HomeMy WebLinkAboutAgenda Report - June 20, 2001 E-22CITY OF LORI COUNCIL COMMUNICATION
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AGENDA TITLE: Authorize Funds From the Protocol Account For The City Council To Host a
Recognition Dinner Honoring Citizen Volunteer Service And Retirements On Various
Boards And Commissions (Approximately $9,300)
MEETING DATE: June 20, 2001
PREPARED BY: City Clerk
RECOMMENDED ACTION: That the City Council, pursuant to Resolution No. 2000-126, authorize
funds from the Protocol Account and direct the City Clerk to
coordinate the Council -hosted recognition dinner honoring citizen
volunteer service and retirements on all City boards and
commissions.
BACKGROUND INFORMATION: For more than 10 years the City Clerk's Office has coordinated an
annual event 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. Over the years, with the incorporation of many additional volunteer groups in the
community, this event has increased to a number now approaching 400 individuals. In addition to the
boards and commissions members, the event now includes volunteers from the following groups and
Council -appointed task forces:
• Animal Friends Connection
• Animal Shelter Task Force
• Animal Shelter Volunteers
• Boosters of Boys and Girls
Sports
• Friends of the Library
• Library Board
• Library Foundation Board
• Hutchins Street Square
Foundation
• Lodi Lake Docents
• Lodi Sports Foundation
• Veteran's Day / Plaza Project
Advisory Committee
• Police Chaplains
• Police Partners
• Skateboard Task Force
• Swimming Pool Task Force
It is estimated that the individuals comprising these boards, commissions, committees, task forces, etc.,
have volunteered well in excess of 45,000 hours during the past twelve months to assist the City and the
Council in its efforts to conduct business, provide safety, and ensure recreational opportunities for
members of this community, and are in great part responsible for "enhancing the quality of life for Lodi
residents". In past years, a significant amount of time on the part of the City Clerk's staff was devoted to
set-up, serving beverages, and clean-up of a reception type event. Each year the current Mayor selects
the type of event and participates in the program. The proposed format selected for this year's event,
"reflecting our high community standards," and suitably expressing gratitude for the enormous contribution
of our City's volunteers - is a sit down / served dinner handled entirely by a local caterer. In an effort to
keep costs within a reasonable amount, it is suggested that the past practice of allowing honorees to bring
a guest, be discontinued. The event is tentatively scheduled for Thursday, August 23, 2001 from
5:30 p.m. to 8:30 p.m. at Hutchins Street Square - Kirst Hall.
APPROVED:
H. Dix .Flynn —
Authorize Funds From the Protocol Account For The City Council To Host Reception Honoring Citizen Volunteer Service And Retirements On
Various Boards And Commissions (Approximately $9,300)
June 20, 2001
Page Two
Below is an estimate of the costs related to this event:
20 retirement awards for board and commission members $(*200)
In-house invitation preparation and mailing costs $ 250
Decorations $ 250
Hutchins Street Square on-site event security $ 225
Catering (set-up, served dinner, cleanup) $24.50 per person x 350 = $8,575
Total Estimate = $9,300
There is currently more than $8,500 remaining in the Protocol account. It is recommended that a 50%
deposit be paid to the caterer out this year's budget.
Note: Award plaques were purchased previously, and will be customized by the City Clerk's Office for the recipients.
FUNDING: $9,300 from the Protocol Account 100120 as follows:
2000-01 Budget -- $4,287.50 (50% of Caterer's fee)
2001-02 Budget -- $5,012.50
Vicky MbAthie, Finance Directot`
Susan J. Blacks on
City Clerk