01-02-2001 - Martin Luther King Jr. Birthday CelebrationCity of West Covina
Memorandum
AGENDA
TO: Daniel G. Hobbs, City Manager ITEM NO. C — 4b
and City Council DATE January 2, 2OW O
PRINTED ON RECYCLED PAPER
FROM: Tom Hatch, Community Services Director
SUBJECT: MARTIN LUTHER KING JR. BIRTHDAY CELEBRATION
SUMMARY: The Community Services Department is requesting funding for hosting
and co -sponsoring the annual Martin Luther King Jr. Event
BACKGROUND:
The City of West Covina and the San Gabriel Valley NAACP is co -sponsoring the annual
Martin Luther King Jr. Birthday Celebration at City Hall for the second year. The event
will be similar to last year and will have vendors, organizations, multi -cultural
entertainment, a theatrical presentation, dance and vocal groups, diversity games, radio
station presence, West Covina DARE .& Rec-N-Roll vans, food and craft booths, free
children's games w/prizes and free door prizes. The Community Services Department is
requesting that the City provide funding for the equipment rental costs.
DISCUSSION•
The MLK Jr. Committee is anticipating attendance between 400 and 500 throughout the
day. Community Services would need to provide support staff prior to the event to assist
with the planning and preparation. Staff is also needed the day of the event to assist in
set-up, clean-up, and monitoring of the event. These staff costs will be absorbed in the
existing budget, however, there will still be additional costs of approximately $1,000 for
renting the necessary tables and chairs to accommodate 30-50 vendors and organizations
and approximate 500 guests at the Welcome Ceremony. The City's existing supply of
tables and chairs is not adequate enough to serve the needs of this event and the available
equipment is needed for the daily City activities. .
FISCAL IMPACT:
This event did not receive funding during the 2000-2001 budgeting process because of
very limited General Fund dollars. The additional costs for the City to co-sponsor the
expanding event is approximately $1,000. The Non -Departmental City Council Reserve
Account of the General Fund is appropriate for this type of request 110-304-2640-6900.
RECOMENDATION:
It is recommended that the City Council authorize the requested expenditure of $1,000
from the Non -Departmental City Council Reserve Account of the General Fund 110-304-
2640-6900 to rent the necessary tables and chairs.
Prepared by
Angela M. WilliamV
Community Services Aide
Reviewed and approved by:
4760
Tom Hatch
Community Services Director
Reviewed and approved by:
1 C
Artie Fie ds
Asst. City Mgr./Acting Finance Dir.