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01-21-1997 - 75th Birthday CelebrationCity of West Covina Memorandum To: City Manager and City Council AGENDA ITEM NO. N-1 FROM: . Lynn Zeller, Intern DATE Jan. 21, 1991 ® PRINTED ON RECYCLED PAPER SUBJECT: 75'H BIRTHDAY CELEBRATION SUMMARY: The City of West Covina will celebrate its 75`h Birthday on February W, 1998. Staff has prepared an informational report on research into events and programs in other cities commemorating significant, dates. ///7 West Covina was incorporated on February,:1923. Since landmark birthdays are frequently celebrated by cities, various Councilmembers have suggested that the City begin preparations for West Covina's 75`h Birthday. DISCUSSION In order to explore West Covina's 75' Birthday celebration options, staff has surveyed a number of California cities that have had fairly recent anniversaries. Provided below is a summary of each city's major activities and programs as well as some of the successful smaller pieces. In addition, budget figures and committee composition have been included, when such information was available. Staff has relied, in many cases, on the memories of city ipersonnel and committee members. Documents, whenever available, have been reviewed. Organized city by city, the ten cities that were studied present a wide range of events, products, outreach, budget, and committees. The theme that repeats itself in almost all the celebration activities is that the cities wanted a "small town" feel to any events that were planned. The celebrations, themselves, could span one full year or take place on just one day. With only two exceptions, parades were a key part of the birthday celebrations. All of the communities. threw some kind of barbecue or picnic in the park. As would be expected, events with an historical focus such as nostalgic displays, historic home tours, and time capsules were popular everywhere. Most parties and events reflected the desire for an inclusive and non -formal approach. There were some notable exceptions such as Pasadena's $100 per person Gala Dinner.. However, Pasadena also had many less exclusive activities. Contests and awards were utilized both as public relations tools and as activities in themselves. This same overlap was true of the merchandising of commemorative products. Special birthday logos were used in many ways. Organizations and business were encouraged to use the logos on their stationary and at any events. planned for the landmark year. Products with some form of the logo such as pins, plates, shirts, and banners were a successful source of fundraising. In a number of cases, the logos themselves were the result of contests. These kinds of contests were very popular and are fondly remembered. The publication of a local history book is seen in a number cities. It was stressed that it is very important to get tight licensing agreements for what ever memorabilia is sold. Lasting gifts to the city, such as the creation of the Monrovia Historical Museum or Pasadena's Centennial Youth Advisory Committee; were considered critical parts of the celebration, serving both as an activity and outreach. As public expressions of a community, the birthdays all reflected that which was unique to a given city. Length of planning time ran the gamut, ranging from 2 % years in Monrovia to 90 days in Cerritos. However, most communities devoted at least one full year to advance planning. Sufficient time was seen as a critical component in developing community. participation. That participation was both the key ingredient to successful events and the ultimate objective of the celebrations, themselves. It was consistently stressed that the planning committee needed to reach into all parts of the community and represent a balanced cross-section of City government, civic, religious, and educational groups. Planning committee members could then serve as liaison to their organizations. The goal was to develop celebrations that would genuinely reflect the various groups' interests and would encourage their sponsorship. Several cities hired outside consultants to direct their celebrations. For example, Pasadena hired an Executive Director who supervised the.Centennial Coordinating Committee. However, the committee, itself, was largely volunteer with appointments reflecting a balanced cross-section of the community. Budgets varied widely, from close to $500,000 in Pasadena to $4,000 in Carpenteria. These budgets also reflected different approaches to raising the funds.. In almost all, merchandising of memorabilia and fundraising events provided a great deal of the money. Non-profit organizations, businesses, and individuals often sponsored activities. Frequently, the local Chamber of Commerce and educational institutions provided sponsorship. Grants were used by.some committees to fund certain projects or build a festival fund. CITY SURVEY Burbank -- 75th Birthday, July 11,1986 Burbank had a year -long celebration that included the following: Events -Parade -Award ceremony with medallions on ribbons -Street dance and crafts fair 12 noon-7pm -Anniversary Ball -Picnic and old-time barbecue -Open House and City Hall tours Carnival -Miss Burbank Contest Products -Pins -Tee-shirts -Recipe Book -Poster _.Public Relations and Outreach -City banners -Time capsule -Trivia Contest -Old photo contest -Nostalgic displays Traveling school displays -Tree-planting -Articles on Burbank history in city newsletter -Bookmark contest -Essay contest after fact sheet had been distributed to schoolchildren History pamphlet Budge Budget information is not available. Committee Composition Committee information is.not available. Carpenteria — 30`h Anniversary, September,1995 Carpenteria celebrates an anniversary every five years. The even birthdays are treated with a little more importance. The celebration took place over a period of five days. Events -Chamber of Commerce Mixer- This was hosted by City Hall and honored businesses that were in the city at the time of incorporation. 2 -Street Dance- The food, beer garden, and other booths were run by different non-profit organizations and, in exchange, they were able to fundraise. -Parade -Banquet- This honored past city leadership _ -Avocado Festival- This annual event was first started at their 20". Budget 1. $3,000 seed money came from the City Council. 2. $1,600 came from the Market Business District (downtown business assessment). 3. Police protection came out of the City Budget. 4. All events were sponsored by non -profits who were able to retain the proceeds after paying for the event up front. Committee Composition The committee was comprised of volunteers from Carpenteria's non-profit organizations. The only paid committee member was one city employee I acted as the liaison with the City of Carpenteria. Cerritos — 40`° Birthday, April 20,1996 All planning and promotion for the celebration was completed in 100 days. The parade was coordinated by Pageantry Productions, a firm they highly recommend. All advertising for the events was done through community groups. Approximately 25,000 attended the day's festivities which included: Events -Pre-Parade Breakfast- 250 dignitaries (sponsors, group and community leaders) attended a "by invitation only" breakfast in the lobby of the Edward's Cinema. They were then shuttled to the parade. -Parade- This was a very traditional parade with marching bands and floats. It had a 1 1/2 mile route and a reviewing stand with dignitaries. -Post-Parade Celebration- This took place at Town Center in the parking lot of a vacant store. It included: a "Taste of Town Center" where public could purchase $1 tickets for food from various restaurants; an arts and crafts fair; a home maintenance show; rides; and vintage cars and floats from the parade. Bum The, $75,000 budget came totally out of city funds. committee consisted of 10-12 city employees from the various rtments. The coordinator was provided by Pageantry Productions. at 300 volunteers were used as workers on the actual events. Covina's Centennial celebration lasted one week and took 12 months of planning. They got strong backing from the City Council and Chamber of Commerce. Service groups, church groups, and schools sponsored a number of the activities. 100,000 people attended through the week and 15,000 attended the on the actual day. Events -i Al QUC -10 K Run -This was sponsored by Kiwanis. -Carnival- This was held from Wednesday through Sunday. Groups could fundraise for themselves though many sponsored Parks and Recreation activities. There was a trolley to the library. -Chili Cook -Off -This was on the actual day at the Carnival. Products -Tei A contest was held for the logo. 3 Public Relations and Outreach -Good Morning America -Vintage Years Display- A display of Covina's vintage years, put together by Mt. Sac., toured the schools and ended up at the library. -School activities -Helium balloons -These were sent off by students with messages about Covina, requesting that people reply and send the cards back. Budget Budget information is not available. Committee Composition Committee information is not available. Fresno 100' Anniversary October 4,5, and 6,1985 Fresno made an effort to 'involve the community to the broadest extent. In addition to forming seven working committees, they.urged all businesses and organizations to use the centennial logo on all stationary and advertising throughout the year. The celebration began in February and culminated in October. More information on file. Events -Centennial History Pageant -(September 28 and 29)This was a multi media exhibit, highlighting the history and contributions of Fresno's diverse ethnic groups. It was of permanent, modular construction that could remain for continuing exhibition. -Fabulous Fresnans Fundraising Dinner (October 4) -Parade-(October 5) -Cultural Arts Events-(October5) Performances of three major stages; craft sale and demonstration; ethnic dance; folk singers; choirs; all forms - of music and dance. -Tours-(October 5) They included museums, downtown art pieces, architectural exhibits, and multi -media programs. -Sporting Events/Martial Arts -(October 5) -Religious Ceremonies and Blessings -(October 5) -Barbecue Dinner -(October 5) -Band Concert -in -the -Park -(October 5) -Street Dancing -(October 5) -Fireworks -(October 5) -Pancake Breakfast- (October 6) -Dixieland Jazz Festival -(October 6) -Pops Concert and Picnic in Courthouse Park -(October 6) -Fresno Future Conference -This featured speakers and workshops on Fresno's future. -Play: A Raisin in the Sun (October 4-5) Public Relations and Outreach -Billboards -Radio and television -Grocery bags, etc. -Newsletters Products -These were all distributed through one "official supplier." Buttons -Coins -Plates -Wood items -Garments -Bumper Stickers Budget Budget information is not available. M a Committee The Centennial Coordinating Committee planned and carried out the celebrations. Its members were volunteers from community organizations such �as: Glendale Events -Bit org prc -Bit -Cil Budget The ente cam Committee The Monrovia began pla provided a budget a organize and coordi Publicity began in 1 week of the centenn highlights of a very Events 1. .Fresno City and County Chamber of Commerce 2. Historical Society 3. Folklore Society 4. Alliance for the Arts 5. California State University 6. Fresno Unified School District 7. Fresno City College 8. California Agricultural Museum 9. Fresno County Farm Bureau 10. Fresno District Fair 11. Fresno Bee interested citizens served on this and its various sub -committees. Party at, City Hall- The parry included any community :)n that wanted to participate. Birthday.cake for everyone was iday Party Entertainment including Mickey Mouse from Disney Hall Open House and Tours >tal budget of $10,750 came totally from general funds. While ainment was donated, the graphics, cake, paper products, and rentals out of the budget. No fundraising was done. nittee was composed entirely of city staff, representing all the of Glendale's city government. ing 2 %2 years prior to the centennial year. The City Council a twenty -person citizen Centennial Committee was formed to e the year. In addition, a number of subcommittees were created. 3 under the supervision of the Public Information Office. Every year, there was some event. The following lists are only the 1 year. More information on file. -l.Ulll:Ci LJ- - -Art Exhibits and Festivals - -Monrovia Kickoff Parade -May 14, 1985 and May 13, 1986 -Monrovia Day Parade- May 17,- 1985 and May16, 1986 -Monrovia Days Carnival -May 14-17, 1985 and May 13-16, 1986 -Restaurant Festival -All July, August, and September 1985 -Awards and Recognition -All Centennial Year -Home Tours -Industry Tours -Library Activities -Country Fair -September 27-28, 1985 -Old Fashioned Picnic -October 11, 1985 -Time Capsule -May 16, 1986 -Moving Forward Ball -May 17, 1986 Public Relations and Outreach -Cit i Beautification Projects -This included stores and professionals donating paint and labor for those.who could not afford it. There were beauItification contests for all parts of the city. -Third Grade Curriculum on Monrovia's History -(developed) 5 -Monrovia Historical Museum -(created) -Volunteer Center -(created) -Newsletter -Trolley Products -Pins-Municipal departments and non-profit organizations all had their own. They were available individually and as framed sets. -Lithograph -Notecards -Logo Patches -Trivia Game of Monrovia -Centennial Cookbook -History Book -Banner-Individuals and business were invited to sponsor Centennial flags that would hang on Monrovia's main streets from May 1985 through May 1986. For a' $50 donation their name would be stenciled on and the money would go to the museum project. The flags continue to be displayed on all city holidays. Budget The City of Monrovia provided $5,000 seed money; office rent; and secretarial services for the Centennial. There was a great deal of fundraising prior to the centennial year and fundraising money was a critical part of the total budget. Complete budget figures are not available at this time. Committee The Committee began under Chamber of Commerce leadership (possibly Public Relations Committee). They started the initial planning and goal setting. This Chamber group also brought in the initial list, of potential Centennial Committee members. Appointed by the mayor, the all volunteer Centennial Committee had leaders from service organizations, staff, and schools. In order to establish the committee process and elect officers, they brought in a facilitator. No outside consultants were hired for the Centennial. Pasadena 100" Birthday June 14,1986 . An Executive Director for the Pasadena Centennial Coordinating Committee was hired in January, 1985. A very highly defined organizational structure was implemented, utilizing both some paid and mostly volunteer workers. Community groups and businesses played a major role in planning, implementing, and fundraising. Money, in addition to city funds and fundraising events, was raised through federal, state, and county grants and through a pairing of arts and business. This mutually advantageous effort, in which Pasadena's cultural organizations were paired with members of the business community, helped to provide funding for many cultural events. In addition to official city events, the Centennial Committee encouraged all citizen. groups to relate any special activities taking place during the year to Pasadena's Centennial. More information on file. Events -Gala Dinner-$100/plate fundraiser -Historic Photograph Exhibit -Competitions-These involved contests for designing centennial related products -Band Events -Centennial Ball in 1886 Costumes Pasadena Film Festival -They showed films made in Pasadena. -Games Day for Youth -Time Capsule -City Hall Open House Parade -Centennial Day -The ceremony took place in front of City Hall at noon. 2 -Centennial Theme Rose Parade Float -Community Centennial Chorus -Pasadena Chamber Orchestra -They closed their 1986 Season with a work commissioned in honor of Pasadena. -Centennial Quilt -Centennial Chamber Concerts -Tournament of Roses participation and mention -Refurbished Library Room (Lasting Gift) -Centennial Youth Advisory Committee (Lasting Gift) -Time Capsule -It is part of a craftsman style bench in City Hall -American Society of Interior Designers. Significant Interiors of. Pasadena -Caltech designates Asteroid Pasacentennium . -Logo Contest Products -Belt Buckles -Pasadena Photography Book -Tee shirts Pnetere -Video History of Pasadena -History Book -Rose Parade Banners Budget The budget total was $492,281.29. The breakdown was as follows: $85,500 from City General Funds; $386,228.29 total income; and $20,553 in commitments. This final figure was approximately $50,000 over their "high budget" estimate. Committee The Centennial Committee was led by an Executive Director and one associate for the total salary of $85,500. The Committee, itself, consisted of 25 members who had come from a pool of 300 applicants. The applications were a response to letters soliciting volunteers sent out to all organizations. They were evaluated by the Executive Director for appropriateness and then appointed by the Mayor and Board of Directors. The desire was to have the Committee be a cross section of the community, balanced in terms of age, sex, and ethnicity. It included representatives from city government: civic, cultural, patriotic, and historical societies; educational organizations; communications media; and business, trade, and professional associations. Eventually, there were 2000 volunteers and a small paid staff. Events -Series of Special Events in Park -Panoramic Photo and Video -Buried Time Capsule Products -Pins and Pin Collection -Pewter Paper Weights with Orange Crate Labels -Pencils -Canning Jar Bank -Silver Coins Budget The budget was $10,000, raised from selling the various centennial products. City Staff does not recall if any seed money was provided. 7 • Committee The City Council appointed volunteers to make up the committee. Thousand Oaks Twentieth Anniversary October 1984 Planning for the celebration began 20 months prior to the date. With wide community participation as the goal, the City Council and City Manager created a broad -based community committee chaired by a civic leader; provided a $20,000 City grant to the coordinating agency, the Conejo Future Foundation (a non-profit entity created by the Janss Corporation); hired a coordinator; and developed a list of activities. Planning committee members acted as liaison to local sponsoring organizations. More information on file. Events -Special Finale at City Fireworks ,Display, July 4 -Art Exhibit, September 16-October 4 -Business Seminar, September -Chamber of Commerce Mixer, September 20 -Thousand Oaks Night at Hollywood Bowl (buses provided) -Guided Morning and Evening Nature Walks -Give Day: Tribute to Volunteers -Pioneer Picnic at Stagecoach Museum, September 30 -Performing Arts Presentation at Cultural Center, September 30 -Thousand Oaks Family Album Exhibit, October -Reception for Artists at Library, October 5 -City Open House, October 6 and 7 -Religious Observances in Church and Synagogues, October 6 & 7 -Banquet Honoring Past Officials and Essay Grand Prize, Oct. 9 Public Relations and Outreach -High School Essay Contest -Twenty Year Retrospective Published in News Chronicle Each Week (one year each week) -One Minutes Vignettes on KNJO by Local Leaders -Recognition of Anniversary at Native American Pow Wow -Poster Contest (intermediate schools) -Birthday Card Contest (elementary schools) Distribution of 1000 Oak Seedlings -Brochure -Video Taping of Events (to be shown on Channel 8 and provide archive for library) -Information Booth at Oaks Mall -Logo, T020 used on everything Products -Pins (sold without profit and nominally priced) Budget The City of Thousand Oaks provided a $20,000 grant to the Conejo Future Foundation, which in turn provided supervision; guidance, office space, telephones, and equipment to the 20th Anniversary Committee. Committee The T020 Committee was made up of 23 representatives from , government agencies and civic organizations. in addition to planning all events, they acted as liaison to the more than 90 local organizations sponsoring activities. _ There were a, number of subcommittees, The Conejo Future Foundation (a non-profit entity, created by the Janss Family) was the coordinating agency. A coordinator and staff was hired, providing assistance to the T020 Committee, by arranging for regularly scheduled meetings, preparing agendas, and minutes, and meeting with or acting as a subcommittee member. They also provided information for publication and liandled correspondence, as well as, coordinating all activities and publicity. CONCLUSIONS Success in all of thel programs and events was determined by the degree of involvement and ownership by organizations, businesses, and individuals in both the planning and execution. It should also be noted that, despite the wide disparity in types of landmark celebrations, the refrain from all the staff in the cities contacted was one of extremely positive feelings about their birthday activities. They consistently expressed the belief that the programs and festivities served as a renewing force that galvanized the community. RECOMMENDATiION It is recommended that the City Council review this matter and provide direction on how to proceed. Lynn Zeller Intern I 9