7.a)3) Staff Report-Vinterfest 2016� c
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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