Minutes - Council Work Session - 09/13/2022

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Acting Mayor Riley added that Game Fair is very vital to the City and Game Fair does a great service to Ramsey. Councilmember Woestehoff asked if Council or anyone else knew what a similar sponsorship package with Game Fair would cost for the booth and the marketing materials. He stated he imagined it was over the cost of half of the invoice. City Administrator Hagen stated he did not know what a sponsorship package would cost, however; the booth cost was approximately $700-$800. To Councilmember Woestehoff’s point, he added that Game Fair did use Ramsey’s logo and announced on the Game Fair website that they were in Ramsey so it served as some advertising in that perspective. Councilmember Heineman asked if a quote had been sent to Game Fair or if only an invoice had been sent. He stated that this year, the City should let Game Fair pay the half and in future years, send them different quotes with different options so that there is an agreed upon price before the actual event. City Administrator Hagen mentioned there was no discussion up front, however; it is something to think about moving forward. He added the planning aspect started a little late and Game Fair only reached out less than a month before the event. Councilmember Heineman reiterated his point about sending them a quote in the future. He asked for confirmation that the services the City billed for was double what it had been in the past. City Administrator Hagen said no and that the invoice amount is generally in line with what Game Fair has received in the past; however, historically, the City has waived half of that fee, partially due to having a free booth at the event and allowing Ramsey to advertise what is going on in the City. Acting Mayor Riley said he was comfortable with this and suggested that moving forward they memorialize this. Councilmember Musgrove stated she was glad Staff brought this forward because of the difference in circumstances. She added she is not happy to see this, although Game Fair is a valued member of the Ramsey community, she thinks that Game Fair assuming that they will get all the services for not having Ramsey participate in it is not the predicate that Game Fair would have with a previous agreement. She is glad to talk about some kind of agreement or understanding moving forward. She does not want it to be assumed year after year that whether or not Ramsey has a booth Game Fair will only pay for half of the services. She asked where the funds come from to pay for this. Finance Director Lund stated the funds come out of the police budget as it was paid out of their overtime account. Approximately $10,000 worth of overtime was billed and that the other half of the total, the $5,000 came out of the overall budget of the general fund. City Council Work Session / September 13, 2022 Page 2 of 16