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9.3. SR 05-18-2020 Request for Action To Item Number Mayor and City Council 9.3 Agenda Section Meeting Date Prepared by Work Session May 18, 2020 Steve Benoit, Recreation Manager Item Description Reviewed by Parks and Recreation Community Event Michael Hecker, Parks and Recreation Director Modifications Reviewed by Cal Portner, City Administrator Action Requested Discuss possible Parks and Recreation community event modifications due to the COVID-19 pandemic impacts. Background/Discussion The Parks and Recreation Department has several major community events offered throughout the upcoming summer months including:  Elk RiverFest  Farmers Market  Riverfront Concert Series  Entertainment in the Park Due to the current COVID-19 pandemic impacts, these events may have to be altered to address public health concerns. Options on how these events can be managed will be presented for discussion. Financial Impact Variable depending on which plan is implemented. Attachments  N/A The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity 2020 Summer Events Discussion in 19-response to COVID Senior Programs enrichment activitiesMonthly Newsletter and Weekly Emails with Sept-Possible Outdoor Programming JulyPhotography ContestPen Pal Program, -Engagement ActivitiesClasses, TriviaBingo, Presentations, Art -Virtual Programs Summer Programs New marketing plan being developed July and August person offerings in -Plan in progress for inperson programs offered in June -No inWorking on alternate programming methods Recreation programs suspended. Entertainment in the Park priorContracts are refundable if cancelled 30 days August 6-Currently scheduled for July 9June events cancelled Farmers Market Modify special market programsUtilize sponsors dollars and grant funds to maximize needsEncourage preorder sales Vendor guideline communication New layout for physical distancing7 p.m. downtown Elk River-3October 1-June 11Essential business The picture can't be displayed. Riverfront Concert Series noticeGovernor’s order due to short cancelation We may pay full contract regardless of Impacts:August 20 -Leave as normal June 11 Option 1 Riverfront Concert Series May have to pay full contract amountLose depositsImpacts:Cancel the series Option 2 Riverfront Concert Series Keep community moraleGive time for virus to run its courseGood relationship with the bandsNo financial penaltyImpacts:Reschedule June dates to August Option 3 Elk RiverFest FireworksFood AlleyCommunity PartnersKids ActivitiesRiverside Market9 p.m.-Concert Time Machine 79 p.m.-Sips on Main 59 p.m.-July 4, 2020 2 Financial Impact as of 5 Riverside Market $1430Food Alley $900Vendor FeesHealth Partners Riverway $500Three Rivers Orthodontics $500First Bank Elk River $6,000Sponsorships 2020-18- Financial Impact as of 5 Option to cancel or reschedule most of services contractedFireworks $12,000 Time Machine Concert $5,000 ($2,500 deposit)2020-18- Comparison on Similar Events Big Lake Spud FestSt Cloud Granite City DaysMaple Grove DaysAnoka RiverFestRockin’ Rogers DaysFather HennepinMonticello RiverFest Cancelled Event Option 1 Challenges to safely social distanceLarger crowd potentialCompliance with health guidelinesPotential liability and virus spreadPromoting gathering Community moraleConsistencyImp acts: Keeping Event on July 4, 2020 Event Option 2 Lose consistencyChallenges to safely social distanceLess robustLimited vendor availabilityStaffing considerationsConflict with school and fall schedulesMore time to planHealth guidelines unclear Impacts: Moving the Event to Labor Day Weekend Event Option 3 PatrioticConsistent with neighboring cities and townsresponsibleFiscally Safest public health approachMaintain date for consistencyImpacts: th Cancelling event but fireworks on July 4