Agenda - Council Work Session - 06/23/2020

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also release opportunities in groups of 50 over a few differing days to provide opportunities for different residents to register (versus a person simply signing up for every concert). Another operational aspect to attempting to provide for appropriate distancing, may be to limit to the lower tiers of seating in the amphitheater to couples that are 55+ in age, the upper areas to groups of family members that arrive together, and also restrict children and pets within the interior of the amphitheater seating. As for performer funding, Council may recall that for a normal season the approximate cost for bands is $20,000, with the Ramsey Foundation covering about half the expense through business donations, and the city's contribution of $10,000 from the Lawful Gambling Fund. For the July/August concert season without participation from the Foundation, the costs of concerts would be $17,150, less an anticipated sponsorship of $2,000 from Trott Brook Financial for a total of $15,150. Note: The second attachment highlights the status of various other city events affected by the pandemic, as a informational item only. Staffing: As the City Council is aware, the 2020 budget includes funding for interns. Two of the interns included in this funding have not been hired; the Planning Intern and the Administrative Intern (Happy Days Intern). The reason for not hiring these interns is primarily due to the COVTD-19 pandemic. However, staffing resources are still needed to do any Happy Days related work that may be decided upon. In addition, on or near August 1st, the Communications and Events Coordinator will be out of the office for approximately three months. If Happy Days occurs, staff recommends that it consist of 1-3 recreational events for the community, not a weekend of the crowd -intensive activities that would normally occur. Staff have strategized how to best cover any Happy Days work that may be needed, as well as how to cover the ongoing work of Communications and Events Coordinator. Consequently, staff recommends increasing the Recreational Specialist, Abby Proulx, from 20 hours per week to 40 hours per week, effective in mid -July (or sooner if needed) through the return of the Communications and Events Coordinator. Staff will work with AFSCME (the union) regarding this temporary change. The Recreational Specialist is well aligned with the skills needed for this role and she is fully aware of City operations and processes. This recommendation still results in a net hourly loss of 20 hours per week; however, staff believes that other internal staff can temporarily absorb other duties that are needed. The funding to increase the Recreation Specialist's hours, at her normal rate of pay, is well within the current budget given the savings that will be realized with not hiring two interns. Staff will be available at the meeting to provide additional detail and to answer questions. Timeframe: Staff is requesting direction regarding the Happy Days Festival (10-15 minutes), and consensus concurrence on the plan for summer concerts (5+ minutes) —including an understanding that flexibility will be required on how operationally they are organized as conditions may change, and ideas emerge on how to maximize the recreational and social experiences of concert -goers, while attempting to comply with State issued guidelines. Staff also requests consensus acknowledgement on the staffing plan outlined above (5-10 minutes). Funding Source: Funding includes; Public Works, Administration, Police and Park & Recreation staffing, (with Summer Concert band costs an approximate $15,150 from the Lawful Gambling Fund), and the Happy Days Fund - for Happy Days specific programming Responsible Party(ies): Parks and Assistant Public Works Superintendent Mark Riverblood Communications and Events Coordinator Megan Thorstad Administrative Services Director Colleen Lasher Outcome: To provide direction to staff in terms of how to proceed in the consideration of any 2020 Happy Days related events, and the Summer Concert Series.