HomeMy WebLinkAboutAgenda Report - October 16, 2002 E-32�y OF
CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Adopt a Resolution authorizing the City Manager to execute a contract with Lodi
Tokay Rotary Club for the Lodi Kids Night Out; and appropriate $18,000 for the
event.
MEETING DATE: October 16, 2002
SUBMITTED BY: Cynthia L. Haynes, Community Promotions Coordinator
RECOMMENDED ACTION: That the City Council authorize the City Manager to execute a
contract with Lodi Tokay Rotary Club for the Lodi Kids Night
Out in the amount of $18,000. The event is scheduled for
December 31, 2002 from 4:00 p.m. to 8:00 p.m.
BACKGROUND INFORMATION: The first year-end event was called, "Millennium Kid's
Night Out." It was designed and produced in cooperation
with the City of Lodi, The Year 2000 Committee, and
WhyteHouse Productions.
The event focuses on kids' rides, bounces, games, and activities and a beautiful fireworks display at the
end of the evening. Our estimate is that nearly 6,000 people (children and adults) attend the event.
The event has been so well received that the size of the venue has been increased for each of the past
couple years. This year will be no exception. Plans are to include more of the recently redesigned
Sacramento Street adjacent to the Parking Structure and the Multi Modal Transportation Depot. More
games and activities are planned in order to reduce the length of lines. As in past years, gifts and toys will
be handed out to the children and hot chocolate will be served to everyone. More activities and music are
planned to be added for young adults and teens. A patriotic theme is being planned similar to last year.
THE OVER-ALL GOAL OF THIS EVENT IS TO PRESENT A FAMILY ORIENTED EVENT FOR PEOPLE
OF ALL AGES.
Dorean Rice has once again offered her time and talent to chair this event for the Lodi Tokay Rotary Club.
Lodi Tokay Rotary Club will provide the bulk of the volunteers necessary to set up, operate, and tear down
the event. Several other non-profit organizations will assist the club in this endeavor. As in the past 3
years, WhyteHouse Productions will be retained to handle much of the production details.
FUNDING: Current Budget $18,000.00 — 100206.
Respectfully,
A.yvnz L. Haynes, o mjty Promotions Coordinator
-� . pt7l'
Vicky thie, Finance Director
APPROVED: G/
H. Dixoh Flynn -- City4lanager
RESOLUTION NO. 2002-208
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE A CONTRACT WITH LODI-
TOKAY ROTARY CLUB FOR THE LODI KIDS' NIGHT OUT
PROGRAM, AND FURTHER APPROPRIATING FUNDS
FOR THE EVENT .
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute an agreement with the Lodi-Tokay Rotary Club
for the "Lodi Kids' Night Out" Program; and
BE IT FURTHER RESOLVED that funds in the amount $18,000.00 be
appropriated for this event.
Dated: October 16, 2002
I hereby certify that Resolution No. 2002-208 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held October 16, 2002, by the
following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Nakanishi, and
Mayor Pennino
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
I N 4 ,.. NO.. NOW-,,
SUSAN J. BLACKSTON
City Clerk
2002-208
WhyteHouse Productions PO Box 1238, Lodi, CA 95241
Budget 2002.xis 209-368-4626 Email sieve@whytehouseproductions.biz 1 of 1
� 32
Celebrate Lodi 2002
10/t 1/2002 9:25 AM
DESCRIPTION
Budget
Actual Description
INCOME
Admission
$0.00
Free to all ages
Beverage
$0.00
No sales
Booth Sales & Vendor Income
$375.00
3 vendors at $125 each
Utilities
$0.00
No sales
City of Lodi - Sponsor
$18,000.00
Sponsorship - sames as 1999
Merchandise Sales
$0.00
No sales
Event Food Sales
$0.00
No sales
Other Sponsors
$2,500.00
Local businesses
TOTAL INCOME
$20,875.00
Total Revenue
EXPENSES
Advertising Expense
$700.00
Display Advertising, flyers
Beverage Expense
$300.00
Hot Chocolate
Vendor Expense
$90.00
Health Department permit fee
Children's Games & Rides
$6,500.00
Games, rides, activities
Face Painters
$150.00
Free face painting for everyone
Balloon Artists
$450.00
Free balloons for everyone
Muscians
$1,400.00
Boom Boom Productions
$5,100.00
Fireworks at end of evening
Utilities Expense - On Site
$0.00
No expense anticipated
Sponsor Expense
$0.00
No expense anticipated
Merchandise Expense
$750.00
Free gifts for children
Food Sales Expense
No expense anticipated
Rental Expense - Port -o -lets
$800.00
Increase portolets from 2001
Parking & Shuttle Expense
Event Food Sales Expense
Site Expenses - Misc.
$500.00
Misc Rentals, supplies
Office Expense (postage, print, etc)
$35.00
Miscellaneous office expense
Volunteer Donation - Clean up
$500.00
Last Chance donation to clean site
TOTAL EXPENSES
$17,875.00
Total Expenses
WhyteHouse Productions
$3,000.00
Management Production Cost
TOTAL EVENT EXPENSES
$20,875.00
Balance
$0.00
WhyteHouse Productions PO Box 1238, Lodi, CA 95241
Budget 2002.xis 209-368-4626 Email sieve@whytehouseproductions.biz 1 of 1