ITEM 5.1 Otsego Prairie Festival Car Showot
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DEPARTMENT INFORMATION
Request for
City Council Action
ORGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Parks and Recreation
Ross Demant, Parks & Recreation Director
May 9, 2016
PRESENTER(s):
REVIEWED BY:
ITEM #:
Ross Demant, Parks and
Lori Johnson, City Administrator
5.1
Recreation Director
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends to have the Otsego Prairie Festival Committee manage the financial and sponsor
portions of the Otsego Prairie Festival Car Show.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No I No
BACKGROUND/JUSTIFICATION:
The City took over the lead role of the Otsego Prairie Festival in 2013. Since that time, the City has put
in place a committee that is made up of Brandy Favilla, Jim Stockamp, Dan Licht, Kim Welter, and myself.
This committee has worked to add features like a band, carnival, and a beer garden to the annual event.
They have also worked to raise over $9,000 annually in cash and in -kind donations from local businesses.
Since 2009, Otsego Rod and Custom (ORC) has been an integral part of the Prairie Festival. In the past,
ORC has taken on the responsibility of fundraising, making the dash plaques, trophies, and t-shirts, and
registering participants for the event. Over the past several years ORC has been able to maintain a
dedicated group of sponsors which traditionally donate close to $1,800 each year. ORC also takes in
approximately $1,700 annually in participant registrations.
This year the committee, which has representatives from ORC sitting on it, had discussions about the
committee taking over greater responsibility and oversight of the car show. The reason for the City to
take a more active role is to maintain a better consistency in the relationship with sponsors, streamline
the registration for the car show, and manage the finances for registrations and donations since the car
show is part of the Prairie Festival.
Below is a breakdown for the proposed change:
CITY:
• Recruit sponsors
• Print promotional flyers
• Print Dash Plaques
• Hire DJ
• Collect a $10 admittance fee (average 150-200 entries)
• Collect sponsorship donations (Approximately $1,800 each
CIRC:
• Responsible for making trophies
• Advertise in the MSRA Line Chaser
• Provide graphics for dash plaques
• Volunteer to manage car show on day of the Prairie Festival
Proposed 2016 Festival Budget
IireaWown oT t-ar snow twaget
Food&;Aide Venders
FEESCCttLE "- -
Vendors
$1,250
Mer¢hanta
Car Sh€ W Registration
$2,543
$1.700
TOTAL
$5,493
SPONSORS
in -Kind DonaVans
City of Otsego
$9,500
$5,000
Carty [jvtr drt �i 2015
Sponso6hlps $Cash1
$7,600
17,781
TOTAL PRONCTED REVENUES $23,274
TOTAL PROJECTTD REVENUES MINUS
CARRYOVER AMOUNT $18,09 T
SUPPORTING DOCUMENTS: ❑ ATTACHED X NONE
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to have the Otsego Prairie Festival Committee manage the financial and sponsor portions of the
Otsego Prairie Festival Car Show.
BUDGET INFORMATION
FUNDING: BUDGETED: YES
General Fund 101-45250-445 NO
ACTION TAKEN