RPVCCA_CC_SR_2013_07_02_01_40th_Anniversary_Gala_Wrap_UpCITY OF
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR & CITY COUNCIL MEMBERS
CAROLYNN PETRU, DEPUTY CITY MANAGER~
JULY 2, 2013
40TH ANNIVERSARY GALA WRAP-UP
CAROLYN LEHR, CITY MANAGER@~'" c.L
RECOMMENDATION
1) Receive and file the accounting summary for the 40th Anniversary Gala held at
Terranea Resort on May 5, 2013; and, 2) Authorize staff to make a $2,500 donation to
both the Palos Verdes Peninsula Land Conservancy and Los Serenes de Point Vicente,
for a total amount of $5,000, from the proceeds of the event.
INTRODUCTION
2013 marks the 40th Anniversary of the City of Rancho Palos Verdes' incorporation.
Consequently, the City planned a series of events to commemorate the occasion. The
City Council approved a budget of $40,000 as part of the FY12-13 Recreation and
Parks Department's Special Events Program to fund all of the activities related to the
year-long celebration. The first event was a formal Anniversary Gala held at Terranea
Resort on Sunday, May 5th. This event was also designed as a fund-raiser for two local
non-profit organizations that closely partner with the City. The purpose of this staff
report is to provide Council with an accounting summary of the expenses and donations
related to the Anniversary Gala, and to seek Council authorization to make a $2,500
donation from the proceeds of the event to the Palos Verdes Peninsula Land
Conservancy and to Los Serenes de Point Vicente, for a total donation of $5,000.
DISCUSSION
Ticket Sales
The primary source of revenue for the Anniversary Gala was derived from ticket sales.
A total of 341 tickets were sold for $140.00 each, resulting in the collection of $47,740.
It should be noted that 57 of the tickets sold were donated back to the City by the
purchasers (see "Donations" discussion below), which were used to allow some
dignitaries, volunteers and others to attend the event who would not otherwise be able
to do so. No compensated (free) tickets were provided, with the exception of three
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40th Anniversary Gala Wrap-Up
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members of the press, who were required to show their press passes in order to be
admitted into the event.
Charitable Donation to Non-Profits
The Anniversary Gala was designed as a fund-raising event. As stated on the
invitations and other publicity, the event was advertised as benefiting both the Palos
Verdes Peninsula Land Conservancy and Los Serenos de Pointe Vicente. Therefore, a
portion of each ticket sold was intended to fund a $2,500 donation to each of these
non-profit organizations, for a total donation amount of $5,000. Based on 341 tickets
sold, the estimated tax deductible portion of each purchased ticket is $14.67. With
Council's authorization, $5,000 will be deducted from the $47,740 in revenue derived
from the ticket sales and $2,500 remitted to each organization. Following Council's
action, the City will also send letters (see attached draft) to each person who purchased
a ticket(s) to the Gala for their own tax purposes.
Donations
In addition to the proceeds from the ticket sales discussed above, a number of
generous donations made by residents, private companies and City vendors helped to
defray a significant portion of the cost of the event. The donations received for the
Anniversary Gala fall into three categories: 1) in-kind services; 2) cash; and, 3) donated
tickets. As reported to the City Council on May 21 5
\ the following was donated to the
City in support of the event:
In-Kind Services
ACTI Environmental Services: Tino Productions Band
EDCO Disposal Corporation: Wine
Tiger Squadron: Arial Fly-Over
Terranea Resort: Palos Verdes Ballroom Venue
Total Estimated Value: $34,000 -$42,000*
*These services were paid for or provided by a third party and no invoice was processed by the City;
therefore, staff can only estimate what these items would have cost had the City paid for them directly.
Cash
Sande Ishibashi: $100
Sil and Victor Quirarte: $100
Richards, Watson & Gershon: $2,000 for floral arrangements
Total Value: $2,200
Donated Tickets
Blais and Associates: Three tickets
Bill Bloomfield: Four tickets
Susan Brooks: Seven tickets
Marilyn and Rob Katherman: Six tickets
Stephanie and Drake Kennedy: Seven tickets
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40th Anniversary Gala Wrap-Up
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Carolyn Lehr: Ten tickets
Thomas D. Long: Five tickets
Microsoft Corporation: Ten tickets
Jerome Unitin: Two tickets
Venco: One ticket
West Coast Arborists: Two tickets
Total Value: 57 Tickets x $140 = $7,980*
*This amount is included in the $47,740 in revenue derived from ticket sales discussed above.
Expenses
The chart below reflects the invoices paid by the City for the Anniversary Gala, less the
revenue received from the ticket sales and cash donations:
40 TA ANNIVERSARY GALA EXPENSES
Category Cost
Meals & Service Charges $39,476.94
Gift Bags & Name Tags $4,366.65
Broadcast Coverage $3,741.00
Advertising $3,063.04
Entertainment, Table Linens & Programs $2,953.16
Centerpieces $2,282.12
On-Line Registration Service $1,893.39
Invitations $1, 140.94
Meals for Set Up Staff & Volunteers $176.64
Total: $59,093.88
CONCLUSION
By all accounts, the 40th Anniversary Gala held at Terranea Resort on May 5th was a
resounding success. The chart below provides a final reconciliation of the costs:
40tfi ANNIVERSARY GALA ACCOUNTING SUMMARY
Category Amount
Revenue from Ticket Sales $47,740.00
Cash Donations $2,200.00
Subtotal: $49,940.00
Charitable Donations to Non-Profits ($5,000.00)
Subtotal: $44,940.00
Expenses ($59,093.88)
Total Cost of Event: ($14, 158.88)
When taken together, it is noteworthy that the City was able to sponsor a formal
evening event at a premiere coastal resort attended by over 300 people for a net cost of
less than $15,000.
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4oth Anniversary Gala Wrap-Up
July 2, 2013
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FISCAL IMPACT
The FY12-13 General fund budget provided for the 40th Anniversary celebration is
$40,000. With a total expense of $14, 153.88 for the Gala, which includes the $5,000
donation to the two non-profit organizations, the current balance is $25,846.12 for the
remaining two events planned during the remainder of the calendar year. These
include 40th Anniversary enhancements to the City's annual Fourth of July Celebration
and a reception at Trump National Golf Club on September ih. The City is on target to
adhere to the budget for these remaining events.
Attachments:
Draft lett~r to gala ticket purchasers
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July XX, 2013
<Name>
<Street Address>
<City, State, Zip Code>
Subject: Rancho Palos Verdes 4oth Anniversary Gala
Dear:
I would like to take this opportunity to express the City's gratitude for your participation
in the celebration of the City's 40th anniversary at Terranea Resort on May 5, 2013. We
hope that you had a wonderful time at the event. We also want to take another
opportunity to thank Terranea Resort for hosting our birthday party, especially its
generous participation.
As you may recall, a portion of the proceeds from your ticket purchase was for the
benefit of both the Los Serenos Point Vicente (our "Docents") and the Palos Verdes
Peninsula Land Conservancy (PVPLC). In fact, $5,000 of the proceeds from the ticket
sales was divided between the Docents and PVPLC. We have estimated the tax
deductible portion of each ticket purchased to be $14.67. The City's federal tax ID
number is 95-2867872. We encourage you to seek the advice of your tax advisor to
determine the amount of your income tax deduction associated with your participation in
this event.
Again, thank you for your participation in the 4oth Anniversary Gala.
Sincerely,
Carolyn Lehr
City Manager
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