Iowa League of Cities Conference BudgetTHE CITY OF
DUB E MEMORANDUM
Masterpiece on the Mississippi
August 28, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Budget for Iowa League of Cities Conference
Assistant City Manager Cindy Steinhauser is recommending that the budget for the City
to host the Iowa League of Cities Conference be increased from the existing $10,000
allocation, up to $14,845. Budget Director Jennifer Larson indicates that there is
sufficient savings in the City Manager's Office budget from Fiscal Year 2007 to cover
this increase in costs.
On September 26 through 28, 2007, the City of Dubuque will be hosting the Iowa
League of Cities Conference at the Grand River Center. This state-wide conference
brings together over 500 mayors, city council members, and city administrators from
across the State of Iowa to discuss issues impacting cities. During the course of the
three days, officials from other Iowa cities will tour the City of Dubuque and see first-
hand all the exciting projects and developments that have been completed or are
underway. In addition to registered delegates, there will be staff from the Iowa League
of Cities, product exhibitors and guests of the delegates in attendance, bringing the total
number of people associated with this conference coming to Dubuque to nearly 1,000.
This budget includes such things as a complementary Dubuque backpack filled with
Dubuque items, a promotion item for City of Dubuque's exhibit booth, City of Dubuque
shirts for City staff attending the event, and a welcome banner and trolley for
transportation between event sites. Also included in the budget are costs to promote
the pre-conference event, Growing Sustainable Communities, including printing and
mailing of postcards, print materials and audio-visual equipment for the speakers.
Currently shown in the budget, but not yet expended, is the cost to provide scholarships
for area high school and college students to attend the pre-conference event, as well as
additional advertisement for the event.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
~~-
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
THE CITY OF
DUB E
Masterpiece on the Mississippi
MEMORANDUM
August 27, 2007
TO: Michael C. Van Milligen, City Manager
FROM: Cindy Steinhauser, Assistant City Manage
SUBJECT: Budget for lowal League of Cities Conference
Introduction
The purpose of this memorandum is to provide information on the budget for the Iowa
League of Cities (ILC) Conference and to request additional funds.
Discussion
On September 26 - 28, 2007, the City of Dubuque will be host to the Iowa League of
Cities conference at the Grand River Center. This statewide conference brings together
over 500 Mayors, City Council Members and City Administrators to discuss issues
impacting cities. During the course of the three days, officials from other Iowa Cities will
tour the city of Dubuque and see first-hand all of the exciting projects and developments
that have been completed or are underway. In addition to registration delegates, there
will be staff from the Iowa League of Cities, product exhibitors and guests of the
delegates in attendance, bringing the total number of people associated with this
conference coming to Dubuque to nearly 1,000.
Included in the FY 2008 budget is $10,000 for expenses related to the City of Dubuque
hosting this event. In the past, host communities have budgeted to provide
complementary bags with local items as well as other amenities to enhance the
conference.
In addition to hosting the ILC conference, the city of Dubuque is engaged in a unique
opportunity with the Rockefeller Brothers Fund. The Rockefeller Brothers Fund
promotes social change that contributes to a more just, sustainable, and peaceful world.
Its programs are intended to develop leaders, strengthen institutions, engage citizens,
build community, and foster partnerships that include government, business, and civil
society. As part of the City of Dubuque's green initiative, the Rockefeller Brothers Fund
has agreed to co-sponsor a special pre-conference event on September 26th from 10:00
a.m. - 12:45 p.m. entitled "Growing Sustainable Communities". This session will
include a presentation by Mayor Rocky Anderson of Salt Lake City and Edward Mazria
an internationally renowned architect and senior fellow of the Design Futures Council.
Their presentations will offer insight on creating local and regional policies to promote
sustainability within communities. It will also explore how planning, building and zoning
codes can be integrated into sustainability strategies including green design initiatives.
Attached is a spreadsheet that identifies budgeted and realized costs associated with
each of these events. This budget includes such things as a complementary Dubuque
backpack filled with Dubuque items, a promotion item for city of Dubuque's exhibit
booth, city of Dubuque shirts for city staff attending the event, a welcome banner and
trolley for transportation between event sites. Also included in the budget are costs to
promote the pre-conference event including printing and mailing of postcards, print
materials (program, nametags & brochure) and audio-visual equipment for the
speakers. Currently shown in the budget, but not yet expended is the cost to provide
scholarships for area high school and college students to attend the pre-conference
event as well as additional advertisement for the event. Also shown in the budget is a
meal expense for the pre-conference event, however, this is directly offset against the
$15 per person fee to attend the event.
As indicated in the budget, the total for both events is now estimated at $14,845 and the
budget is $10,000, resulting in a shortage of $4,845. In reviewing this with Budget
Director Jenny Larson, she has indicated that there is sufficient savings in the City
Manager's Office budget from FY 2007 to cover this shortage.
Request
The requested action is for City Council to approve increasing the total budget for the
Iowa League of Cities Conference and the Pre-Conference event to $14,845.
Cc: Teri Goodmann, Assistant City Manager
Jenny Larson, Budget Director
Cori Burbach, Management Intern
ILC 2007
City of Dubuque Budget
Item Quantity
ILC conference
Backpacks
Exhibit booth giveaway
Coffee bar - 3 days
Registration giveaway
Trolley
73 Dept t-shirts (2 logos)
hors d'ouevres
banner
bookmark
Sub-total for ILC conf
Pre-conference event
Scholarships
Advertisment
Green event postcard
Postage
Green event meals
AN
Green event Weds a.m. recp
Print materials (program,
brochure, nametags)
Sub-total
Less: meal revenue
Revised sub-total for green event
Total Expense both events
Budget
Difference
Cost per unit Total Cost
500 $ 2.42 $ 1,210
1 $ 250.00 $ 250
1 $ 900.00 $ 900
500 $ 4.00 $ 2,000
1 $ 672.00 $ 672
1 $ 2,195.00 $ 2,195
1 $ 500.00 $ 500
1 $ 144.00 $ 144
1 $ 350.00 $ 350
$ 8,221
100 $ 15.00 $ 1,500
$ 2,000
$ 1,008
$ 1,016
500 $ 15.00 $ 7,500
1 $ 100.00 $ 100
1 $ 500.00 $ 500
1 $ 500.00 $ 500
$ 14,124
$ 7,500
$ 6,624
$ 14,845
$ 10,000
$ (4,845)