MARCH 12, 2005 COMMUNITY OUTREACH MATERIALS MARCH 12, 2005 COMMUNITY OUTREACH MATERIALS

TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS

FROM: ASSISTANT TO THE CITY MANAGER

DATE: MARCH 12, 2005

SUBJECT: COMMUNITY OUTREACH MATERIALS

RECOMMENDATION

Consider increasing the community outreach program budget.

BACKGROUND/DISCUSSION

At the request of the Mayor, staff has prepared a menu of various items under the community outreach program for the City Council to consider adding or expanding upon.

Community Outreach Budget Program

Account No.

101-1005

Specific Line Item

Proposed Expenditure for FY06

Net Change from FY05

411-61-00

Two Community Leaders Breakfast

$1,500

0

411-61-00

Annual Holiday Reception

$7,000

+4,250

411-61-00

Mayor’s Luncheon with Peninsula Agencies

$500

0

411-61-00

City tiles, lapel pins, and proclamation frames and supplies.

$2000

0

411-55-00

Printing of special forms, certificates, proclamations, miscellaneous letterhead, cards, etc.

$1,000

0

411-57-00

Meeting expenses for Mayor/Committee Breakfasts, closed session meetings, workshops and annual dinner hosting State Legislators.

$9,200

+5,700

411-59-20

Memberships and Dues (Chamber of Commerce, PVP Coordinating Council)

$2,800

0

411-61-00

Custom Flags with City Logo (18)

$8,000

+8,000

411-61-00

Polo Shirts with City Logo (5)

$600

+600

411-61-00

Commemorative City Photographs (15)

$975

+975
 

SUBTOTAL OF NET BUDGET INCREASE

  

+19,525

An explanation of the new and increased expenditure items is provided below:

  1. Annual Holiday Reception for Committee/Commission Recognition

    2. Approximately $6,200 was spent on the City’s holiday reception last year. If the City Council would like a similar venue this year, staff estimates a budget of $7,000 would be adequate for 200 people.

  2. Meeting Expenses

    3. The City Council meets approximately 35 times a year for closed session meetings, special Council meetings, workshops, budget policy meetings, strategic planning meetings, etc. For most of these meetings meals are provided and the cost is about $200 per meeting. Each year, the City Council hosts a dinner for State Legislators and their key staff during the California Contact Cities Association Legislation Seminar at a cost of approximately $1,000. In addition, the Mayor sponsors monthly breakfast meetings with the Chairs of all the City Committees and Commissions at an average cost of $100 per meeting. For the next fiscal year, the budget proposed is $9,200 to accommodate the increased number of meetings anticipated and that catering service will be provided for most meetings.

  3. Customized Flag with City Logo

    4. There are currently indoor and outdoor flagpoles at City Hall, Hesse Park, Ryan Park, Ladera Linda Park and PVIC. If the City were to order customized outdoor and indoor City flags for the five locations, the estimated total cost is $8,000. This cost factors in the average 6-month life of an outdoor flag, the need for five more indoor flagpoles, artwork fees, and that the minimum order is generally 6 flags. After the initial order of customized flags with the City logo, the cost for an outdoor flag depending upon the quality may be as high as $400 and an indoor flag at $300 apiece. If the City were to order one indoor flag for ceremonial purposes the cost would be about $300.

  4. Polo Shirts with City Logo

    5. The Mayor suggested the idea of a polo shirt with the City logo for each City Council member. The cost for a nice quality polo shirt embroidered with the City logo, City name and Councilmember’s name is about $120 each. The cost estimate for five polo shirts is $600. Additional shirts would be approximately $60-$80 apiece depending upon the quality of the shirt.

  5. Commemorative City Photograph

In the past, the City has presented special dignitaries, legislators and guest speakers at the Community Breakfast meetings with the deluxe, sterling silver City lapel pin and/or City tile. For legislators or dignitaries who’ve already received these mementos of appreciation, the City may consider the presentation of a framed photograph of the City’s coastline with an engraving. The cost of each framed and matted photograph is $45 plus engraving charges ($20). Staff estimates 15 framed photographs would total approximately $975.

For background information, the engraved City tiles cost approximately $60 each. The unit cost for the sterling silver City lapel pins is approximately $35.

Note, the budget item for City grants to nonprofit organizations serving the Peninsula will be considered under a separate staff report. Also, the financial figures for salary and employee benefits are anticipated to remain fairly constant and will be incorporated in the preliminary budget document.

FISCAL IMPACT

With the exclusion of the City grants program and employee salary/benefits, the net budget increase for the new and expanded items under the Community Outreach Program is $19,525.

PREPARED BY

Gina Park

Assistant to the City Manager

APPROVED BY

Les Evans

City Manager