HomeMy WebLinkAboutAgenda Report - July 19, 2000 E-13CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Authorize Funds To Host Reception Honoring Citizen Volunteer Service And Retirements On
Various Boards And Commissions (Approximately $6,515)
MEETING DATE: July 19, 2000
PREPARED BY: City Clerk
RECOMMENDED ACTION: That the City Council authorize funds and direct the City Clerk to coordinate
the Council -Hosted Reception Honoring Citizen Volunteer Service and
Retirements on all City Boards and Commissions, the Boosters of Boys and
Girls Sports (BOBS), Lodi Police Partners, Lodi Police Chaplains, Lodi
Friends of the Library and Animal Friends Connection.
BACKGROUND INFORMATION: For more than 10 years the City Clerk's office has coordinated a reception
hosted by the Lodi City Council to extend its appreciation to the members of
this community who volunteer their time and talents toward serving as a
member of a Council -appointed board or commission. In recent years, Council has additionally hosted receptions
honoring members of the Lodi Police Partners and Chaplains, the Boosters of Boys and Girls Sports (BOBS) and
Friends of the Lodi Library. This year, Mayor Mann has requested that the volunteer contributions of the Animal
Friends Connection at the Animal Control Facility be recognized as well.
It is proposed that Council hold one reception to honor all current and retiring volunteers who assist this City and the
Council in their efforts to conduct business, provide safety and ensure recreational opportunities for members of this
community. Traditionally, each invitation allows the honoree to bring one guest. We expect this list to total 325 (650
with optional guests) and actual attendance anticipated to be 400. The event is tentatively scheduled for Thursday,
August 17, 2000 from 5:30 p.m. to 8:30 p.m. at Kirst Hall - Hutchins Street Square.
Below is an estimate of the costs related to this event. Strikeouts represent changes made from the original estimate
(of approximately $8,000) due to updated information, and the recommendation by Mayor Mann to reduce costs:
28 retirement awards for board and commission members
Presentation plaques for group service recognition
Hutchins Street Square on-site event security (3 guards x 5 hours)
Catering (hors d'oeuvres, dishes, glassware, linens)
Beverages (wine, soft drinks, bottled water and coffee)
Table and food pFeSentatien deGoFatiena
Staff to work event/setuplcleanup (2 deputies x 5 hours)
Staff for office coverage/setup/cleanup/beverage service (3 part-time x 5 hours)
In-house invitation preparation and mailing costs
AlGohaliG Beverage Control (ABC) liGensing fees (not nee
Original Total =
Revised Total =
APPROVED:
f' H. DIfon Flynn -- City Manager,
$ 420.00
$ 125.00
$ 225.00
$-4,209.00
$ 4,000.00
$ 1,000.00
$—X50.00
$ 260.00
$ 150.00
$ 335.00
-- OA-.
$ X90
$ 6,515.00
Authorize Funds To Host Reception Honoring Citizen Volunteer Service And Retirements On
Various Boards And Commissions
July 19, 2000
Page Two
FUNDING: $6,515.00 from the Protocol Account (#100120). Note: This represents approximately $16.30 per guest.
Vicky McAthie, rinance Director
Susan J. BlackdOn
City Clerk
SJB/JLT
Prepared by: Jacqueline Taylor
Deputy City Clerk