HomeMy WebLinkAboutItem 8.3 DublinPastaFestival1999 (2)
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CITY CLERK
File # D[2J[5Jf()l-~[QJ
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AGENDA STATEMENT
CITY COUNCil MEETING DATE: April 20, 1999
SUBJECT:
1999 Dublin Pasta Festival
Report by Diane Lowart, Parks & Community Sen'ices Director
ATTACHMENTS:
1) Correspondence from Dan Mays, Event Manager, GoodTimes
Promotions, Inc.
2) 1999 Dublin Pasta Festival Proposed Budget
RECOMMENDATION: ,~/
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If the City Council is in favor of City sponsorship of the 1999
Dublin Pasta Festival, direct Staff to negotiate an agreement with
GoodTimes Promotions, Inc. and prepare a budget change form for
City Council consideration at a future meeting.
FINANCIAL STATEMENT:
Net cost to the City could vary up to $16,930.
Funds are not available in the Fiscal Year 1998-99 Budget.
DESCRIPTION: One of the 1999 objectives considered by the City Council at the
March 18, 1999 Goals and Objectives Study Session was "to coordinate a major Downtown festival in
. September". Staff informed the City Council of a proposal from GoodTimes Promotions, Inc. (GTP)
whereby the City would assume the ownership of the Pasta Festival, typically held in September of each
year, and contract out to GTP as the promoter. The Council agreed to delete this objective from the 1999
Goals and Objectives List and directed Staff to bring the proposal from GTP back to the Council in 45
days to evaluate.
BACKGROUND
At the April 8, 1998 meeting of the Dublin City Council, the Council gave conceptual approval for GTP
to hold its annual Pasta & Jazz Festival in the City in September on Amador Plaza Road. Staff was
directed by the Council to work with GTP on procuring the necessary permits in order to hold the two-day
festival. Further, all direct costs associated with the festival were to be borne by GTP with no net cost
being incurred by the City.
The Dublin Pasta and Jazz Festival was successfully held in the City of Dublin on September 12 and 13,
1998 with an estimated 40,000 in attendance. While there was no net cost to the City for the 1998
festival, there was significant staff time spent by the Economic Development Director to procure the
necessary permits and coordinate the event with affected merchants and other City Departments.
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COPIES TO: GoodTimes Promotions
ITEM NO.
6.,
G\PastaFestival\cc42Oproposal.doc
RECOMMENDA TION
· Stafr'recornrnends that the City Council consider the proposal from GoodTimes Promotions, Inc. to take
ownership of the Dublin Pasta Festival and contract out to GTP as the promoter. If the Council is in favor
. of the proposal Staff will negotiate an agreement with GTP for City Council review at the next meeting.
Staff would also request input from the City Council on the conditions of the agreement including the
proposed management fee, the commission on beverage sales versus the commission on the net profit, and
the term of the agreement. Further, a budget change will be needed to reflect those costs to be incurred in
Fiscal Year 1998-99. The budget change will be brought before the City Council with the agreement.
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oGoodTimes
6451 Scarlett COllrt. Dublin, CA 94568 · (9Z5) 803-4050 · Fax (9Z5) 803-7528
Pro1l1orions, Inc.
GoodTimes
Promotions, Inc.
February 9, 1999
DAN l-.IAYS
Mayor Guy Houston
City of Dublin
100 Civic Plaza
Dublin, CA 94568
6451 5":;1l1clt COllrt
Dublin. CA 94568
(925) 801.4050
Fax (925) 803.7528
Dear Mayor Houston:
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As you requested this is a follow-up to our December, 1998, meeting regarding the Annual Pasta & Jazz
Festival. Since that time, I have met on several occasions with my support staff contemplating what would
be best for not only GoodTimes Promotions, Inc., but also the City of Dublin. It was agreed that the City of
Dublin shou{d take ownership of the festivaL and contract out to GTP, Inc. as the promoter.
Last year's 1998 Pasta and Jazz Festival was a success for both the city and cormnunity. However, we feel
there are several issues that need to be addressed, to make cel1ain this is a positive situation for all party's
involved.
They are as follows:
. The City of Dublin should own the festival
. Change the name to "Dublin Pasta Festival"
. Decrease the amount vendor booths. Suggested number would be 100 Arts & Crafts & 50
CormnerciaL This cuts down on duplication and results in happy vendorsl
. Provide only one headliner for Saturday night entertainment. All other
entertainment can be contracted locally at a reduced rate.
. Local businesses, restaurants and city agencies should support this festival,
and made aware of the potential economic impact to the City of Dublin.
. Promote and expand community support and ownership, by involving
non.profit organizations, service clubs and local schools.
GTP, Inc. will develop, manage and produce a first rate community drIven festival. Our contract
fee is $35,000, plus 30% cormnission on all beverage sales. A 50% deposit is due by June I,
1999, while the remaining balance is to be paid by August I, 1999. This contract is for a three~
year period, and is negotiable annually. GTP. Inc. would turn complete oWnership of the Pasta &
Jazz Festival over to the City of Dublin at no cost, only if GTP, Inc. receives the contract.
Our organization is very enthusiastic about continuing to produce this festival, and hope that you
will consider our recommendations and proposal. A response is requested by February 26, 1999.
~cerelY'
D~~~
Event Manager
cc: Greg Ruhle
A TT ACHMENT 1
Option # 1 Option #2
EQUIPMENT RENTAL Amount Quantity Total Total
. Tents $3,250 I $3,250 $3,250
Booths (20'x I 0') $110 26 $2,860 $2.860
Tables, Chairs, Umbrellas $1,988 $1,988
Generator $2,500 $2,500
Portable Toilets $1,950 $1,950
Main Stage $1,400 $1,400
Community Stage $875 $875
Golf Carts 3 $900 $900
ITOT AL EQUIPMENT RENTAL $15,723 $15,723
Option # 1 Option #2
CONTRACTED SERVICES Amount Quantity Total Total
Entertainment & Sound $10,000 $10.000
Promoter Management Fee $35,000 $30,000
Promoter Share of Beverage Sales $13.554 $0
Festival Workers $5,664 $5.664
Street Marking $400 $400
Electrical Staff $950 $950
ABC Permit $60 $60
Overnight Security $1.345 $1.345
Logo Illustration $500 $500
Demo a hie Surve $585 $585
TOTAL CONTRACTED SERVICES $68,058 $49,504
. Option # 1 Option #2
CITY SUPPORT Amount Quantity Total Total
Public Works $1,800 $1,800
Police Services $5,350 $5.350
FirelParamedics $2.300 $2.300
TOTAL CITY SUPPORT $9,450 $9,450
TOTAL EXPENDITURES $122,810 $104,256
NET COST TO CITY $16,930 ($1,624)
Promoter Commission (40% or net profit) n/a $650
NET COST TO CITY $16,930 ($974)
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1999 DUBLIN PASTA FESTIVAL
PROPOSED BUDGET
Category
Booth Sales: Arts & Crafts
Booth Sales: Commercial
Booth Sales: Restaurant Spaces
Food Vendors
Children's Attractions
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T-Shirt Sales
Bevera e Sales
'A. T'i nnUIi'NTTU'llili!lilMit;;> >i
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POSTAGE
Vendor Recruitment
Vendor Confinnation
Dublin Merchant Mailing
Miscellaneous
ITOTAL POSTAGE
OPERATING SUPPLIES
T-Shirts
Beverages
Beverage Supplies
Signage Materials
Electrical Supplies
Trash Ba s and Gloves
TOTAL OPERATING SUPPLIES
PRINTING AND BINDING
Vendor Recruitment
Envelopes
ITOTAL PRINTING
PROJECTED REVENUE
Amount
$200
$300
$375
$300
$4,000
$10
Quantity
100
50
12
6
Option # 1
Total
$20,000
$15,000
$4,500
$1,800
$1,000
PROJECTED EXPENDITURES
Amount
$0.33
$0.33
$0.31
$0.33
Amount
$4
Amount
Amount
$0.33
Quantity
500
168
1200
100
Option # 1
Total
$165
$55
$366
$33
$619
Quantity
300
Option # 1
Total
$1,200
$12,050
$1,500
$500
$850
$150
$16,250
Quantity
Option # 1
Total
$1,500
$5,000
$6,000
$12,500
Quantity
500
Option # 1
Total
$165
$45
$210
Option #2
Total
$20,000
$15,000
$4,500
$1,800
$1,000
, ",i~l~$'-i 9000' ;
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$3,000
$45,180
:Ji>~i~$l09 480
Option #2
Total
$165
$55
$366
$33
$619 I
Option #2
Total
$1,200
$12,050
$1,500
$500
$850
$150
$16,250
Option #2
Total
$1,500
$5,000
$6,000
$12,500
Option #2
Total
$165
$45
$210 I
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