HomeMy WebLinkAboutFS 2012-06-05 Item 2D - Update - 2012 Family 4th Event LayoutCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance Safety
FROM: Rick Still, Parks Recreation Director
BY: Tracy Gallaway, Volunteer Events Superintendent
DATE: May 30, 2012
SUBJECT: Follow up 2012 Family 4 th at Fort Dent event
ISSUE
Revised event layout for Tukwila's Family 4 th of July event at Fort Dent Park.
BACKGROUND
Due to difficulty in contacting our previous fireworks vendor, a new fireworks vendor was hired
for this year's fireworks show. The new fireworks vendor is Western Display Fireworks, Ltd.
The staff from Western Display Fireworks had concerns with shooting the fireworks show from
the previous location due to the proximity to the turf fields. We agreed to change the display
location. This change also affects the overall event layout (see attachments).
DISCUSSION
The fireworks show will now be shot from the south end of the park, on the grass fields #5 and
#6. In the past, these fields were not utilized for the event except for an occasional "pick up"
soccer game. Moving the fireworks show to this location is preferable because it helps to
alleviate concern for protecting the turf fields in the north part of the park.
There will be a change in parking this year to accommodate the new event layout. Parking
along the grass fields will be restricted, but additional parking will be available in the paved lot
and gravel lot which were restricted due to the previous display location. There are
approximately 150 spaces are available in this area. Additionally, each year staff is granted
permission from the John C. Radovich Development Co. for parking in the lots immediately
outside of Fort Dent. Total parking available in this area is 499 spaces (487 regular and 12
handicap spaces).
We know it will be important to let the community know about the change in the event layout.
We are working with the Tukwila Reporter to do a story about the change. We are also creating
signage to indicate the change. The signage will be posted at the event site one week prior to
the event. The event layout information will also be posted on the City website, Parks
Recreation Facebook page and available at City Hall and TCC. On the event day, staff will be
handing out the information to visitors as they enter the park.
A question was brought up in regards to adequate portable toilets for the event. We have
arranged for 30 portable toilets for this year's event (we had 24 in 2011). In 2011 there was a
unique issue related to the timing of the event and the delivery of equipment. Last year the
event fell on a Monday, so delivery was scheduled for Friday. During the weekend prior to the
event the toilets were open and could not be serviced again until after the event. This year the
event falls on a Wednesday, and the toilets will not be delivered until the day before the event.
This should help alleviate any problems with service.
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INFORMATIONAL MEMO
Page 2
FINANCIAL IMPACT
The change in fireworks vendor does not affect the cost of the fireworks show. The cost
remains at $10,000. There will be some savings in staff time, particularly for Parks and
Recreation Department staff (full time and extra labor), because staff will not need to spend
several hours on the event day laying tarp and the day following the event rolling tarp as was
required for protection of the fields in the previous location. We anticipate this savings to be
about $2,500.
Costs for Police and Fire personnel should remain consistent with costs from 2011 at
approximately $5,650.
Approximately $900 will be spent producing signage and for event advertising that
communicates the change in the event layout. Adjustments have been made within the current
budget to account for the expenditure.
RECOMMENDATION
Information Only.
ATTACHMENTS
1. Updated aerial map of fireworks display area and safety zone.
2. 4 th of July event layout tentative plan.
3. 4 th of July event comparison 2010 and 2011 Actuals 2012 Budgeted.
WAVolunteer Special Events\Special EventslAdministrationllnfoMemo Finance and Safety June 5 Follow up info for 4th of July event .doc
156
updated aerial map of fireworks display area
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Attachment 2: 4th of July event layout tentative plan.
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Attachment 3: 4th of July event comparison 2010 and 2011 Actuals 2012 Budgeted.
Tukwila's Family 4th
Event Day Activities
Fireworks Show
Food Booths
Kids Inflatable Area
Stage Music/ Entertainment
Roving Entertainers
Vendor Marketplace
Hands On Arts Crafts
Event Hours
2:00- 11:OOpm 6:00- 11:OOpm 4:00- 11:OOpm
Expenditures
2010 Actual
2011 Actual
2012 Budgeted
Extra Labor
1,611
1,308
1,000
Supplies
9,903
2,504
1,000
Professional Services
36,019
22,063
23,000
Advertising Printing
101
900
Rental Equipment
3,396
2,664
2,600
Other
Other City Staff (Police Fire)
7,430
5,646
5,646
Totals
51,030
28,539
28,500
Revenues
Vendor Fees
3,050
1,700
1,000
Concession Sales
964
160
150
Sponsorship
5,100
1,500
1,500
Totals
9,114
3,360
2,650
Net Cost
41,916
25,179
25,850
P &R Staff (Planning Event Day)
19,683
10,290
8,000
Other City Staff (Police Fire)
7,430
5,646
5,646
Estimated Event Attendance
5000
5000
5000
Estimated Resident Attendance (80
4000
4000
4000
Cost Per Resident Attendance
17
10
10
161