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CR 94-95 Raspberry Festival "'\ Y 0 \ & . ~ -:? ~'-.:/;-:;; May 11, 1994 ,.,. 0 Council Report # 94-95 o \ '" P K RASPBERRY FESTIVAL - CITY SPONSORSHIP AND ADMINISTRATION OF EVENTS Staff recommends adoption of the following motion: move to approve the concept of the City of Hopkins acceptinq sponsorship and administrative duties for portions of the Raspberry Festival and to instruct staff to work with the Raspberry Festival to prepare a budget for Council adoption and to authorize the City Manaqer to receive and expend funds within the adopted budget. Adoption of this motion will allow for a collaborative effort between the Raspberry Festi- val and the City of Hopkins, allowing the City to accept charitable gaming funds related to the cost of providing events for the Raspberry Festival Community celebration. Overview Recent rulings by the Gaming Control Board have found the Raspberry Festival unable to pay for portions of the festival using charitable gaming receipts. The Festival finds itself unable to carry out all of the activities which have made the Festival the communi- . ty event that it is. In the recent years, the City has participated in the Raspberry Festival by providing in kind services and also by helping to use charitable gaming funds for festival activities. The City staff and the Raspberry Festival Board have discussed a concept which would allow the City to carry out portions of the Raspberry Festival using charitable gaming funds as a revenue source to pay for the events. This concept has been ap- proved by the Gaming Control Board and the City has received written approval from the Control Board indicating the legality and the appropriateness of the City receiving charitable gaming funds so as to carry out portions of the festival. With that approval in hand, the staff is recommending that the Council approve the con- cept of the city accepting responsibility for portions of the Festival and receiving funds from the Raspberry Festival to accomplish those activities. Primary Issues to Consider 0 What types of activities will be carried on by the City? 0 How will these activities be administered? 0 What alternatives exist for the Council? . ---- . . Page 2 Council Rpt 94-95 City Sponsorship of Raspberry Festival SupportinQ Documents 0 Staff Analysis of Issues 0 Letter to the Gaming Control Division Steven C. Mielke, City Manager . . . Page 3 Report # 94-95 City Sponsor of Raspberry Festival STAFF ANALYSIS OF ISSUES 0 What portions of the festival would the City be responsible for? The primary issues related to the festival which the City would accept as their portion of the Festival would include festival advertising, printing, parade expenses, including sa- nitation stations, trophies and recognition, banners and signs, traffic and crowd control, sound systems, some parade unit expenses, pre-parade visitors and dignitaries brunch, and insurance. The City would also accept responsibility for the family days expenses which include showmobile and stage rental, trophies and recognition, table and chair rental, printing, and sponsorship fees. Also included in the City's portion of the festival would be the senior program and sponsorship fees for various events brought into the City. There would also be City administrative expenses included in the budget. The festival would continue to be responsible for the other primary activities related to the festival. . 0 How would the program be administered by the City? The City would establish a budget in conjunction with the Raspberry Festival and the Festival would agree to providing finances to cover the budget. The City would then contract individually with venders according to the budget and in accordance with City and State purchasing policies. The City would pay the vendors directly and the money would not go back to the Raspberry Festival. The City would utilize a staff person to administer this procedure.(Communitiy Relations position). The Raspberry Festival would also provide the volunteers to run the events if necessary. 0 What alternatives exist for the City Council The proposed alternative allows for the Raspberry Festival to continue at its current level of activities and events. It is estimated by the Festival that roughly 40% of the Festival would be run through the City's jurisdiction rather than the festival's, with the remainder carried on and continued by the festIval committee as it has in the past. The Council could choose not to coordinate these events and the festival would likely be faced with cutting a number of events from their itinerary. It may be possible for the festival to find other sponsors for the events, but it is unlikely with the short time period . available that they would find sponsors or other units capable of handling these activi- ties. The Council could also restrict the budget to various types of activities that the Council is interested in sponsoring and drop others from the budget.