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HomeMy WebLinkAbout2013-11-07 CC MIN Special MeetingQigater THE /INTNI LA CE DF NI NN E ITA CITY COUNCIL SPECIAL MEETING MINUTES November 7, 2013 SPECIAL MEETING Mayor Harycki called the meeting to order at 6:06 p.m. 6:00 P.M. Present: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Police Chief Gannaway Police Captain Meredith Deputy Fire Chief Ballis Community Development Director Turnblad City Clerk Ward OTHER BUSINESS Workshop/Discussion on 2014 Summer Festival proposals Kevin Weinhandl, president of FILO Productions, summarized FILO's strengths as a production company. If chosen, they would work with The Locals and Woody McBride, who would bring good ideas and experience. FILO has been in business for 13 years, has cash reserves to cover losses if needed, and plans to pay for the event with sponsorship dollars and vendor booth fees. They will fully involve the community. Woody McBride, Genius of Fun Events, acknowledged that his proposal could be considered disqualified from some of the City's criteria, as the City would need to shoulder some of the soft costs, and he does not believe the City is planning on that. He offered to assist in any way. Bo Beller, Mid - America Festivals, referenced the company's 40 -year history and track record. They do not need to partner with anyone or outsource anything. They would pay all incremental costs associated with the event. Mid - America Festivals spends an average of $15 million on operating expenses on events they produce. Referencing the communication between FILO and The Locals, he informed the Council that they too reached out to The Locals weeks ago. He acknowledged their competence, but does not believe The Locals will be here in the long term to continue running the festival. Brad Glynn, The Locals, clarified that they do not have a formal agreement with FILO, but would reach out to work with them if selected. They believe their community - focused event will City Council Meeting November 7, 2013 be the best for Stillwater. He reviewed the qualifications of the partners and the events proposed. Because they are a non - profit, the event will be shaped around non - profits. On a question by Councilmember Menikheim about how long the contract would be, City Administrator Hansen responded that it is a one year contract based on performance, with a series of automatic renewals. Mayor Harycki reminded the Council that a public safety clause will allow the Police Chief to shut down the event if in his discretion, public safety is threatened. Councilmember Polehna commented that he has been struggling with this issue for weeks. The local people have spoken loudly to him that they want the event to be locally run. He has confidence in all the groups that presented; it is a very hard decision. Councilmember Kozlowski commended all the presenters and acknowledged how difficult the decision is. Historically, Lumberjack Days was always a locally run event. Every time the festival was curtailed, the community brought it back. He feels it should be kept unique and local. The local businesses have been very vocal in supporting The Locals. Councilmember Menikheim acknowledged that, although it is not the Council's job to run events, they need to choose the group most likely to succeed. He is concerned that The Locals do not have a financial background and would prefer The Locals collaborate with a more experienced company to ensure success and avoid risk for the City. On a question by Mayor Harycki about the certainty of the sponsors listed, Mr. Glynn replied that the amounts are estimated but they have had communications and commitments from those listed. Mayor Harycki noted his biggest concern is the ability to pay for the festival up- front. He asked how years two, three and four will be funded, and Mr. Glynn responded that the group has identified around $135,000 in grants to apply for in year two. They hope the businesses will continue to want to participate in the festival in subsequent years. Councilmember Kozlowski pointed out that if the community supports the event, that will create sustainability. Councilmember Polehna remarked that he received many emails supporting a local festival in in the community. He hoped that the people who wrote the emails will be an active presence in the festival. The community has to run this festival and the community has to work for it to succeed. Councilmember Weidner expressed that he has always wanted a festival by and for the community. He will support The Locals, though he acknowledged there is a risk, and hopes that those who have expressed support for them will follow through monetarily. He thanked the other production companies for their efforts. He would like the contract to include a performance bond at some level. Councilmember Menikheim indicated he would not vote for The Locals without malice of forethought, and challenges them to prove him wrong. Page 2 of 3 City Council Meeting November 7, 2013 Motion by Councilmember Kozlowski, seconded by Councilmember Polehna, to direct staff to continue negotiating with The Locals regarding holding a community event in 2014. Ayes: Councilmembers Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: Councilmember Menikheim ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adjourn the meeting at 7:01 p.m. All in favor. ATTEST: Diane F. Ward, City Clerk Page 3 of 3