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Home My WebLink About3C, Update on 2011 Celebrating Arden Hills Fall Festival�I�EN HILLS Request for Council Review Prepared By: Michelle Olson, Parks and Recreation Manager Work Session Date: July 18, 2011 Update on 2011 "Celebrating Arden Hills" Fall Festival Discussion Topic: Staff provided this for informational purposes and is looking for Council input regarding budget, sponsorships, Council involvement, and staffing. Supporting Documents: 1. Memorandum from Michelle Olson, Parks and Recreation Manager. 2. Attachment A: Celebrating Arden Hills Draft Schedule. 3. Attachment B: Estimated Event Expenses /Revenues as of 7/18/2011. �I�EN HILLS MEMORANDUM DATE: July 18, 2011 TO: Honorable Mayor and City Council Patrick Klaers, City Administrator FROM: Michelle Olson, Parks and Recreation Manager AO SUBJECT: Update on 2011 Celebrating Arden Hills Fall Festival Background The purpose of this memo is to update the City Council on the progress of our fall festival event which is scheduled for September 17th at Tony Schmidt Regional Park and Bethel University. The event planning is progressing nicely. The Planning Committee from last year's event dissolved. The 2010 event committee was made up of six members. Four members were unable to return to the Committee this year for various reasons. Two members were interested in returning but their availability was limited. The primary interest of the two individuals was to help with brainstorming ideas and providing input. However, they were not interested in working on assignments for the event. Staff sent out an email to last year's committee asking for their ideas and thoughts about last year's event. In addition, two members met personally with staff to discuss the event. The 2011 event planning is being done by me, with help from Sara Grant, Recreation Programmer. Presbyterian Homes was unable to host the art portion of the event this year due to anticipated construction impacts. City staff approached Bethel University to see if they would be interested in partnering on the event. They were excited for the opportunity and have agreed to host a similar art event as Presbyterian Homes, with the focus being on student art and music. The day will again be scheduled from 3:00 p.m. until dusk. The events at Bethel University will not begin until 5:00 p.m. Below is a summary of the events. The tentative schedule is included for review (Attachment A). Saturday, September 17 — Celebrating Arden Hills "Fling into the Student Arts" 5:00 -8:00 p.m. — Bethel University FEATURING: Student and professional art displays, facility tours and music from the Mounds View Orchestra and Bethel Jazz Band and much more! Shuttles will be provided to and from Bethel University from 4:45 p.m. until after fireworks (The shuttles, food and venue are provided complimentary by Bethel University). "Swing into the Park" 3:00 -Dusk (approximately 8:00 p.m.) — Tony Schmidt Regional Park FEATURING a show on Lake Johanna by the Shakopee -Prior Lake Water Ski Association, music by the Shoreview Northern Lights Variety Band highlighted by a spectacular Fireworks Display at Dusk! Activities in the park will include: Mad Science Presentation, Splatter Sisters, Community Booths, Pontoon Rides, Youth Activities such as Rock Climbing Wall, Bungee Trampoline Activity, Miniature Golf, Inflatable's, Hay Rides, Fire Dept. activities, Sheriff Kid Prints, K9 demos, and much more! Parking is limited at Tony Schmidt Regional Park. Shuttles will be provided to and from Tony Schmidt Regional Park to Perry Park for parking from 2:45 p.m. until after the fireworks (The shuttles are being provided complimentary by Presbyterian Homes). The fireworks are the main attraction at the event and they draw a large crowd. Staff received comments and observed at last year's event that the 3:00 -4:00 p.m. time frame of the event was poorly attended. Staff talked with Presbyterian Homes and Bethel University about their thoughts and ideas on how to draw more attendance during this time frame. They suggested a water ski show or higher profile band may be a good draw. A high profile band is difficult to fit within the budget due to the staging and sound equipment requirements. A water ski show is easier to manage logistically and has been popular in the past and could give the event a nice kick off! Staff researched various options and found that the water ski show could fit within the event budget. Concessions will be available throughout the entire event. Three food vendors have been secured with a large variety of food available. Two of the three vendors will be returning from last year. Budget The budget for the 2010 event was established by the City Council at $25,000. The City portion was set at $10,000 with sponsorships estimated at $15,000. Staff presented the final 2010 budget at the November 15, 2010 City Council Meeting. Below is the final balance: Expense: $18,288.81 (without staffing) Revenue: <$ 5,999.00> ($5,350 in sponsorships) * $12,289.81 CITY CONTRIBUTION *Did not include staffing — estimated at just under $4,500 Last year, the sponsorships fell short of the budgeted amount. The City Council agreed to make up the difference with the City contribution. Staff has been planning this year's event with the same process in mind. The budget for 2011 was set at $25,000 with $10,000 as the City -2- contribution and $15,000 budgeted in sponsorships /revenues. Currently, the sponsorships are listed below: ..................... ............................... Anchor Bank $1,000 Arden Hills Tobacco $1,000 Bethel University $500 (plus venue/ shuttles /food) Hood Packaging $1,500 Country Financial $500 Northwestern College $500 Smith's Medical $500 Arden Pharmacy & Gift $250 Bolton & Menk, Inc. $250 Catholic United Financial $250 Pot -Of -Gold Bingo $250 Kim's Tailor $50 McDonald's, Q.S.C., Inc. $100 Parkshore Apartments $50 Presbyterian Homes of Arden Hills Shuttle /Pontoon Super 8 Hotel One free night stay Staff sent out a second batch of sponsorship request letters in March. We are currently ahead of last year's sponsorship total. However, there are still quite a few sponsors from last year that have not donated. The sponsorships increased last year after Council members made personal phone calls to businesses that had not yet committed. Staff divided the businesses into five different lists and assigned each Council member a list to call (Staff will hand lists to the Council members at the meeting). A few of the Council members worked with staff to send a personalized letter and then followed it up with a phone call. This seemed to be an effective method. The current budget for our event is attached. Staff has been trying to manage the budget and have been trying to find activities at as low of a cost as possible. 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. Last year, the City Hall staff worked four hour shifts and the Public Works employees worked eight hour shifts. Staff plans on keeping these shifts similar to last year's event. While the staff was able to cover the work assignments, it would be beneficial to have additional volunteers to cover areas that were minimally staffed last year and added areas of need for this year's event. -3- North Heights contacted staff this winter and indicated they would like to provide a number of volunteers for the event through their weekend of service project. Staff is planning on utilizing these volunteers in similar positions as our City staff, focusing on areas where we lacked staffing last year. The addition of these volunteers will help to ensure all areas of the event are covered appropriately. Discussion The City Council indicated they would like to have a more visible presence at the event. The suggestion was made to have a City Council booth. Staff would like to confirm that the Council is still interested in this. If so, staff will provide a tent, table and chairs with a sign. If all Council members are interested in working, below are the shifts that would give us full coverage for the event: • 3:00 -4:15 p.m. • 4:00 -5:15 p.m. • 5:00 -6:15 p.m. • 6:00 -7:15 p.m. • 7:00 -8:15 p.m. Are all Council members available to work shifts? If so, is this the format you would like? Does Council want to sign up for shifts now or closer to the event? Does Council have an idea of the type of format they would like to utilize for this? Does each Council member want to pick a topic to focus on or just be available for general questions? Staff can provide handouts and displays, if needed. Action Requested Staff provided this for informational purposes and is looking for Council in p ut regarding budget, sponsorships, Council involvement and staffing. Attachments A — Celebrating Arden Hills Draft Schedule B — Estimated Event Expenses /Revenues as of 7/18/2011 \\ Metro- inet. us\ ardenhills \PR &PW\Recreation\MEMOS \Council Memos \07182011 Memo to CC Celebrating Arden Hills Update.doc -4- Attachment A: Celebrating Arden Hills Draft Schedule "Celebrating Arden Hill?' FciII Festivcil Saturday, September 17, 2011 3:00 — Dusk (Approx. 8 p.m.) EN HILLS www.ci.arden- hills.mn.us 651 - 792 -7800 Events, times and locations are subject to change! With the exception of concessions, all events are FREE of charge* "Fling into the Student Arts "(5:00 -8:00 p.m.) Bethel University (3900 Bethel Drive) SHUTTLE TO TONY SCHMIDT REGIONAL PARK for: "SWING INTO THE PARKS" PORTION OF EVENT Shuttle runs every 15 minutes to Tony Schmidt Regional Park (3500 Lake Johanna Blvd.) from 4:45 p.m. until 8:30 p.m. Shuttle pickup /drop off is front of CLC Community Life Center ** *LAST SHUTTLE IS AT 8:30 pm after fireworks. Schedule of Events 5:00 - 8:00 pm 5:00 - 6:00 pm 6:15 - 7:15 pm 7:15 — 8:00 pm Organ Music (Benson Hall) • Art Display, featuring art from Chippewa Middle School, Mounds View High School and Bethel University • Professional Art Gallery • Student Art Gallery • Facility Tours • Complimentary Refreshments Mounds View High School Orchestra (Benson Hall) Bethel University Jazz Band (Benson Hall) 1 "Swing into the Parks" (3:00 -Dusk) 1 1 Ton Schmidt Regional Park (3500 Lake Johanna Blvd.) 1 SHUTTLE TO REMOTE PARKING LOT AT PERRY PARK Parking Shuttle runs every 15 minutes to Perry Park 7 1 g ry ry (3 00 1 New Brighton Road). Shuttle pickup /drop off is west of 1 beach parking lot. 1 ** *LAST SHUTTLE IS AT 8:30 p.m. after fireworks 1 Shuttle runs every 15 minutes to Bethel University (3900 1 Bethel University) from 4:45 p.m. until 8:30 p.m. 1 ** *LAST SHUTTLE IS AT 8:30 pm after fireworks. SHUTTLE TO BETHEL UNIVERSITY for : "FLING INTO THE STUDENT ARTS" PORTION OF EVENT I Schedule of Events 1 3:00 1 1 3:00 - 4:00 pm 1 4:00 - 6:30 pm 1 14:15 -5:15 pm • Ice Cream, Caribou Coffee and other specialty food items 1 5:30 - 6:00 m available for purchase throughout entire event!! 1 P - 7:30 pm • Hay Rides • Youth Activities (Rock Climbing Wall Bungee Trampoline, Miniature Golf, Moonwalk, Inflatables, Face painters, Caricaturist, Carnival Games • Vehicle Display (fire trucks, police vehicles, City Public Works vehicles) • Community Booths • Fire Hose Relays _ =IN =III MIME NMI MINN =UM _ =MI __ MINI ___ NMI MIN ______MINN 1 7:00 -7:45 pm 1 7:00 pm - Dusk Shakopee Prior Lake Water Ski Show (beach area) Pontoon Rides (boat launch dock) Splatter Sisters (medium pavilion) K -9 — Ramsey County (Small Pavilion) Meet a Ramsey County K9 & handler Mad Science Fire and Ice (medium Pavilion) Shoreview Northern Lights Variety Band (main stage) 1 Concessions on sale throughout the entire event!! _L_________________________ Fireworks* at Dusk (approx. 8:00 pm) *In the event of inclement weather, fireworks will be rescheduled for Sunday, September 18th at dusk! PARKING IS LIMITED AT BOTH VENUES!!! There will be limited parking at Tony Schmidt Regional Park and Bethel University. Tony Schmidt Regional Park: Parking will be available in park (limited), on Lake Johanna Blvd near park (south side only) and County Road E. Park at Perry Park (3700 New Brighton Road) and walk (.64 miles) the new trail or ride the free shuttle. Bethel University— Parking will be available in main parking lot and free shuttles will be available from 4:45 p.m. until 8:30 p.m. after fireworks. Attachment B: Estimated Event Expenses/Revenues as of 7/18/2011 Donations Tables /Tents Celebrating Arden Hills - 2011 Estimated Revenue as of July 18, 2011 Totals Anchor Bank $1,000.00 Arden Hills Tobacco $1,000.00 Arden Pharmacy and Gift $ 250.00 Bethel University $ 500.00 Bolton and Menk, Inc. $ 250.00 Catholic United Financial $ 250.00 Country Financial $ 500.00 Derrek Homes?? Poster Hood Packaging $ 1,500.00 Kim's Tailor $ 50.00 McDonald's $ 100.00 Northwestern College $ 500.00 Parkshore Apartments $ 50.00 Presbyterian Homes Shuttle- pontoon Pot of Gold Bingo $ 250.00 Smith's Medical $ 500.00 Super 8 Motel free night $6,700.00 Last Year $ 499.00 Food Vendors KP Concessions Darn Good Foods Hometown Creamery $ 499.00 $ 50.00 $ 50.00 $ 50.00 $ 150.00 TOTAL $7,349.00 Entertainment Food/Youth Games Equipment Transportation Celebrating Arden Hills - 2011 Estimated Expense as of July 18, 2011 Shoreview Northern Lights Variety Band $ 600.00 Hay Rides ($650 - 2 hrs /$100 per hour after) $ 950.00 Fireworks $ 7,500.00 Mad Science $ 250.00 Prior Lake - Shakopee Water Ski Show $ 1,800.00 Splatter Sisters $ 625.00 $ 11,725.00 Rock Climbing Wall $ 1,151.49 Bungee Trampoline Activity $ 749.98 Miniature Golf $ 655.22 Moonwalk $ 175.00 $ 2,731.69 Midway Tents (10) $ 650.00 Midway weights (20) $ 40.00 Midway tables (8) $ 68.00 Midway chairs (100) $ 110.00 Tax $ 64.49 $ 932.49 Golf Carts Pedicab ?? $ 272.83 $ 272.83 Signs Signarama ?? Allegra ( Event Poster) $ Miscellaneous Thank You Ad (Bulletin) - estimate $ 300.00 Sound /Communication Ancom - DBA Midwest Radio Rental Advertising Park Rental Total Expenses CAH Resident Mailing Tony Schmidt Permit $ 300.00 $ 99.62 $ 99.62 $ - $ 555.83 $ 555.83 $ 16,617.46