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Home My WebLink AboutAgenda Report - November 5, 2003 E-13Wr L()'i CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Authorize City Manager to Execute a Contract with the Lodi Tokay Rotary Club for the Fifth Annual Celebrate Lodi Kids' Night Out to be held on December 31, 2003 ($18,000) MEETING DATE: November 5, 2003 PREPARED BY: Management Analyst, City Manager's Office RECOMMENDATION: That the City Council authorize the City Manager to execute a contract with the Lodi Tokay Rotary Club for the Fifth annual Celebrate Lodi Kids' Night Out to be held on December 31, 2003, 4 p.m. to 8:30 p.m., location undetermined. BACKGROUND: The event was established by the Year 2000 Planning Committee in 1999. With its success, the City Council expressed an interest in making this an annual event. The responsibility of producing the event was transferred to the Lodi Tokay Rotary Club after the Year 2000 Planning Committee was disbanded, since the service club had a built-in volunteer base from which to draw for staffing purposes. This well-received celebration of the New Year targets children and teens. It runs from 4 p.m. to 8:30 p.m., early enough in the evening to allow guests to attend other celebrations with family and friends. The event is an opportunity for children to have fun, experience solid community spirit, and to gather in a safe and exciting arena. It offers many activities at no cost to the public, providing free games, rides, face painting, balloon art, live entertainment and of course, the aerial fireworks show. Last year, the Downtown Lodi Business Partnership required the event to move from its original School and Pine Streets location to the Elm Street Promenade. The new location is attractive, but does not provide adequate space for the number of people who attend. Whyteflouse Productions will be working with the DLBP to finalize the location for the event. Should they not reach agreement, then staff will work with Mr. Whyte to find an appropriate alternative site. A City of Lodi grant, sponsorships from local businesses, and vendor sales provide funding for the Kids' Night Out event (Exhibit A). The event is not a fundraiser for the Lodi Tokay Rotary Club but a community celebration that reaches out to children, teens, and families with safe, fun, and free activities. FUNDING: $18,000 Community Promotions 2003-04 budget IK- 'cam Vicky McAthie t L. Hamilton Finance Director agement Analyst Attachments APPROVED: ynn -- CityManager 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