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Home My WebLink About1F, Celebrating Arden Hills ENH... ............. ...........ILLS MEMORANDUM Item LF DATE: September 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" BACKGROUND On May 26, 2009, the Celebrating Arden Hills Committee met for the first time to discuss ideas for a City festival to take place in 2010. The ideas from that meeting were brought to the i. g g City Council Work Session on June S, 2009 for further discussion. City Council consensus was to move forward on planning for a 2010 event and to budget $25,000 with the hoe of raisin g � p g $15,000 in sponsorships. Staff included this amount in the 2010 budget. The committee met on June 22, 2009 to further discuss ideas and to begin to set a framework for the event. The committee would like to see the event fit into the Cityvision. The vision states: A strong tong community that values our unique environment, our fiscal soundness, and our tradition as a desirable city in which to live, work, and .la In the past, this event has been run on one play. p � day in the summer. The committee days and suggested moving the event to early fall, extendingit to 2 Y offering different events for different audiences. Friday, September 10 Celebrating Arden Hills—Fling into the Arts 6:00-9:00 p.m. —Arden Hills City Hall The idea for this first evening would be to offer an art exhibit - catered event with wine and cheese, catered appetizers, dancing and music at the Arden Hills CityHall. Rebecca Braz s Y , Deputy Clerk is currently researching the legal requirements of serving wine at an event at City Hall (See attached letter). There may be some obstacles to holding an event at City Hall where alcohol is served. Alternate sites could be considered for this event or another idea that came up if serving wine at City Hall does not work, would be to have a coffee bar of our (one committee members set up a coffee bar at a work function and it was well received). The committee would like to explore the possibility of utilizing Bethel and/or Northwestern College for the art portion \\Metro-inet\ardenhills\Admin\Council\Agendas &Packet Information\2009\09-21-09 Worksession\Packet Information\1.F Celebrating Arden Hills Event Status 092109.doc 2 of this event. In an effort to attract college students and adults, we are considering an evening of music (to be determined), dancing and art. Saturday, September 11 Celebrating Arden Hills—Swing into the Park 11:00-1:00 p.m.—Family Fun Run or Walk 3:00-Dusk—Tony Schmidt Regional Park The proposed second day of the event would be held at Tony Schmidt Regional Park and focus on families. A Family Fun Run or Walk is being considered for the morning or early afternoon. This is something the entire family can do and is fairly easy to facilitate. The afternoon evening portion of the day is still in the planning stage. However, the consensus of the committee was to have the night end with fireworks (sunset is at approximately 7:35 p.m. — fireworks would be at approximately 8:00 p.m.) and have the Shoreview Northern Lights Band play up until and through the display. The ideas that we are considering for this day/evening (need to be mapped out specifically with the committee) include: • Bingo under Tent(3:00-5:00 p.m.?) • Bands (Shoreview Northern Lights before fireworks) • Food Vendors (Bingo tent can be used for eating, along with picnic tables) • Vehicle Display (Fire Trucks, Army, Antique Cars, Public Works Vehicles, Police) � Storyteller(1 hour) • Mad Science Presentation(1 hour) • K-9 Demo • Minnesota Thunder Soccer Clinic?? • Movie on inflatable movie screen • Talent Show? • Community Booths (possibly?.?.?.) • Strolling bands • Magician or Comedy type show • Fireworks BUDGET As stated earlier, the budget established from the City Council is $25,000 expenses with $10,000 coming from the City contribution and $15,000 from donations/revenue. Below is an example budget for the event: EXAMPLE EVENT EXPENSE BUDGET: Fireworks $ 8,000.00 Accurate Press (Poster printing)/brochures for event/advertising/newspaper ads $ 200.00 Tent/tables/chairs for food area (gathering area—no catered dinner) $ 35500.00 Tony Schmidt Permit $ 500.00 \\1Vletro-inet\ardenhills\Admin\Council\Agendas &Packet Information\2009\09-21-09 Worksession\Packet Information\1.F Celebrating Arden Hills Event Status 092109.doc 3 Generator/Sound System for possible talent show or bands $ 25000.00 2-3 bands -Entertainment $ 5,000.00 Children's Entertainment—movies, prizes, etc... $ 45000.00 TOTAL $259000.00 With the current state of the economy, sponsorships from businesses could be difficult to find. Staff is preparing a sponsorship letter to go out in September and staff will also ask for the City Council to assist in follow up phone calls as the event draws near. COMMITTEE UPDATE Since the Event Committee last met in June, we have created a survey for the website asking for input from our residents on what type of annual event they would like to see. Currently, we have had 24 responses, which should be helpful for the planning process. The summary of the responses is included for your review. In addition, four residents responded that they may be interested in joining the committee. The next scheduled meeting is Tuesday, October 6th at 6:30 p.m. The potential members have been invited to attend and hopefully, will decide to officially y join the committee. The Committee currently has five members. RECOMMENDATION Staff provided this for informational purposes and is looking for Council input on the framework provided by the Event Committee. \\Metro-inet\ardenhills\Admin\Council\Agendas &Packet Information\2009\09-21-09 Worksession\Packet Information\1 Y Celebrating Arden Hills Event Status 092109.doc To: Michelle Olson Bate: September 3 2009 :r From: Rebecca Brazys Re: wine Tasting Proposal for Celebrating Arden.Mills Event In an effort to determine the legalities of the Cityholding a wine tasting event _ g � � I contacted the following individuals and have included their remarks below. From: Carl Polla, Special Investigator Alcohol and Gambling Enforcement.Division Minnesota Department of Public Safety "There are two laws concerning urine tasting. The first is as a fund-raiser' g in which no off-sale store may be involved. The second is run by an off-sale stare and the money collected must only cover the cost of the event and cannot be used as a fundraiser. This law would not allow an off-sale store to run YOUR.event because it would be at a temporary license location which is not allowed. The time, knowledge, etc. to run a fund-raisin event is hard to find outside e the liquor industry. That is why off-sale stares are omen looked at for these events. As far as where it is held,the City would have to either obtain a temporary license,for p � City Hall issued to a non-profit agency, or to a restaurant with a state issued liq uor catering permit to hold the event." From: Rachel Carlson Staff Attorney League of Minnesota Cities Legal Research "In a City without municipal liquor, a city-sponsored wine tasting g would require a temporary license. But state statutes only allows such a license to be issued to a non-profit agency, such as a fire relief association or the Lions." Surveys onkey- Survey Results Page 1 of SurveyMon key.com Logged in as"arden hills" .........w...wwr_....w..1.. ......w....w.....w.n...nw..........-.r.....wr.r ....11. ....wr.w wwv..+.v.rww..u11......nr..wn.w.ww n.tiww...../... •.wCwrwn...w...w..nnw.1....... .w...n w.w.w....« •...-........«nwn........n w............. r•...r..w..w..„ww.♦...........w.♦w...w.•....w.....rMr.SI/.....wrirwt.wnwn.wvw.rr•..wr.i.1..1.ww...n+w.rn.... f`ome Create Survey My Surveys Address Book My Account M bleed Help? ? surrey title: Celebrating Arden Hills Survey edit Title design survey collect responses Lanalyze resresults View Summary current report:!Default Report E.. 11 Add Re ort P Browse Responses .. Response Summary Total Started Survey: 24 V Filter Responses Total Completed Survey: 24 (100%) Crosstab Responses Page:Default Section El Download Responses r Share Responses 1.Have you ever attended a"Celebratin Arden Hills"summer mer Creak-Chart Download festival? Response Response . Percent Count Yes - 68.3% 14 No —�" 41.7% 'Q answered question 24 skipped question 0 2.Would you attend an annual event? Crea LQaft download Response Response Percent Count Yes 87.5% 21 i Na ] 12.5% 3 answered question 24 skipped question 0 3.Would you prefer the event be in the summer or early fall? Create Chart Download _ Response Response Percent Count summer 25.0% 5 early fall ..,.�. 58.3% 14 either � 15.7% 4 answered question 24 skipped question 0 http://www.surveymonke .cort� Serve Res � a Y y ponses.asPx'.sm 6EYeSzlegLs unYB51N... 9/10/2009 SurveyMonkey- Survey Results Page 2 of 4.If you have attended an event in the past,what events did Create Chart Download you like? - Response Response Percent Count HAVE NOT ATTENDED AN EVENT IN THE PAST 34.0% 6 Fireworks 65.8% 13 Children's activities 15.0% 3 Barbecue Dinner 20.0% 4 Parade ❑ 5.0% 1 Art Fair _ 30.0% 6 Water ski show 20.0% 4 Sands 25.0% 5 ' Other 15.0% 3 Hide replies Other(please specify) 3 1. 1 do not recall Arden Hills ever having a parade, Mon:Aug 24,200912:50 PM Find... Attended Tea sponsored by Presbyterian Homes. My mother loved it! 2. Vendorslshowsladult activitieslcompetitions(Art- Wed,Aug 12,2009 8:50 AM Find... sewing,plants,animals,etc) 3. Trails to the site... Wed,Jul 22,2009 3.47 PM Find... answered question 20 skipped question 4 S.What kinds of things would you like to see at a future event? Create Chart Download Response Response Percent Count Fireworks 70.8% 17 Bands 58.3% 14 Talent Show 20.8% 5 Family Fun Run _. 29.2% 7 Parade 37.5% 9 Food Vendors _ �] 79.2% 19 Art Fair or College Art Exhibit 54-2% 13 Community Booths L 66.7% 16 http://www.surveymo ey.com/M Suarv� Res �x�ses.as x?sue— EY' y Y_ P eSzlegLsar MYBS 1N... 9/10/2009 SurveyMonkey- Survey Results Page 3 of 5 - (Businesses/vendors) Children's activities 45.8% 11 Bingo ._� 37.5% 9 Vehicle Display 29.2% 7 Show replies Please list any other specific activities you would like to see: 8 answered question 24 - skipped question 0 1. 5K road race Mon,Sep 7,2009 12:00 AM Find... ......................... ...... . 2. Family Bike Ride Mon,Aug 24,200912:50 PM a Find... Kiddy Parade Is there enough funding to hold an"annual event"? 3. Bee below Sat,Aug 22,2009 7:57 AM ,Find.._ 4. big focus on articratt fair. Thu,Aug 20,2009 6:24 PM Find... _ cooping demo 5. Community Education-animal adoption,mosquito Wed,Aug 12,2009 8:50 Alin Find_.. control 6. It would be nice to have fireworks but with the Fri,Jul 24,2009 12:54 PM Find... current economy 1 would rather spend on these other things. 7. Fire,Police,Ambulance,City Government Thu,Jul 16,2009 9:10 AM w4k,Find... 8. booth showing relevant community updates Thu,Jul 2,2009 8:39 AM Find... (walgreen's proposal;road updates;etc.)and ways to contribute to the community (volunteeringicommittee seats/etc.) answered question 24 slopped question 0 Ant[-S am Edgy Terms of Use Privaot Statement Opt Out/Opt in Contact Us We'r i h4://www.surveymonkey.com/MySurvev Responses.as x?sm7-6EYeSz1e Ls� 01 P YBS ... 11I2009 SurveyMorkey- Survey Results ��5 - Page 6.Would you be willing to join the Committee to plan the event Create Chart Download for 2010?This involves one meeting a month and follow up duties. Response Response Percent Count - yes 19.0% 4 17 Show replies If yes,please provide contact information 4 answered question 21 skipped question 3 7.Would you bia willing to volunteer to work at this type of Crejote Cho, Download event? - Response Response Percent Count Yes f" 20.0% 4 No [- 80.0% 18 Show replies If so,please provide contact information. 5 answered question 20 skipped question 4 htt)://www.surveymo e .�com/M Su e Responses. `� -� 3' y � � nses.as��.s� GEYeSz1eqLsnunYBS IN... 9/1 ol2oo9 .i Surveyonkey- Survey Results Page Jrof�5 Copyright 01999-2009 SurveyMonkey.com. All Rights Reserved. No portion of this site may be copied Without the express written consent of - SunieyMonkey.com. 38 8.Do you have any suggestions for an annual event? Download Response Count Hide replies 5 9. I am unsure why you stopped having it.We looked Sat,Aug 22,2009 7:57 AM Find... forward to it each year.I liked the live music while the fireworks were going off.It might be nice to have a city dean up day the-day before or day of or a garden day to get everyone involved in.helping keep our city looking beautiful.I think this would be great for adults and kids of all ages.We have so many great parks in Arden Hills,what about a park tour day,where there are events at each park,it gets all the people in Arden Hills to experience parks perhaps they haven't or wouldn't have.You could have a card that you pass out at each park with all the parks listed,if they get each park stamped an their card,they can turn it in to a raffle where there is a prize for the winner,this will encourage people to go to each park.Many people have pets,what about a walk with the animals,that Mould be fun. 2. 1 like the idea of food vendors,music,and especially Fri,Jul 24,2009 12:54 PM Find... activities for children.Its important to attract younger families to Arden Hills. 3. Gopher it? Wed,Jul 22,2009 3:47 PM ,Find... 4.. soon! rue,Jul 21,2009 1:12 PM Find... 5. find something unique to promote-general events Thu,Jul 2,2009 8:39 AM Find_ are less likely to garner attendance.what is special about arden hills/its history that an event can be built around? answered question 5 skipped question 19 http://www.surveyrrionke .conVM Serve Res ons ? = Y y � � es.as��.sn� 6EYeSzleqLsmmYBS IN... 911 0/2009