
110,258.56
Expense
EXPENSES
Advertising
2,000.00
BBQ
750.00
City of Lodi Services
10,500.00
Consumables
4,900.00
Event Management
10,200.00
Event Supplies
1,550.00
Fireworks
20,000.00
Games & Rides
7,000.00
Meeting Expense
600.00
Merchandise Expense
800.00
Office Supplies
700.00
Performer
2,000.00
Permits
534.00
Rental
17,500.00
Security
500.00
Start Up Cash - Day of Event
3,500.00
Storage
360.00
Total EXPENSES
83,394.00
Total Expense
Net Ordinary Income
Other Income/Expense
Other Expense
DONATIONS
Donations to Non Profits
Transfer to LTRC
Total DONATIONS
83,394.00
26,864.56
8,000.00
10,000.00
18,000.00
Page 1 of 2
4:29 PM Oooh Ahhh Festival
08/25/03 Profit & Loss Budget Overview
Cash Basis September 2003 through August 2004
Total Other Expense
Net Other Income
Net Income
Sep '03 - Aug 04
18,000.00
S 111 11
8,864.56
Page 2 of 2
4
-800AIB00Af lArCORPOWA
x.2,34, H4Yf9rk, CA 9604.E (530)6294-436 Fax (530)62g-3023 Fed rD#90 0005978
(I)TSS WTRAG'l: AND AG EEIMfEN-r, for the display oaf firMorks made and concluded ihi,, 2%h day of
September, 2004, by and lnLween HREVORKS BY BOOM BOOM, IiNC. of Hayfurlr, California, hereiriafcer
referred is a.s (,BOOM BOOM, INC) and The Lodi Tokay Rotary Club, Lodi, Caiiforni.aG. Hereinafter referred to as
{" Sp -lar").
(2) 01i' ESSZTH; For 2nd in cousideratian of the rnurtzal covenAots herein contained and other valuable consideraxian
in hand paid, receipt of whi--h is hereby acknowledged, and of the ten= and candiziaz s hereinaf[ er .ttcntorsed, the
pfrties to this xaact da trtutually aid severally agree to ptrfarrn zhai.r severvl sad respcci iyr covenants and to g�ar.aa.tee
the LCrtns, nondiziom and payme t of this co.jtract.
0) Boom Boorn, .lnc. slsa;l Sell, furnish, and deliver unto said Spomrar One. (1), Fireworks L;) splay Program A (cry
atWhcd), to be biterl in a,ccorda.nec with Eh4e proset forth and asr"d upon ai the LiWt' of the signiq of thr
eonzract, atrschhed hereto and incorporatcd herein. $oo K} lTS, Int_ o r s the right to Stel�Stitt:Ceproducts of equal or
gleaterua]uc if necessary to fulfil!1 this contract.
(4) Said display of Fireworks is to lye per on the fallowing data, u) 4, 20114 provided the -tveather perrnju a
display, If this display is to be computer choreographed to mmir suppli�erl by the Sponsor, such music rrlust be provided
to $aarr Boone, Tflc, aa leasr' Q aiuezy) days in advance of the displays date_ rn the even rnusic 4 not reoeived by Ro6rr,
BOaitil, lRc, at Inc 90 (na arty) days prier to the display daze, in order to aDow suffjce n time for clxcrreogra�hv,. itis
entity a11g� and.erAC04 and agreed to that P,nom Baum, ir.c,, at it's sole discrecior, may produce the �n,+oreol soundtrack
auit,h eco Approval rtquirede
(5) *.-s ar shall lay B-Foip Boo=, Inc, the following percenzWs of the contract price if Sponsor etccts co cancel a.lzis
displsty far arty reason ocher than aafM: (l) 20% if display is canceled 7 rnzairnum � 2(two) days prior xc� cite date of
sclred�led set yap btgialaai� and 2} 1 if cancellation occurs less than 44 hour -rz advance of the di.,play dais.
(6) Cancellattarr for 50fety reUona: ija th,c event Boom Boom, Luc,, or chs fire , utlroriry h9vin9jur s1c6on, determirtes
weather, security, ire `, or is or faIlrut zone conditions make $ring;hr fireworks unsafe cent tl� date(s) set iFr�r the
d.isplayi(s), the parties of this Contract shall artemp, to negotiate a new date ssrith n 120 clays of the origiaai dislrlay date.
Sponsor agrees to pad* all crew, transporta,tiou. and arcomodation expenses made ne�sary by such a portpnncrrtent up to
a nxa]dmum amount not to exceed 33% of chis PmPosals ooatrut amount, If Sponsor declines to specify a reslsonak�lc new
date Sponsc►r 41011 pay B&Orn Bocrtia, Ine_ Lha full cnntr�t arr�at�rlt iess �y am-ounts previously paid.
(7) Boom $cram, Trac., shall furnish, Sponsor one or more Licensed pryrateclm.inaus to xak,e ch7rse of and fire the display(s)
wirh..sufficient assistants as required. Spozmor agnees to procure and furnish a s<, table secumd location far this display
With access restricted Ley So#m $roam, Inc. persran l and pubbe safery agencies Only,
.0n
(8} Spsor shall indicate that Boom Boom, Ync. is the organL"hon respQnsable for the exhibition c?f said fireworks when
pcssiblc in all adv`ert4ements, billings, and public "IAtions materials when ref'crri-19 to this display.
(9) Spoasor shall assume the risk of weather or oibercauses beyond the cuatrol cf Boom Bourn, Ing_ which ma.? affcr-t 0
da.tnage such portion of the fireworks which mun be placed i -a pwitioA and expose su icicrlt risr before the sClterluded
firing sof the display(s)
(1€1) Sponsr;r shall furnish sufficient police, fire and samrj
properly ,:nd the firing of t6 hibition without iuterfereucc of the ub c onmr Boom,n for Boom ln+c, for rlt protection of Al
of the public and an *phi±:? - Q to keep the fallout area char
P y es duri the entice set up, firing, and clean up df all equ,ipnami and anv li'le firerw rk debris
of said display. ,A.ny residual paper or debris remainjing are Sponsors r°espowibilizy to remove or r snap. he cp rixinn
OIBOOm B co
M, Inc. art con dered mpkeee when the crow and equipment of lic>q,,o Boom, Inc. depart tT site_
{ 1] Sponsor shall firrni&h and ser up a scrnred fallnut area for the ftrereworks display pursuant to the instructions supplied
by ,Bo*m B00m, Ixtc., acid in cQM,liarzce tri all. rhe rules, arderi, and regulations oft.11c - azioF,al FinProtection
2 s5u6adon NTTA 1123 for outdcnr fireworks displays RIIFPA 1126 if the dis la 1
(ii*) s of the SFonser skull furnish =d 2-Mylcic szaitable baarg ,tow craft, or stoWrs gas des ; nnel a xrsdle ItcSpeciall!ffl'CLS saaie, aa)the event
display Is to be fired on yr tsr ( tlxe display is be fitod m"I towers or scaffoicl'ng sp tr or slyall Also furnish sante).
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vmify rhea mLvparry and torr far redone shill mleve each Beam Boo my and own
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firm Srompeoc ,,; (of this o,andwarrant. ora Boom, shall lcame(A(Hoom Boom, Ive whom for a=li ,am g aveived to dem
r.
(mmaiwate; B) Spovme and nttacin,pe]enc.eeaacor adogmdde4venomy rheoared amu mal gmvvl Neat.
OS) metrausatehed°[y m[ laws of vg, pe firmana, anylowiatiou cmorgeon ordrhat edmuan¢aaortore
necmd rail governed by a[ lane of 6w mino:9houl immko scrim bn hmughe m eNo¢e<viaforma J¢ mems or
moerW of this moment, my courtdwmpnevrjmiedictlmlmudin areCwnry of Triviry, CvlikrNa shill be
pmpTitona e, ten ddon.
(16) SM1epurdu 6earo da mortally and .revenlly 6vutnwe the cocoa, wndiaiov; audpaymevv atNis coevta and [rev
nmp deadwood thImames ce persons ammmved herein and
Mot Award an this modacc
uapt by wrimt forerunner sipped by an u nhonud ap¢ua¢ia
wwmg ammvn: xoday merry, Pommel l Pmperm Dame t, and Prodoas Liability 5 (five) W490 Dollars and
wmkman'smmpemadnv immame I (eve) Million Do4em. Income, 1,11 he Placed with memo With a mmm A.M.
Heat'owing of no les cher AV
(21) Sponm, Imill be celPon.iMe kr err permit and mommy France edoe, a requires by Imod fire marmity raving
mi,fiction
(22) If the room redo, perry brandies this wvrna, the mor.reaching parry,.bdl under no elaenmaama, be edaded eo
moneury damaged from the harecam gpvry beyavd she anoint Sponow agreed to Pay&wm Hmm,Ivc. order
eref [ory ampteuhepef3 Of be evvcler nrcvev display
may not Adgetmm b[mivot! dmsorremrmnami
iMutal w f all lwimm l% of the pevdva nand .n my display may vnc tvv[aod and eau levet of nmpae(aew
acceptable a(Wl Pedormams. vnv
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amabs dareW
co display for the payment
ofl c ante in all only thenad Paymens shell be a tnoo n: (s) So96 depoua wid cigoingot
mo-aq(1)paYmmt afbalvna in full av she dem ofavW Gaplry.Thie oboe/ ,foil woods los ill
seremmees
co wuaeawalbe[bergof dedcr card find
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etIE 10days OFOftescarAM ar undo mdtwhad radone 'beepan.
W wn'luHss xcaeoP we car mrhmdsmdeeilv[m ehia avvodin dup4cv¢thia Sep[mber 29, 2083.
i Tokay RR , Club 7 psrelrorks by Boom Boom, Inc
Title: Chmarrk. / R26el Wolter,Administrative Manager
Date: 04 -07 -CLI Date: Septmber 29, 2003
EBtEWORRS 00M CT PAGE 2
9:10 AM
08102/"
Accrual Basis
Ordinary IncomelExpense
Ince
Bank Adjustment - Credit
INCOME
M Cook -Off Sales
Beverage Sales
Booth Sales
Day of Event Reye
Start Up Cash
Deposits
F I recr BBQ
Irest
Regatta
Sponsorship Sales
Total INCOME
Expense
EXPENSES
Advertising
n
Radio
me
Total Advertising
Bank Charges
Bade of the Bands
BBQ Cook
City of Lodi
Event Management
Event Suppties
Firecracker SBO
Fireworks i Skydiving
Beverage
Games & Rides
Merchandise Expense
Owe
Lodi Tokay Rotary Club
Profit 8 Loss Prev Year Comparison
September 2003 through August 2004
Sep t- '- Aug Change n t
L I W111111111 - 0 11 1 1111 �
62.01
4G6.50
31765.00
39p743.05
1;6W.00
350.00
31166.00
14.75
350.00
27$300.
76j787.31
11092
i x066+
� 158.25
7.00
293.47
394.22
915W-00
101200.00
320.85
465.21
-1#650:00
31275.62
61500.00
129.10
4.00
26:300.DO
1
860.00
1 k 103.00
1 }M-00
;00
0,00
0.00
0.00
1 Qt300.00
129-67
566.39
1,000,'
41779-96
81.00
550.44
t 143.74
232.00
-x.75
195.25
.
oo
293.47
394-22
93400
-100.00
191.18
-101.18
3t650-00
-11504.34
-1 }700.00
-421.34
11450.25%
5e t44
-22.85%
-10-22%
-54.29%
-20.7x%
-76}55%
Band Error
End Fees(missing:
Sales to Chamber
Vendors & Conmssions
Gate, Pang, Beverage - less SUC
Start up cash
Vendor deposits
Dinner sales
Bank Interest
Entry Fey
Sponsors
Event Advertsing
Bark Charges
dedisi, prizes, etc.
Amortising, pies} sty
Cfty Services
WHA Productions
Supplies
Food & Supplies for BBQ -
Fireworks & Skydiving Show
Beverage Ice Cost
Kids Area
For Inforrnation Booth
910 AM
/02/04
Accrual Basis
Posta"
Printing
Supplies
Telephone
TI, Owe
Perfonmr
Permits
Refund
Regal
Reimbursement
Security
Start Up Cash
Total EXPENSES
Net Ordinary Income
Other I
Other Expense
DONATIONS
WhyteHouse Praductians Bons
Donations to Nora Profrts
Transfer to .TRC
Total DONATIONS
Total Other Expense
Net Other Inm
Lodi Tokay Rotary Club
Profit & Loss Prev Year Comparison
September 2003 through August 2004
0.00
53.54
391.12
14230.98
off *-a
6:0 1 #
.171 .66
0A C8
10 or$
-34.86
53.54
1.90
-10-00
-150.00
11026-08
-120-00
0,00
-11900.00
11,907.96
21,056.11 -17,051.70
w
71200.00
14,470.00
211670.00
21 ,670,.00
-211670.00
-613.89
J A
0
12,982.38
3.03%
Office Supplies
Entertainers
-2.49% 1 +A B C) + est $250 for i nsert
-30.0% Vendor Visits
1 CO.0% Advertising, pes, web, etc.
-10040%
19.54%,
0i0%
-54-29%
-2.78%
.'
-18.78%
211U.77%
Rental Equipment & Kids Train
Overnight Security
Start up cash
Page 2 of
Sep * - Aug 04
Sep ' -
ha
% Change Convmnft
49.58
7.,4o
42-18570.0%
288.00
66.96
221.04
330.11%
0.00
53.54
391.12
14230.98
off *-a
6:0 1 #
.171 .66
0A C8
10 or$
-34.86
53.54
1.90
-10-00
-150.00
11026-08
-120-00
0,00
-11900.00
11,907.96
21,056.11 -17,051.70
w
71200.00
14,470.00
211670.00
21 ,670,.00
-211670.00
-613.89
J A
0
12,982.38
3.03%
Office Supplies
Entertainers
-2.49% 1 +A B C) + est $250 for i nsert
-30.0% Vendor Visits
1 CO.0% Advertising, pes, web, etc.
-10040%
19.54%,
0i0%
-54-29%
-2.78%
.'
-18.78%
211U.77%
Rental Equipment & Kids Train
Overnight Security
Start up cash
Page 2 of
VIA FAX T 209--333-$D7
August 23, 2004
T<)Ms. Janet reefer
InteTim City 11daa gcr — City of I,Ddi
From. JoElLen FlemmeT
President — Lodi Tokay Rotary Club
Subject; 0()K .lAt`'►AH FE T1' AL
Thank YOU Very much for meoting recently with, myself and representatives of the
Lodi T'okay Rotary Club (L RC ).
As indicated in our conversation, our Board and member -ship has met and
discuses our involvermcnt in what we hope will be the continuation, of the Festival and
the annual 41" of July festivities at Lodi Lake.
By way of background, LTRC; initially patrticipatod in this event mare thm 10
;ears a,gc). This involvement came about alter the city experienced significant problems
with rowdy behavinr and crowd control. These actions by a few caused the city to
c oia&ider Canceling the event.
In an effort to salvage what had become 8- LMi tradition, L`IRC agmed. to take
over the event and began to build it into a ffin filled family day culminating with
voctacular fine work.. This rebuilding has been successful, due to close cooperation
bctween the ,city, corporatc sponsors, other Tion profll organizations and the LST RC.
For the past several years the event bas became an important Alud raiser for marry
groups in the community. To assist ub in putting on the event, LTR ` asks other non
profit -organizations for valunteer hourg_ .Aftea WI recoipts are counted and experts
CZ
tabulated, these non profit groups are, "paid" for their work at the Festival. Examples of
such organizations are; Boy Scouts, Lotdi House, Saiv&ti ua =y, Boys and Cxarls Club,
Police Partners, Knights of Columbus etc. Presumably the monies carnet by these
groups are used to further their charitahle efforts in the cormn-urdty.
Atter all other nOn profits havle men cornPonsated} only then does the LT -RC take
its portion of the profit. Like the other non profits, we, in runt, also use our "pro dSt- to
the bend -it of the local community- In the pasl we have contributed to Dodi Mouses Boys
and Girls Club, Adopt A Child, sclwfarships for high school seniors, Nithols School etc,
Just this past year we donated considerable money and time to replant dozens of trees on
city right of way Aong West Lane.
Most people in the community feel that LTRC involvement and sponsorship of
the Festival is a"win—win"for sll concerned.
Itis pest year has brought anew twat to the Festival. One to city budge
rmo demtlovs,
LMC is now being charged for "city services'. We are ilCed who
reimbmsemem of almost SIO,O o for were home by the city. Asindicatedinour
tonverroms, the peyment of this amount would pm the Festival in the rod for the fir,
time m its history. Oy rhe timewe cover expenses aM pay the odaer non profit ®Hops
who help make the event a success, there is nothing ]eft for the LrRC to use for its
charimble eRods N the community. We are faced widr a bvdgawy shortfall this year.
Our prayer is simple. We will he ass ng flue Conool m the Sept 1 meeting to
forgive the emowt owed the thy. We will flvthcr ask that the Council give us 60 days W
rsbuildanewbuomrssplanforrhe Fes¢val. tfopefidlythisplmwillaMbleusmbmlda
new�andbetWFesuvalfortlswmmmfty, This new Festival woWdbc one in wltich
we
world
he C able which od oar revenues avlutfin ik a city, could This better recon, l
would 6e one m which ell participants, including the city, could share is tlue revenue
We will be happy to vnwer any questions you may have whey we meet with the
Council on Sept. 1.
Thank you very much for your courviy eM cooperation.
RESOLUTION NO. 2004-182
A RESOLUTION OF THE LODI CITY COUNCIL WAIVING
REIMBURSEMENT FROM LODI-TOKAY ROTARY FOR
OVERTIME COSTS INCURRED DURING THE OOOH
AHHH FESTIVAL, AND FURTHER APPROVING
SPECIAL ALLOCATION FROM THE FUND BALANCE
TO COVER UNBUDGETED OVERTIME COSTS
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lodi
does hereby waive the $10,500 Reimbursement from Lodi-Tokay Rotary for
unbudgeted overtime costs incurred by the City during the Oooh Ahhh Festival; and
BE IT FURTHER RESOLVED that the City Council hereby approves a Special
Allocation in the amount of $10,500 from the Fund Balance to cover the unbudgeted
overtime costs.
Dated: September 1, 2004
I hereby certify that Resolution No. 2004-182 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held September 1, 2004, by the
following vote:
AYES: COUNCIL MEMBERS — Beckman, Hitchcock, and Mayor Hansen
NOES: COUNCIL MEMBERS — Howard
ABSENT: COUNCIL MEMBERS — Land
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACKSTON
City Clerk
2004-182
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