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Home My WebLink AboutCOW 2010-11-08 Item 3D - Budget - Follow-Up from October 19th Budget Work Session: Special Community Events COUNCIL AGENDA SYNOPSIS *1ILQ yl, r--2, ,9 J Inmals ITEM No. T 1. .I Meeting Date 1 Prepared by 1 M ayo zezv Council review 1 y I 11/08/10 i rs 1 /1J i 1/' 3 c--A_ `190% JTEMI=INFORMATION= `_t CAS NUMBER: 10-126 I ORIGINAL AGENDA DATE: 11/08/10 AGENDA ITEM TITLE Budget Follow -Up from October 19, 2010 Budget Work Session: Special Community Events CATEGORY Discussion Motion Resolution Ordinance n Bid Award n Public Hearing I I Other Mtg Date 11 -08 -10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR L Council Mayor Adm Svcs DCD Fznance Fire Lf Legal P&R 1 1 Police 1 PW SPONSOR'S During its October 19, 2010 budget workshop, Council asked Administration to provide SUMMARY additional information on the costs and benefits of Tukwila Days, Family Fourth at the Fort, and Backyard Wildlife Festival; and to discuss options for such special community events. REVIEWED BY COW Mtg. CA &P Cmte n F &S Cmte Transportation Cmte Utilities Cmte L Arts Comm. Parks Comm. Planning Comm DATE: RECOMMENDATIONS: SPONSOR /ADMIN. Review proposal and options and provide feedback. COMMI 1' EE COST INIPACT' FUND _SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: CT MTGMTG. ��t,_�.��.:_� :��RECCRD�OF_=COUNCIL A N- 11/08/10 ATTACHMENTS' 11/08/10 Informational Memo dated November 4, 2010, with attached exhibit. 73 74 r$ City of Tukwila Jim Haggerton, Mayor .1908 INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Committee of the Whole FROM: Rick Still DATE: November 4, 2010 SUBJECT: Budget Follow -Up Community Special Events ISSUE Should the City eliminate one or more Special Events, or combine events? BACKGROUND The total amount budgeted in 2010 for Special Events (Tukwila Days, Backyard Wildlife Festival, and Family Fourth at the Fort) was slightly over $100,000. Actual expenditures for these events in 2010 were just under $80,000, offset by approximately $31,000 in revenue (net cost to general fund approximately $47,000 see Exhibit 1, Community Special Events Comparison) The City Administration's proposal to reduce annual program and service costs by $4.16 million included a reduction of $25,000 per year in expenditures for these Special Events Like all of the Recreation programs and services reductions, a thorough cost analysis and cost per resident was used as the basis for recommended reductions for community special events During its October 19, 2010 budget workshop, the City Council asked Administration to provide additional information on the costs and benefits of these events, and alternative courses of action. DISCUSSION The Community Special Events that have a special theme have proved to draw more of our residents to the special events. Therefore, this proposal includes themed special events. Backyard Wildlife Festival, Tukwila's Family 4 at Fort Dent and one to three Tukwila Days "Mini" or "themed" events in the neighborhoods to replace the current one -day event 7 5 INFORMATIONAL MEMO Page 2 We call these mini events because they have shorter hours and cost less Our latest themed event, Halloween Fright Night, had over 450 paid participants (children) with approximately one parent attending with them. This would equal over 900 people at this themed event. If we were to run three mini events during the summer for approximately $7,500 and had 500 to 900 people at each event, we would reduce our Community Special Event expenses and would have three times more people attend This would improve our cost per participant significantly compared to the current for Tukwila Days format. Description of Proposal Below please find a list of Themed Community Special Events, proposed budget and brief event description. Backyard Wildlife Festival Proposed Budget: $15,000 (Funding through LTAC) Staff recommends continuing this unique environmental education festival in May 2011 utilizing funds approved by the Tukwila Lodging Tax Advisory Committee for a community event ($15,000) General fund support of this event will be limited to Parks Recreation Department staff support. This event includes an additional fund raising opportunity for the Sister Cities committee and the addition of the Plein Air Paint Out and art show Tukwila's Family 4 at Fort Dent Proposed Budget: $35,000 Staff recommends reducing the hours for this event, beginning the event at 6 OOpm rather than 2.00pm. By reducing the event hours and making adjustments to the activities and entertainment we could realize a general fund savings of approximately $16,000. This is a 32% reduction of 2010 "actual" event budget. Additionally, the City should find further variable costs savings from reduced Recreation, Police Fire staffing needed for the proposed shortened event. This themed event has been very popular with our residents who are proud of being in the United States of America and want to celebrate this annual recognition with their families and neighbors. Tukwila Days Mini Event 1: Tukwila Kids' Festival (June 2011) Proposed Budget $2,500 The Tukwila Kids' Festival would be a day of exhibits, stage entertainment, carnival games, interactive booths, meet and -greet characters, and more. Tukwila Kids' Festival will provide an educational experience for the family which combines entertainment, exhibits, arts crafts, kid's art show, chalk art competition and a community resource fair. We propose hosting this event in June as an end of the school year celebration and kick -off to summer. Tukwila Days Mini Event 2: Celebrate Tukwila's History Culture (August 2011) Proposed Budget $2,500 Staff recommends working collaboratively with the Tukwila Historical Society to develop and produce a new event to celebrate Tukwila's heritage and culture This event could be held at a neighborhood location such as the newly established "Tukwila Heritage Cultural Center" and feature a focused selection of events, performances and activities related to Tukwila history, heritage, culture and art. The car show could easily be enjoyed at this event and tie in with the history of our treasured automobiles. Tukwila Days Mini Event 3: Tukwila Touch a Truck Safety Fair (Sept/Oct 2011) Proposed Budget $2,500 This fun event will put kids in the driver's seat of Tukwila's biggest heavy -duty rigs. Children of all ages (and adults too) will have a hands -on chance to sit in the driver's seat, honk the horns and kick the tires of a variety of big rigs. This event would have vendor and public service 76 W. ISIeve1BUDGETInraMemo SpecialEvents 11 82010 rev sl.doc INFORMATIONAL MEMO Page 3 booths to serve as a resource fair for general safety, emergency preparedness and human services Staff recommends holding this event in the parking lot at Foster High School/Tukwila Pool, near Fire Station #54. Impacts of Proposal (including proposed mitigation) There are several mitigation efforts that could help reduce the overall cost of the all of these events. A parking fee (resident and nonresident) could be established for parking at Tukwila's Family4 at Fort Dent. A fee could be charged for a wrist band for all of the kids' events, jumpers and rides. Increased sponsorship for various activities at each event would also reduce the cost for all of our events. The more focused or themed the event the more likely sponsorships will be attained. The LTAC board, grant applied and approved for the Backyard Wildlife Festival, allowed the grant for this event this year with a challenged to staff to make it grow to have more residents and more visitors to Tukwila attend the event. Alternatives Considered 1. Continue all three events, but consult with Council regarding potential improvements and cost reductions, similar to the 2010 events. 2. Combine Tukwila Days type of activities with Backyard Wildlife Festival 3. Combine Tukwila Days type of activities with Tukwila's Family 4 at Fort Dent. 4. Create a themed based Community Special Events plan RECOMMENDATION Staff recommends to keep Backyard Wildlife Festival and Tukwila's Family 4 at Fort Dent; and to offer three themed mini events between June and October. ATTACHMENTS Exhibit 1 Community Special Events Comparison W.l0leve%8U0GENnfoMemo SpecialEvenls 118 2010 rev sl.doc 78 Community Special Events Comparison Exhibit 1 Backyard Wildlife Festival Tukwila's Family 4th Tukwila Days Festival Years Provided 10 9 20 Event Hours 9am 5pm (8 hrs) 2pm 11 pm (9 hrs) 8am 3pm (7 hrs) Estimated 750 5,000 500 Attendance;`- 65% Residents 80% Residents 80% Residents Sponsors':, City of Tukwila City of Tukwila City of Tukwila Seattle Southside Starfire Sports Valley Medical Center Puget Sound Energy NC Power Systems BECU National Wildlife Federation Cassan Enterprises Prevail Credit Union re REI Cassan Enterprises King Conservation District r-: Rainier Audubon Society Ed Hume Seeds Featuredi Kids Inflatable Activity Area Kids Inflatable Activity Area Kids Inflatable Activity Area Activities Hands On Arts Crafts Tukwila Tot Spot Activity Area Tukwila Tot Spot Activity Area Vendor Marketplace Vendor Marketplace Vendor Marketplace Live Music Live Music DJ Music Roving Entertainers Roving Entertainers Roving Entertainers Sister Cities Fundraiser Fireworks Show Sister Cities Fundraiser Recycled Art Show Art Show Garden Tour Chalk Art Competition Educational Exhibitors Vintage Car Show Educational Speakers Demonstration Stage Guided Bird Tour Sport for Hunger Kids Passport Activity h Backyard Wildlife Festival Tukwila's Family 4th Tukwila Days Festival Vii;; $18,596 $16,522 $59,918 $51,104 $24,759 $10,823 Expenditures Budgeted 2010 Actual Budgeted 2010 Actual Budgeted 2010 Actual !Extra Labor $1,286 $1,1040 $2,4031 $1,611 $2,0141 $7811 !Supplies ,;1 $3,207 $8,4501 $9,903 $6,1501 $2,0071 'Professional Services!,;' $4,850 $4,074 $40,3751 $36,019 $12,6751 $5,705 Advertising' $6,000 $5,877 $3,7001 $0 $01 $0 Rental Equipment r "'1 $1,060 $1,078 $4,340 $3,396 $1,9201 $2,166 'Printing 1 $750 $1,133 $575 $101 $2,0001 $164 !Other i''I $50 $50 1 $751 $751 $01 $0 Totals C,! $18,596 $16,522 $59,918 $51,104` $24,759 $10,823 Revenue $15,868:.,:, $9,114 $6,772 Vendor Fees `=;,1 1 $390 1 1 $3,050 $1,740 Concession Sales 1 $215 1 1 $964 1 $432 Sponsorship 1 $5,1001-' 1 $4,600 SSVS `1 1 $14,763 1 1 H 1 1 I Net Cost $655: Net Cost $41,990 Net Cost $4,051 P &R Staff (Planning Event Day) $17,252 costs 1 $19,683 1 $21,015 Other Department Staff $0 $7,430 1 $7,280 Resident Attendance 488 1 Residents 4,000 1 1 1 400 Cost per Resident Attendance .$36.73 I ;costs Residents I $17.28 1 I. $80.87 7 9 80