DISCUSSION OF FY 2016-17CITY-WIDE SPECIAL EVENTSA Really Good Time for a Little Less Money

GAINING PERSPECTIVE 2015 Events

Independence Day Celebration Holiday Tree Lighting Mach 1 Adventure Run

Overview of Events Ideas that Could Save Money

INDEPENDENCE DAY CELEBRATION

EVENT OVERVIEW Parade & Festival Event cost (2015): $203,723 Partners

Monster: Staging/lighting/sound and product as in-kind contribution ($50,000)

Sponsors (10) All City Departments

Revenue: $35,200 $13,500 sponsorships $17,200 tix sales $1,200 vendor booth fees $3,300 parade entry fees

35,000 attendees ($3.39/person)

OPERATIONS COST BREAKDOWN:2016 July 4th CELEBRATION BUDGET ACTUAL PROPOSED

PARADE 2015 2016Traffic Management - Cone Zone $2,336.50 $3,000.00Supplies (sound system/cones/cardstock/etc) $621.86 $800.00TOTAL PARADE COSTS $2,958.36 $3,800.00     

FESTIVAL 2015 2016Festival Games Contractor & Tables, Tents and Chairs $29,151.48 $30,000.00Fireworks $21,000.00 $21,000.00Bands (Pop Vinyl ) $3,500.00 $4,000.00Jumbotron, cameras, Videographer $18,379.00 $18,200.00Traffic Management Contract - Cone Zone $18,801.80 $20,000.00Temporary Fencing $17,428.70 $10,000.00Portable Toilets $6,046.00 $6,000.00Marketing (banners, flyers, parking passes, etc) $2,573.53 $3,400.00Miscellaneous supplies $1,691.38 $3,000.00First Aid Balloon/Hellium (2015 new balloon + 2 tanks) $1,245.86 $500.00Ice and Ice Truck (Empire Ice) $792.04 $1,000.00Parking Service $4,639.88 $5,000.00Equipment rental (golf carts, generators, fork lift etc...) $11,657.48 $15,000.00Tribute Video $2,500.00 $3,000.00Shuttle Transportation Costs $7,184.14 $5,000.00Security Vendor for Entire Event $9,057.84 $8,000.00Alliant Insurance (new for 2016)**   $11,000.00Health Dept. Fees $480.00 $500.00

TOTAL FESTIVAL COSTS$156,129.1

3 $164,600.00

STAFF COST BREAKDOWN:STAFF COSTS 2015 2016

Library and Recreation Part-time $9,452.85 $10,000.00

Library and Recreation Full-time $1,152.03 $2,400.00

Maintenance Services $7,776.46 $21,700.00

Fire Department $5,488.93 $6,500.00

Police Department $19,025.94 $51,700.00

Public Works Department (traffic engineering/transit) $1,737.86 $2,800.00

TOTAL STAFF AND OVERTIME COSTS $44,634.07 $95,100.00

TOTAL PARADE COSTS $2,958.36 $3,800.00

TOTAL FESTIVAL COSTS $156,129.13 $164,600.00

TOTAL EVENT COSTS$203,721.5

6 $263,500.00

HOW WE CAN SAVE IN 2016 - 17 Move the event to Saturday, July 2

Miscellaneous reductions Savings of $13,900

2016 JULY 4th CELEBRATION STAFFING BUDGET      

Department July 4th (Holiday) July 2nd Difference

Library & Recreation Services Part-time $ 10,000.00 $ 10,000.00 $ -

Library & Recreation Services Full-time $ 2,400.00 $ 600.00 $ 1,800.00

Maintenance Services $ 21,700.00 $ 10,700.00 $ 11,000.00

Fire Department $ 6,500.00 $ 6,000.00 $ 500.00

Police Department $ 51,700.00 $ 29,400.00 $ 22,300.00

Public Works Overtime (traffic engineering/transit) $ 2,800.00 $ 1,600.00 $ 1,200.00

TOTAL STAFFING BUDGETS: $ 95,100.00 $ 58,300.00 $ 36,800.00

INDEPENDENCE DAY COST JULY 2ND:Parade Costs $3,300.00

Festival Costs $151,200.00

Staffing Costs $58,300.00

TOTAL EVENT COSTS $212,800.00

Proposed Savings $50,700

HOLIDAY TREE LIGHTING

EVENT OVERVIEW Activities Event cost (2015): $47,400 Partners

Sponsors: Thomas Miller Mortuary, SCE, LifeTouch ($5,500)

Maintenance Services Revenue

United Way (food): $430 Partners for Parks/Rec Foundation (photos): $540

1,500 attendees ($27.93/person)* *Average attendance: 3,000 *Decorations remain in place 30 days

OPERATIONS COST BREAKDOWN:SUPPLIES - EXPENSES 2014 2015Stage/Lighting $2,658.00 $2,747.00Entertainment $855.00 $625.00Marketing (banners/photographer) $669.00 $367.00Holiday Train $2,330.00 $2,322.00Snow Play Area $7,273.00 $7,346.00Santa's Workshop $1,042.00 $87.00Refreshments $117.00 $276.00Tree Rental $9,406.00 $10,152.00Lighting & Décor $21,401.00 $15,800.00Equipment/Prop Rental $8,355.00 $4,483.00Miscellaneous Costs $228.00 $0.00TOTAL $54,334.00 $44,205.00

STAFF COST BREAKDOWN:

STAFFING 2014 2015

Library and Recreation Services Part-Time Staff $3,238 $3,149

Library and Recreation Services Full-Time Staff $458 $0

Maintenance Services    

TOTAL $3,696 $3,149

WHERE WE CAN SAVE IN 2016 - 17 Miscellaneous reductions ($10,000)

Move event to 6th Street Use existing live tree Reduce City Hall décor (South Lawn) Reduce the amount of props used Reduce the number of large tents

Eliminate trackless train Arts Alive to provide free entertainment United Way to assume all refreshment costs Reduce staff costs

MACH 1 ADVENTURE RUN

EVENT OVERVIEW Change event due to drought conditions Event cost to City (2015): $14,755 Partners

KFROG Partners: CPA, CREST Maintenance Services, Police & Fire Departments

Revenue CPA ($635) and Airport ($8,396)

1,783 runners ($3.57/person)

MACH 1 COST BREAKDOWNSUPPLIES 2014 2015

Permits/Environmental $2,481 $5,503 Marketing $321 $20

Equipment Rentals $2,825 $1,306 Misc. Supplies $600 $32 TOTAL $6,227 $6,861      STAFFING 2014 2015LRS Part-Time Staff $1,580 $2,002 LRS Full-Time Staff $324  Maintenance Services $743 $2,339 Fire Department   $1,670 Police Department $2,255 $1,883 TOTAL $4,902 $7,894      TOTAL EVENT COSTS $11,129 $14,755

WHERE WE CAN SAVE IN 2016 - 17 No run in 2016 (KFROG cancellation) Plan for 2017

KFROG corporate concerns Must be viable option to Mud Run Increase marketing/participation (KFROG) Elimination of water and diminished preparation Increase City portion of registration (25% to

30%)

FY 2016-17 SPECIAL EVENTS Total proposed cost savings (all changes):

$60,700 Potential added savings for Mach 1

Significant changes: Independence Day Celebration date change Relocation of Holiday Tree Lighting Mach 1 Make-over

QUESTIONS?