02-04-2003 - Invitation to Participate in 2004 Tournament of Roses ParadeCity of West Covina
Memorandum
TO: Andrew G. Pasmant, City Manager
and City Council
• FROM: Steven L. Samaniego,
Interim Community Services Director
SUBJECT: INVITATION TO PARTICIPATE IN
2004 TOURNAMENT OF ROSES PARADE
RECOMMENDATION:
AGENDA
ITEM NUMBER: E=1
DATE: February 4, 2003
PRINTED ON RECYCLED PAPER
It is recommended that the City Council provide policy direction whether to accept the invitation
to participate in the 2004 Rose Parade.
DISCUSSION:
The Pasadena Tournament of Roses Association has extended the City of West Covina an
invitation to participate in the 2004 Rose Parade. (See Attachment #1). In order to hold our
place, the Tournament of Roses Association requested a reply by January 31, 2003. Staff
received approval for an extension on this deadline. to February 7, 2003. A $2,500 entry fee must
accompany an affirmative reply. The entry fee is not refundable if it the City Council decides
not to pursue the project subsequent to paying the entry fee.
The City Council appropriated $120,000 in General Fund money for the 2003 float and
associated events. Of this appropriation, it is estimated that approximately $115,500 will be
expended, leaving a balance of $4,500. As of January 22, the Foundation has deposited $45,465
into City account 110-310-0000-4733 and expects to receive an additional $1,000 shortly.
Further, during the 2001 Rose Float project, the Chamber established a private business bank
account, which is still used by the Foundation. The current balance of this account $4,698. In
total, the Rose Float Foundation will reimburse the City all but $64,311 for the 2003 Rose Float
and related events. A preliminary financial status report ending January 22, 2003 is included in
this report (Attachment #2). The final financial report will be presented at a later time, including
a report from the Float Foundation.
The policy question is whether or not the City Council wishes to continue to participate in the
Rose Parade and fund a float entry. It bears mentioning that, as part of the FY 02-03 budget
process, the City Council approved $120,000 in General Fund monies for the 2004 Rose Float.
This amount is currently reflected in the adopted budget.
•
ALTERNATIVES:
1. Accept the invitation and authorize payment of the $2,500 entry from the existing
General Fund appropriation.
2. Accept the invitation and authorize the West Covina Rose Float Foundation to initiate
payment of the $2,500 entry from the balance of the private business bank account on
the City's behalf.
3. Advance the $2,500 entry fee on behalf of the West Covina Rose Float Foundation
and request reimbursement.
4. Decline the invitation, knowing that, in doing so, the City loses its place as a past
parade participant. As a result, if the City desired to re-enter the Rose Parade at
another point, it would have to completely reapply for consideration.
FISCAL IMPACT:
The impact of accepting the invitation would be $2,500 for the entry fee. If accepted, a budget
• and a contract for the design and construction of a float will be presented at a later meeting.
C.-Documents and Settings XmcdonaldlDesktopUgenda Report 2-4-03 - Invitation for 1004 rev 4.doc
Prepared By: Reviewed and Approved by:
•
41yyonald,Steven f Samaniego,
Administrative Analyst II Interim Community Services Director
ATTACHMENTS
1. Invitation from Pasadena Tournament of Roses (January 10, 2002) - Attachment #1
2. Preliminary Financial Report for 2003 Rose Float, Ending January 22, 2003 -
Attachment #2
is
•
C.-Documents and SettingslKmcdonaldlDesktopL4genda Report 2-4-03 - Invitation for 2004 rev 4.doc
ATTACHMENT #1
S"
PASADENA TOURNAMENT of ROSES
•
January 10, 2003
El
Mr. Kelly McDonald
Administrative Aide
City of West Covina
1444 W. Garvey Ave. So.- Community Services
West Covina, CA 91790
Dear Kelly McDonald:
It is with utmost pleasure that I, on behalf of the Board of Directors, extend this
official invitation to the City of West Covina to participate in the 115th Tournament of
Roses Parade, to be held on Thursday, January 1, 2004, in Pasadena, California.
Please respond to this invitation before January 31, 2003. An entry fee of
$2,500.00 should accompany the enclosed update and acceptance forms at that time.
We welcome your continued participation in America's New Year Celebration.
Yours sincerely,
7JoDelgatto
Float Entries Committee Chairman
391 SOUTH ORANGE GROVE BOULEVARD • PASADENA, CALIFORNIA 91184
TEL 626.449.4100 • FAX 626.449.9066
ATTACHMENT# 2
Preliminary Financial Report for 2003 Rose Float
Expenditures
Construction of Float
$
100,000
Game Tickets
$
4,265
Official Pins
$
1,486
Turnarounds
$
600
Golf Tournament
$
6,919
Security at Plaza
$
660
Summer Concerts
$
547
Supplies
$
943
TOTAL
$
115,420
Revenues
Memberships
$
400
Donations
$
12,428
Waste Bills
$
6,298
Golf Tournament
$
13,968
Merchandise
$
4,803
Turnarounds
$
2,292
Game Tickets
$
1,855
CS Events - Revenue
$
3,422
SUBTOTAL
$
45,465
Business Account
$
4,698.36
TOTAL
$
50,164
0
Below is a table depicting a summary of the total revenues and expenditures for the first four •
Rose Float events.
ROSE FLOAT EVENT YEAR
1999 Float
2000 Float
2001 Float
2002 Float
Actual
Actual
Actual
Actual
Revenues Raised
$ 101,623
$ 66,360
$ 2,500
$ 42,020
Expenditures
$ (162,585)
$ (148,927)
$ (120,000)
$ (127,915)
Surplus/(Deficit) 1 a� a, - �b i
** Preliminary Report as of January 22, 2003
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