1. Volunteer Recognition Picnic
CITY OF
CHANHASSEN
690 City Center Drive, PO Box 147
Chanht1Sstn, Minntsota 55317
Phone 612.937.1900
General Fax 612.937.5739
Engintering Fax 612.937.9152
Public Safety Fax 612.934.2524
Wéb www.ci.r.hanhassen.mn.us
MEMORANDUM
TO:
Scott A. Botcher, City Manager
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The City of Chal/hassen. A f!Owing community with clean lakts, quality schooh, a charmin~ downtown, thrivin~ busintsses, and beautiiùl parks. A YJ'at place to live, work, and plaJ
FROM:
Jerry Ruegemer, Recreation Superintendent
DATE:
January 25, 2000
SUBJ:
2000 Volunteer Appreciation Picnic
During the summer of 1999, the Mayor and City Council directed the Park &
Recreation Department to coordinate the first annual Volunteer Appreciation
Picnic. Having experienced the first picnic, it is now time to decide whether a
second picnic is warranted. Attached is a copy of the evaluation from last year's
picnic for your review. I will attend the January 31 sl work session to gain
council direction regarding continuing the picnic.
If you have any questions prior to the meeting, please call me at 937-1900
ex!. 126.
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CITY OF
CHANHASSEN
690 City Center Drive, PO Box 147
Chanhassen, Minnesota 55317
Phone 612.937.1900
Gentr/Jl Fax 612.937.5739
Engineering Fax 612.937.9152
Public Safety Fax 612.934.2524
Wib www.ci.chanhassen.mn.us
MEMORANDUM
TO:
Todd Hoffman, Park and Recreation Director
Jerry Ruegemer, Recreation Superintendent 1
July 13, 1999
FROM:
DATE:
SUBJ:
1999 Volunteer Appreciation Picnic
The Volunteer Appreciation Picnic was formulated to publicly acknowledge the hundreds of
individuals who volunteer annually for the City of Chanhassen. Much to our surprise, the
number of volunteers compiled on was between 400-500. It was decided at a council work
session that invitations would be sent to each volunteer and a guest. Based on that
information, the potential number of the picnic attendees rose to 800-1000. I was hoping for
40-50% attendance, but when all was said and done, between 100-150 people attended.
The volunteers that did attend were very pleased with the food, music, and atmosphere. It
was a beautiful July day with plenty of sunshine and low humidity.
The following is a brief review of each component of the event.
Date of Picnic
A summer picnic at our premier community park was a great idea. I believe, however, with
our volunteers' busy schedules, a future summer picnic may not be feasible. I would
recommend that if the mayor and city council would like to continue this event that it be held
in the winter or spring months. Changing the date would hopefully increase attendance.
Location
If a winter date is chosen, the Recreation Center would be an option, depending on how
many people attend. The Recreation Center is rated for approximately 200 people.
A spring date would be possible at Lake Ann, and depending on how many people attend,
the picnic shelter is still a great option. If more than 150 people are attending, a tent should
be added to accommodate the numbers.
Caterer
Having the meal catered was very nice for the volunteers, which they greatly appreciated.
Working with the caterer was challenging at times; they wanted the hard numbers which I
was unable to give them because many people did not RSVP. We
The City of Chanhassen. A [/'Owin~ community with clean lakts, auality schook a charmine downtown. thrivi.. businesses. and htautifûl Darks. A "",at ./act In live. wnrk. and .lav.
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Mr. Todd Hoffman
July 13, 1999
Page 2
finally agreed to a final number of 200. The food was good and everyone had plenty to eat. Depending on
where the event is hekl in the future, the menu can be selected for appropriateness.
Refreshments
A wide variety of canned soda and bottled water was served. The coolers were labeled with their contents
and people could help themselves. The beverages were purchased from Festival Foods and this worked
well, as they stored the refreshments in their cooler so it was cold when we picked it up. It is important that
there are enough coolers to hold and keep the refreshments cold.
P.A. SYStem
The P.A. System was very nice to have inside the picnic shelter. The P.A. was useful for speeches, general
announcements. and for the entertainment. I would continue to rent a P.A. System for these types of events.
Demration
The picnic sheher was decorated with balloons and table cloths, which gave it a fun and colorfu110ok.
Entertainment
The Emperors of Jazz did a great job of adding music to the picnic. They really entertained the crowd and
were very personable. I would definitely add a music group again for this type of event.
Summarv
The Volunteer Appreciation Picnic was a nice event that recognized our many volunteers. Having been
through the first one, a lot of unknowns have been answered. Depending on whether the mayor and city
council would like to offer such an appreciation event again, it should be easier to coordinate.
Exnenses
Vendor Service Provided Cost
A This Little P¡""v Caterer $1,810.50
Emoerors of Jazz Entertainment 375.00
C Presentations P.A. SYStem 135.00
Festival Foods Refreshments 87.90
Parer Warehouse Decorations 87.06
Andon Helium Decorations 37.00
TOTAL $2.532.46
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