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Home My WebLink About15 - NB-2 - Mayors Charity Dinner - 1/17/2012MEETING DATE: January 17, 2012 ITEM NUMBER: SUBJECT: MAYOR'S CHARITY DINNER DATE: JANUARY 10, 2012 FROM: OFFICE OF THE CEO PRESENTATION BY: DAN JOYCE, PUBLIC AFFAIRS MANAGER FOR FURTHER INFORMATION CONTACT: DAN JOYCE (714) 754-5667 dan.joyce@costamesaca..gov RECOMMENDATION: That the City Council provide staff direction on the event and considers the formation of a Mayor's Charity Dinner Committee. See Attachment 1, "Committee Formation Application Form." BACKGROUND: Council Member Steve Mensinger requested that City Council consider the creation of the Mayor's Charity Dinner and the creation of a committee. The event is supported by Mayor Gary Monahan and by various Costa Mesa organizations. The formation of a committee is in compliance with Council Policy 000-2, "Committees and Boards." See Attachment 2. Charity events hosted by Mayors have been a long standing tradition for cities throughout the United States and in Southern California. Neighboring cities of Newport Beach and Fountain Valley have hosted successful Mayor's dinners for several decades. In fact, Fountain Valley recently celebrated their 501h Anniversary. ANALYSIS: The Mayor's Charity Dinner will bring awareness to the community, build community pride and raise funds for designated Costa Mesa organizations. The event will serve as a platform to recognize past Mayors, award the "Citizen of the Year" and a "Life Time Achievement" award. These awards will recognize pillars in the community. The event will benefit from the strategic alliances and pooling of resources from four key Costa Mesa organizations: • Costa Mesa 900 • Costa Mesa Chamber of Commerce • South Coast Metro Alliance • The Costa Mesa Conference and Visitor Bureau Key members of these groups have expressed an interest in serving on the committee, if City Council decides to implement the event. The success of the event is due solely to the generosity of cash sponsorships, table sponsors, individual ticket sales, beverage sales and in-kind sponsorship. City staff will oversee the committee and serve as event director. The committee will be supported by community volunteers. It is estimated that a minimum of 20 hours of staff time will be required for the pre -event organization. ALTERNATIVES CONSIDERED: Do not proceed with the event and do not create a Mayor's Charity Dinner committee. FISCAL REVIEW: It is staff's expectation that the event will be self -funding through cash sponsorships, table sponsors, individual tickets, beverage sales and in-kind donations. The Conference and Visitor Bureau has committed $10,000 in sponsorship to start up the event, and will be used to fund deposits for the venue, secure local vendors and to produce preliminary marketing materials. Costa Mesa 900 will serve as the lead organization and be responsible for collecting and processing all sponsorships and registration. Any net proceeds generated from the event will be allocated back into three organizations; Costa Mesa 900 (33%), Costa Mesa Chamber of Commerce (33%) and South Coast Metro Alliance (33%). LEGAL REVIEW: No legal review is required for this item. CONCLUSION: The City Council needs to determine to move forward with the event whether or not to create a Mayor's Charity Dinner Committee. 2 Dan Joyce Public Affairs Manager Bobby Young Director of Finance & IT (fiscal review only) Thomas R. Hatch Chief Executive Officer DISTRIBUTION: Costa Mesa Chamber of Commerce South Coast Metro Alliance Costa Mesa Conference and Visitor Bureau ATTACHMENTS: 1 Committee Formation Application 2 Council Policy 000-2, Committees and Boards File Name: 011712MayorsCharityBall I Date: 011112 1 Time: 10:45 a.m. Attachment I COMMITTEE FORMATION APPLICATION Proposed Name: Mayor's Charity Dinner Committee Task/Objective(s): The Mayor's Charity Dinner will bring awareness to the community, build community pride and raise funds for several Costa Mesa organizations. The event will serve as a platform to recognize past Mayors, award the "Citizen of the Year" and a "Life Time Achievement" award. These awards will recognize pillars in the community. The event will benefit from the strategic alliances and pooling of resources fiom four key Costa Mesa organizations: • Costa Mesa 900 • Costa Mesa Chamber of Commerce • South Coast Metro Alliance • The Costa Mesa Conference and Visitor Bureau. Type: ❑ Standing x Ad Hoc Proposed Membership: Committee will be supervised by designated staff. Committee members will consist of members of the community and key individuals from Costa Mesa 900, Costa Mesa Chamber of Commerce, South Coast Metro Alliance and Costa Mesa Conference and Visitor Bureau. Proposed Term of Office: Minimum 6 months or until completion of event. Committee Expenses (estimated): The event will be self -funding through cash sponsorships, table sponsors, individual tickets, beverage sales and in-kind donations. The Conference and Visitor Bureau has commitment $10,000 in sponsorship to start up the event, and will be used to fund deposits for the venue, secure local vendors and to produce preliminary marketing materials. Requested By: Dan Joyce, Public Affairs Manager Date: 1/10/12 Address: 77 Fair Drive, 5"' Floor, Costa Mesa, CA 92626 Telephone: 714-754-5667 Fax: 714-754-5330 ATTACHMENT 2 CiTY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE COMMITTEES AND BOARDS 2/1/99 1 of 3 000-2 REV: 3/3103 BACKGROUND The last revision to this Policy occurred in December, 2002. Since that time, City Council opted to modify the recruitment and selection of Planning and Parks & Recreation Commissioners. Council Policy 000.2.5 was subsequently established to provide the specific procedures for recruitment and selection process for both Commissions. Council Policy 000- 2 has been changed to cover only the City's appointed committees and boards. PURPOSE To provide clear and cohesive policies which assist appointed committee and board members in performing their duties, and procedures for new committee and board formation. OLIC 1. Bring community attitudes and needs into focus by providing valuable communication links between the community and the government of the City. 2. Facilitate recommendations from the community, which aid City Council in making sound decisions concerning policy formulation and resource allocation. 3. Establish and maintain a streamlined mechanism to facilitate committee and board formation; membership, interaction, work programs, and evaluations. PRACTICES AND PROCEDURES 1. Formation and Membership a. Based upon the need for citizen Input on matters of importance to the community, requests to form a committee or board may be made by individual Council Members, local organizations, or residents. "Committee Formation Application Forms" and "Committee Interest Forms" shall be made available to all interested parties. b. Upon review of the Formation Request Form, City Council may constitute a new committee or board by formal action. Such action will establish the purpose of the committee or board and the number of members. c. Individuals may apply to serve concurrently on more than one committee or board assuming there is no conflict In regular meeting schedules. ATTACHMENT CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE PAGE NUMBER DATE COMMITTEES AND BOARDS 2/1/99 2 of 3 000-2 "1 1. d. The City Council will appoint members to various committees and boards with staggered terms. e. The Mayor shall designate at least one member of City Council to serve as a non- voting liaison to each committee or board, The primary focus of this liaison relationship will be with the committee chairperson. MEMBERSHIP TERMS a. Committee and board members shall be appointed or reappointed for a term of two (2) years (staggered) unless otherwise specified by City Council. b, Upon the formation of new committees and boards, staggered two-year membership terms shall be established by City Council. The expiration of all committee and board terms shall be tied to one of two time periods: 1. April 2. October c. To vacate a position on a committee or board, the person shall file a written resignation with the City Clerk's Office. Vacancies may be filled immediately or held open until a regular appointment time period occurs. d. The City Council, at any thee, may request the resignation of or terminate membership of any committee or board member. e. Alternates shall automatically fill vacancies left by the departure of full members. The staff liaison shall ensure that alternate appointments to regular member status are made In a timely manner, as described in the Commissions/Commlftees/Boards Handbook. 3. WORK PROGRAM/COMMITTEE REVIEW PROCESS a, Each February, all committees and boards shall prepare and submit a Work Program for City Council review. The Work Program shall Include: • Evaluation of the previous years' progress; o Delineation of the upcoming year's program, goals and objectives; and • Proposed budget requests. ATTACHMENT 2 CITY OF COSTA MESA, CALIFORNIA COUNCIL POLICY SUBJECT POLICY EFFECTIVE DATE COMMITTEES AND BOARDS 2/1/99 JPAGNUMBER 000-2 REV:3/3/03 b. The City Council shall conduct a Committee Review Process once a year In February to review the role and progress of committees and boards to determine their effectiveness. In doing so, City Council reserves the right to revise the status of various committees and boards based upon their need and benefit to the community. 1, GENERAL INFORMATION AND PROCEDURES Except as provided in this policy all committees and boards shall be guided by the policies set forth in the Commissions/Committees/Boards Handbook. In case of any Inconsistencies between this policy and the Handbook, the provisions in this policy shall govern these committees and boards. The Handbook Includes material on such items as: • Agenda/Minutes • Attendance Requirements ■ Brown Act Requirements Compensation Conflict of Interest 2, QUORUM DUE TO VACANCIES • Formal Communication with City Council • Legislative Activity • Oath of Allegiance a Staff Liaison Roles ■ Travel and Expense Policy a, Where there are no vacancies by resignation of members, the quorum for a committee or board formed by City Council shall be a majority of the members of such body. b. Where the membership on a committee or board is reduced to less than a majority of the members of such a body due to vacancies by resignation of its members, the quorum shall be a majority of the remaining members of such body until the vacancies are filled by City Council; provided, however, that under no circumstances would the quorum be lowered to less than three (3) committee or board members. (For example, a committee formed by City Council, which has seven members, would need four members to be present for the committee to take formal action on a matter on the agenda for the meeting. If vacancies occur due to resignations of the members, the quorum would be adjusted to require a. minimum of three members to be present for the committee to take formal action on a matter on the agenda while the vacancies have not been filled by City Council. Once the vacancies are filled, the quorum would return to the requirement of four members.)