D Stratigic Plan/Wide Events
CITY OF
CHANHASSEN
7700 Markel Boulevard
POBox 147
Chanhassen, MN55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.11BO
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.2271170
Finance
Phone: 952.227.1140
Fax 952.227.1110
Pari< & Recreation
Phone: 952.2271120
Fax: 952.227.1110
RecreationCenler
2310CoullerBoulevard
Phone 952.227.1400
Fax: 952.2271404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227 1110
PublicWorl<S
1591 Park Road
Phone 952.227.1300
Fax: 952.227 1310
SeniorCentor
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
W'N'N.ci.chanhassen,mn,us
D
MEMORANDUM
TO:
Todd Gerhardt, City Manager
FROM:
Justin Miller, Assistant City Manager:)#'
0'0/
DATE:
May 16, 2005
RE:
Utilization of City Resources for City-Wide Events
BACKGROUND
As part of this year's strategic planning sessions, the issue of utilizing city
resources for city-wide events was brought up. Many non-city sponsored events
are held in the city each year, and most require some sort of assistance from the
city. Examples of events that are planned or have recently occurred are:
· American Legion parade
· Miracles of Mitch Triathlon
· Lake Minnetonka Triathlon
· Race for the Cure Three Day Walk
· MS Walk
· Dave Huffman Race (city sponsored)
· 4th of July Events (partially city sponsored)
These events are all very worthwhile for different reasons, and traditionally the
city has welcomed having them occur within Chanhassen. However, there are
significant city resources that are used when these events take place. In many
cases, the city pays overtime for staff that helps out with these events that take
place during non-working hours. Most of these events also require the use of
Carver County Sheriff s Department deputies, and those costs are often billed
back to the City. Equipment rental is also required, such as barricades and
changeable traffic signs that divert traffic to appropriate locations.
DISCUSSION POINTS
The number of these events seems to be increasing each year. While the City has
handled these events with little impact, a continued increase in the number of
events will most likely begin to have an impact on day-to-day operations. Not
only will available staff for events such as these become more limited, but
physical improvements to the city may be impacted. For example, the city's
crack-sealing program may have to be adjusted to accommodate for events, as
might the street rehabilitation projects in the downtown area.
For the most part, the City does not attempt to re-coup the cost of these events,
with the exception of park rental fees. There are several options that the City can
pursue:
. Maintain the status quo
The City 01 Chanhassen . A growing communlly wilh clean lakes, quality schools, a charming downlown, Ihrivlng businesses, winding Irails, and beaulilul parks. A gœal place 10 live, work, and play.
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· Allocate money for a certain number of special events during the budget
process
· Keep track of costs incurred and inform event organizers that they will be
billed for costs associated with the event
· Negotiate with event organizers at beginning of the process on what costs
will be paid for by the City and what will be paid for by the event
For Monday's meeting staff will have specific examples of what the costs are for
the City on events such as these.