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Home My WebLink About1B, Celebrating Arden Hills .. ~~HIEES MEMORANDUM Item 1.B DATE: June 11, 2009 TO: Honorable Mayor and City Council Members Ronald J. Moorse, City Administrator FROM: Michelle Olson - Parks and Recreation Manager SUBJECT: "Celebrating Arden Hills" Back2round At the annual Council retreat in December of 2008, the Council added a 2009 goal for the Parks, Trails and Recreation Committee (PTRC) to discuss the future of the Celebrating Arden Hills annual event and/or form a subcommittee to plan and recommend a future event. The PTRC discussed the event at their March meeting and the majority of the members suggested a subcommittee be formed. The consensus of the group was that those who may have an interest in planning the annual City event, could join the subcommittee. A subcommittee was formed and currently, there are five members, including two PTRC members. The subcommittee members are: John Peck - PTRC Chair Jody Hilgers - PTRC member Marcie Jefferys Larry Erickson Paulette Cavallaro Fran Holmes - Council Liaison Bev Aplikowski has also expressed interest in joining the subcommittee. We had four of the five members present at our first meeting on Tuesday, May 26th. The first question the group addressed was: What is the purpose of the event? The group seemed to like the idea of fitting the event into the City vision somehow. The vision states: A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable city in which to live, work, and play. The group had a brainstorming session on ways to accomplish this. A summary of their ideas are below: 2 . newsletter article could be done to send people to the website for the survey. Arden Hills has a lot of businesses and this event should try to involve them. There are various ways to do that such as volunteering, sponsorships, competitions between various businesses. Saturdays are tough for the businesses to commit to. There are a lot of choices to choose from in the summer. The group liked the idea of delaying the event until fall, early September. This would get away from all of the surrounding suburbs. Delaying the event until fall would also allow the colleges to be more involved. They could sponsor an event - art fair or talent show, etc... The group feels strongly that Bethel and Northwestern should be involved. With the economy the way it is, the group consensus was that the event should be scaled down significantly. Try to find areas to cut cost. The Barbecue dinner is too expensive and high maintenance to do. However, the group likes the idea of a gathering place. A smaller tent could be rented and vendors could pay to serve food at the event. A fun run or bike race in the morning of the event - easy to coordinate and something the whole family could enjoy. The event could take place at different venues, possibly eliminating the need to close the road down if Tony Schmidt is used. Fireworks are very popular and a good way to end the night. Movie in the park for the younger crowd on a large inflatable screen. Shoreview Northern Lights is popular and maybe a talent show or battle of the bands. A variety of activities for various ages. However, not as much inflatab]es~ Face painters, caricaturists.... try new things - unique to other events. . . . . . . . . . . The next steps for the Committee will be to set a date and begin to structure an event budget. In order to do that, staff does need direction from Council on what type of budget and event you are comfortable with. BUDGET The budget from 2006 (the last year that we held the event) is attached for Council's revie\\T. The economy will be a factor in the City's overall cost for this event. Budget totals for the last five events are below: YEAR SPONSORSHIPS TOTAL EXPENDITURES CITY CONTRIBUTION REVENUE with SPONSORSHIPS 2002 $13,693 $14,533 $33,931 *$19,398 2003 $11,300 $14,101 $37,007 *$22,906 2004 $15,213 $19,075 $44,013 *$24,938 2005 $19, 1 00 $22,751 $48,731 *$25,980 2006 $15,600 $18,346 $45,362 *$27,016 *Staff expense is not included in these totals. \ \M etro- inet. us \ardenhills \PR&PW\Recreation \MEM OS\Council Memos \Cel ebrating Arden Hills Counci109.DOC The Public Works Staff were required to work 8 hour shifts, including all 6 seasonal staff Playground staff were required to work 8 hour shifts Office staff were required to work a 4 hour shift and were given PTO at time and a half for the four hour shift . . . 3 With the current state of the economy, sponsorships from businesses could be difficult to find. This will factor into the Council's decision on the budget. Even if the Committee scales down the event enough to cut the expenditures by 50%, without sponsorships, the City contribution will be similar to the 2006 event. Below is a sample budget for an event that is approximately 500/0 of the 2006 event. The specific budget will be prepared by the Committee. This is silnply an example that can be used as a guide to show typical necessary expenditures for a scaled back event. EXAMPLE EVENT EXPENSE BUDGET: Fireworks Accurate Press (Poster printing)/brochures for event/advertising/newspaper ads Tent/tables/chairs for food area (gathering area - no catered dinner) Tony Schmidt Permit Show mobile Generator/Sound System for possible talent show 2-3 bands - Entertainment Children's Entertainment - movies, etc.. . TOTAL $ 7,500.00 $ 2,000.00 $ 3,000.00 $ 500.00 $ ] ,000.00 $ 2,000.00 $ 4,000.00 $ 3,000.00 $23,000.00 Once a budget is established, the Committee can work on an event recommendation to bring back to Council for review, including a specific budget. COUNCIL DIRECTION REQUESTED ] . Council feedback on the purpose, desired outcomes of the event and types of activities; to be shared at our next '''Celebrating Arden Hills" Committee meeting. 2. Council direction on the amount of expenditures to place in the budget for a 20] 0 event. \ \M etro- in et. us \ardenhill s \P R&PW\Recreati on \MEM OS \Coun ci 1 M em os \C el ebrating Arden Hills Council09.DOC Celebrating Arden Hills - 2006 Expense Entertainment White Sidewalls $ 2,500.00 Prior Lake Water Ski Association $ 1,600.00 Prior Lake Ski - Addtl. Insurance Cost $ 100.00 Fireworks $ 7,500.00 Walton's Hollow Petting Zoo $ 2,300.00 Happy Faces (Caricaturist/Face Painter) $ 2,270.00 Mad Science $ 235.00 Splatter Sisters $ 575.00 $17,080.00 FoodlYouth Games Chuckwagon Catering $ 3,180.00 Service/Delivery/Tax $ 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 (TCMP & 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 Sou nd/Com m u n ication 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 $2,062.26 Road Closing Signs $171.15 Equipment Grainger, Inc. - Extension Cords $417.09 $588.24 $ 45,362.43 T atal Expenses Donations Tables/Tents Celebrating Arden Hills - 2006 Revenue North Suburban Youth Visit Minneapolis North Anchor Bank 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 TableslTents AH Library Wells Fargo SOB House Distr. Republ. rCF National Bank Finney for Sheriff Change Maker Inc. Bethel 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