10-12-2020 Council Packet - Laserfiche WebLink

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AGENDA ITEM Prepared By: Reviewed By: Approved By: 1. Purpose. The purpose of this action item is to gain approval to expend public funds on a Holiday Tree Lighting Event on December 5th, 2020. 2. Background. For the past two years the City has sponsored a holiday tree lighting event at the Municipal Golf Course. The event is intended to bring residents, local business and organizations together for an event to kick off the holiday season. This year the organizing committee is looking to add some additional attractions such as a holiday market themed tents, reindeer exhibit and a fireworks display. In order to fund these items the committee is requesting the City Council authorize city funding for the event. - 3. Cost. The table below outlines the estimated costs for the event. Activity / Item Purpose Est. Cost Type Staff Planning (10hrs) City Staff effort to support the planning committee $700 Labor Staff Set Up (2x16 hrs) Decorate Clubhouse and holiday tree $1100 Labor Staff Clubhouse Attendant (1x4 hrs) Open an man clubhouse on day of the event $100 Labor Police support (2x4 hrs) Parking/ Traffic Management $400 Labor 4 ea 10 x10 Tents with sides Create Holiday market aesthetic $800 Material Holiday Decorations Decorate 10x10 tents $320 Material 4 ea Portable Fire Pits Create Socially Distanced S’mores Opportunity $600 Material Cups and other consumables To support Beverage and food Service $50 Material Firewood For Fire Pits $150 Material Reindeer Rental (3 hours) Holiday photo station $1500 Entertainment Fire Works Display (15 Minutes) To look at fireworks $10,000 Entertainment City Insurance modification Special coverage required when hosting fireworks $250 Entertainment TOTAL $15,970 4. Funding. The table below lists the activities and costs by funding source type. Labor costs to support the event are already accounted for in the operating budgets. If the Council wishes to fund the materials and entertainment elements of the plan those amounts would need to come from the Contingency fund account. It is the intent of the Organizing committee to find sponsors for the entertainment services and reimburse the city. Activity / Item Funding Req. City Funding Source Staff / City Labor $2,300 Park, GC and Police Operating Budgets Materials $1,920 Contingency Funds Entertainment Services $11,750 Contingency Funds 5. Volunteers and Donations. The organizing committee plans to have the food and some to of the entertainment donated and provided by volunteers. The committee will provide a follow on council action for the city to accept any private sponsorships and donated materials. Organization/ Vendor Description of Service to be Provided North Mallow S’mores and sticks and napkins Item No.: 14 Date: October 12, 2020 Item Description: Holiday Tree Lighting Event Request For Funds Presenter: Adam T. Edwards Public Works Director/City Engineer Agenda Section: Public Work/ City Engineer