HomeMy WebLinkAboutItem 8.3 Day on the GlenG~~~ OF DU~~~
19`~; =~,~ 2
/1 IVV
O~LlFOR~~`
STAFF REPORT CITY CLERK
DUBLIN CITY COUNCIL File # ^ I^®Q^-®®
DATE: March 16, 2010
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJECT: 2010 Day on the Glen Event
Prepared By: Diane Lowart, Parks and Community Services Director
EXECUTIVE SUMMARY:
The Day on the Glen event was started in 2001 as a one-day festival at Emerald Glen Park. In
2002 the event was expanded to two days and it has remained atwo-day event since then.
The City Council will consider whether the Day on the Glen event should be discontinued in
2010 as a cost savings measure in light of a projected budget deficit of between $3.1 million
and $4.6 million in Fiscal Year 2010-2011.
FINANCIAL IMPACT:
The net cost to the City for the 2009 Day on the Glen event was $65,600.
RECOMMENDATION:
Staff recommends that the City Council receive the report and provide direction on whether to
discontinue the Day on the Glen event for 2010.
~~:~~
Submitted by:
Parks and Community Services Director
Page 1 of 4 ITEM NO. 0 • ;J
Assistant City Manager
DESCRIPTION:
A meeting of the City Council was convened on February 24, 2010 for the purpose of providing
input on the 2010-2011 Budget and 2010-2011 Goals and Objectives. At the meeting, the City
Council learned that the City may face an operational deficit of between $3.1 million and $4.6
million in Fiscal Year 2010-2011. As a result, the City Council directed the City Manager to
utilize the following actions to balance the Fiscal Year 2010-2011 Budget:
• Utilize Economic Stability Reserve;
• Defer or eliminate 2010-2011 General Fund Capital Projects, where feasible;
• Reduce operations and hours for City buildings and facilities;
• Reduce operational service levels.
Staff would like to gauge the City Council's interest in discontinuing the Day in the Glen event
for 2010. Taking a year off from the event would allow Staff to re-evaluate the event and
determine if the funding allocated for the event could be better spent on other programs or
services.
BACKGROUND:
The Day on the Glen event was first held in 2001 as a one day festival at Emerald Glen Park.
The preliminary goals for the event were as follows:
• Plan and manage a family oriented festival that encourages visitors to remain at the festival
for an extended period of time;
• Create unique activities that will distinguish the event from other festivals;
• Utilize the festival to acquaint new residents to Dublin and enhance community spirit;
• Create significant exposure and awareness of the event in the community;
• Provide professional entertainment for both children and adults;
• Offer unique visitor experiences that are interactive;
• Encourage participation by a variety of local restaurants;
• Provide opportunities for non-profit organizations to provide festival workers as a fundraiser;
• Create partnerships with the business community and encourage sponsor involvement in the
event.
In 2002 the event was expanded to two days and it has remained atwo-day event since then.
The event has traditionally been held in September of each year.
The event is coordinated by Staff from the Parks and Community Services Department.
Logistical support is provided by Public Works, Police and Fire. All other City Departments are
involved in the City Hall Tent which provides information on City services and updates on both
City and private development projects.
Day on the Glen typically features the following components: City Hall Tent; other Government
Agency Booths (Dublin Police Services, Alameda County Fire, Dublin Unified School District,
Dublin Public Library, etc.); Children's Activities (Carnival Rides, Jump Houses, Games, Tot
Play Area); Entertainment (Main Stage and Community Stage); Non-Profit and Commercial
Booths; Sports Competitions (Skateboard, Volleyball, Basketball and Tennis); and Food Booths.
Additionally an evening concert was held for four of the nine years of the event. With the
Page 2 of 4
exception of the 25th anniversary concert and fireworks, the evening concerts were generally not
well attended relative to the cost associated with the concerts.
The following table captures key data for the last five years of the event.
25`n
Theme
None Fun For the
Anniversary
A World of Fun Animal
Whole Family
Celebration Adventure
Food/Snack
Booths 11 12 10 12 11
Non-Profit
Booths 19 24 27 26 30
Commercial
Vendors 59 40 40 38 39
Sponsor
$11,250
$21,000
$18,000
$17
800
$14
000
Income , ,
Estimated
Attendance 10,000 12,000 13,000 14,000 13,000
The costs associated with the 2009 Day on the Glen event are shown below.
Expenditures $105,000
Revenue 39 400
Net Cost $ 65,600
FESTIVAL EXPENDITURES
Staff Overtime
Temporary/Seasonal Employees
Operating Supplies
Advertising and Printing
Equipment Rental
Donations to non-profit groups for event volunteers
Contracted Services
Event Entertainment/Support Services
MCE Maintenance Services
Fire Services (bike paramedics)
Police Services
Street Banner Hanging
Contracted Services Total
SUBTOTAL FESTIVAL EXPENDITURES
CITY HALL TENT EXPENDITURES
Central Services
Administrative Services
Staff Overtime
SUBTOTAL CITY HALL TENT EXPENDITURES
$2,100
$13,700
$7,590
$2,910
$19,350
$4,130
$14,320
$22,320
$2, 000
$8,000
$380
$47,020
$96,800
$5,000
$2,100
$8,200
Page 3 of 4
TOTAL EXPENDITURES $105,000
REVENUES
Sponsorship Revenues $14,000
Vendor Fees /Commissions / Onsite Sales $25,400
TOTAL REVENUES $39,400
NET COST OF EVENT $65,600
These costs do not reflect the Staff time associated with planning and conducting the event. It
is estimated that 20% of a Recreation Coordinator's time is spent on this event. Nor do these
costs reflect the Staff time associated with coordinating the City Hall Tent; this is done primarily
by Staff from the City Manager's office with assistance by the various other operating
departments.
If the Day on the Glen event moves forward in 2010, Staff anticipates that the cost to the City
will exceed the cost of the 2009 event. This is a result of decreased sponsor revenues. As
shown in the table above, sponsor revenue was down approximately 21 % from 2008 to 2009;
sponsor revenue for the 2010 St. Patrick's Day Festival is down approximately 5% from 2009.
Special event planners have found that events often have a "shelf life" and recommend that
events take a year off to re-invent themselves. This was the case with the Pasta Festival which
was originally held in Pleasanton and was extremely successful. When the event was re-
located to Dublin, attendance and interest in the event declined which led to its eventual
discontinuation. The Day on the Glen event was conceived as a replacement to the Pasta
Festival.
Based on initial feedback from the Parks and Community Services Commission, Staff had
intended to look at ways to re-tool the Day on the Glen event for 2010. Some of the
Commissioners felt the event has been too focused on children's activities and needs a new
"hook" to generate more interest in the event. In light of the current budget situation facing the
City, instead it could be advantageous to take a year break for the Day on the Glen event.
During the upcoming year Staff would seek input on the community's vision for special events in
Dublin to ensure the funds expended for Day on the Glen best meet the needs of residents,
who place a high value on events and festivals according to the 2008 Parks and Community
Services Strategic Plan. This will help the City better understand if there is a need to make
changes to the Day on the Glen theme and activities, or if it would be better to realign these
resources for other programs or services that would better meet the needs of residents.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was distributed to the Parks and Community Services Commission.
ATTACHMENTS: None
Page 4 of 4