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Home My WebLink About2A, Celebrating Arden Hills City Festival Recap I II ,- IZEN HILLS i Request for Council Action 2A Prepared By: Work Session Date: October 15,2012 Michelle Olson, Parks and Recreation Manager Celebrating Arden Hills City Festival Recap Budgeted Amount: Actual Amount: Funding Source: $15,000—Donations/Revenue $12,083.00— General Fund $10,000—City Expense Donations/Revenue $7,974.46—City Expense not including staffing) Discussion Topic: Staff provided this Celebrating Arden Hills City Festival Recap for informational purposes. Supporting Documents: 1. Memorandum from Michelle Olson, Parks and Recreation Manager 2. Attachment A: 2012 Celebrating Arden Hills Budget 3. Attachment B: Summary of Event from Kim Tamble I.t ,-A EN HILLS MEMORANDUM DATE: October 15, 2012 TO: Honorable Mayor and City Council Patrick Klaers, City Administrator FROM: Michelle Olson, Parks and Recreation Manager 011 SUBJECT: Celebrating Arden Hills City Festival Recap Background The purpose of this memo is to recap the 2012 Celebrating Arden Hills Fall Festival which took place on September 15, 2012. The planning of the 2012 event was done by Kim Tamble - resident, Sara Grant - Recreation Programmer and myself. BudjZet Below are the sponsorships that the City received: PLATINUM $1,000 and U Boston Scientific $1,000 Hood Packaging $1,000 Lakeside Homes $1,000 Land O' Lakes, Inc. $1,000 Linde 's Prime Steak House $1,000 $1,000 plus pontoon Presbyterian Homes and shuttle Staples $1,000 ' GOLD $750 and U $500 plus band and Bethel University TCAAP shuttles SILVER $500 and U Brausen Family Repair Center $500 Country Financial $500 Elfering &Associates $500 Northwestern College $500 Smith's Medical $500 BRONZE $250 and U Alle ra Print& Imaging Printing of posters Beyond Design Poster Design Bolton & Menk, Inc. $250 Catholic United Financial $250 Marc. A. Al, Netherlands Consulate $250 Trinity Lutheran $250 UTC Climate Controls Security $250 OTHER George's Shoes & Repair $25 qift card Kim's Tailor $50 McDonald's, Q.S.C., Inc. $100 Parkshore Apartments $50 Pu leasa Company, Inc. $100 Resolution Graphics $75 TOTAL $11,625.00 777:�::d 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 $11,625.00 in donations for this year's event versus $10,000 in 2011. 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 $20,057.46. This does not include office or Public Works staff time. The staffing time for this event is significant and is not listed in the attached budget. Staff time on the day of the event is listed below: Public Works Staff $2,185.00 Office Staff $1,786.00 Seasonal Staff $ 194.00 Sara $ 364.00 Michelle 447.00 TOTAL = $4,976.00 Non-exempt staff was given comp time or overtime at time and a half for their time. Exempt staff was given flex time at straight time for their time. This figure does not include the Parks and Recreation Manager's or Recreation Programmer's planning of the event. In addition, the Public Works Dept. set up and prep the day before the event is not included. The Public Works staff devotes the majority of the day before the event to packing supplies, loading equipment, picking up supplies at City Hall, cleaning trucks, moving event signs and general event prep. REVENUE: The overall revenue for this year's event came to $12,083.00 versus $10,696.00 in 2011. This includes all community vendor fees, food vendor fees, caricaturist fees and sponsorships. 2 \\Metro-inet.us\ardenhills\PR&PW\Recreation\MEMOS\Council Memos\10152012 Memo to CC Celebrating Arden Hills Update.doc OVERALL BALANCE: 2011 Expense: $ 19,639.77 (without staffing) Revenue: <$ 10.696.00 > $ 8,943.77 CITY FINANCIAL CONTRIBUTION (without staffing) 2012 Expense: $20,057.46 (without staffing) Revenue: <$12,083.00> $ 7,974.46 CITY FINANCIAL CONTRIBUTION (without staffing) The 2012 event City contribution came under the projected budget of$10,000 and was $969.31 less than in 2011. Event Feedback City staff has received many positive comments regarding the event. Staff received several emails and phone calls complimenting the City on the event and thanking the City for running the event. COMMUNITY INVOLVEMENT The planning committee that assisted with the 2010 event, disbanded. Kim Tamble, Arden Hills resident worked for several months with staff to try and re-establish the committee. Recruiting a new committee or significant event volunteers was unsuccessful. However, Kim's assistance with this event was invaluable to the overall success of the event. We had 25 community booth vendors this year compared to 15 in 2011 and sponsorships increased by $1,625.00. This is in large part due to Kim's recruitment efforts. Kim is unable to attend Monday night's meeting. However, she provided a summary of her thoughts on the volunteer recruitment efforts and overall event (Attachment B). EVENT ATTENDANCE The event seemed to run very smoothly and the weather could not have been better. It is difficult to determine the attendance for this event because there is no admission to the event. The City took attendance logs/fees at a few of the events/activities and below is the counts: Shuttle from Perry Park: 67 total from park Pontoon rides: 43 children/91 adults = 134 total riders TCAAP Tour#1: 35 TCAAP Tour#2: 24 Hay Rides: 305 children/282 adults= 587 total riders Community Booth Cards turned in for drawing: 108 cards (50% A. Hills residents) Caricaturist$ received: $158.00 3 \\Metro-inet.us\ardenhills\PR&PW\Recreation\MEMOS\Council Memos\10152012 Memo to CC Celebrating Arden Hills Update.doc NEW ACTIVITIES One of the most difficult tasks of running an annual event is creating new activities and ideas. With Kim's help, staff tried some new activities and most were well received. Community booth sticker cards were created to help encourage event visitors to visit the various booths. We received many positive comments regarding this from the various booth vendors and visitors seemed interested in participating. The option was given to the community vendors to either pay for their booth by check or provide a give-away at an equal value. This worked well and the City had 20 prizes for the drawing. In addition, we tried some community booth demos. These had a mixed response. TCAAP tours seemed popular and the petting zoo appeared to be a favorite for families. Discussion/Action Requested Staff provided this report for informational purposes. 4 \\Metro-inet.us\ardenhills\PR&PW\Recreation\MEMOS\Council Memos\10152012 Memo to CC Celebrating Arden Hills Update.doc Attachment A : 2012 Celebrating Arden Hills Budget Celebrating Arden Hills - 2012 Revenue Donations Totals Boston Scientific $ 1,000.00 Hood Packaging $ 1,000.00 Lakeside Homes $ 1,000.00 Land O' Lakes $ 1,000.00 Lindey's Prime Steakhouse $ 1,000.00 Presbyterian Homes $ 1,000.00 Staples $ 1,000.00 Brausen's $ 500.00 Country Financial $ 500.00 Northwestern College $ 500.00 Elfering &Associates $ 500.00 Smiths Medical $ 500.00 Bethel University $ 500.00 Bolton and Menk, Inc. $ 250.00 Catholic United Financial $ 250.00 Trinity Lutheran $ 250.00 Marc A. Al, Netherlands Consulate $ 250.00 UTC Climate Controls Security $ 250.00 Pugleasa Company, Inc $ 100.00 McDonald's $ 100.00 Resolution Graphics $ 75.00 Parkshore Apartments $ 50.00 Kim's Tailor $ 50.00 Allegra Print and Imaging $350 in printing Beyond Design Poster Design George's Shoes and Repairs $25.00 gcard $11,625.00 Community Booths Tables/Chairs Blake Huffman $ 20.00 Brian's Birds $ - 20.00 g. card Cub Scout Pack 419 $ - DFL $ 20.00 Great China $ - $20.00 g. cert. Hair Expressions $ - $25.00 g. card Health Partners Arden Hills $ - exercise toning st. Health Source Chiropractic $ 20.00 Hering Chiropractic $ 20.00 National Coalition for Men $ 20.00 Mind & Body Chiropractic $ - $135.00 free visits MnDOT $ - North Heights Lutheran Church $ - $20.00 g. cert. Revenue Continued on next page Revenue Continued Presbyterian Church of the Way $ 20.00 Ramsey County Master Gardeners $ - Republicans $ 20.00 $20.00 gas card River of Life $ 20.00 Scentsy Wickless $ 35.00 $35.00 g. card Sherwin Williams $ 20.00 Usborne Books & More $ 35.00 The Villager Salon & Spa $ - $100 in giveaways $ 250.00 Miscellaneous Face Painter $ 158.00 $ 158.00 Food Vendors KID Concessions $ 50.00 West Indies Soul Food $ 50.00 $ 50.00 TOTAL $12,083.00 Celebrating Arden Hills - 2012 Expense Entertainment Petting Zoo $ 1,050.00 Hay Rides ($650 -2 hrs/$150 per hour after) $ 1,125.00 Fireworks $ 7,500.00 Photo Booth $ 587.81 Face Painter $ 270.00 Caricaturist $ 397.50 D.J. $ 350.00 Magician $ 450.00 Shoreview Northern Lights Variety Band $ 600.00 $12,330.31 Youth Games Rock Climbing Wall $ 1,075.00 Bungee Trampoline Activity $ 700.00 Moonwalk $ 189.00 Tax on Magic Bounce games $ 135.03 Carnival Prizes $ 137.49 $ 2,236.52 Equipment Midway Tents (10) $ 750.00 Midway weights (20) $ 40.00 Midway tables (6) $ 51.00 Midway chairs (100) $ 140.00 Delivery $ 70.00 Tax $ 72.26 $ 1,123.26 Transportation Golf Carts $ 347.81 $ 347.81 Signs Sourceone Graphics $ 627.68 $ 627.68 Miscellaneous Thank You Ad (Bulletin) $ 500.00 Schedule of Event(Bulletin) $ 550.40 Party City(wristbands/tickets for carnival) $ 60.04 Michael's (stickers for c. booth cards) $ 63.95 Frattalone's (banner cleaner) $ 5.67 Microphone $ 40.15 Event Congestion Signs $ 43.11 Office Depot Supplies $ 61.08 ASCAP- Music Licensing $ 320.00 Pre event Ad (Bulletin) $ 525.00 Event Tshirts-Staff&Volunteers $ 200.00 $ 2,369.40 Expense Continued on next page Celebrating Arden Hills - 2012 Expense Expense Continued Sound/Communication Ancom - DBA Midwest Radio Rental $ 87.85 $ 87.85 Advertising CAH Utility Insert $ 379.00 $ 379.00 I i Park Rental Tony Schmidt Permit $ 555.63 $ 555.63 Total Expenses $20,057.46 Attachment B : Kim Tamble — Summary of event I truly enjoyed getting to know my city better and the collaboration between the 3 of us (You,Sarah and 1) was great! I think we were able to play to each of our strengths. We couldn't have asked for a better day to hold the event and I was truly impressed on the set up and tear down efforts. What a great day! Volunteering I used several mechanisms to find volunteers to support the event; Sign up sheet at Bethel CDC,Arden HillBillies and Facebook social media options, email, word of mouth. There was a great deal of excitement at the beginning and we had 9 volunteers raise their hands. Once we laid out the commitment of meetings and the list of opportunities to support the event, one by one, life took over and the volunteers could not make the commitment to assist. In the end, it was myself, Sarah and Michelle that carried the work load. Although the community appears to enjoy the event,their ability to assist and support the planning of the event is simply limiting. Life is too busy! New Event Ideas Several new ideas were implemented this year including; photo booth, stamp card to draw people into the community booths,give aways provided by local businesses and community booths, demonstration area, D1/Karoke, Magician, Bethel band, and new food vendors I think this was an excellent blend of activities for all ages I had several of the community booths stop me and compliment us on the stamp card idea. They really felt like it made the day go by fast and allowed them an opportunity to engage with a number of residents. I think the demonstrations were more mixed. The runway show had a nice draw but the other demos were difficult to hear and had small number of interested individuals. Not sure if this is worth doing in the future. I wasn't able to visit the magician or D1 but I heard several people commenting about the magician and how great he was! I know that Michelle personally spent a ton of time trying to secure the food vendors this year. I would love to see us find a food truck that does some of the Fall favorites—roasted corn on the cob, kettle corn, etc. There is a huge food truck following now in downtown MPLS so I believe I might be able to assist us with this next year. Also would also like to try to secure a coffee/tea/smoothie vendor next year. Sponsorships and Community Involvement I spent several hours driving around and personally speaking with over 50 business to ask for their support this year-donation,gift cards, community booth, demonstration,volunteering. There seemed to be a great deal of interest in supporting the city this year. I hope this was reflective in the fundraising and give-aways collected. I also spent time driving around putting up posters at businesses and the businesses were very supportive. Overall, I thought the event planning and execution went very smoothly. I would have loved to get a volunteer group to help out but honestly, I couldn't have asked to be on a better team with Michelle and Sarah! Thanks for allowing the opportunity to participate and would love to help out again next year! Kimberly Tamble