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7.a)3) Staff Report-Vinterfest 2016� c i SCANDIA Staff Report Date of Meeting: November 17, 2015 To: City Council From: Judi Negus, Office Assistant Re: Vinterfest 2016 Events Background: The Parks and Recreation Committee has been planning Vinterfest 2016 for the past several months. The City Council already approved the "Hemslojden" theme for this community celebration. Although other events are promoted as Vinterfest events, they are sponsored and organized by community members. Issue: What Parks and Recreation Committee sponsored events should be offered during Vinterfest 2016 to be held Friday, January 29, 2016 and Saturday, January 30, 2016? Proposal Details: Greg Zauner and Linda Moratzka led a presentation for the sixth grade students at Scandia Elementary on November 12 to review the button design contest entry form and instructions highlighting the Hemslojden theme featuring Swedish handwork. Zauner and Moratzka will install an exhibit in the display case at Scandia Elementary on December 1. The snow sculpture contest will run from 1 p.m. to 3 p.m. on Saturday, January 30, 2016 with registration ending at 1:30 p.m. The button design contest and snow sculpture contest are the only city sponsored events. The rest of the activities would be sponsored by other community organizations. A new requirement from the League of MN Cities Insurance Trust is that the Council pass a resolution so that it is clear which portions of an event are City sponsored for the purposes of liability coverage. A copy of the resolution is included in your packet. For simplicity purposes, the road closure item has also been added (see below). The Parks and Recreation Committee would like to have a portion of 209t' Street North closed on Saturday, January 30, 2016, from noon to 4 p.m., to allow for safe sledding. Parks and Recreation Committee volunteers will be responsible for placing cones barring through traffic on 209th on Saturday. This will require traffic to enter the community center lot from Oakhill Road or park in the small lot owned by the church if coming off of Olinda. Event organizer should inform participants of the need to enter off of Oakhill Road to gain access to the Community Center parking lot. The Pleasant Valley Cloggers will provide two outdoor performances at 3 p.m. and 4 p.m. The clogging would be performed on portable flooring set up on the pleasure rink. The performances will be moved in to the Community Center hall if weather is not favorable. The Parks and Recreation Committee does not have a recommendation for promotional materials at this time. The Committee is considering a new Vinterfest logo. Event Schedule: Friday, January 29, 2016 4 p.m. to 12 midnight: Saturday, January 30, 2016 Throughout day 8 a.m. to 11:30 a.m. 8 a.m. to 12 midnight 10 a.m. to 5 p.m. Noon to 4 p.m. 1 P.M. 1 p.m. to 3 p.m. 1:30 p.m. 3 p.m. to 3:45 p.m. 3:45 p.m. to 4 p.m. 4 p.m. to 4:45 p.m. 7 p.m. Scanley Cup Appearances by Saami Reindeer Herder Elder Lions Pancake Breakfast Scanley Cup Vintage Snowmobile Show & Ride Sledding Judging Vintage Snowmobile Contest Snow Sculpture Contest Vintage Snowmobile Ride starts Pleasant Valley Cloggers Winners of Contests Announcement Pleasant Valley Cloggers Fireworks Fiscal Impact: The Parks and Recreation Committee has $1,000 in its Event budget for Vinterfest expenses. Options: 1) Approve Resolution 11-17-15-02 2) Amend and then approve Resolution 11-17-15-02 3) Do not approve Resolution No 11-17-15-02 Recommendation: Option 1