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7.a)3) Staff Report-Vinterfest 2015 Staff Report Date of Meeting: December 16, 2014 To: City Council From: Judi Negus, Office Assistant Re: Vinterfest 2015 Events and Promotional Material Background: The Parks and Recreation Committee has been planning Vinterfest 2015 for the past several months. The City Council has already approved the “Saami Reindeer Herders” theme for this coming year’s Vinterfest. The Parks and Recreation Committee has assigned a variety of tasks to ensure a successful event. Task Responsible Person/Entity D. J. Scanley Cup and event announcements Dan Swanson?? (Corey/Matt to follow up) Scanley Cup adult hockey tournament Corey Roberts Special Event Permit for hockey tournament Corey Roberts Rink preparation before event City staff Rink maintenance during hockey tournament City staff Fireworks display Corey Roberts, Mike Hinz, Pyrotech Make 500 Vinterfest buttons Dan Lee and Greg Zauner Volunteer recruitment and overall execution of ski workshop, Quiz Promenade and LilleTour Pam Arnold with staff help on LilleTour trail layout and Ryan Jinks Plow Gammelgarden parking lot City staff Permission from Elim Church to use their property for the LilleTour route Judi Negus Lavuu maker (teepee) Pam Arnold (pending) Luminary Loppet fundraiser Lynne Moratzka and Pam Arnold “The Christmas Wish” book signing with Anja Breiehagen Pam Arnold Saami Reindeer Herder Elder special appearances Randall Simonson Saami merchandise and cultural exhibition Pam Arnold and Lynne Moratzka Bonfire preparation and overall execution at the Community Center, Gammelgarden, Goose Lake, Lilleskogen, and Rodsjo’s Alex Bildeaux Vinterfest 2015 Skating Performance (set-up and Katy Herman with staff direction take down) Pond Preparation at Gammelgarden City staff Live Reindeer Pam Arnold Posters/signs design, create, print, distribute Pam Arnold (with help by Committee members to distribute) Press releases and publicity Pam Arnold and Judi Negus Marshmallow sticks Alex Bildeaux Insurance form to Elim Church Judi Negus Order porta potty for Lilleskogen Judi Negus Approval of closing portions of 209th for sledding City Council Placement of barricades on day of event for sledding (from noon-4 p.m.) Staff to get out of storage/Alex Bildeaux to set out Snow Sculpture Contest judging Ryan Goodman, Bolton and Menk, Inc. Coordination of Pleasant Valley Cloggers’ performance Judi Negus Provide hay bales for sledding hill Dan Lee Prepare Waiver Form Judi Negus Temp Liquor License Scot Taylor Pack 173 ice fishing contest Lisa Pothen After event clean-up All Committee Members/Volunteers Issue: The Parks and Recreation Committee is recommending approval of the promotional materials prepared by Pamela Arnold. Should the City Council give final approval of these materials and the proposed additional events planned for Vinterfest 2015? Proposal Details Included in your meeting materials is the Vinterfest 2015 logo, poster, sponsorship brochure, wish list, and button design contest brochure. In addition to last year’s Vinterfest events, the Parks and Recreation Committee is recommending several new events this coming year to include: 1) A Vinterfest button design contest for sixth grade students at Scandia Elementary. Pam Arnold designed and installed an exhibition in the display case at Scandia Elementary. Mayor Simonson, Arnold, and Eleanor (Sagrid) Edman lead a presentation at Scandia Elementary on Friday, December 12, highlighting the Saami culture and promoting the button design contest and Vinterfest. The Saami Reindeer Herders exhibition at the sch ool, and the students’ participation in the design contest, are contributing to the school’s International Baccalaureate program. 2) A Vinterfest-themed children’s skating performance on Friday night, February 6, 2015 on a pond at Gammelgarden Museum. The Parks and Recreation Committee is offering a 5-week afterschool skating program to prepare for the choreographed ice performance. 3) The addition of the Scandia Cub Scout Pack 173 ice fishing contest as a Vinterfest event. 4) Special appearances throughout the weekend by Scandia’s own Saami Reindeer Herder Elder, Mayor Simonson. 5) Live reindeer at Lilleskogen park. 6) “The Christmas Wish” reading and book signing with Anja Breiehagen. 7) A fireworks display. 8) Scandinavian merchandise for sale at the Gammelgarden Museum. 9) Community pleasure skating at the Gammelgarden pond. The Parks and Recreation Committee is also recommending to have a portion of 209th Street North (in front of the Community Center) closed to allow for safe sledding. They are asking that 209th Street North between the entrance to the Community Center and the eastern entrance to the chu rch parking lot be closed from 1 p.m. to 4 p.m. on Saturday, February 7, 2015. Fiscal Impact: The Parks and Recreation Committee has $600 in its Event budget for Vinterfest expenses. Committee members and Arnold are soliciting financial and in-kind donations from individuals and businesses. Options: 1) Approve all Vinterfest 2015 promotional materials and new events as recommended by the Parks and Recreation Committee and closure of 209th Street North as recommended. 2) Approve some of the Vinterfest 2015 new events and some promotional materials. 3) Do not approve any of the Vinterfest 2015 promotional materials and new events. Recommendation: Option 1