Agenda - Council Work Session - 04/27/2010

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CITY COUNCIL WORD SESSION Topic Report: 2010 Happy Days Staffing Report By: Jessica L. Hendricks, Management Intern Background: 3 ., At the January 5, 2010 work session, City Council directed staff to plan the 2010 Happy Days as a two-day event, and to include a carnival as a part of the festival. Adding a second day, and the accompanying events, has changed the staffing patterns for the event. Last year the staffing totals were as follows: Pre aration Day of Volunteer Hours --- 237.5 Paid Hours 779.4 137.5 Overtime Hours --- 98.25 Comp time 20.25 TOTAL 779.4 493.5 These reflect the total hours from Administration, Police, Fire, and Public Works for 2009. The staff costs for the event totaled $25,834.68; this number reflects both preparation and staffing the day of the event. While staff expects that the staffing costs for preparation of a number of the events to remain nearly the same, there will be additional preparation costs associated with the go-karts. Public Works staff will need to set up concrete barriers for the race area. At this date, a final location for the go-karts has not been decided upon. The number of barriers that will be needed varies with location. However, staff estimates that for every four (4) barriers, it will take two (2) people one (1) hour per round trip. The Happy Days Committee and staff have made an effort to limit the number of events that will be held on Sunday, September 19. This was done, in part, to limit the amount of paid staff involvement, until the 2-event has an established pattern of operation. Currently, there are only two (2) events that will be added on Sunday. These events are the carnival from 10 am to 6 pm and a 15K Family Bike Tour of Ramsey parks and businesses, expected to last 3 hours, which will primarily be staffed by volunteers from Hope Fellowship. The Family Bike Tour will highlight both Ramsey's Park and Trail System and allow residents to meet local area businesses. Hope Fellowship prepared a proposal for the Happy Days Committee; this proposal is attached for Council review. The Bike Tour will require additional staffing from Public Safety, as some of the crossings in busier areas will need to be monitored. With the limited events on Sunday, few additional Public Works staff will be needed for the festival. It is expected that one (1) staff from Public Works could be made available to empty trash cans in Town Center at some point during the day. With the new events that have been added, there will be additional Public Safety staff time required. Captain Dwyer has prepared an estimate of the hours needed at each of the new events. This has been attached for Council review. Captain Dwyer estimates an additiona169 staff hours on Saturday and 39 hours on Sunday.