7.c) Staff Report-Vinterfest Final Plans
STAFF REPORT
Date of Meeting: November 2, 2015
To: Parks and Recreation Committee
From: Judi Negus, Office Assistant
Re: Vinterfest 2016 Final Plans
Background:
The Parks and Recreation Committee began planning for Vinterfest 2016 at its September 14,
2015 meeting. The Committee continued planning at its October 5, 2015 meeting and assigned
the following Committee members to take a lead role in the listed tasks:
1. Signage - Jinks recommended Rasmussen be assigned this task and offered to assist.
2. Media Plan - Borg (newspapers, etc.); Negus (website, Facebook page)
3. Buttons - Zauner (button design contest and presentation)
4. PRC Sponsored Events - Zauner (snow sculpture contest); Bildeaux (sledding); Negus
(Pleasant Valley Cloggers)
5. Infrastructure (portable toilets) - Jinks; Bildeaux (firewood and rings)
6. Reindeer Herder - Jinks (to ask Mayor Simonson to continue this role)
Chair Jinks asked Committee members to provide an outline for their task(s) and an execution
plan at the November 2 meeting.
Issues:
How will each of the assigned tasks be executed?
Proposal Details:
To date, Committee members have not provided documentation addressing an outline of their
assigned task(s) or execution plans. Committee members will need to present their plans at the
meeting. Included in your meeting materials, Zauner provided the proposed Button Design
Contest Entry Form.
Media Plan - Negus
Negus will ensure Vinterfest and its events get promoted on the City’s website and Facebook
page beginning upon final City Council approval and will be ongoing . Negus will also submit
press releases promoting Vinterfest in numerous newspapers, including the Star Tribune,
Pioneer Press, Country Messenger, The Lowdown, and Forest Lake Times. Negus will provide
LATV with the finalized Vinterfest poster. Negus will ensure a final poster with the schedule of
events goes home in the backpack of every Scandia Elementary student upon approval of
Principal Julie Greiman. As well, Negus will provide th e same poster in the digital backpacks of
the entire Forest Lake school district. Negus will seek other ways to promote Vinterfest and its
events.
PRC Sponsored Events - Negus
Negus has contacted Pleasant Valley Cloggers who plan to perform at 3 p.m. and 4 p.m. on
Saturday, January 30. If weather conditions are ideal, the performances will be held outside in
the parking lot; otherwise, the performances will be held in the Community Center. Both
performances will be announced by the DJ to attract spectators.
Negus will contact Bolton & Menk to solicit a continued donation of the cash prizes for the
snow sculpture contest.
Event Schedule
Friday, January 29, 2016
4 p.m. to 12 midnight: Scanley Cup
Saturday, January 30, 2016
8 a.m. to 11:30 a.m. Lions Pancake Breakfast
8 a.m. to 12 midnight Scanley Cup
10 a.m. to 4 p.m. Vintage Snowmobile Show & Ride
11 a.m. to 3 p.m. Lilletour and Quizpromenade
11 a.m. to 3 p.m. Bakverk, Hemslojden, and Fiddle
1 p.m. Judging Vintage Snowmobile Contest
1 p.m. to 4 p.m. Vinterfishing (open to adjust schedule)
1:30 p.m. Vintage Snowmobile Ride starts
3 p.m. to 3:45 p.m. Pleasant Valley Cloggers
4 p.m. to 4:45 p.m. Pleasant Valley Cloggers
5:30 p.m. to 9:30 p.m. Starlight Luminary Loppet and Fondu
7 p.m. Fireworks
Fiscal Impact:
The Committee recommended the City Council approve an “E vents” budget of $1,000 for 2016.
Recommendation:
The Committee should address each of the assigned tasks and execution plans, as well as
identify any additional tasks that may have been overlooked for Vinterfest 2016.