6.2. SR 05-05-1997'ity of
iver
ITEM 6.2.
MEMORANDUM
TO:
FROM:
DATE:
Mayor and City Council
Sandra Thackeray, City Clerk
May 5, 1997
SUBJECT: Elk River Heritage Festival Grant
Application
The Elk River Heritage Festival has made a grant application to the
Three Rivers Community Foundation in the Amount of $6,000. The
funds will be used to help defray the expenses of the festival.
If successful in acquiring the grant, the Heritage Festival Committee
is requesting the City of Elk River to act as the fiscal agent for the
grant money. Because the Heritage Festival is not a 501(c)(3)
organization, the money cannot be donated to the Festival
Committee. It can, however, be donated to the City. As fiscal agent,
the City would receive the check from the Three Rivers Foundation
and would be responsible for the following:
· release of funds to the festival as needed
· make sure the funds are expended as detailed in the grant
Lori Johnson, the City's Finance Director has reviewed this grant
and the request. She indicated that the City can act as the fiscal
agent contingent on Council approval of the request.
ACTION REQUESTED:
Council motion authorizing the City to act as the fiscal agent for the
Elk River Heritage Festival.
s:\council\heritage.doc
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
CE
ID:2413521 ~PR 30'97
9:19 No.O01P.02
Ronald Wilkes, Heritage Festival, 19695 154Th St NW, Elk River, MN
Tel.: H. 612 263-6291 W. 786-6228
April 23, 1997
Three Riven Community Foundation
Pamela A. Black
9467 Parkington NE
Otsego MN 55330
Dear Pam,
Re: Funding request for the Elk River Heritage Festival
APPLICATION FOR PROJECT FUNDING
ELK RIVER HERITAGE FESTIVAL, INC.
19695 154TH STREET N-W
ELK RIVER MN 55330
(612) 263.6291 or 786-6228
1997 Heritage Festival
Ronald Wilkes, Chairman
Festival beginning Date: August 9, 1997
Festival ending Date: August 10, 1997
Total Event Cost: Estimated $21,000
AMOUNT REQUESTED: $6,000.00
Does this proje~ or the services it provides directly benefit residents within the boundaries oflSD
728? YES
1. BACKGROUND:
The Elk River Heritage Festival organization was organized in 1995 in an effort to promote the 150th
anniversary of the founding of the trading post by David Faribault in 1846, that became the city of
Elk River. The celebration occurred in 1996.
Early on, it wn~ decided that the celebration should continue and plans were established to continue
the event into the next century. This year (1997) will be our second annual event.
Page I of$
CE ID:2~15521 ~PR 30'97 9:19 No.O01P.03
PURPOSE: The "Ail Volunteer" organization's purpose is: "To celebrate the History and
Heritage of Elk River and to preserve its identity and pride."
STRUCTURE: The volunteer non-profit civic org~i--tion consists of a Chairman, Secretary,
treasurer and various sub-committee chairperson~: Parade Committee, Concessions Committee,
Rendezvous Committee, Finance Committee, Events Committee, Volunteer Committee. The
organizations bank account (ER. Heritage Festival) is located ~t the First National Bank of Elk River
and the disbursement of funds to pay expenses requires duplicate signatures. (Treasurer: Net'tie
Dubois 441-7388)
2. NEED:
Why is the project needed? A Citizen group felt that there was a positive civic need to promote the
city's "Heritage" and this would provide an event for the community to satisfy that social/cultural
need.
Who was involved in determining the need? Representatives from the community, the school district,
many civic and business organizations, the ILk Chamber of Commerce, the (SCHS) Sherbume
County Historical Society, The City of Elk River, and the local Churches were all involved in this
project.
Why is the solution suitable? The project helps promote civic awareness, encourages volunteers and
helps promote tourism in Elk River and Sherbume County.
Are others Cooperating? Yes!! Bankers, Civic orga~h,.~tions, Commercial retailers, and other
entities are enthusiastically contributing to our CMC project.
3. PRO~ECT DESCRIPTION:
A.) The grant addresses the stated goals and priorities of the TRC Foundation by helping to fund
activities that directly enhance the Historical, Educational, Social and Cultural climate of the Elk
River Community by providing activities which directly promote interest in the heritage of the
community and by funding an organization that directly promotes other Human Service
organizations such as (CAER) Community Assistance to Elk River with a food drive and the (RSVP)
Retired Seniors Volunteer Program and the Earn to Learn Dist. 728 School program.
B.) The 8rant money will be used to help defray the expenses of the festival. The overall goals ofthe
event are to bring the community together and increase the educational awareness of the History of
Elk River. The Rendezvous committee will be sending costumed Fur trader's into the classroom to
educate the students on the early fur trading and early lifestyles of the community. The events
committee is planning to honor Chas Babcock, Mirmesota's early highway commissioner and a
pioneer of our modem Mghway system.
Page 2 of 5
CE ID:2415521 APR 30'97 9:20 No.O01P.04
C.) Other Individuals, Groups or Organizations that will be assisting us in our efforts are as follows:
('Not a complete list)
Individuals: (see membership llst)
Groups/Organizations:
The Sherbume County Fair Board.
The Star News newspaper
The Sherbume County Citizen newspaper.
Q- 106 Radio, Princeton
Civic groups: Lions, Eagles, Iaycees, Rotary Club, American Legion, VFW, Local Churches, School
District # 728. (I-HP) Handke School Involved Parents
Lake Orono Improvement Association
Sherbume County Historical Society (SCHS)
Elk River City Hall
Elk River Police and Fire Departments
Elk River Aris Council
Retired Senior Volunteer Program (RSVP)
Retail and Commercial establishments (too numerous to list them ail).
D.) Staff'Members of the Elk River Heritage Festival, Inc.
Ronald D. Wilkes, Chairman 500
Nettie DuBois, Treasurer 500
Don Heinzman, Events Chair, Publicity 500
Charlotte $trei/Sally Grabuski, Volunteers Co-Chair 500
ICurt Kraigness, (SCHS) Historical Tour Chair 500
Shelle Perleberg, Parade 500
Patti Swanson/Harlun Petcrson, Classic Car Show 300
Deb Coverston/Bill Lindberg, Rendezvous Co-Chair 500
Marsha Fredricks, Handke Involved Parents 40
Char Barder/Mar~o Foster, Concessions Co-Ch~ir 60
Dave Beauvais, (ERAC) Heritage Photo Shoot Chair 100
Tony Mikols, Silver Medallions 500
John Oliver, Model Railroad Show 60
Sandy Weicht, Lake Orono History Tour 100
Nettie DuBois, Trading Post Trading 40
hours
hours
hours
Note: This is not a complete list. Times are approximate.
Page 3 of 5
CE ID:2413521 APR 30'97 9:20 No.O01 P.05
4.) BUDGET: (Enclosed please find a copy ofthis years anticipated budget)
l~xpenses:
(ffandke Gym)
Administration
Advertising/Marketing
Parade expenses
Lumberjack Event
Rendezvous Event
Pest. Hqtrs & Services
Historical Tours
P, aft Contest
Medallions (ceramic)
Portable Toilets
Garbage/Clean up
Program/Entertainment/Arts/Events
Model Train Show
Classic Car Show
Miscellaneous
$'1,000.00
$*3,400.00
$*6,000.00
$*3,400.00
$'1,400.00
$ 500.00
$ 700.00
$ 500.00
$*1,100.00
$*I,000.00
$ unknown
$'1,200.00
$ 300.00
$ 200.00
$ 500.00
Total Expenses: .....................................................
$21,200.00
Revenues: (based on last ye~s revenues & this years revenue estimates).
Donations from CIVIC Organizations
Donations from Business Organizations (1996)
Donations from foundations: (1996)
Medallion/Quilt Sales: (1996)
Lumberjack Show revenues: (1997 est.)
(based on ticket fee of' 1.00 per parson)
Parade revenues (1996) $* 680.00
(based on parade fee of $50.00 for Commercial entries)
Concession revenues: (1997 est.) $* 1,500.00
(based on concession fee of $75.00/day)
(1996) $*2,650.00
$12,400.00
$ 850.00
$'1,725.00
$'1,200.00
Total Revenues: ........................................
$21,005.00
Page 4 of 5
CE ID:2415521 2PR $0'97 9:21 No.O01P.06
~.) ATTACHMENTS:
A.) Board of Dir,~:tor's Letter of Support for the Heritage Festival. (see attachment)
B.) IRS Tax-Exempt Determination L,,~ter (see below)
Per discussion with lames Duncan, Chairman of the (MC~O) Maple Grove Community Orga~i=~ttion,
501(c)(3) status is not required by the Federal or State government with certain non-profit
organizations.
Per our d/scus.s/on w/th Mr. Steve Borer of the Minnesota State Department of State for Non-Profit
Organizations the filing ora $01(c)(3) is not required under the Following conditions:
1.) All members of the orga~iT*tion receive no remuneration, no payment or no salary for
their services.
2.) The organization is a not for profit community organi:,~tion.
3.) The annual revenues for the organization do not exceed $2:5,000.
4.) The organization has established a charter document which explains thc structure and
purposes or goals ortho organization.
The Elk River Heritage Festival, Inc. is in compliance with all ofthe above requirements and therefore
the establishment ora $01(c)(3) is not required.
C.) Letters of Support from Local Organizations/Joint Venture (not applicable)
D.) Copy of recent financial statement. (See attachment(s)).
(~nelosed please find a copy of last years (1996) budget and last years gross revenues).
Page 5 of 5
funds.elk
CE ID:2413521 RPR 30'97 9:21No.O01P.07
1996 ELK ,~IVER HERITAGE FESTIVAL
PI~£PAI~I:'D I O/3/g6
DEPOSITS
Donations
Parade
Medailions/Quil
Concessions
16,433.00
680.00
1,724.85
2,250.00
_~ 1,087.85
21,087.85
EXPEN:EF_S
Admin.
Banners
Fundrai si ng
Historical Tour
Mktg/Advtsg
Medallions
Parade
Past Images
Rendezvous
Sidewalk Ent.
Sanitation
Trading Post
623.52
1,746.52
501.00
684. 11
3,363.37
941.11
5,820.00
175.00
1,026.0 I
1,200.OO
840.00
150.00
17,070.64
17,070.64
Balance t 0/2/96 4017.21