Loading...
CR 93-69 Mainstreet Banners April 28, 1993 \ "i Y 0 :ca: OPK\~ Mainstreet Banners Council Report: 93-69 - r 3 . proposed Action. staff recommends adoption of the following motion: "Move .to provide payment of $12.221 to Raspberry Festival Association for the purchase of 135 Mainstreet banners. with the understandinq this amount will be repaid to the citv by November 1, 1993.u Raspberry Festival Association has indicated they will be able to repay the City in the amount of $12,221 on or before November 1, 1993. Overview. In approximately August of 1992, the Raspberry Festival Association agreed to provide $10,000 toward the purchase of banners for their 1993 Festival. The city made a similar request to the Hopkins Area Jaycees for the purchase of Holiday Wreaths in 1992. The Jaycees denied the request due to lack of funds. The city then requested Raspberry Festival Assoc. to allow the $10,000 which they approved for banners, to be used to purchase Holiday Wreaths instead. The Raspberry Festival Assoc. agreed to this request and 125 Holiday Wreaths were purchased and displayed during the 1992 holiday season. In March of 1993, the Raspberry Festival Assoc. was once again asked to provide funding for the purchase of banners. The Raspberry Festival Finance .mmittee agreed to provide $10,000 toward the purchase of banners, but the spberry Festival Board tabled the item due to the fact that they woUld not be able to pay for them until November of 1993. Raspberry Festival Assoc. agreed that they wanted to have the banners for their 1993 Festival, so the request is being made to the City Council to carry this funding until Nov. 1, 1993. When the initial request was made, it was anticipated that $10,000 was the amount required to purchase the banners. Since the request was made, the actual amount required to purchase 135 banners is $12,221. The Raspberry Festival Finance Committee has approved an expenditure of $10,000. Raspberry Festival Finance committee has indicated to staff that they are intending to approve the remaining expenditure of $2,221 at their upcoming meeting in May. In addition, the entire expenditure of $12,221 will go before the Raspberry Festival Board at their meeting in May. It is imperative from a timing perspective, to order the Banners immediately following the May 5 Council meeting. This will allow 4 - 6 weeks for delivery and to put the Banners on the light poles a couple weeks prior to the Festival. Additionally, staff would like input from the Council on the proposed design & color scheme of the banners. Staff will provide examples of two types of banners which have been selected by Raspberry and the banner committee. 4IjDDortinQ Znformation. o Minutes from Raspberry Festival Association meeting ~~ ~- Paul T. Steinman; Community Development Specialist } 'i RASPBERRY FESTIVAL GENERAL MEETING MINUTES Apr. 12, 1993 MEMBERS PRESENT: . Ed Stiele, Larry Kelso, Kirk Whiting, Pat Schwartz, Dave McCarville, Barb Schatz, Mary Ann Klocek, Mike Niemann, Garry Anderson, Jim Thompson, Lynn Schwankl, Dave Williams, Kathy Kuehn, Loretta Schwankl, Bonnie Kelso, Karla Lippert, Bev Schatz, Sue McCarville, Janet Welu, Dale Specken, Laun Anderson, Heidi and Jay Putt EXCUSED: Mary Quinn Goede, Lori Shedesky, Andy Meade, Mike Tait (late) GUEsTs: Lou, a holographic printer; Al Gorshe, Jaycees CALL TO ORDER The meeting"\-las called .to order by President Lynn Schwankl at 8:10 p.m. due to our having pictures taken for the tab prior to the meeting. ACCEPTANCE OF ~ Motion to accept by Mike Niemann, second by Kirk Whiting, carried. OLD rosINESS Van Cover Bill: The bill l~S settled and paid in full. Jim Thompson just "\-muted to add he thought Jerry Mashek 1 sletter to the Board Members lvas urmecessary. The real problem was the bill was not detailed enough for State Law to accept. Red Book Addition : There was a lengthy discussion regarding the proper wording,and si tuations may arise where the rule "\-,ould be a problem. The point we wanted was to make it necessary to get bids more often. The last attempt was: "Any Festival Expense over . $250.00 not included in any event budget or the general budget must be approved by the . Finance Committee; any amount under $250.00 must be approved by the executive director(s). Additionally, amounts over $100.00 require two or more bids". Laun brought up the fact that sometimes there is no time to get bids. It was suggested we drop that part but that was the point we were trying to make. In the end, the original motion to add something to the red rook was tabled until we decide what we really want. NEtt lJJSlNESS Chaperones: Bonnie passed around a list of events needing chaperones for the royalty. SOme events included those of our mm festival. Please contact Bonnie if you can chaperone any events or parades. Vendinq:Al requestedvendi:ng rights for the Jaycees for all Festival ev~nts. Motion by Pat Schwartz to give vending rights for the 1993 Hopkins Raspberry Festival to the Jaycees subject to Festival guidelines. Second by Laun Anderson, carried. Sponsors: There are 16 confirmed candidates and only 9 sponsors. Please contact Loretta if you know anyone who would like to sponsor a candidate. TRFASORER' S J.<l:J?ORl' The checking account contains $21,219.69. There is $475.00 revenue outstanding which is owed by Haller Properties for sponsoring a candidate last year and gOlfing fees from the Jaycees. We have an 18 month CD coming due OCtober that we'll have to pay taxes on. Motion to accept report by Kirk Whiting, second Laun, carried. .fJ~: {>1' 2- ~:;r, ._;;. ...;! GAMDC MANAGER'S REPORl' Dave passed out February's Report and April expenses. Office and site safes were found costing $600.00 including installation. Motion to accept report by Larry Kelso, second by ... . Bonnie, carried.. FINMCE DIREX:l'OR' S REPORr In Mike's absence, Ed Stiele reported. ~ Banners: The city of Hopkins is putting up Banners on Mainstreet. We agreed to donate ~ $10,000 but the city used the money for Christmas decorations instead with our approval. We then agreed to pay for the banners this year. The problem is we do not have the money now. Other bills would become past due. At first Ed was told we did not have to pay until . October or November, after the Festival. The city would pay now and we would reimburse after the Festival. Dave Williams said last he heard, they want the money now. The true. problem is we do not have the money now.. If we pay the city, we won't have the money for upcoming Festival related bills (i.e. deposits for site reservations for events). MJtion by Dale Specken to table and send to the FInance Committee to discuss, second by Janet WeIu, carried. Motion to accept report by Kirk Whiting, second by Larry Kelso, carried. EXm1I'IVE .DIRECl'ORS' REPORT. * Jim and Garry passed out Event Report sheets to each coordinator to complete. These must be turned in at the next meet~ng. If you need one, call Jim. * The judging budget is $1200.00. * The charity group for the golf tournament fell through. We will proceed as we have before. .* June 1 is a task force meeting with the City of Hopkins. If you have nay changes, requests, etc. , involving the City, Jim needs to know. April 30 is the deadline for the Schedule of Events for the paper. * See Jim or Mary Quinn Goede for other deadlines for the paper. Motion to accept report by Pat Schwartz, second by Kirk Whiting, carried. HlTION TO ADJOORN by Laun Anderson, second by Kirk, carried. .