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Home My WebLink About5A - Outdoor Concert Request AGENDA NUMBER: PREPARED BY: SUBJECT: DATE: 5A BRET WOODSON, RECREATION SUPERVISOR PLAY'N IN PRIOR LAKE - FINANCIAL SUPPORT MAY 15, 1995 INTRODUCTION: Staff has been approached by members of the Play'N In Prior Lake group about city involvement in the summer concerts and events planned for the months of June through August. In particular, they have requested financial support for electricity and portable restrooms. BACKGROUND: On April 17th, the City Council approved the site in front of city hall for the summer concerts. This site was selected because it met the needs of both the city as well as the Play'N In Prior Lake group. The site is cenu"ally located in the community and can be accessed by the trail system. In addition, there is ample parking for the anticipated number of spectators. This site has been approved for 1995 only. After this year the site will be evaluated again for appropriateness. There are still two issues, restroom facilities & electricity costs, that need to be resolved before the concerts begin on June 1st. A representative from Play'N In Prior Lake may be present at the meeting to fOlmally make the request to the City Council. DISCUSSION: As was mentioned in the initial site analysis of the area in front of city hall, electricity exists on the site. However, Master Electric would have to make a service call to install the "plug-ins" for the concert equipment. The other issue surrounding electricity are the electricity bills that would be generated by the concert equipment and the four or five concession vendors. Due to the remodeling of city hall, the restrooms located in the building are no longer able to be kept open to the public for security reasons. The next closest restrooms are located in the Library basement, but they are not in real close proximity to where the concerts would actually be taking place. Therefore, in order to provide nearby facilities, two portable "Biffs" could be brought in for the concerts. If this were to take place, it would be more economical to keep the "Biffs" on site for the entire three months. It would be much more expensive if the "Biffs" were brought in and picked up before and after each concert. 16200 Eagle Creek Ave., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER FISCAL IMPACT: ISSUES: ALTERNATIVES: RECOMMENDATION: The costs associated with the electricity are as follows: $150 to hook up and take down the "plug-ins" and approximately $60 ($10 average per show) for the electricity bills. The total electricity costs would be roughly $210. The "Biffs" are rented on a monthly basis. The cost for one "Bifr' is $50 per month with an additional $10 per month for the damage deposit. Two "Biffs" for the three month period will total $360 ($180 per unit). If the "Biffs" were rented for each concert, the total cost would be $600. The total for both electricity and the portable restrooms is approximately $570. Because this was not a budgeted item for 1995, this money would need to be drawn from the contingency account. The other areas where the parks and recreation department will be involved include: providing road barricades, picnic tables, garbage cans, and promotional space in the Wavelength / recreation brochure. The council should consider the extent of the financial and "in kind" (labor) support to be committed to this program. Financially speaking the costs are relatively modest ranging from $570 to $810 depending upon whether the "Biffs" are to be kept on site or available only for each event. The second issue is the degree of "in kind" services to be provided. The staff time required to set up and tear down for each concert is estimated at four hours (2 staff members at 2 hours each) to haul and set up picnic tables and garbage receptacles to and from the site. The council should determine whether "Biffs" should remain on site for the entire three month period, how much "in kind" and how much financial support should be supplied by the city. There are two alternatives for the City Council to consider: 1. Approve the request from Play'N In Prior Lake, for the city to provide "in kind" services as outlined above and pay the electricity and portable restroom costs associated with the summer concert events from the contingency account in an amount not to exceed $700. 2. Approve portions of the Play'N In Prior Lake request for funding and "in kind" services. Staff recommends Alternative #1 be approved for the following reasons. After the city council approved the site location for the purpose of holding outside "community" concerts, staff has had many positive comments and phone calls inquiring about the events. The overall sense is that the community is looking for events such as these to enjoy during the summer. The parks and recreation department currently sponsors the Windjammers community band and supports the positive exposure that this ACTION REQUIRED: REVIEWED BY: BWCCSB would bring to the entire community. Secondly, the Play'N In Prior Lake group does not have the financial resources to pay for the above mentioned items at this time. They are, however, exploring ways to try and raise funds to offset some of these costs in future years. After the summer, this issue will also be included and discussed as part of the overall site analysis for future concerts and events. This action is for their 1995 program year only. Following that we will have an opportunity to assess the real impact of this program on maintenance crew time and funding. A motion and second to approve the request from Play' N In Prior Lake, that the city pay the costs associated with electricity and portable restrooms, not to e ed $700. a lJ' for A11 01b f asJdm1eb Commlf11i~ Celebratiott, 1 11 look What's l'la11111'll1l'rior la~ J Joil1 \f014'- fam1hi~ fri~bs a"~ l1dSl1bm-s for 6 fim-tm~b S\m1mer ~~1l15S 0t1 tl1~ II 5'-~~" Prior la~ Cit\f HaD Gr01tJ1bs 16200 uSl~ C,-~~l( AV~14~ "'" I , '0 J Prior Lake Jazz Band, Los Bandidos; Stories of our past . ~ Bril1S bla"l(d's a"~ cl1ai,-s to ~jO\f local ~tmail1m~t 6:00 .. 8:~ Di"~ pia11C st\fl~ m1 foo~ ava11abl~ -&om local O1-sal11zatiOt\s J June 15 Prior Lake Players; Police stories by (Uncle) Dick Powell . July 6 Polka night, Florian Blumberg and the Boys; Stories of our past July 20 Prior Lake Dance; Improv night. ~ j a - W ^ ~ " I I ,,-:~ v August 3 Prior Lake Wmdjammers and Ice Cream Social Sponsored by Prior Lake City Parks and Recreation August 3-5 Special crafts and downtown street sale ~ August 5-6 "Lakefront Days" . August 17 Pow Wow celebration and stories Sponsored by our Dakota neighbors