6.b) Staff Report-Vinterfest"INDIA
Staff Report
Date of Meeting: October 7, 2013
To: Park and Recreation Committee
From: Kristina Handt, City Administrator
Re: Vinterfest
Background:
Continue discussion on Vinterfest 2014 from previous meeting. Additionally, the Lions have voted to
help with some aspects of the hockey tournament. They will need to submit a special event permit. I
have requested they turn it in by Oct 28'h so the committee can review at the November 4'h meeting.
Issue:
What changes should be made to Vinterfest 2014? Who will be responsible for what tasks?
Proposal Details:
At the last meeting the PRC agreed the following events would be offered at Vinterfest 2014: ski
workshop, quiz promenade, loppet, team snow sculpture contest, Pleasant Valley Cloggers, hockey
tournament, winter survival skill workshop, bonfire, chili contest, and sledding.
The Loppet: (need Pinnies and Loppet course signage markings)
The "race" will involve the Quiz Promenade, so speed will not be the criteria for success. We can
hold a ski excursion... a run of the track, to those who want to "race" to begin and mark the fun. I
envision that this will be a spectator sport, us watching the real skiers (Stillwater HS skiers, Denny
Seefeldt, and perhaps a surprise gnome from Sweden, a celebrity or 2 ... ). Something to watch. Then
the participants who ski, snow shoe the Promenade will line up at the starting line, and some
ceremonial start of the Promenade will begin.
The Survival Camp will be installed at Lilleskogan. We will tie-in the camp to the Promenade. Clues
for how to survive a harsh N4N winter... or something.
Arnold also has proposed two levels of sponsorship for businesses that want to be involved.
At the Lefse Level: Sponsors would simply offer goods and their presence at the event.
Give-aways, prizes for the loppet, and use of their business name on print materials, as well as a
reciprocal placement of posters and information cards at their place of business.
At the Lutefisk Level: Sponsors would offer all of the above, and a cash contribution to the PRC for
the Lilleskogan Park construction. In addition they will have their logo on signage and print
materials. And, they will be a bigger presence at the finish line, and the prize give away.
• Note: Donors at this level should be required to complete the monetary donation form. The
Council will have to accept the donations via resolution. The Council will also need to
approve the establishment of a Lilleskogen Park Restoration fund.
Tasks/Responsibilities/Assignments (Below are my suggestions, to be finalized by committee at
meeting) Are there any other tasks that should be added to the list?
Task
Responsible Person/Entity
Volunteer recruitment and overall
execution of ski workshop, quiz
promenade, loppet, and winter survival
skill workshop.
Pam Arnold with staff help on loppet trail
layout
Alex Bildeaux
Bonfire preparation and overall execution
Chili Cook Off Judging
Chris Ness, Dan Lee, Mike White
Rink Preparation before event
City Staff
Rink Maintenance During Hockey
Tournament
Mike White, Matt Rasmussen
Posters/Signs design, create, print,
distribute
Pam Arnold
Newspaper Ad/Press release
Judi (using theme designed by Pam)
Purchase of Chili Cook Off and
marshmallow supplies
Judi
Marshmallow sticks
?
Insurance Form to Church
Judi
Approval of closing portions of 209` for
sledding
City Council
Placement of barricades on day of event
Alex Bildeaux
Snow Sculpture Contest Judging
Bolton and Menk?
Preparation of snow sculpture materials
Judi/Greg Zauner?
Provide hay bales for sledding hill
Dan Lee
Special Event Permit for Hockey
Tournament
Lions/PRC, City Council
Temp Liquor License (if needed)
I Lions/City Council
Fiscal Impact:
The proposed 2014 budget include $75 for advertising for Vinterfest and $100 for misc. supplies.
The committee could reallocate these funds or would need to seek alternative funding for any
additional expenses.
Recommendation:
Assign/confirm tasks to be completed and by whom.