HomeMy WebLinkAbout2F, Update on 2010 Celebrating Arden Hills Fall Festival ,--AAQENHILLS
MEMORANDUM
DATE: May 17, 2010 Item 2.F
TO: Honorable Mayor and City Council
Patrick Klaers, City Administrator
FROM: Michelle Olson, Parks and Recreation Manager
SUBJECT: Update on 2010 Celebrating Arden Hills Fall Festival
BackLyround
The purpose of this memo is to update you on the progress of our fall festival event which is
scheduled for September 18'1, at Tony Schmidt Park and Presbyterian Homes. The event is
progressing nicely. The day will be scheduled from 3:00 p.m. until dusk. Below is a summary
of the events. The draft event brochure is
Saturday, September 18—Celebrating Arden Hills
Fling into the Arts
3:00-8:00 p.m. —Presbyterian Homes
FEATURING THE DANCING AND MUSIC OF THE RESISTORS from 4:30-7:30 p.m.
Art displays, garden tours and gardening tips, music and much more! Shuttles will be provided
to and from Presbyterian Homes to Tony Schmidt Regional Park throughout the event. In
addition,pontoon rides are available every 20-30 minutes!
Swing into the Park
3:00-Dusk—Tony Schmidt Regional Park
FEATURING the SHOREVIEW NORTHERN LIGHTS VARIETY BAND from 7:00 through the
FIREWORKS at dusk!!
Activities in the park will be: Mad Science Presentation, Splatter Sisters, DJ, Community
Booths, Youth Activities such as Rock Climbing Wall, Bungie Trampoline Activity, Miniature
Golf, Hay Rides, Fire Dept. relay activity, Sheriff Kid Prints, K9 demos, etc...
Concessions will be available throughout the entire event.
Budget
The budget established by the City Council was $25,000. The City portion was established at
$10,000 and the hope was that sponsorships could cover the remaining $15,000. The
sponsorship letters were mailed out to all Arden Hills businesses in January. Below is the
current amount of sponsorships that the City has received:
BUSINESS NAME AMOUNT
Anchor Bank $1,000.00
Arden Pharmacy& Gift $250.00 -
Bethel University $500.00
Boston Scientific Corp. $750.00
Bremer Bank $100.00
Geroge's Shoe Repair $100.00
Kim's Tailor $50.00
McDonald's $100.00
North Heights Lutheran
Church $250.00
Pace Industries $50.00
Presbyterian Homes
Brausen's Item TBD
One free
Super 8 Hotel night
$250
Allegra Printing printing
Staff is planning on sending out a second batch of letters in the next few weeks. However, the
sponsorships are so low that City Council may want to consider assigning follow up phone calls.
The current budget for our event is attached. The Committee has been trying to watch the
budget and have been trying to find activities at as low of a cost as possible. The fireworks are
the main attraction of this event and that is $7,500 from the budget. The $20,000-$25,000
seems to be an appropriate and manageable number for the overall event budget. The budget
does not include any staffing from City Hall or Public Works. This event has always been a
mandatory work day. The City Hall staff had four hour shifts and the Public Works employees
had eight hour shifts. The City Hall hourly staff either have to adjust their hours to work four
hours less during the week to accommodate the Saturday shift or the City would be obligated to
pay comp time at time and half. Up until this point, staff has been asked to save the time and
date of this event and that a mandatory shift will be given out. The City will need to work with
the union to work out something for the Public Works crew. Unless they take a shift off during
the week to adjust their hours, they would be paid overtime for the event. Does Council have a
preference on how the shifts are handled?
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The staffing time for this event is significant and should be factored into the overall budget. The
Planning Committee, which consists of eight members, has done a nice job brainstorming ideas
and working on a forinat for the event. However, the carrying out of the event and the overall
management of the event continues to be staff driven versus citizen driven.
Recommendation
Staff provided this for informational purposes and is looking for Council input regarding budget,
sponsorships and staffing.
Attachments
A— Celebrating Arden Hills Draft Pamphlet
B — Current Budget
11Metro-inet.uslardenhills\PR&PWIRecreation\MEMOS1Council Memos1051710 Memo to CC Celebrating Arden Hills Update.DOC
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Attachment
A.
Draft Celebrating Arden Hills Pamphlet
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Attachment B :
Current Celebrating Arden Hills budget
Celebrating Arden Hills - 2010
Expense
Entertainment
Resistors - Presbyterian Homes $ 1,000.00
Shoreview Northern Lights $ 600.00 _
Hay Rides ($650-2 hrsl$100 per hour after) $ 950.00
Fireworks $ 7,500.00
Mad Science $ 235.00
Storyteller $ 150.00
D.J. -
Splatter Sisters $ 625.00
$11,060.00
Food/Youth Games
Rock Climbing Wall $ 1,151.49
Bungie Trampoline Activity $ 749.98
Tents (Midway)
$ 1,901.47
First Aid
Transportation
Signs Signarama
Acurate Press (Poster)
Allegra ( Large Poster)
Programs
Sound/Communication
Celebrating Arden Hills - 2010
Expense
Expense Continued
Bathrooms
Park Rental Tony Schmidt Permit $ 545.11
$ 545.11
Miscellaneous
$0.00
Equipment
$0.00
Total Expenses $13,506.68
Celebrating Arden Hills - 2010
Revenue
Donations Totals
Anchor Bank $1,000.00
Arden Pharmacy&Gift $250.00
Bethel University $500.00
Boston Scientific $750.00 _
Bremer Bank $100.00
Geroge's Shoe Repair $100.00
Kim's Tailor $50.00
McDonald's $100.00
North Heights Lutheran Church $250.00
Pace Industries $50.00
Presbyterian Homes
Super 8 Motel
Allegra Printing
$3,150.00
Tables/Tents -
Food Vendors
Kathy Sinclair $ 50.00
Merchandise
Sales
$3,150.00