Agenda - Council Work Session - 06/23/2020

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CC Work Session 2. 1. Meeting Date: 06/23/2020 Information Title: Continue Discussion Regarding City Events and Staffing Purpose/Background: The purpose of this case is to clarify and gather Council feedback to provide direction to staff in terms of how to commence in any planning for City events including the 2020 Happy Days Festival and the Summer Concert Series. Happy Days Festival: A Special Meeting of the Happy Days Committee was called on Thursday, May 14. The purpose of the meeting was for the committee to provide a recommendation to the City Council as to whether the annual Happy Days festival be canceled, modified or commence as usual. City staff provided an update on COVID-19, shared a message from State Fair officials, presented research regarding what other Counties and Cities are doing in regard to their fairs and festivals, reviewed what a modified version of Happy Days could look like and provided a recommendation to the Committee. Staffs recommendation was to cancel the 2020 Happy Days Festival for the following reasons: 1.Budget 2.Staffing (Discuss Administrative Intern & One FT Employee Leave of Absence [LOA]) 3.Sponsorships 4.Volunteers 5.Govemor's most recent recommendations Committee members provided feedback on staffs presentation. The minutes of the May 14 meeting are attached to this case. Also attached to this ase are Staffs presentation/notes. Per the Council's request at the May 26, work session, the 2019 budget is also attached to this case. Staff will also present its findings in terms of sponsorship interest as requested and provide an update regarding the two contracts that have already been signed (Anderson Race Management: 5K and Youth Fun Run Coordinator and Hello! Booking Inc.: G.B. Leighton representative). A total of 764.75 hours and $18,454.01 are invested by City of Ramsey staff to make the Happy Days Festival possible. The hours included are total hours, but the wages here do not include comp time. So, the hours are accurate but the wages will be short since there is no dollar amount assigned to the hours put as comp time. • Admin: $6,242.77 • Community Development: $546.93 • Engineering: $823.85 • Finance: $126.75 • Police: $4,464.35 • Public Works: $7,845.33 Please note: These values show an estimate as to how much time each department invests to Happy Days. Summer Concert Series: Also on May 26th, there was acknowledgement (consensus) that the June concerts at The Draw would be canceled. Additional discussion included developing a plan for some or many concerts to occur in July and August with respect to appropriate distancing at the amphitheater. Staff is proceeding with organizing and planning for the concerts at the amphitheater and will finalize details following consensus of the Council that this is still desired. The plan as of this case preparation, given the goal of trying to limit attendance (within the amphitheater proper) to 250 persons is to require concert goers to register for 'tickets' on the city's web site —similar to what had occurred with the Drive-in Movie. This would likely occur with Ramsey residents having 'first dibs' and