May 17, 2005
SUBJECT: 2005 State of the City Event
REPORT IN BRIEF
Mayor Chu has proposed that this year’s State of the City event again be a casual, picnic in the park ceremony at Washington Park, on Independence Day, Monday, July 4, 2005. The event will begin at 11 a.m. and run until 2 p.m. The event will also feature the annual community awards. Because this year’s event will take place after the start of fiscal year 2005/06, staff requests the carryover of any allocated but unexpended State of the City funds from FY 2004/05 to FY 2005/06, without impact to the regular FY 2005/06 State of the City funding.
BACKGROUND
The State of the City event has been held each year since 1981 to provide an opportunity for the Mayor and Council to present the public with a review of issues affecting the community and an outlook for the future. The event also fosters community awareness and identity, while recognizing the achievements of outstanding individuals and organizations in the community. The traditional components of the State of the City event have included presentation of awards and the Mayor’s annual State of the City address. Each year the Mayor recommends a theme or emphasis for the event, and specific plans are prepared for the program to carry out that theme.
EXISTING POLICY
The annual State of the City event supports various goals set forth in the Community Participation Sub-Element 7.2 of the City’s General Plan, including the following:
· Achieve a community in which citizens and businesses are informed about local issues and City programs and services.
· Assure that all citizens have reasonable access to City information, services, programs, policymakers, and staff within budgeted resources.
· Create a strong, positive community identity.
DISCUSSION
The date, theme and program for each year’s State of the City event is selected by the Mayor. Mayor Chu has elected to continue last year’s theme of a community-centered Independence Day picnic in the park, with refreshments, entertainment and the annual community awards.
The program will be an alcohol-free event, and will run from 11 a.m. to 2 p.m.
As was the case last year, the Department of Parks and Recreation (DPR) will not hold a July 4th festival at Baylands Park this year to avoid an event conflict. Having a single event will serve to increase community participation.
The State of the City event is free and open to the public, but at the Mayor’s direction, a nominal $1 charge for food is proposed. Some previous State of the City events have also charged for food, though not all. The event will be publicized using Quarterly Report, KSUN-15, ads, news media releases, the Sunnyvale Web site and other outreach.
FISCAL IMPACT
Resources for the State of the City event have been provided in the Office of the City Manager budget, under Program 732. $70,028 is allocated for this year’s event. It is anticipated the budgeted resources will be sufficient to cover this event. However, because the date of the event falls after the start of the new fiscal year, expenses will be incurred during both fiscal years 2004/05 and 2005/06. Therefore, it is requested that at the close of fiscal year 2004/05, any allocated but unexpended State of the City funds be carried over into the Fiscal Year 2005/06 budget, without impacting any planned funds for the following State of the City event.
Conclusion
Because this year’s event will take place after the start of fiscal year 2005/06, staff is recommending the carryover of any allocated but unexpended State of the City funds from FY 2004/05 to FY 2005/06, without impact to the regular FY 2005/06 State of the City funding.
PUBLIC CONTACT
Public contact was made through posting of the Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s Web page, and the availability of the report in the Library and the City Clerk’s Office.
ALTERNATIVES
1. Approve in concept the plans for the State of the City event and approve carryover of allocated but unexpended funds.
2. Modify the concept plans for the State of the City event.
3. Do not approve the plans for the State of the City event.
RECOMMENDATION
Staff recommends Alternative #1.
Reviewed by:
Robert Walker, Assistant City Manager
Prepared by: Adam Levermore-Rich, Deputy Communications Officer
Approved by:
Amy Chan
City Manager