CITY OF COMMERCE AGENDA REPORT
TO: Honorable City Council
FROM: City Manager
SUBJECT: Recommend Council consider approving funding for a reimagined City-wide Las Vegas Excursion MEETING DATE: January 28, 2025
RECOMMENDATION
The Department of Parks & Recreation is requesting funding in the amount of $89,125 for a proposed city-wide adult excursion scheduled for Friday, June 6 through Sunday, June 8, 2025, to Las Vegas. This trip will accommodate up to 250 participants, requiring lodging, chartered transportation, welcome dinner, associated supplies and staff time.
BACKGROUND
The City of Commerce, Parks and Recreation Department has historically hosted a citywide Las Vegas excursion for adults aged 21 and over. The last trip was conducted in November 2019, with the program put on hold due to the COVID-19 pandemic.
In previous years, up to 250 residents/industrial residents participated in this weekend-long event, which included transportation to and from Las Vegas, a City Council-hosted dinner, raffles, and entertainment. The purpose of the excursion was to build community spirit and camaraderie, providing an opportunity for adults in the community to enjoy a weekend with city officials, commissioners, and invited guests.
The trip was intended to strengthen community ties and foster engagement among residents. The Parks and Recreation Department handled all preparations, including hotel reservations, scheduling of dinners, entertainment, staffing, and on-site assistance.
Part-time and full-time staff were assigned to accompany residents and address their needs throughout the weekend. While in Las Vegas, residents were free to explore on their own, with clear instructions to report back to the buses at the designated time on Sunday morning.
ANALYSIS
Quotes have been obtained from the Golden Nugget for accommodations, chartered busses, the welcome dinner, supplies and staff time. Please take note that the Welcome Dinner was previously sponsored by the Commerce Casino. If directed, staff can reach out to the Casino to inquire about once again hosting the dinner. In addition, the quote includes a check-in of Thursday of which staff will arrive a day earlier to prepare, gather keys, prepare rooms and work with the casino host to ensure a smooth arrival. The additional day will allow for busses to leave earlier on Friday thus arriving in Las Vegas around noon and allowing guests to have immediate access to their rooms rather than having to wait until the early afternoon/evening to get into their assigned rooms.
Below you will find the cost analysis.
Category
Cost
Lodging
$31,125
Chartered Buses (5)
$25,500
Welcome Dinner
$10,000
Supplies
$15,000
Staff Time
$7,500
Total
$89,125 ($68,844 if subsidized)
Option 1 (Residents pay full cost) -- Participant cost premised on single occupancy would equate to approximately $357.00 Option 2 (City subsidy of 25%) – Participant cost premised on single occupancy would equate to $267.38 *Rates are based on 250 registered participants.
ALTERNATIVES
Approve staff recommendation
Disapprove staff recommendation
Provide further direction to staff
FISCAL IMPACT
If the City Council approves the reinstatement of the Las Vegas Excursion, and directs staff to proceed with Option 2, an appropriation of $22,281 from the General Fund Unallocated Fund Balance (Reserves) will need to be approved to make up the delta between the non-subsidized total cost of $89,125 and the partially subsidized (25%) total cost of $68,844.
RELATIONSHIP TO STRATEGIC GOALS
The agenda item relates to the 2016 Strategic Plan, Community Quality of Life Guiding Principle 4:
Support and evaluate community services, programs and events that promote healthy and quality of lifestyles for our residents. Enhance public safety and social services through innovative programs that meet the needs of the residential and business communities.
Respectfully submitted: Ernie Hernandez, City Manager
Recommended by: Greg Alaniz, Parks and Recreation Director Fiscal Impact reviewed by: Vilko Domic, Assistant City Manager Approved as to form by: Noel Tapia, City Attorney