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Home My WebLink AboutB, Celebrating Arden Hills City Festival RecapAPJENHILLS Request for Council Review Prepared By: Michelle Olson, Parks and Recreation Manager Work Session Date: October 10, 2011 Celebrating Arden Hills City Festival Recap Discussion Topic: Staff provided the attached information to recap the 2011 Celebrating Arden Hills Fall Festival and is looking for input on the overall event. Supporting Documents: 1. Memorandum from Michelle Olson, Parks and Recreation Manager. 2. Attachment A: 2011 Celebrating Arden Hills budget. 3. Attachment B: Thank you letters and email received regarding the event. �zSI�EN HILLS MEMORANDUM DATE: TO: FROM: SUBJECT: October 10, 2011 Honorable Mayor and City Council Patrick Klaers, City Administrator Michelle Olson, Parks and Recreation Manager ind) Celebrating Arden Hills City Festival Recap Background The purpose of this memo is to recap the 2011 Celebrating Arden Hills Fall Festival which took place on September 17, 2011. Budget Below are the financial sponsorships that the City received: Abrams & Schmidt, Attorneys at Law $ 50 Anchor Bank $ 1,000 Arden Hills Tobacco $ 1,000 Arden Pharmacy and Gift $ 250 Bethel University $ 500 Bev Aplikowski $ 500 Bolton and Menk, Inc. $ 250 Brausen's $ 500 Catholic United Financial $ 250 Country Financial $ 500 Elfering & Associates $ 500 Hood Packaging $ 1,500 Kim's Tailor $ 50 Lakeside Homes $ 500 Land 0' Lakes $ 1,000 Mark A. Al, Netherlands Consulate $ 250 McDonald's $ 100 Northwestern College $ 500 Parkshore Apartments $ 50 Pot of Gold Bingo $ 250 Smith's Medical $ 500 TOTAL $ 10,000 The City received the following in kind donations: Anderberg Innovative Printing Solutions Poster printing discount Bethel University Venue, shuttle, refreshments, Jazz Band, Staffing Josh Hames Poster art work Presbyterian Homes Park and ride shuttle, pontoon Super 8 Motel One free night 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 City received $10,000 in donations for this year's event versus $5,350 in 2010. In addition, the in kind donations helped keep event expenses under budget. The detailed budget report is attached for your information (Attachment A). Please note that staff has estimated the budget as close to what the final numbers will be. However, there could be a few invoices that have not been accounted for. EXPENSE: The overall expense is listed at $19,639.77. This does not include office or Public Works staff time. The staffing time for this event is significant and should be factored into the overall budget. The Planning Committee that assisted with the 2010 event, disbanded. The planning and overall event coordination is handled by City staff. Staff time for this event is estimated below: Public Works Staff — 8 staff x $45.00 (Overtime pay) x 6 hours = $2,160.00 Office Staff — 6 NE staff x $25.00 (avg.) x 4 hours x 1.5 = $ 900.00 Office Staff — 6 E staff x $30.00 (avg) x 4 hours = $ 720.00 Seasonal Staff — 5 staff x $8.00 x 6 hours = $ 240.00 Joe M. —1 E staff x $30.00 (avg.) x 6 hours = $ 180.00 Sara —1 NE staff x $25.00 (avg.) x 9 hours x 1.5 = $ 337.50 Michelle —1 E staff x $30.00 (avg) x 13 hours = $ 390.00 TOTAL = $4,927.50 All of the figures above are estimates. Non - exempt staff was given comp time or overtime at time and a half. Exempt staff was given flex time at straight time. This figure does not include the Parks and Recreation Manager's planning of the event. In addition, the Public Works Dept. set up and prep the day before the event is not included. REVENUE: The overall revenue came to $10,696.00 versus $5,999.00 in 2010. This includes all Community Vendor fees, Food Vendor Fees and Sponsorships. 2 \\ Metro- inet. us\ ardenhills \PR &PW\Recreation\MEMOS \Council Memos \10102011 Memo to CC Celebrating Arden Hills Update.doc OVERALL BALANCE: 2010 Expense: $18,288.81 (without staffing) Revenue: <$ 5,999.00> $12,289.81 CITY FINANCIAL CONTRIBUTION (without staffing) 2011 Expense: $ 19,639.77 (without staffing) Revenue: <$ 10,696.00 > $ 8,943.77 CITY FINANCIAL CONTRIBUTION (without staffing) Therefore, the 2011 event City contribution came under the projected budget of $10,000 and was $3,346.04 less than 2010. Event Feedback City staff has received many positive comments regarding the event. Included for Council review are copies of a few thank you letters and email received by the City (Attachment B). Staff met with Bethel University on Wednesday, October 5th for a de -brief of the event. The overall impression was good. However, the attendance at the "Fling into the Arts" was less than what staff hoped for. Bethel staff estimates that between 200 -250 people attended throughout the event. The venue was very well received by those that attended. The partnership with Bethel University was very positive and they are open to working with the City in the future on the event. The general consensus from their staff was that the event does not draw enough people at this point to make two venues effective. The idea was brought up to work on increasing numbers in the park and maybe doing two venues every two to five years versus every year. Discussion /Action Requested Staff would like input from the Council on a number of items regarding the event in order for the planning for the 2012 event to move forward: 1. Does the Council have any direction on if the event should be one venue or two? 2. We received a concern from a resident about a political message that was being displayed at the event. Is the City open to political or church groups registering as a Community Booth? Messages displayed at these types of booths are difficult to monitor. Past practice was that staff would invite all local churches and all political groups to register, giving an equal opportunity for participation. 3. Staff has been approached by the Republican Party with an interest in sponsoring, coordinating and facilitating a fun run in conjunction with our fall festival. Is Council open to having one political party sponsoring a portion of the event? 3 \\ Metro- inet. us\ ardenhills \PR &PW\Recreation\MEMOS \Council Memos \10102011 Memo to CC Celebrating Arden Hills Update.doc 4. Any input on specific activities for the event? 5. Any overall input or feedback about the event? Staff is planning on beginning preparations for the 2012 event in the next couple of months. 4 \\ Metro- inet. us\ ardenhills \PR &PW\Recreation\MEMOS \Council Memos \10102011 Memo to CC Celebrating Arden Hills Update.doc Attachment A: 2011 Celebrating Arden Hills Budget Donations Celebrating Arden Hills - 2011 Revenue Totals Abrams & Schmidt, LLC $ 50.00 Anchor Bank $1,000.00 Anderberg Innovative Printing Solutions Poster Disc. Arden Hills Tobacco $ 1, 000.00 Arden Pharmacy and Gift $ 250.00 Bethel University $ 500.00 Bev Aplikowski $ 500.00 Bolton and Menk, Inc. $ 250.00 Brausen's $ 500.00 Catholic United Financial $ 250.00 Country Financial $ 500.00 Elfering & Associates $ 500.00 Hood Packaging $ 1,500.00 Josh Hames Poster Des. Kim's Tailor $ 50.00 Lakeside Homes $ 500.00 Land 0' Lakes $ 1,000.00 Marc A. Al, Netherlands Consulate $ 250.00 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 $10,000.00 Community Booths Tables /Chairs Beauticontrol $ 25.00 Republicans - House District 50 B $ 113.00 Cub Scouts Troop 9419 Health Source of Shoreview $ 25.00 Jimmy John's $ 25.00 Melaleuca & Premier Designs $ 25.00 Presbyterian Church of the Way $ 25.00 Ramsey County Sheriff Regents of the U of M $ 104.00 The Sanctuary $ 95.00 Shelly's Books- Usborne Books & More $ 25.00 Sherwin Williams $ 25.00 TCF Bank $ 34.00 The Villager Salon and Spa $ 25.00 U of M - Master Gardners (City invite) $ 546.00 Revenue continued on next page Food Vendors Celebrating Arden Hills - 2011 Revenue KP Concessions Darn Good Foods Hometown Creamery $ 50.00 $ 50.00 $ 50.00 $ 150.00 TOTAL $10,696.00 Entertainment Food/Youth Games Equipment Transportation Celebrating Arden Hills - 2011 Expense Shoreview Northern Lights Variety Band $ 600.00 Hay Rides ($650 - 2 hrs /$100 per hour after) $ 900.00 Fireworks $ 7,500.00 Mad Science $ 250.00 Prior Lake - Shakopee Water Ski Show $ 1,800.00 Splatter Sisters $ 625.00 Face Painter $ 150.00 Happy Faces - Caricaturist $ 270.00 $ 12,095.00 Rock Climbing Wall $ 1,151.49 Bungee Trampoline Activity $ 749.98 Miniature Golf $ 655.22 Moonwalk $ 175.00 $ 2,731.69 Midway Tents (13) $ 845.00 Midway weights (30) $ 60.00 Midway tables (12) $ 102.00 Midway chairs (100) $ 110.00 Tax $ 85.17 $ 1,202.17 Golf Carts $ 240.69 Pedicab $ 240.00 $ 480.69 Signs Signarama $ 551.48 Anderberg ( Event Poster) $ 163.52 $ 715.00 Miscellaneous Thank You Ad (Bulletin) Event Congestion Signs Michael's - Art Display Supplies ASCAP - Music Licensing Insurance Certificates Event Tshirts - Staff & Volunteers Sound /Communication Ancom - DBA Midwest Radio Rental $ 300.00 $ 43.11 $ 89.76 $ 311.67 $ 300.00 $ 348.00 $ 1,392.54 $ 87.85 $ 87.85 Advertising CAH Utility Insert $ 379.00 $ 379.00 Expense Continued on next page Celebrating Arden Hills - 2011 Expense Park Rental Tony Schmidt Permit $ 555.83 $ 555.83 Total Expenses $ 19,639.77 Attachment B: Thank you letters and email received regarding the event September 22, 2011 Arden Hills City Hall Fall Festival Committee 1245 West Highway 96 Arden Hills. MN 55112 -5734 re: Fall Festival This letter is to say thanks for a great fall festival. it is too bad that the weather was not so cooperative! 1 enjoyed the water ski show and the fireworks. 1 have lived here on Lake Johanna for more than 60 years so the waterski show brought back memories of my days on skis! My neighbor hbor stated that she brought down 3 grandchildren and they had a great time. 1 don't know if she will write so 1 will tell you that she felt it was a super opportunity for children. Pat commented on how well organized it was and that everything was free. 1 hop e you will continue this and 1 wish more of the residents would participate. It looked like there were lots of variety for all ages. Thanks again. Sincerely cc: David Grant let-") 1/04,-1A-& 431nN ett 0341-4)6;y ?41 '41' a 6. " --ntAr r-v‘_ttaviaLtk2,,,_ Po cthp X4%,— d-7'/- P4;4- ,"40-1-)A-)A,ertA2 Michelle Olson From: Becky Brazys Sent: Monday, September 19, 2011 7:24 AM To: Michelle Olson Subject: FW: Sept 17 celebration From: Sent: Saturday, September 17, 2011 8:46 PM To: AHlnformation Subject: Sept 17 celebration Thanks for the great September 17 celebration this year. The concert at Bethel was wonderful and the fireworks over the lake excellent! Great work! We'll see you again next year. 1