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HomeMy WebLinkAboutCC AG PKT 2014-01-27 #K AGENDA STAFF REPORT DATE: January 27, 2014 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Patrick Gallegos, Administrative Manager SUBJECT: CENTENNIAL ORGANIZATION AND PLANNING COMMITTEE SUMMARY OF REQUEST: That the City Council provide direction to staff for the organization of a planning committee for the City's Centennial in 2015. BACKGROUND AND ANALYSIS: On October 27, 2015, the City of Seal Beach will have been incorporated as a municipality for 100 years. Traditionally, when a city reaches a milestone such as a Centennial, there is a celebration or a series of celebrations that commemorate the significance of this historical event. At the City Council goal setting workshop held on October 21, 2013, the Council directed staff to bring forward a recommended organizational plan for the planning of the Centennial celebration. As with any event, the planning process can consume a considerable amount of staff time. For this reason, it is important to have a planning committee that can balance the desires of the community while also helping to produce a high quality celebration. Hence, it is the recommendation of staff that Council establish a Centennial planning committee with direct oversight by City staff that will help coordinate the planning of the Centennial. This committee will focus on planning Centennial events that offer a comprehensive program for residents and visitors of all ages. Moreover, staff recommends that the committee focus on five key planning areas that will work together to create a well-rounded celebration for the entire year of 2015. The five key categories that the committee will focus on are: • Celebrations — The focus of this category will be to plan and implement special events, including arrexpansion of annual community events such as the Car Show, 5K110K Run, Health Fair, Fish Fry, and Christmas Parade. Events could range from a large City-wide carnival to movies in Agenda item — K the park. The emphasis would be to facilitate celebrations that would be inclusive to all ages and include each Council district. • History — The focus of this category will be to preserve the City's history while finding ways to present it to the public. This could be accomplished through events such as slide shows, informational booklets/brochures or guest speakers. • Marketing —The focus of this category will be to emphasize the promotion of each Centennial celebration, as well as the promotion of the City's history throughout the year. • Merchandise — Merchandising will focus on goods that can be purchased to commemorate the City's history. The sale of merchandise will be used to generate funds that will offset the costs of celebrations and other aspects of the Centennial.- Some examples of products can include t- shirts, pens, special logo for City vehicles, flags, etc. • Fundraising — Fundraising will focus on the solicitation of business sponsors to assist in the funding of a variety of centennial events. Sponsorship will allow businesses a unique opportunity to market their services. Additionally, staff recommends that Council select five chairpersons to oversee each category mentioned above. That is, one delegate chairperson per category (see attached recommended organization chart). Each committee chair will be responsible for leading their own area of interest and creating their own subcommittees to help complete each event task. The committee will also help to ensure that all planning is representative of the community and seeks to include residents, businesses, and service clubs to represent interests for each of the five Council districts. Staff recommends that an application process be implemented to solicit community member interest to serve as chair of one of the five areas of emphasis. The committee will work closely with direct oversight by City staff, as well as the City Council, throughout the planning process for each event. It is also recommended that the Council designate the City Manager to identify a City staff member to serve in the position of Celebration Chairperson given that the City already oversees the administrative process for special events. This Celebration Chairperson would also work closely with the other chairpersons to achieve event goals and shall have the authority to approve or reject recommendations originating from the other four committee delegates. Recommendations that may be rejected are those determined to be not in line with City policy, not within budget and/or other factors that would limit or prevent participation of community members in any of the five Council districts. Page 2 Centennial Projects Traditionally, when an agency has completed a celebration such as a Centennial, a permanent capital project is included to commemorate the historical milestone. Some ideas generated by staff for possible Centennial capital projects include: • Upgrade of the Pier Entrance — The pier entrance is a highly visible and often visited area of the City that would create an optimal venue for a monument. The scale of any monument could vary and could also work as a fundraiser through the sale of personalized decorative bricks or tiles. The City Council funding of a site specific plan for Eisenhower Park in Fiscal Year 2013-14 could include a centennial monument. • Replacement of City Signs — The City currently has signs throughout Seal Beach that notify visitors when they have entered the City limits. A potential project could be to replace or redesign the existing signs to highlight the centennial and rebrand the City's image to visitors. Replacement of City signs is currently in the City's CIP as an unfunded project. • Permanent Display for the City's Classic Fire Engine — The City owns a 1927 fire engine that has been used for many years as a feature in events such as the Christmas Parade. The engine is currently stored by the City and not readily available for the public to view. Building a permanent storage facility that allows the fire engine to be viewed and enjoyed by the public would be an asset to the community and preserve a part of the City's history for future generations. These are but of a few of the possible Centennial projects that the Council may choose to move forward with. Should Council decide to approve a Centennial committee, the committee will work to develop other viable projects that Council could consider during the planning process. ENVIRONMENTAL IMPACT: There is no Environmental Impact related to this item. LEGAL ANALYSIS: No legal analysis is required for this item. FINANCIAL IMPACT: There are no financial implications at this time. There is currently $70,431.47 in the Founders Day— Recreation Program deposit account. Page 3 RECOMMENDATION: That the City Council provide direction to staff for the organization of a planning committee for the City's Centennial in 2015. SUBMITTED BY: NOTED AND APPROVED: ayz 9A�2- Patrick Gallegos, ill - Ingram, City 10jn ger Administrative Manager Attachment: Centennial Planning Committee Organization Chart Prepared by: Tim Kelsey, Recreation Manager Page 4 .� GJ •E • � • � GJ E V O q-j 0 , vV 0 L to cV a s .� m � m � a U