HomeMy WebLinkAboutItem 4.13 StPatFestivalPlan$CITY CLERK FILE # 950-40
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 6, 2001
SUBJECT:
St. Patrick's Day Festival Plan and Budget
Report Prepared by Paul McCreary, Parks and Community Services
Manager
ATTACHMENTS: I Event Map .
2. Budget Change Form
RECOMMENDATION:/~~ Approve a budget modification increaSing the revenue budgets by
$60,695 and the expenditure budgets by $63,540.
FINANCIAL STATEMENT: The FY 2001/2002 Budget was prepared on the presumption that a
contractor would receive festival revenue and pay for festival expenditures. Since the City will be
producing the 2002festival a modification of the FY 2001/2002 budget is needed to recognize the revenue
and expenses that will now be deposited to and paid from the General Fund. Due t° projected decreases
in sponsorships and increases of some expenditures, Staff estimates the City will incur $2,845 more in net
costs for this event than anticipated in the adopted budget for FY 2001/2002.
DESCRIPTION: Bright Moments Event Production, the firm that produced the 2001 St. Patrick's
Day Festival, ceased operations in mid-July. At the City Council meeting on August 21, 2001, the
Council~ directed Staff to begin planning the St. Patrick's Day Festival in-house and prepare an event plan
and budget change for the Council's approval. An event plan has been developed by Staff and is outlined
below.
EVENT PLAN
Event Production Team
The production of the 2002 festival will be under the direction of the Parks and Community
Services Manager, with the support of City employees and independent contractors for specialty
services. The Recreation Specialist who was originally hired to assist with the Day on the Glen
will be working an additional 10-hours per week coordinating the operations of the St. Patrick's
Day Festival. Dan O'Hara has been contracted to secure sponsors for the event. He has been
extremely successfUl at securing sponsorships for previous St. Patrick's Day Festivals, as well as
the Day on the Glen. Staff has secured the services of Pacific Fine Arts to lease booth space to
artists and crafters. Pacific Fine Arts has been in business for over 20 years and has been highly
recommended by many cities and chambers of commerce throughoUt California.
Festival Layout and Components
The 2002 St. Patrick's Day Festival will utilize the same site as in previous years. This includes
Amador Valley Boulevard between Regional Street and Donohue Drive, as well as the parking
lots at the Shamrock Village Shopping Center and Dublin Library. An Event Map showing an
G:\COUNCIL\I 1-06-01 st pats budget.doc
COPIES TO: st. Patrick's Day Liaison Committee
ITEM NO.
overview of the site plan is Attachment 1. Staff is proposing a few minor changes to the layout
from previous years. The most significant change will be relocating the main stage and
restaurant vendors to the library parking lot. In the past the main stage, which features Celtic
entertainment, has been in the middle of the carnival area at the Shamrock Village Shopping
Center. Staff proposes moving it to the Library parking lot so the venue can be expanded with a
larger stage and additional covered seating. The community stage, which is a smaller stage
featuring local entertainment, would then be located in the Shamrock Village Shopping Center
along with the children's attractions and food. A new stage featuring Irish Dancing would be
located on Amador Valley Boulevard at Regional Street. As in the past booths for the art and
craft vendors, non-profit groups, Dublin businesses and event sponsors would line the median
and southern curb of Amador Valley Boulevard. There is enough space on the street to
accommodate 155 artists, 20 non-profit groups and 20 local businesses.
Celtic Entertainment
Staff proposes adding a third stage this year that would solely feature Irish dancing. In the past
Irish dancing has been featured on the main stage for only a couple of hours each day. Irish
dancing is popular and many visitors who missed the dancing performances have requested that
more Irish dancing be included in the festival. Adding this venue would enhance the Irish theme
of the festival. The main stage will still feature a variety of Celtic music from traditional styles
to rock; dance tunes and ballads.
Food and Beverage ~
Food booths will be located in the library parking lot near the entertainment pavilion and in the
Shamrock Village Shopping Center in the carnival midway area. For the entertainment pavilion,
Staff will secure a variety of Irish food vendors and local restaurants. To enhance the Irish spirit
of the festival, an effort will be made to secure more Irish food vendors than in the past. The
food located in the carnival area will be geared towards children and feature items such as hot
dogs, fries, hamburgers, pizza, cotton candy and kettle com. Each food area will have Seating
available for diners. Beverage booths will be located in four locations and will feature Irish and
domestic beer, local wines, soda and water. Beverage booths will be expanded this year to be
able to accommodate more lines at each booth and reduce the length of the lines.
Commemorative wine and beer glasses will be made available for sale in the beverage booths.
Carnival Midway
The carnival rides and games have been a popular attraction at past festivals. When more of
these types of attractions are available, families tend to spend more time at the festival.
Therefore} Staff is proposing utilizing a larger portion of the Shamrock Village Shopping Center
for children's attractions. In prior years these attractions have only utilized about 2/3 of the space
in this area. To enhance the St. Patrick's Day spirit a vendor will be secured to sell Irish novelty
items in the carnival area such as hats, t-shirts, pins, balloons, and other related items.
Participation by Non-Profit Organizations
Local non-profit organizations will continue to have a significant role in the festival. Groups will
be invited to setup informational booths at the festival to promote membership and achievements
by the organization. Groups will also be invited to provide community festival workers. As with
past festivals the community festival workers will be able to earn an hourly stipend, which will
be donated back to their organization. Available positions will include greeters, booth sitters,
survey takers, caf6 cleanup, beverage pourers and ticket cashiers. Letters inviting groups to
participate will be mailed in November to groups listed on the City's non-profit mailing list.
In addition to the St. Patrick's Day Festival, the City will host the Shamrock 5K Fun Run, the Dublin
Sister City Association will sponsor the Green & White Gala, the Alameda County Firefighters will
sponsor a Communit~ Pancake Breakfast and the Dublin Lions Club will sponsor the St. Patrick's Day
Parade. An overview of these, events follows.
SHAMROCK 5K FUN RUN
The City will be sponsoring the 4th Annual Shamrock 5K Ftm Run and Walk on Sunday, March 17, 2002
from 8:30-10:30 A.M. The event will start and finish in the Shamrock Village Shopping Center and
utilize the same 3.1-mile racecourse. Pre-race activities will feature an aerobic warm-up and stretching.
Post-race activities will include food, water, energy drinks, sponsor recognition, a Celtic band, and the
awards ceremony.
OTHER ST. PATRICK'S DAY EVENTS
The Dublin Sister City Association will be sponsoring the annual Green & White Gala on Friday, March
15, 2002. On Saturday morning, the Alameda County Firefighters will be sponsoring a Community
Pancake Breakfast at Fire Station Number 16. After filling up on green pancakes, visitors will be able to
see. the Dublin Lions Club's annual St. Patrick's Day Parade, which begins at 9:30 A.M. Despite the
opening of the new Safeway on the comer of Dublin Boulevard and Amador Plaza Road, the parade will
continue to be staged on Amador Plaza and follow the same route as in past years. The Friends of the
Dublin Library will be sponsoring their semi-annual Used Book Sale at the library from Friday, March 15
through Monday, March 18.
PROPOSED EVENT BUDGET
Staff has prepared a budget for the 2002 St. Patrick's Day Festival. The budget was prepared utilizing
data from the 2001 St. Patrick's Day and Day on the Glen festivals. Following is the Proposed Budget as
compared to the Adopted Budget.
REVENUE 200112002 ADOPTED BUDGET 2001/2002 PROPOSED BUDGET
Charge for Service $38,000 $68,695
Contributions $0 $30,000
TOTAL REVENUE
$98,695
$38,000
EXPENDITURES 200112002 ADOPTED BUDGET 2001/2002 PROPOSED BUDGET
Salaries and Benefits $10,065
Postage $525
Operating Supplies $17,290
Communications $100
Advertising $12,500
Printing & Binding $1,550
Rental Equipment $19,640
Contract Services $35,000 $36,870
TOTAL EXPENDITURES $35,000 $98,540
NET GAIN $3,000 $155
Due to projected decreases in sponsorship revenue and increases in expenditures, Staff estimates the City
will incur $2,845 more in net cost than anticipated in the adopted budget for FY 2001/2002. With the
looming economic recession Staff is anticipating a decrease of $5,000 in sponsorship revenue this year.
Since the event will be produced in-house the part-time salary budget needs to be increased to account for
the additional 10-hours per week for the Recreation Specialist. Conversely the contract services budget
will be decreased due to the fact that the City will no longer be paying a management fee to an outside
firm. The most significant increase in expenditures is for advertising. In an effort to attract more visitors
from outside of the Th-Valley, Staff is proposing increasing television advertising of the event.
Significant advertising would still be placed in the local newspapers as well as on several radio stations in
the Bay Area. The costs of rental equipment have increased due to the third stage for Irish Dance, and
larger tents for the main stage.
The FY 2001/2002 Budget was prepared on the presumption that a contractor would receive festival
revenue and pay for festival expenditures. The only items included in the budget were the promoter's
management fee ($35,000 expenditure) and the net festival proceeds anticipated from the festival ($38,000
in revenue). Since the City will be producing the 2002 festival budget modifications are needed to
recognize the actual revenue .and expenses that will now be deposited to, and paid from, the General Fund.
The Budget Change Form in Attachment 2 addresses the needed budget modifications.
RECOMMENDATION
Staff recommends the Council approve the budget modification increasing the revenue budgets by
$60,695 and the expenditure budgets by $63,540.
2002 ST, PATRICK'S DAY FESTIVAL
PRELIMINARY SITE LAYOUT
DUBLIN
LIB1L~RY
ATTACHMENT I
CITY OF DUBLIN
BUDGET CHANGE FORM
New Appropriations (City Council Approval Required):
X. From Unappropriated Reserves
(If Other than General Fund, Fund No -
__X From New Revenues
Budget Transfers:
CHANGE FORM #
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Name: REVENUE BUDGET $30,695
Account #: Name: Special Events - Charge for Service
Account #: 001.565.012
Name: REVENUE BUDGET $30,000
Name: Contributions from Others
Account #: Account #: 001.570.002
Name: Name: Part-Time Salaries $8,870
Account #: Account #: 001.80700.701.002
Name: Name: Retirement (10.148 % on hours past 999) $1,195
Account #: Account #: 001.80700.701.004
Name: Name: Postage $525
Account #: Account #: 001.80700.711.000
Name: Name: Operating Supplies $17,290
Account #: Account #: 001.80700.713.000
Name: Name: Communications $100
Account #: Account #: 001.80700.714.000
Name: Name: Advertising $12,500
Account #: Account #: 001.80700.715.000
Name: Name: Printing and Binding $1,550
Account #: Account #: 001.80700.716.000
Name: Name: Rentals and Leases $19,640
Account #: Account #: 001.80700.719.000
Name: . Name: Contract Services $1,870
Account #: Account #: 001.80700.740.000
_.----- -~ /1
Si~mature
ASD/Fin Mgr f'~-~'~ ~L ~ Date:
Signature
REASON FOR BUDGET CHANGE ENTRY: The FY 2001/2002 Budget was prepared on the presumption
that a contractor would receive festival revenue and pay for festival expenditures. Since the City will be
producing the 2002 festival in-house a budget modification is needed to recognize the revenue and expenses
that will now be deposited to and paid from the General Fund. It will be necessary to increase revenues by
$60,695 and expenditures by $63,540 and appropriate an additional $2,845 from the General Fund
Unappropriated Reserves.
Mayor:
Posted By:
Signature
Signature
Date:
Date:
ATTACHMENT 2