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Home My WebLink About07-09-07 Post-Work Session Item 2B ~ /]'\~ HILLS MEMORANDUM DATE: July 9, 2007 Agenda Item: Work Session - 2.B. TO: Michelle Wolfe, City Administrator Honorable Mayor and City Council Members FROM: Michelle Olson - Parks and Recreation Manager SUBJECT: "Celebrating Arden Hills" Background In 2006, the City Council made the decision to cancel the 2007 Celebrating Arden Hills Festival in order to reevaluate the event for the future. The City Council has not discussed specifics about this event since that time. Annual events generally take an entire year to plan from start to finish. Weare now past the one year planning stage for an event next summer. Staff is looking for feedback on how to proceed for 2008. · Does the City Council want to have some type of festival in 2008? If 2008 is going to have an event, it needs to be decided fairly soon so that proper planning can occur. If the event is going to have wholesale changes from years past, it may be difficult to plan in one calendar year. · What ideas or thoughts does the City Council have about the scope and style of event? The 50th Anniversary seemed to be a well attended and well organized event. The Committee for that event worked for over 16 months on the planning and organizing. The residents seemed excited to participate and they looked at that event as a one time celebration. Since the 50th Anniversary, the volunteers have been difficult to find and attendance at the event seems to have declined. · Do the residents want to see an annual event and if so, will the City be able to recruit volunteers to assist or facilitate planning for the event? The City will be conducting a community survey this summer. The survey will include a few important questions about Celebrating Arden Hills and will possibly get some resident input. Staff is estimating that the City has had near fifty inquiries about the absence of the event, including phone calls, emails, walk in questions and web site inquiries. The front desk has also had some residents express interest in helping with the planning and facilitation of the event. If a group of residents are Celebrating Arden Hills Page 2 interested in facilitating the event, it may take more than one year to create the group, brainstorm ideas, and to organize and facilitate the event. · How should this event be planned, organized, and carried out? This event had become almost exclusively staff driven. A volunteer committee that began for the 50th Anniversary dissolved. Do we want to attempt to recruit members for a committee or does the City Council want it to be staff driven - as in the past? How does the City go about recruiting residents for an event committee? · Should staff budget anything for the 2008 event? The time to budget for 2008 is fast approaching. Should staff allocate funds for this event? If so, how much? (In 2006, we budgeted $40,000 expenditures, $10,000 revenues, resulting in a balance of -$30,000). The actual budget from last year's event is included for reVIew. Recommendation Staff is looking for direction on the possibility of organizing an annual festival in 2008 and if there is an event, how will it be organized, planned, and carried out for the future. \ \Metro-inet. us\ardenhills\PR&PW\Recreation\MEMOS\Council Memos\Celebrating Arden Hills Counci107.DOC Donations TableslTents Celebrating Arden Hills - 2006 Revenue North Suburban Youth Visit Minneapolis North Anchor Ban k Guidant Corporation Lakeside Homes Northwestern College Presbyterian Homes URS Bethel University North Heights Church Arden Pharmacy & Gift Cub Foods Brausen Enterprises, Inc. Flaherty's Arden Bowl Big Ten Supper Club, Inc. CMGRP, Inc. (Anonymous) Arden Shoreview Animal Bremer Bank Frattallone's Ace Hardware Hansen, Dordell, Bradt.... Land 0' Lakes, Inc. McDonald's, QSC Inc. Pot 0 Gold Twin Cities North Chamber Kim's Tailor Trinity Lutheran of Lk Joh Derrek Hames J.J. Taylor Rotary Club of AH/SV Presbyterian Homes Flaherty's Arden Bowl Davanni's Neighbor's United Hair Expressions Kate Knuth for State Rep Arden View Kiwanis Anchor Bank Revenue Continued Totals $ 4,000.00 $ 2,000.00 $1,000.00 $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 1,500.00 $ 500.00 $ 500.00 $ 250.00 $ 250.00 $ 200.00 $ 200.00 $ 150.00 $ 150.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 $ 100.00 $ 50.00 $ 50.00 Poster Water $15,600.00 $ 90.00 $ 80.00 $ 15.00 $ 20.00 $ 15.00 $ 10.00 $ 15.00 $ 10.00 $ 80.00 Tables/Tents AH Library Wells Fargo 50B House Distr. Republ. TCF National Bank Finney for Sheriff Change Maker Inc. Bethei University Watkins/Gracies House Food Vendors Big Bell Ice Cream Charanko's Mini Donuts Foreastos Heartland Kettle Corn Ticket Sales Merchandise Sales City Hall Day of Event $ 85.00 $ 20.00 $ 20.00 $ 10.00 $ 10.00 $ 10.00 $ 90.00 $ 10.00 $ 590.00 $ 50.00 $ 50.00 $ 50.00 $ 50.00 $ 200.00 $ 1,224.00 $ 634.00 $ 1,858.00 $ 98.00 $ 98.00 $18,346.00 Celebrating Arden Hills - 2006 Expense Entertainment White Sidewalls $ 2,500.00 Prior Lake Water Ski Association $ 1,600.00 Prior Lake Ski - Addt!. Insurance Cost $ 100.00 Fireworks $ 7.500.00 Walton's Hollow Petting Zoo $ 2,300.00 Happy Faces (CaricaturisVFace Painter) $ 2,270.00 Mad Science $ 235.00 Splatter Sisters $ 575.00 $ 17,080.00 FoodNouth Games Chuckwagon Catering $ 3,180.00 ServicelDeliverylTax $ 1,005.45 Magic Bounce - Adrenaline Rush $ 1,250.00 Magic Bounce - Fun House $ 425.00 Magic Bounce Giant Slide $ 875.00 Spin Art $ 425.00 Rock Climbing Wall $ 1,075.00 Water Wars $ 750.00 Insurance/Food Permit License Fee $ Tents (Aarcee) $ 8,134.48 Tents (Midway) $ 1,344.00 $ 18,463.93 First Aid Red Cross ($55/hr x 7 hours+ $50) $ 500.00 $ 500.00 Transportation First Student (TCAAP & Shuttles) $ 1,052.02 Golf Carts $ 550.61 $ 1,602.63 Signs Signarama $ 746.75 Acurate Press (Poster) $ 637.94 Allegra ( Large Poster) $ 255.60 $ 1,640.29 Programs Insert in Bulletin $ 616.85 Accurate Press - Flyer $ 349.32 $ 966.17 Sound/Communication Generator $ 1,015.48 Walkie Talkies $ 68.00 $ 1,015.48 Celebrating Arden Hills - 2006 Expense Expense Continued Bathrooms $ 84.55 Park Rental Tony Schmidt Permit Showmobile $ 358.88 $ 1,000.00 $ 1,358.88 Miscellaneous Thank You Ads - Focus/Bulletin $ 1,161.50 Event T-shirts $ Forrest Wicklund - VIP food $ 105.00 Ice $ 57.00 Radio Advertising - WMIN $ 250.00 Miscellaneous Supplies $ 129.35 Miscellaneous Supplies $ 44.50 Miscellaneous Supplies $ 34.91 Insurance for Fireworks music $ 280.00 Staffing - Part Time Playground Staff $ 626.36 $2,688.62 Equipment Road Closing Signs $171.15 Grainger, Inc. - Extension Cords $417.09 $588.24 Total Expenses $ 45,988.79 Total Revenue Total Expenses Celebrating Arden Hills - 2006 Revenue/Expenses Summary $18,346.00 $45.988.79 ($27,642.79) Short Fall