HomeMy WebLinkAbout4.05 Day on GlenCITY CLERK
FILE # 950-60
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: April 17, 2001
SUBJECT:
Day on the Glen at Emerald Glen Park
Report Prepared by Paul McCreary, Recreation Supervisor
ATTACHMENTS:
Event Budget
Budget Change Form
RECOMMENDATION: Approve the overall budget for the Day on the Glen and approve the
~~/Ca/Budget Change Form allocating $620 from Unappropriated .Reserves
to cover expenses related to the festival that will be incurred in FY
2000/2001.
FINANCIAL STATEMENT:
Sufficient funds are not available in the FY 2000/2001 Special
Events budget to cover certain festival expenses. Therefore a budget
transfer is necessary.
DESCRIPTION: At the City Council meeting on January 16, 2001, the COuncil
directed Staff to plan a new festival called "Day on the Glen" at Emerald Glen Park. In order to begin
planning for the event staff was also directed to hire a part-time Recreation Specialist and secure
contractors to provide art and craft vendors as well as sponsorship sales for the festival.
Following the Council's direction, the City has hired a Recreation Specialist for community events. John
Turner comes to the City from Special Olympics of Northern California, where he spent over three years
as Director of Competition Management. In this position he was responsible for planning and managing
regional and statewide competitions for over 2,000 athletes and volunteers.
Staff has contracted with California Artists of Burlingame to provide artisans and craftspeople for the
event. Ms. Nancie Allie, the owner of California Artists, has over 30 years of experience providing high-
quality art and craft vendors for festivals in Califomia. Other festivals for which California Artists
provides similar services include the San Ramon Art & Wind Festival, Fremont Art & Wine Festival,
Sunnyvale Art & Wine Festival, Los Altos Gourmet Food Festival and more. Staff has contracted .with
Mr. Dan O'Hara to secure sponsorships for the event. Mr. O'Hara has also been on contract with Bright
Moments Event Production and successfully secured $40,000 for the 2001 St. Patrick's Day Festival and
Fun Run.
G: lDay on the GlenUtgenda Statement 417. doc
COPIES TO:
ITEM NO.
EVENT PLAN AND BUDGET
When the Council approved the new Day on the Glen festival, Staff was directed to prepare an event
budget for consideration by the Council at a future meeting. Staff has prepared the budget, which is based
on the festival components approved by the Council. Following is a brief summary of each of the event
'components.
Regional Youth Skate Park Skateboard Competition
A youth skateboard competition will be conducted at the skate park. The venue will accommodate up to
185 competitors in four age divisions. Competitors will be required to register and pay an entry fee.
Priority will be given to youth who are Dublin residents.
The Midway
A midway will be located on the soccer fields with rides and games for children and adults. This will be
the largest venue at the event, featuring more attractions than any other festival sponsored by the City. A
stage will be setup in the midway area for unique entertainment such as extreme artists, comedians or
street performers.
Downtown
This area of the park will be lined with commercial vendors of a family-oriented nature. Members of
Dublin Chamber of Commerce and the Tri-Valley Convention and Visitors Bureau will be solicited with
preference given to Dublin-based businesses.
Fast Food Court
The basketball courts will be used to set up a Fast Food Court with food catering to youth. Efforts will be
made to incorporate a variety of foods serviced by the "fast food" businesses in Dublin. If participation by
local restaurants in lacking then vendors featuring "faire" food will be secured for the event. An eating
area will also be designated on the court to allow youth and/or their families to relax while dining. This
will be one of two such areas in the park offering dining choices.
Avenue of Fine Arts & Restaurants
Over 50 artisans and craftspeople will line the main promenade between the plaza area and the children's
play structure. An area of more upscale, "sit-down" restaurants will also service this area of the park and
will be located next to the main stage. Local restaurants will be encouraged to bring a scaled-down menu
of their specialties for sale to the public. In addition, beverage booths serving wine, beer, water and soda
will be located in this area and strategically throughout the park.
Sponsor Showcase
The primary entrance corridor to the park will serve as a Sponsor Showcase, where sponsors will be
allowed to tastefully display their products and services in an area exclusively for sponsors. The primary
festival information booth will also be stationed in this area in the Snack Bar Building.
Digital Dublin
In order to provide as much interactivity as possible, plans are underway to solicit displays from local
high-tech companies. These displays would be located in the central plaza area, which will serve as the
primary entrance to the festival.
Non-Profit Picnic Games
An area near the tennis courts and ballfields will be set aside for local non-profit organizations to provide
information and update the public on their particular missions. Additionally, a special competition of old-
fashioned picnic games is being planned in this area to allow the non-profits to compete against each
other. The public will be encouraged to participate by cheering on their favorite charity.
The Main Stage & Dining Pavilion
The main stage and dining pavilion will be located on the ballfields at the end of the "Avenue of Fine Arts
and Restaurants. The headline act on the main stage will be a rock-n-roll tribute band. Additionally two
other bands will perform on the stage throughout the day.
Parking and Transportation
Due to limited amount of parking currently available at the park, Staff will be arranging for the use of
private property to the west and south of the park for event parking. Additionally parking will be allowed
in many of the "No-Parking" zones surrounding the park. Shuttles will be coordinated from the offsite
parking locations to the park. Staff and vendor parking will be allowed in the undeveloped areas of the
park.
Event Budget
Staff has developed the event budget, which is attached (Attachment 1). It is estimated that the total
expenditures for this new event will be $86,985, which will provide for all of the event components
approved by the City Council. It is expected that $46,980 of this can be recovered through sponsorships,
booth sales, restaurant and midway commissions, entry fees and beverage and souvenir sales. The net cost
of the event to the City is estimated to be $40,005 the first year. Most of thd event expenditures will be
encumbered next Fiscal Year and will be included in the Special Events Budget. However some expenses
will be incurred in the current fiscal year and therefore the attached Budget Change needs to be approved
(Attachment 2).
RECOMMENDATION
Staff recommends the City Council approve the overall budget for the Day on the Glen and approve the
Budget Change Form allocating $620 from Unappropriated Reserves to cover expenses related to the
festival that will be incurred in FY 2000/2001.
Day on the Glen Budget Summary
REVENUE
Art & Craft Booth Sales
..c~'~..~ercia'~ ":B~.b.' S.a~es :::'::" :..":'::' i'.:..:.:..=:
Non-Profit Groups
a'urant '=: ......."Sales """'='~"" "':"
R BOOth ' :' :' :'=. ";~=.:::".
"est ,... :.;:.':.:...~..
Restaurant Booth Commissions
'Fast Food'..Boo~b Sails =%"".. " ",:. ....:...:.,..: . . . . . ..,.... ..,.,,.. .
Fast Food Booth Commissions
!..=:...
Food."::Bermit I~e'~:'.:::= ''''= .. ..... ":":":"."'
· '...: . ........ ..... :...'. .... '.. .: = '. '. ;...::
Children's Attractions
CG~memoratiV; Stadium Cu"":~!~le'~
· :=:: p ":';=. · ..=:.
Beverage Sales (Alcohol)
r. .......'="::"., .... :,..:........
i:) "'. · .....'.
Beve :ge' 'Sales' h~ :: ..... ..=: .....
Less Sales Tax
Competition. "' ees' .....
Sponsorships
TOTAL REVENUE
2001 BUDG'I='I'
$4,750 .
$250
$2,250
$1,200
$2,000
· .=$3,060
$6,000
· .'.i:."' .:':' ·
($1,120)
..... : $2';250
$15,000
$46,980
EXPENDITURES
Personnel
'OffiCe S.u.pplie~~"'
Postage
· o.pera~!:=ng .supplies...
Advertising
"Printing & Bind!ng....,i::
Filing Fees
Rentals· &,!:Leases
Contract Services
Capita/Equipment" ""'
TOTAL EXPENDITURES
'i..
2001
$20,400
=·· QO
$522
· $10,690
$10,500
$1,800
· $14.~445
$16,912
.... $8,'360
$86,984
NET COST
($40,004)
ATTACHMENT I
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
X From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
(If Other than General Fund, Fund No - Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
i:!!!!iiii;~:.!::?i:'~ i~ ~ ~'~Ei':.~ G~, 'Ti'ii ~ ~ ~!iiiii::i?.!ii :;:~.!":~.::'22. :::.'~::.'~:~! ~i 6~: i:,~i:,;~= :~'i!:::ii=i!ii!~i!':i~:./~!~i!ii! ~"e ~',X ~E .:~'~Y ~cco.~r~:,,::':i.;;;i;; ~..'
Name: Name: Postage $100.00
Account #: Account #: 001.80700.711.000
Name: Name: Machinery & Equpment - Expendable $220.00
(Phone for Recreation Specialist)
Account #: Account #: 001.80700.750.071
Name: Name: Improvements Not Building $300.00
(Electrical connection for Rec.
'Specialist cubicle)
Account #: 001.80700,750.050
Name:
Account #:
Name:
Account #: Account #:
Name: Name:
Account #: Account #:
City Manager: Date:
Signature
ASD/FinMgr Date:
.Signature
REASON FOR BUDGET CHANGE ENTRY: In order to cover expenditures that will be incurred in FY
2000/2001 related to the new Day on the Glen festival.
Mayor: Date:
Signature
PostedBy: Date:
Signature
ATTACHMENT 2