The URL can be used to link to this page

Home My WebLink About8.3 DublinPastaFestival1999 ... ~ CITY CLERK File # D[2J[5Jf()l-~[QJ . 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: ,~/ frl/ . 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. . ------------------------------------------------------------------------------------------------------------- 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. . . -3- 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: ~ 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) . 1999 DUBLIN PASTA FESTIVAL PROPOSED BUDGET Category Booth Sales: Arts & Crafts Booth Sales: Commercial Booth Sales: Restaurant Spaces Food Vendors Children's Attractions "~i'i"'e.'~'" , " rshi .ii >i!1i i",,' _" ",Pi' ii'",., T-Shirt Sales Bevera e Sales 'A. T'i nnUIi'NTTU'llili!lilMit;;> >i ,? ~"';'~:r~'v.L:I mqifM7.y;i:~>",' 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' ; . </~",_:.~,^",. , $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 f(eu ,'5ej) -== ~~ S ,~ Lj-.J.o-'1i