CC 20161101 L Annual Holiday Party BudgetRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 11/01/2016
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to authorize budget for Annual City Holiday Party
RECOMMENDED COUNCIL ACTION:
(1) Authorize budget and alcohol purchases for Annual City Holiday Party.
FISCAL IMPACT:
Amount Budgeted: $5,000
Additional Appropriation: None
Account Number(s): 101-1005-411-57-00
ORIGINATED BY: Matt Waters, Senior Administrative Analyst
REVIEWED BY: Cory Linder, Director of Recreation and Parks 4 '--
APPROVED BY: Doug Willmore, City Manager
BACKGROUND AND DISCUSSION:
The City of Rancho Palos Verdes has hosted an annual City Holiday Party on the first
Monday in December for many years. The event has been held at the Point Vicente
Interpretive Center in recent years and typically is attended by approximately 150-175
people. Attendees are made up of City of RPV Council, Commission and Committee
members, heads of local organizations, elected officials from neighboring Peninsula
Cities, former RPV Council members, local dignitaries and City Staff.
In the recent past, the City has not purchased alcoholic beverages for the event, based
on Council direction. The alcoholic beverages for the event were purchased with personal
funds provided by senior Staff or the City Attorney. The current City Manager discontinued
this practice. If the Council wishes that alcoholic beverages be provided at this event,
then explicit permission needs to be given to the City Manager to expend City funds for
this purpose. In addition, the budget for the 2016 Holiday Party is $5,000. Staff is
beginning advance planning for the event. Below is a proposed draft budget for the 2016
Holiday Party, based on actual expenses from the 2015 Party.
2016 Holidav Partv Draft Budaet
Item(s)
Vendor
Amount
Catering and related expenses:
catering staff, decorations, linens
Entertaining Friends
Catering
$4,250
Musical Entertainment
Mark Fitchett
$150
Sodas, bottled water, cups
TBD
$150
Wine
TBD
$350
1
Misc. Expenses: Ice, name tags
TBD
$100
etc...
Entertaining Friends
Catering
$4,000
Musical Entertainment
Total
$5,000
The budget for the 2015 Holiday Party was also $5,000. For comparison purposes, below
is a chart of actual expenses for that event:
2015 Holiday Party Expenses:
Item(s)
Vendor
Amount
Catering and related expenses:
catering staff, decorations, linens,
cocktail table
Entertaining Friends
Catering
$4,000
Musical Entertainment
Mark Fitchett
$150.00
Sodas, bottled water, cups
Smart & Final
$140.09
Wine
Ralphs
$324.53
Misc. Expenses
Party Cit /Ralphs
$23.88
Total Expenses
$4,683.50
ALTERNATIVES:
The following actions are available for the City Council's consideration:
1. Direct Staff to make changes to the 2016 Holiday Party budget and authorized
purchases.
2. Cancel the 2016 Holiday Party.
2