1 Volunteer Picnic ITYOF
CHANHASSEN
6~0 G9, Ceme, r D~ive, PO Box 147
Chanhassen, Mi~mesota 55317
Phone 612.937.1900
General ~x 61293Z5739
E~tgi,eeri~tg F~.x' 612.937.9152
Pttblic Sago, ~tx 612.934.2524
~b wtt,~t~ ti. chmthasse~, m~t. us
MEMORANDUM
TO: Todd Gerhardt, Acting City Manager
FROM: Jerry Ruegemer, Recreation Superintendent
DATE: April 14, 1999
SUB J:
1999 Volunteer Picnic Update
Mayor Mancino and the City Council asked our department to investigate the
components of a volunteer appreciation picnic on Saturday, July 10. To help guide
the City Council, I have listed below the different components in more detail.
Time of Picnic
The time of the picnic should be finalized so that preparations may begin.
Location
Mayor Mancino would prefer the picnic to be held at Lake Ann Park to capitalize on
the park's many amenities. The picnic pavilion is currently booked, however, tents
could be set up in the ParkvieTM area, Lakeside area, or on one of the ballfields.
Location - Option 2: City Center Park (south of City Hall)
This location will host the 4th of July Celebration the weekend prior to the Volunteer
th
Picnic. The tent vendor from the 4 of July Celebration could leave the tent set up,
and could leave the table and chairs that will be needed for the Volunteer Picnic.
Location - Option 3: Chanhassen Recreation center ..
The picnic may be held inside the community room; however, the caPacity is only
200 people. '-
The picnic may be held outside the Recreation Center north of the warming house.
The open space north of the warming house is large enOugh to set up a tent.
Fhe Clay of Chanhasse,,. ~ growing cornmun[(y with dean lakes, quality schools, a cha~mi'ng downtown, thriving businesses, and beautiful parks. A great place to live, work, and play.
1999 Volunteer Picnic
April 14, 1999
Page 2
Volunteer Grouos
Listed below are the volunteer groups I feel should be recognized and the number of people in each
group.
Volunteer Groups
Board of Adjustments and Appeals 3
Chan/Chaska Soccer Club 3
Chanhassen Athletic Association 35
Citizens Academy 5
Economic Development Authority 2
Environmental Commission 11
Friends of the Library 25
Horticulture Club 6
Minnetonka Youth Hockey 5
Miscellaneous Associations 25
Parade Committee 5
Park and Recreation Commission 7
Park Clean Up (16 groups ~ 8 people) 128
Planning Commission 7
Public Safety Commission 6
Safety Camp 2
Senior Advisory Board 10
Senior Commission 7
Senior Congregate Dining 25
Senior Meals on Wheels 10
Senior Men's Club 25
Senior Women's Club 25
Southwest Metro Transit Commission 5
Tonka United Soccer 5
Tulip Planting and Arbor Day 6
Volunteer Fire Department 43
Special Events
4tn of July
Easter Egg Candy Hunt
February Festival
Halloween Party
10
10.
5
15
Neighborhood Installers
Miscellaneous
Prairie Knoll
Roundhouse
15
15
15
Total
521
1999 Volunteer Picnic
April 14, 1999
Page 3
Tent Prices
Skyway Event Services has been the vendor utilized by the citY of Chanhassen for many years.
Skyway has given the following estimates.
Size Price Approximate
Capacity
40'x 60' $700 240
40'x 80' $900 320
40'x 100' $1100 400
40'x 120' $1300 420
Table and Chair Prices
The estimated prices listed below are based on 400 people attending the picnic.
Item Unit Price Number Needed Approximate
Cost
Tables $7.50 70 $525.00
Chairs $ .95 400 $380.00
A,preciation Gift
If the council would like to reward each volunteer with a small gift, the' items listed below may be
of interest. ·
Item Unit Price Number Needed
Coffee Mug $1.35 400
Can Cooler $1.55 400
T-shirts $6.00 400
Approximate
Cost
$540.00
$620.00
$2,400.00
Speaker
I have been working on ideas on how to obtain a qualitY speaker for the event. I contacted a few
local television stations and the State Capitol to try to obtain a high profile speaker. I would budget
a minimum of $800 to pay a speaker in case I am Unable to secure a speaker free of charge.
Caterer
Prices and information were received from This Little Piggy, Von Hanson's, and Chuck Wagon
Catering. The three caterers included prices for hamburgers, hot dogs, and a pig roast type of
picnic. ~
1999 Volunteer Picnic
April 14, 1999
Page 4
Included with this report are the breakdowns of prices and food items fi.om each caterer. The price
of a catered meal for approximately 400 people would be in the range of $2,500 - $3,000.
Invitations
The city can incorporate developing the invitation in-house if the council agrees to that. Our
creative staff can develop a smaller} more personalized invitation or volunteers could be sent an
invitation in letter format on city letterhead. Either way, the cost would be minimal.
Artwork/Loeo
Should the City Council decide to give each volunteer a T-shirt or another girl, a logo would be
necessary. I would recommend that we budget $300 for a vendor to develop such a logo.
Researching each department and adding the actual number of volUnteers that the city has each year
floored me. The city has a great resource with our many volunteers and this idea of recognizing
them is wonderful. The volunteer picnic is not going to be inexpensive. A high estimate with the
above outline totals approximately $8,700. The council can look at the numbers and recommend
places to eliminate expense if they choose to.
There is a lot of information presented in this memorandum and I'm sure there will be questions. I
will be presented at the work session on April 19 to help clarify any confusion.
G:\park\jen~Voluntecr Picnic99Update
Grill Picnic
t .i! .fo':300
301
Z~H 0£ '00. 00:49 P.01
Steak/C'hiCken PiCnic
50 to 150 f,~, $13.95
151 1'o 300 @ $12~50
301 ~ L!p ~ $11.25
PototoSalao "
Baked B,ans .: ' .:. '
Grille J lte~iqs'. t. nclude. Atl o[:.:The Fotlowingi
Corldirnents: i' .Sliced Cheese,·Shredded Le~!}uce,
· Slirced l.o.m.¢}.~o'~s, ChopPed
HamburgerDjfl.'Pickle,,s, Swe.ef Pickle ROlls, h,
· ca.fsup~ 'MtjS.~ord, Spicy Brown MUstard, Hon'ey
Mustard, Mayon'naiSe, BBQ Sauce ·
Buns" . ...."
C ae~or.$. '". " .'"
'.'SirlOin '$ teOk .. .. .
¢.;nic~en ~rec~st
Guarantee on:. each entree due one week. pr~or to
potato, ': .' :
R°lts.and Butter ...
Cookies ' '. .'
JAM 02 '00 00:50 P.02
Jerr~'Ruegemer
Po ]e, 2
So~Jthern BBQ Picnic
50 to 1.50 ~ $1.2.95
,.51. 'to ...3.00 ~ $11' .50
3o! ..& Up Q> $,)0.25
Cole Slaw
· Baked Beans
Sout'hern Pulled Pork Borbeque
Potato Wedges
BUI'~S
Cookies
Sidoln Picnic
50 t6150 I~ $~0.95
] 51 to 300 ~,~ $10.50
30'1 .& up ~) ,$9.95
$1mPle Grill
50' ~lo'300 ~' $9.95
301.and up @ $8.95
Cole Slaw
Grilled 8 to 10 ounce Sirloin. Steak
Chef's Selection of Pole)to
Chef's Selec'tior~ of Vegetable
R'ofls and Butter'
Cookies
Cole Slow
Baked Beans
Gdtled: Hamburger
Brotwur¢
BBQ Riblett
Condiments: Mustard, MOyonnaJse, Catsup
Chopped Onion, Sauerkraut, BBQ Sauce
C:hips
Cookies
Pricfng !ncludes grill where appropriate, food, servfng contafr~ers, sen/lng uter~sils,
disposable F~lo'fes, disposable ficdware, ajsposobie tlo~)ki~',s, tablecloth for buffet table,
pr~i-¢nn' to gdJl where Ctl:)propriaie. and buffet attendant, Based on a F~ person m~r~irr:um.
Solos tax of 6.5% will be added. There are NO addi'fionat service ci'~L~tgc;s.
'Plec~se tel rne kr~ow how yok/wish to proceed, I om r~c)t hoiditlg tiny ddle for yOU
c~t this.time,
Mar
03:
Riopel
4S2-5887
p.1
Please deliver immediately to:
of:
Fax number:
Voice number:
Gerry Ruegemer
937-5739
Fax received from:
of:
Fax number:
Voice number:
Jay Riopel
A This Little Piggy
612-492-5887
612-332-7571
Date: 3/31/99
Time: 3:48:20 PM
Number of Pages: 7
Subject:
essage '.
Mar 31 88 03:~8p Ja~ Riopel ~92-5887 p.2
399A ?HIS LI??L£ PIGGY CA?£RI /G C0.(612)-332-7571
Client: Gerry Ruegemer
Mailing address:
Day phone: 937-1900 ext 126
Org.: City of Chanhassen
Event Date: 7/I 0/99
Eve. phone:
Fax #: 937-5739
Event Location: ( 01ienf muaf provide map) Chanhassen
contact person at event location: Event location phone #:
# of guests 300 Meal thne: Meal duration: 21ws
THIS LITTL£ PiGGY II provide:
Menu Items: Whole roast pig, finished and carved on site, potato salad, cole slaw, baked
beans, Chocolate brownie, dinner rolls, condiments (for burgers, brats, hot dogs plus three
side items meal would cost $2200. for 300 people, for 400-$2800, for 500 $3,2S0, for 200
$1500)
Service Items: Buffet area set-up, disposable plates, napkins, utensils, grill and server (s) on ske, buffet area
clean-up. (our trash bagged and left on site)
Rental and Miscellaneous Items: Hi!, it was a pleasure speaking with you recently, as you can
see I've included a sample menu for comparison purposes only. Please select your menu
options and determine the actual number of guests and give me a call, I'll be happy to help.
Thanks, Jay
Our fee: $2,425.00 + Tax $157.63 = $2,582.63. Total cost, no extra charges I
A non refimdable deposit of $258.26 is requfl'ed to reserve this date, contract total may increase only, not
decrease after initial deposit. A second payment of $1,549.58 will be made 6/19/99, this second payment is
non-refimdable after food is ordered for your event. Final payment of balance due $774.79 will be made
prior to food service on day of eveat.(private events must have final payment in to our office two weeks prior
to event date or pay by cash or cashiers check before meal set-up on day of event, no personal checks
accepted on day of event.) Price quoted is for outdoor service with normal access. Service indoors or with
difficult access will requh'e additional charges. Client must provide shelter for cooking and service in event of
inclement weather.
The employer's the originator of the event and is responsible for all required permits, taxes or fees which might become due because of the
event. Employer is responsible for all reasonable attorneys fees and costs incurred in connection with This Little Piggy's enforcement of
any and all terms of this agreement. This Little Piggy limits liabiliW for non-performance to amounts already received by us..
n THIS LITTLE
3/3 V99
Authorized Signatm'e (Employer)
Date
Please sign and fax back to: (612)- 492-5887
Please mail hard copy & deposit check to: ~ ?#il Li??LI; Pi~}~}¥ PO Box 240501,
lhillik ~/d~ll
Apple Valley, Mn 55124
Mar 31 99 03:49p Ja~ Riopel 492-5887 po3
1,1771,£ PIGGY (612)-332-7571
for all your catering needs.
THiS I, ITTl,[ PIGGY is a family run organization dedicated to providing great food
and service at an affordable price. We catered our first event way back in 1978, since then
we've catered thousands of different events ranging from corporate picnics, weddings, grooms
dinners and graduations to employee or customer appreciation days and any other event
where delicious food is the highlight!
We care about your event. We'll do our best to make it memorable and worry
free, to make sure your friends, clients and relatives are impressed with the high quality of our
food and service.
When you need catering, whether it's at a park, your home, office,
construction site, boat or wherever, we are the company that can do it. As always we
quote a price for our services up front. There are no hidden charges. No
mileage charges (within the metro area)no service charges or gratuity. The price we quote is
the bottom line. When it comes to catering "This is all we do and we do it well"
Here m'e some refen'als for work we've done.
Ronnie Yotmgem
Doug Jaeger
Joanne Trombley
Kelly Mick-us
Renee Odenthal
Linda Valentine
Joanue Dmme
John Laramy
J&L Industrial Supply
651-631-8800
ga'aus Anderson Inc.
612-721-7581
Ellison Machinery co.
612-545-9699
No~th American Banking co.
651-628-6622
wedding and New Pra~o~e Ford
612-758-2700
School district 287
612-550-7121
Opus corporation
612-656-4491
Saints Games
612-939-9880
Several menus and events
Pig roasts, Burgers, Brats
Pig Roast
Pig roast
Ribs, Chicken, Pig roasts.
Burgers, Brats, Chicken Breasts
Pig Roast
Several Pig Roasts
Please call and discuss the quality of our food and service.
I'm sure ¥0u'll be pl0ased!
Mar 31 99 03:50p Ja~ Riopel ~92-5887 ~.~
A THIS LI??L£ PIGGY CA?£~I~G CO. (612)- 332-7571
So what do I do now?
Jus~ follow 1,2,3 and mos~ impor~andy 4!
I. Select your menu items. With our basic package you get up to two meat
selections and four side items. You can also customize with more selections or
bring some of your own dishes to the table!
2. We order and prepare your food using only fresh ingredients and the highest
quality available! All our meats are U.S.D.A. inspected and are either slow
cooked at our location or cooked fresh on site on our professionally built roaster
grills. These grills are N.S.F. approved and on wheels so any location is
accessible. Salads and menu items are prepared and ready for set-up upon our
arrival.
3. The day of your event we'll show up early to assure adequate set-up time and
help create that barbecue ambiance.A good barbecue should never be rushed! Our
basic set-up includes two buffet tables with red and white checked table
covering, our 3ft. by 5ft. grill/roaster, disposable plates, napkins, and utensils.
We require no electricity unless hot beverages are served. Salads,cold
foods,beverages,and desserts are set out shortly before serving time and iced
where appropriate. Hot items are served directly from the grill by our chef. All
meals are served buffet style. Servers will prepare the food, replenish the buffet
line, clean up the buffet area, bag up any garbage we create and package
leftover foods to be left with you!
4. Enjoy the food, talk with your guests, do business, or whatever is you'd like
to do. Relax and concentrate on the purpose for your event. We'll take the
hassle out of it and make it fun for you!
That's it! We keep it simple. Great food and lots of it. Fast, friendly service
and reasonable prices! Now what could be better than that?
Mar 31 99 03:51p JaW Riop~l 492-5887 p.5
A 1'1115 1,171'1,£ PIGGY CAI'£/tlIVG C~.(612) 332-7571
~enu (~pti(~n~
Main course (please choose one or two items)~
Whole roast Pig (slow roasted to perfection, finished and carved on site.)
Golden roasted or barbecued Turkey
Thick cut Rib Eye Steaks (seasoned and cooked to order)
Barbecued chicken (all white, boneless breast fillets. Grilled on site!)
Baby back pork ribs (marinated, hand rubbed and smothered in sauce)
Fresh Grilled HambUrgers, Brats and Hot Dogs
Veggie Burgers
Barbecued Kansas City Style Pulled Pork
Barbecued Shredded Beef
Honey cured Ham
Roast Baron of Beef
All meals include bread selection
To complete your menu, please choose four items from the following list
Country style potato salad Au gratin or Scalloped potatoes
German potato salad Mashed potatos with gravy
Baked potato (with butter and sour cream)
assorted Potato chips
Creamy Cole Slaw
French style Green Beans
UNC&£ lAY'S BP. ICg gotl$£ BAK£D B£AN$
Fresh Fruit tray*
Fresh Vegetable tray*
Whole kemeled'Com
German Sauerkraut
Califomia Pasta Salad
Tossed salad (with dressing assortment)*
Sweet Corn (buttered on the cob)*
Chocolate walnut Brownies Gourmet cookie assortment
Beverage selection, ( soft drinks, lemonade, fruit punch, iced tea or combination)
*These items count as two each
Mar 31
Chopped onions,pickle spears or slices, jalapeno pepper slices,tomatoes,barbecue sauce,mustard, ketchup, horseradish sauce, steak
sance, Mh'acle whip,hot sauce, salt and pepper.
Extras
Assorted cold cut sandwiches
Barbecued Chicken wings
Buffalo wings
Cocktail Franks
Cheese and Cracker assortment
Desserts
Chocolate Walnut Brownies
Gourmet cookie assortment
Fruit pies
Cream pies
Sheet cakes
Ice cream treats
Beverages
Lemonade, Iced Tea, Fruit Punch
Soft drinks (served in cans) Coke, Diet Coke, Sprite, Mountain Dew, Orange,
Root Beer and Mineral water
Coffee (includes cream and sugar)
Hot chocolate. Avr~le cider
Map 31 99 03:53p Ja~ Riopel 492-588?
Well, if you've read this faf YOU deserve a reward!
Every month we have a different special offer. We create a complete lnenu with two meat
items, three side items, dessert and beverage, and give you an unbeatable price.
March's special ~s. The Full Boar
The Full Boar includes
Delicious slow roasted pig, pre-cut at our location, served hot at yom's!
Bm'becued Turkey
CounUy style potato salad
Uncle Jay's Brick House Baked Beans
Dinner rolls
Chocolate walnut Brownies
Assorted Soft Drinks (1 can per person)
condiments
As always, we inchde our buffet area set-up, roaster/~ill and server(s) on rite, disposable plates, napkins,
utensils and buffet area clean-up.
All this for the unbeatable low price of $9.25 per person plus tax!
(Based on 100 guests)
To take advantage of this great offer, just select any date in 1999 for your event,call us,and say
"we want to go Full Boar"
Reservations and deposit must be received by us in March.
No substitutions please.
From: Byron Korus To: Jerry (City of Chanhassen) Date: 4/1/99 Time: 3:01:28 PM Page 1 of 3
Wagon
Fax
ChuckWagon Catering Company
3105 Shores Boulevard
Minnetonka, Minnesota 55391
Phone (612) 473-7041 Fax (612) 473-0364
www. mncatering.com
To: Jerry (City of Chanhassen)
Fax Number: 937-5739
Message:
Dear Jerry,
Thank you for your inquiry about Chuckwagon Catering. The attached information should
give you a better understanding of our company and the products and services that we
offer. However, this is not the limit to our capabilities. We are a complete event planner,
able to arrange all aspects of your event, from tents to china. We can also create a custom
menu that will meet your specific needs and your budget requirements.
We are proud of our reputation for putting our clients first, in every area of our operations.
We feel that this attitude is one of the most important contributors to our success and to the
success of the customer events we serve. Please contact us, if you have any questions or
need any additional information.
Again, thank you for your interest.
Sincerely
Kent Calhoun
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