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HomeMy WebLinkAbout4.b. Leprechaun Dayst CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR DISCUSSION CITY COUNCIL WORK SESSION: February 11, 2004 AGENDA ITEM: Leprechaun Days 2004 AGENDA SECTION: Updates PREPARED BY: Dan Schultz, Director of Parks and Recreation AG O. jF 4 ATTACHMENTS: Proposed 2004 Leprechaun Days Planning APPROVED BY: Structure. Community special events have been discussed on a number of occasions this past fall and winter. Council indicated they wanted clear sponsorship of the events and annual audits of finances and in -kind services provided for the events. The Council and staff discussed the options available to ensure a strong future for the events by involving more community members and adding structure to the organizing groups. Currently staff is not in a position to direct how the event organizers conduct their business. We have discussed incorporation, non - profit status and City involvement. As a result of our discussions, a Special Event Policy has recently been approved. The policy requires the organizers to provide certain information regarding the operations of their events. This provides a clear picture as to how the events are organized. Because of the large scope of the Leprechaun Days Celebration and its importance to our community, I would ask the Council to consider an option that would have City staff take a lead role in helping the event organizers develop a structure that will allow the event to prosper for years to come. I have attached a list of Parks and Recreation staff that could be involved if the City were to take the lead on coordinating the event with help from community volunteers. This would not require the City to sign a contract with the Leprechaun Days Committee as an independent contractor like in past years. I would remind Council that no new money has been budgeted by the City for coordinating the event beyond what we have done in years past. The event will still rely on local donations and participant fees for funding. Staff feels that working with volunteers for this year's event will help in the process of getting a strong structure in place to coordinate the event. RECOMMENDED ACTION /NOTES: r Proposed Structure for 2004 Leprechaun Days Planning Leprechaun Days Advisor: Dan Schultz, Director of Parks and Recreation Volunteer Volunteer Parade Coordinator: Lacelle Cordes, Recreation Supervisor Volunteer Volunteer Volunteer Volunteer Mid - Summer Faire Coordinator: Tom Schuster, Parks Supervisor Volunteer Volunteer Volunteer Volunteer Volunteer Event Coordinator: Lisa Maurer, Recreation Supervisor Volunteer Volunteer It is the expectation of the Advisor that the events for this year's celebration will be operated similar to past years. Each coordinator will be responsible for recruiting volunteers and identifying what work needs to be accomplished to successfully organize the event. The coordinators will also complete a detailed description of what each person involved with the event is doing and create a volunteer duty description that can be passed on to future volunteers and event organizers.