City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council receive and file the Culver City Centennial
Celebration Committee’s (CCCCC) Quarterly Status Report, including a Budget for the
Centennial Event and Other Related Activities.
BACKGROUND/DISCUSSION:
On June 13, 2014, the CCCCC filed its Articles of Incorporation as a Non-profit Public
Benefit Corporation. On December 8, 2014, the City Council approved a Memorandum
of Understanding (MOU) between the CCCCC and the City of Culver City. Over the
past several months, the CCCCC has conducted regular committee and subcommittee
meetings. Staff from the City Manager’s Office attends all committee meetings.
The CCCCC Board of Directors is comprised of Culver City residents who plan,
promote, organize, and coordinate the celebration of the City’s Centennial. Most of the
events will be planned and implemented by local community organizations, individuals,
and businesses. The CCCCC will ensure that each event that is branded as an official
CCCCC event will support and promote the spirit and the mission of Culver City’s
Centennial Celebration. All Centennial Celebration events will take place between
September 20, 2016 and September 20, 2017, which marks the Centennial Celebration
period.
At the April 13, 2015 City Council meeting, the City Council and CCCCC representatives
discussed the desire for a clarified marketing plan; a list of potential Centennial
activities; a proposed calendar; a breakdown of how the City contributed funds are going
to be spent; the Quarterly Report on Centennial activities; which organizations to include
Meeting Date: 07/27/15 Item Number: A-1
CITY COUNCIL AGENDA ITEM: Consideration of the Culver City Centennial
Celebration Committee Inc.’s Quarterly Status Report, Including a Budget for the
Centennial Event and Other Related Activities.
Contact Person/Dept.: Shelly Wolfberg Phone Number: (310) 253-6008
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (07/22/15); CCCCC
(07/22/15)
Department Approval:
Martin R. Cole (07/20/15)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/20/15)
Chief Financial Officer Approval:
Jeff Muir (07/21/15)
City Manager Approval:
John M. Nachbar (07/22/15) City of Culver City, California
Agenda Item Report
in the list of participants; language of the MOU; and clarification that City funds would
not be used for the opening and closing activities. Ultimately, the City Council voted 4-
0 (Council Member Clarke recused) to 1) approve the Centennial logo; 2) approve the
Culver City Centennial Participant Application; and 3) authorize future committee
meeting agendas to be posted on the City’s website.
Pursuant to the MOU with the CCCCC, during Fiscal Year 2014/2015, the City agreed
to allocate $25,000 to CCCCC for the purpose of CCCCC’s commencement of its
responsibilities under the MOU. To date, the CCCCC has received $12,500 of the
$25,000 for its expenses during Fiscal Year 2014/2015 ($5,000 as working capital and
$7,500 in reimbursements). Additionally, on July 20, 2015, the CCCCC submitted a
$3,000 reimbursement request, which met the July 23, 2015 deadline for submitting
Fiscal Year 2014/2015 reimbursement requests.
The MOU also provides, “…The City agrees to give due consideration to funding
requests by CCCCC for fiscal years 2015-2016 and 2016-2017. The annual amount is
subject to the approval of the City Council through City’s budget process, at the City
Council’s sole discretion.” The City Council’s Adopted Budget for Fiscal Year
2015/2016 includes $25,000 for the CCCCC. Tonight, the CCCCC will present its
budget for the entire centennial celebration (costs for which span several fiscal years).
The budget includes a request for $15,000 from the City for Fiscal Year 2015/2016
(attached). Should the City Council receive and file this report, staff will process
reimbursement requests subject to a $15,000 maximum for Fiscal Year 2015/2016.
At tonight’s City Council meeting, the CCCCC will also provide a report to the City
Council on its initial requests and discussion items that were raised at the April 13
th
City
Council meeting.
FISCAL ANALYSIS:
The City Council Adopted Budget for Fiscal Year 2015/2016 includes $25,000 for the
CCCCC. The City Manager’s Office has provided, and will continue to provide, a liaison
to the CCCCC through the completion of the Centennial Celebration period and any
post-event evaluation of the Centennial events.
ATTACHMENTS:
Supporting Documents from the CCCCC.
City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
(1) Receive and file the CCCCC’s Quarterly Status Report; and,
(2) Authorize reimbursement of CCCCC eligible expenses in an amount not-to-
exceed $15,000 for Fiscal Year 2015/2016.
MEETING DATE: July 27, 2015
AGENDA ITEM: Consideration of the Culver City Centennial Celebration
Committee Inc.’s (CCCCC) Quarterly Status Report,
Budget Request for Fiscal Year 2015/2016, and Other
Related Activities.
ATTACHMENTS
Pages
1 Supporting Documents from the CCCCC. 1-15
123Culver City Centennial Budget FY = July 1- June 30.
FY 2014/15 FY 2015/16 FY 2016/17 FY 2017/18
Expense Type Amount Comments Amount Comments Amount Comments Amount Comments
Administrative
Insurance (D&O) - $ 500.00 $ Estimate 500.00 $ 500.00 $
Accounting 139.00 $ Quickbooks Online 139.00 $ 139.00 $ 139.00 $
Legal Filings 867.45 $ Initial permits/taxes/inco 20.00 $ 20.00 $ 20.00 $
Post Office Box 94.00 $ 94.00 $ 94.00 $ 94.00 $
Postage - $ Estimate 250.00 $ Estimate 500.00 $ 500.00 $
Accounting services - $ Estimate. May be in-kind 750.00 $ 750.00 $ 500.00 $
Stationery Estimate 500.00 $ Estimate 500.00 $ 500.00 $
Meeting rooms - $ City- MOU - $ City - MOU - $ - $
Domain Name Renewal 48.00 $ Multiple reserved 16.00 $ 16.00 $ - $
Photographer - $ 500.00 $ Estimate 500.00 $ In kind/supplies 500.00 $
Videographer - $ - $ For Centennial Year 5,000.00 $ 5,000.00 $
Office space - $ - $ None or in-kind. - $ - $
Administative Staffperson - $ 10,000.00 $ Part time/start 2016 20,000.00 $ Full year/ more duties 5,000.00 $ Partial year
Total Administrative 1,148.45 $ 12,769.00 $ 28,019.00 $ 12,753.00 $
Events
Event insurance - $ - $ 2,000.00 $ 1,000.00 $
Opening Ceremonies - $ Planning 7,500.00 $ Estimate 7,500.00 $ - $
Opening Gala 20,000.00 $
Closing Ceremonies - $ - $ 10,000.00 $ Estimate 15,000.00 $
Total Events - $ 7,500.00 $ 39,500.00 $ 16,000.00 $
Publicity/Marketing
Web development/design 3,750.00 $ Zehner Group 3,750.00 $ - $ - $
Logo 3,750.00 $ Zehner Group - $ - $ - $
Chamber Directory/Ad - $ - $ 2,750.00 $ 2,750.00 $
Web Hosting 595.00 $ 595.00 $ 595.00 $ 149.00 $
Marketing strategy/support Zehner Group 3,750.00 $ - $ - $
Constant Contact - $ 240.00 $ 240.00 $ 120.00 $
Streetlight Banners (Labor) - $ - $ Estimate 3,000.00 $ Estimate 3,000.00 $ Estimate
Streeetlight banners (40) creation $ $ 5,100.00 $ 5,100.00 $
Cross-street banners (40/year) - $ - $ 2,500.00 $ Opening 2,500.00 $ Closing
Fiesta La Ballona Booth - $ - $ 300.00 $ 300.00 $
Centennial Flags (10 flags) 900.00 $ May be in-kind sponsorship
Posters - $ - $ 3,000.00 $ Estimate 1,000.00 $ Estimate
Brochures - $ - $ 2,000.00 $ Estimate - $
Chamber Business Expo - $ 170.00 $ 170.00 $ - $
Vets Tower Banner $3,500
Bus Wraps - $ - $ 40,000.00 $ May be donated by City Transp. 1,000.00 $ Estimate
City Vehicle Stickers - $ - $ 1,000.00 $ Estimate - $
Total Publicity/Marketing 8,095.00 $ 9,405.00 $ 64,155.00 $ 15,919.00 $
Fundraising
Outreach / Contest Prizes - $ 1,500.00 $ 1,500.00 $ 1,000.00 $
Sponsorship Items/Gifts - $ 4,000.00 $ sponsorship package 4,000.00 $ sponsorship package 1,000.00 $ sponsorship package
Total Fundraising Costs - $ 5,500.00 $ 5,500.00 $ 2,000.00 $
Total Annual Expense 9,243.45 $ 35,174.00 $ 137,174.00 $ 46,672.00 $
Expenses Total 228,263.45 $
Sponsorship Packages - $ 50,000.00 $ 50,000.00 $
Licensing Centennial Logo (Merchandising) - $ 5,000.00 $ 10,000.00 $ 5,000.00 $
Bus Wraps Provided by CC Transportation 40,000.00 $
Culver City Funds 15,000.00 $ 15,000.00 $ 20,000.00 $ - $
Centennial Bricks (Location TBD) ($100/margin) 10,000.00 $ Est. 100 bricks.
Individual Donors $1,000 $5,000
Opening Gala Tickets ($100x300) - $ $30,000
Closing Ceremony Revenue/Fundraising $15,000
Revenue Total 15,000.00 $ 81,000.00 $ 155,000.00 $ 20,000.00 $
Annual Net Revenue 5,756.55 $ 45,826.00 $ 17,826.00 $ (26,672.00) $
Total Projected Expenses 228,263.45 $
Total Projected Revenue 271,000.00 $
Net Revenue 42,736.55 $ (Return to City)|1010|4Culver City Centennial Budget
FY 2014/15
Expense Type Amount Comments
Administrative
Insurance (D&O) - $
Accounting 139.00 $ Quickbooks Online
Legal Filings 867.45 $ Initial permits/taxes/incorp.
Post Office Box 94.00 $
Postage - $ Estimate
Accounting services - $ Estimate. May be in-kind.
Stationery Estimate
Meeting rooms - $ City- MOU
Domain Name Renewal 48.00 $ Multiple reserved
Photographer - $
Videographer - $
Office space - $
Administative Staffperson - $
Total Administrative 1,148.45 $
Events
Event insurance - $
Opening Ceremonies - $ Planning
Opening Gala
Closing Ceremonies - $
Total Events - $
Publicity/Marketing
Web development/design 3,750.00 $ Zehner Group
Logo 3,750.00 $ Zehner Group
Chamber Directory/Ad - $
Web Hosting 595.00 $
Marketing strategy/support Zehner Group
Constant Contact - $
Streetlight Banners (Labor) - $
Streeetlight banners (40) creation $
Cross-street banners (40/year) - $
Fiesta La Ballona Booth - $
Centennial Flags (10 flags)
Posters - $
Brochures - $
Chamber Business Expo - $
Vets Tower Banner
Bus Wraps - $
City Vehicle Stickers - $
Total Publicity/Marketing 8,095.00 $
5Fundraising
Outreach / Contest Prizes - $
Sponsorship Items/Gifts - $
Total Fundraising Costs - $
Total Annual Expense 9,243.45 $
Sponsorship Packages - $
Licensing Centennial Logo (Merchandising) - $
Bus Wraps Provided by CC Transportation
Culver City Funds 15,000.00 $
Centennial Bricks (Location TBD) ($100/each) Est. 100 bricks.
Individual Donors
Opening Gala Tickets ($100x300) 0
Closing Ceremony Revenue/Fundraising
Revenue Total 15,000.00 $
Budtget Balance FY 14/15 5,756.55 $
Budget Balance (Multi-Year) 5,756.55 $
6Culver City Centennial Budget
FY 2015/16
Expense Type Amount Comments
Administrative
Insurance (D&O) 500.00 $ Estimate
Accounting 139.00 $
Legal Filings 20.00 $
Post Office Box 94.00 $
Postage 250.00 $ Estimate
Accounting services 750.00 $
Stationery 500.00 $ Estimate
Meeting rooms - $ City - MOU
Domain Name Renewal 16.00 $
Photographer 500.00 $ Estimate
Videographer - $ For Centennial Year
Office space - $ None or in-kind.
Administative Staffperson 10,000.00 $ Part time/start 2016
Total Administrative 12,769.00 $
Events
Event insurance - $
Opening Ceremonies 7,500.00 $ Event early FY 16/17
Opening Gala
Closing Ceremonies - $
Total Events 7,500.00 $
Publicity/Marketing
Web development/design 3,750.00 $
Logo - $
Chamber Directory/Ad - $
Web Hosting 595.00 $
Marketing strategy/support 3,750.00 $
Constant Contact 240.00 $
Streetlight Banners (Labor) - $
Streeetlight banners (40) creation $
Cross-street banners (40/year) - $
Fiesta La Ballona Booth - $
Centennial Flags (10 flags) 900.00 $
Posters - $
Brochures - $
Chamber Business Expo 170.00 $
Vets Tower Banner
Bus Wraps - $
City Vehicle Stickers - $
Total Publicity/Marketing 9,405.00 $
7Fundraising
Outreach / Contest Prizes 1,500.00 $
Sponsorship Items/Gifts 4,000.00 $ sponsorship package
Total Fundraising Costs 5,500.00 $
Total Annual Expense 35,174.00 $
Sponsorship Packages 50,000.00 $
Licensing Centennial Logo (Merchandising) 5,000.00 $
Bus Wraps Provided by CC Transportation
Culver City Funds 15,000.00 $ Initial funds
Centennial Bricks (Location TBD) ($100/each) 10,000.00 $
Individual Donors $1,000
Opening Gala Tickets ($100x300) - $
Closing Ceremony Revenue/Fundraising
Revenue Total 81,000.00 $
Budget Balance FY15/16 45,826.00 $ For Centennial Year
From FY 14/15 5,756.55 $
Budget Balance (Multi-Year) 51,582.55 $ |1010|8Culver City Centennial Budget
FY 2016/17
Expense Type Amount Comments
Administrative
Insurance (D&O) 500.00 $
Accounting 139.00 $
Legal Filings 20.00 $
Post Office Box 94.00 $
Postage 500.00 $
Accounting services 750.00 $
Stationery 500.00 $
Meeting rooms - $
Domain Name Renewal 16.00 $
Photographer 500.00 $ In kind/supplies
Videographer 5,000.00 $
Office space - $
Administative Staffperson 20,000.00 $ Full year/ more duties
Total Administrative 28,019.00 $
Events
Event insurance 2,000.00 $
Opening Ceremonies 7,500.00 $
Opening Gala 20,000.00 $
Closing Ceremonies 10,000.00 $ Estimate
Total Events 39,500.00 $
Publicity/Marketing
Web development/design - $
Logo - $
Chamber Directory/Ad 2,750.00 $
Web Hosting 595.00 $
Marketing strategy/support - $
Constant Contact 240.00 $
Streetlight Banners (Labor) 3,000.00 $ Estimate
Streeetlight banners (40) creation 5,100.00 $
Cross-street banners (40/year) 2,500.00 $ Opening
Fiesta La Ballona Booth 300.00 $
Centennial Flags (10 flags)
Posters 3,000.00 $ Estimate
Brochures 2,000.00 $ Estimate
Chamber Business Expo 170.00 $
Vets Tower Banner $3,500 Estimate
Bus Wraps 40,000.00 $ May be donated CC
City Vehicle Stickers 1,000.00 $ Estimate
Total Publicity/Marketing 64,155.00 $ |1010|9Fundraising
Outreach / Contest Prizes 1,500.00 $
Sponsorship Items/Gifts 4,000.00 $ sponsorship package
Total Fundraising Costs 5,500.00 $
Total Annual Expense 137,174.00 $
Sponsorship Packages 50,000.00 $
Licensing Centennial Logo (Merchandising) 10,000.00 $
Bus Wraps Provided by CC Transportation 40,000.00 $ line item bus wraps
Culver City Funds 20,000.00 $ Initial funds
Centennial Bricks (Location TBD) ($100/each)
Individual Donors $5,000
Opening Gala Tickets ($100x300) $30,000
Closing Ceremony Revenue/Fundraising
Revenue Total 155,000.00 $
Budget Balance FY16/17 17,826.00 $
FY 14/15 5,756.55 $
FY 15/16 45,826.00 $
Budget Balance (Multi-Year) 69,408.55 $ |1010|10Culver City Centennial Budget
FY 2017/18
Expense Type Amount Comments
Administrative
Insurance (D&O) 500.00 $
Accounting 139.00 $
Legal Filings 20.00 $
Post Office Box 94.00 $
Postage 500.00 $
Accounting services 500.00 $
Stationery 500.00 $
Meeting rooms - $
Domain Name Renewal - $
Photographer 500.00 $
Videographer 5,000.00 $
Office space - $
Administative Staffperson 5,000.00 $ Partial year
Total Administrative 12,753.00 $
Events
Event insurance 1,000.00 $ May be pro-rated
Opening Ceremonies - $
Opening Gala
Closing Ceremonies 15,000.00 $
Total Events 16,000.00 $
Publicity/Marketing
Web development/design - $
Logo - $
Chamber Directory/Ad 2,750.00 $
Web Hosting 149.00 $
Marketing strategy/support - $
Constant Contact 120.00 $
Streetlight Banners (Labor) 3,000.00 $ Estimate
Streeetlight banners (40) creation 5,100.00 $
Cross-street banners (40/year) 2,500.00 $ Closing
Fiesta La Ballona Booth 300.00 $
Centennial Flags (10 flags)
Posters 1,000.00 $ Closing
Brochures - $
Chamber Business Expo - $
Vets Tower Banner
Bus Wraps 1,000.00 $ Estimate
City Vehicle Stickers - $
Total Publicity/Marketing 15,919.00 $ |1010|11Fundraising
Outreach / Contest Prizes 1,000.00 $
Sponsorship Items/Gifts 1,000.00 $ sponsorship package
Total Fundraising Costs 2,000.00 $
Total Annual Expense 46,672.00 $
Sponsorship Packages
Licensing Centennial Logo (Merchandising) 5,000.00 $
Bus Wraps Provided by CC Transportation
Culver City Funds $0 No Request FY17/18
Centennial Bricks (Location TBD) ($100/each)
Individual Donors
Opening Gala Tickets ($100x300)
Closing Ceremony Revenue/Fundraising $15,000
Revenue Total 20,000.00 $
Net Revenue FY 17/18 (26,672.00) $
FY 14/15 5,756.55 $
FY 15/16 45,826.00 $
FY16/17 17,826.00 $
Net Revenue (Multi-Year) 42,736.55 $ Return to City
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