2006-04-05 P&R Packet - Laserfiche WebLink

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Parks & Recreation Committee Meeting Minutes March 1,2006 tickets sold, 25% of all Advanced Sale Children's tickets sold, 25% of all Special Children's tickets sold, and 10% of all Circus tickets sold by the Circus on Circus Day. Mr. Rawls stated a town of Centerville's size usually received a $2,500 to $3,500 profit, but has potential for a $5,000 profit. The Parks & Recreation Committee and the City of Centerville would be considered the Sponsor of the event. The Sponsor is required to provide a suitable show grounds approximately 300' x 300', access to drinking water, on or near the grounds, for approximately 1,500 gallons, police and fire protection as required by City ordinance (the Circus does not require police or fire protection specifically), and permits or licenses as required by law (local, county or state), if necessary. The Circus will clean the grounds completely, but the Sponsor is required to provide garbage containers and is responsible for removing containers. A Contracting Fee of $290 is to be paid at the signing of the contract. The only date available in this area is Wednesday, May 31,2006. The performances would be at 4:30 and 7:30 p.m. The Circus provides the following: $1,000,000 public liability insurance indemnifying Sponsor, landowner and all operations of the Circus, Advance Telemarketing Personnel to sell special Children's tickets for Sponsor, two (2) 1 & ~ hour performances, all electrical current, tents, seats and equipment, 1,000 Adult and 1,000 Children's Advance tickets, tickets sold on Circus Day and 150 posters to be installed by Sponsor. Sponsor tickets sold in advance are priced as: Adult - $9 and Child - $5. General Admission prices sold the day of the show are: Adult - $12 and Child - $6. There will be 80 box seats available the day of the performance for slightly higher rates. The telemarketers would contact local businesses to determine if they would be willing to have tickets available for sale at their businesses. The Circus would mail the information to the businesses, but the Parks & Recreation Committee would be responsible for picking up the tickets and monies on the day of the Circus. The Circus allows the Sponsor to sell four 4 x 6 banners for advertising to be displayed inside the tent at a suggested price of $100 per banner. The banners would be supplied by the advertising businesses. This would be a potential for recouping the $290 Contracting Fee. The Circus offers guided tours on Circus morning. Circus personnel set up the big top at 9 a.m. as there are usually many residents who like to watch the tent being set up, as well as offering school field trips to view the setup. The day of the Circus, there would be elephant and pony rides offered, as well as a moon jump. Chairperson Peterson asked what the absolute deadline was for letting the Circus know if the City was interested in booking and was told by Mr. Rawls, it is a first come fIrst serve basis and since the May 31, 2006 date is the only date available, it mayor may not be taken by the time Council can review the information and make a decision. The Parks & Recreation Committee would like to sponsor this event, but felt it was important to do additional research. The committee discussed whether there was enough room at Laurie LaMotte Memorial Park. Chairperson Peterson said he thought there would be enough room to accommodate 300' x 300' feet and a fire hydrant is accessible. The question was asked what if Laurie LaMotte Memorial Park ends up being too wet and the Circus is unable to set up at that site and it was suggested approaching Mr. Rich Defoe to see if he would be agreeable to using his property at Waterworks for a backup site in the event the park is unable to be used. Chairperson Peterson will contact Mr. Defoe. Chairperson. Peterson will also call references; Committee Member Amundsen will request a copy of the big top plans to ensure it will fit in the area at Laurie LaMotte Memorial Park. The Committee would like Mr. Larsen to review the proposal. It was also suggested Waste 20f5