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Consideration Items
Item No. 1.
| MEETING DATE: 02/06/2023 |
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| TO: | HONORABLE MAYOR AND COUNCILMEMBERS |
| FROM: | JIM SADRO, CITY MANAGER By: Breanna Hurt, Management Analyst II |
| SUBJECT: | STATE OF THE CITY EVENT COST ESTIMATE |
RECOMMENDATION:
That the City Council:
A. Receive and file this report; and,
B. Provide direction to staff and, if necessary, approve an initial budget of $7,500 for the planning and presentation of the 2023 State of the City address.
DISCUSSION:
At its Regular Meeting of Tuesday, January 17, 2023, City Council directed staff to evaluate the potential cost of having the 2023 State of the City operate as a City planned event. Historically, the La Habra Chamber of Commerce has hosted an annual State of the Community event, with assistance from City staff limited to preparing an approximately 30 minute long presentation by the Mayor as the keynote speaker for the Chamber's event.
Staff has reviewed prior State of the Community events, along with other civic events that are routinely planned and hosted by the City, and has based the $7,500 budget estimate on the following assumptions:
Staff has reviewed prior State of the Community events, along with other civic events that are routinely planned and hosted by the City, and has based the $7,500 budget estimate on the following assumptions:
- The State of the City event would be held on a mid-week day, in the mid-morning.
- The event would be approximately one hour in length, with the Mayor as the primary keynote speaker.
- The Mayor's presentation would include up to four short video segments highlighting local programs, projects, organizations and/or businesses.
- The event would be held at the City's Community Center main ballroom.
- The event would have between 250 and 300 guests in attendance.
- The event would be free to the public; however, tickets would be issued to ensure that the maximum number of attendees do not exceed the capacity of the ballroom.
- The event would not include a breakfast or lunch meal; however, light refreshments, including coffee, juices, water, fruit, and pastries would be provided.
It is possible that some of the State of the City's event cost could be offset if City Council directs staff to solicit sponsorships; however, it is unknown how much sponsorship funding could be raised over the next few months leading up to the event date.
FISCAL IMPACT/SOURCE OF FUNDING:
If approved, and based on the assumptions above, the estimated cost to host the 2023 State of the City is approximately $7,500, not taking into account any potential sponsorship funding. There is sufficient budgeted funding the City's Non-Departmental Program Contingency fund (165251-7911) to cover this cost; therefore, no additional funding appropriation would be necessary at this time.
GENERAL PLAN RELEVANCE/CITY COUNCIL GOALS & OBJECTIVES:
The recommended action is consistent with the following goals of the La Habra General Plan:
CI 6.1 Calendar of Events
OS 3.5 Community Special Events
OS 3.5 Community Special Events
In addition, the recommended action is consistent with the following aspects of the City Council Goals and Objectives:
Goal 5, Objective D: Continue to improve the City’s business retention and expansion program
Goal 6, Objective G: Plan and host outstanding community events
Goal 7, Objective C: Provide and maintain quality public services for our residents, businesses, and visitors
Goal 6, Objective G: Plan and host outstanding community events
Goal 7, Objective C: Provide and maintain quality public services for our residents, businesses, and visitors