CC SR 20240917 04 - Winter Festival Options
CITY COUNCIL MEETING DATE: 09/17/2024
AGENDA REPORT AGENDA HEADING: Regular Business
AGENDA TITLE:
Consideration and possible action to hold a 2024 Winter Festival event at the Ken Dyda
Civic Center.
RECOMMENDED COUNCIL ACTION:
(1) Affirm conducting a 2024 Winter Festival event at Ken Dyda Civic Center;
(2) If affirmed, identify one of the following options for the 2024 Winter Festival event:
a. A tree and menorah lighting with a synthetic skating rink
b. A tree and menorah lighting with a roller-skating rink
c. A tree and menorah lighting with a one-day winter festival with snow and
sledding
(3) Direct Staff to return with the appropriate agreement to conduct the Winter
Festival.
FISCAL IMPACT: If approved, the City Council may direct Staff to proceed with one of
three options for the 2024 Winter Festival event, the total cost will
range from $59,600 to $76,000; sufficient funds are included in the
Fiscal Year 2024-25 budget under General Fund Special Events
Professional Technical Services. VR
Amount Budgeted: $216,500
Additional Appropriation: N/A
Account Number(s): 101-400-5170-5101
(Special Events – Prof/Tech Services) VR
ORIGINATED BY: Emily Rodin, Recreation Program Supervisor
REVIEWED BY: Daniel Trautner, Director of Recreation and Parks
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHMENTS:
None
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BACKGROUND:
In December 2021, the City began hosting winter events featuring a tree lighting
ceremony and a synthetic skating rink at the Ken Dyda Civic Center. The City entered
into an agreement with BH Skating Parks LLC (Chill Entertainment) to construct the rink
and provide skates, while City Staff handled the rink's daily operations. In 2021, the rink
saw its highest attendance of approximately 1,800 participants in its 14 days of
operation.
In order to improve service to the City and the customer experience , the City entered into
a professional services agreement with a new vendor in 2022. The new vendor Emerald
Isle Entertainment Inc. (Emerald Events) was able to provide staffing for operations, offer
higher quality ice skate rentals, offer skating aides for kids, and install improved floor
panels and a perimeter wall. The 2022 event saw approximately 700 people for the 12
days of operation, and staff received similar feedback as the year prior. During the 2022
event, there were significant rain impacts, which canceled 4 out of the initial 16 planned
days.
For the 2023 winter season, the City entered into an agreement with the same vendor for
rink operations. Recreation and Parks staff planned a series of events and attractions to
run concurrently with rink operations, including Concerts in the Park, various themed days
with live characters, a photo opportunity with Santa, and a movie night. These additions
were specifically chosen to enhance the overall experience and increase attendance, yet
the 2023 event saw approximately 625 people for the 9 days of operation.
The Winter Festival is intended to give back to the community and provide activities for
families to engage in during the holiday season at the Ken Dyda Civic Center. Although
attendance has declined each year since 2021 for various reasons including weather, the
City believes that a Winter Festival still has potential. To that point, Staff has reassessed
the festival and is proposing some options for the Council’s consideration this evening.
DISCUSSION:
After three years of receiving customer feedback, evaluating the events that included a
decline in repeat customers, and making modifications and enhancements, Staff presents
the following three event options to accompany the Annual Tree and Menorah Lighting
event this year for Council’s consideration.
1. The City could once again enter into an agreement with the same vendor as the
previous two years to provide a synthetic skating experience for three to seven
days of operation coupled with various special events.
2. The same vendor could provide an outdoor roller-skating rink that would be similar
in size, features, and cost compared to the synthetic ice-skating rink, but would
provide a new and somewhat different experience for the community for three to
seven days of operation coupled with various special events.
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3. Conduct a one-day Winter Festival that would be similar to other one-day events
like Trunk or Treat, Whale of a Day, and the Fourth of July with an emphasis on
unique Winter themed activities such as:
• Sledding Hills with real snow
• Snowplay area
• Santa Photo Opportunity and letter to Santa station
• Cookie Decorating
• DIY hot cocoa station
• Trackless holiday train
• Winter themed carnival games
• Inflatable snow globe photo op
Option Nos. 1 and 2 consist of either a 3- or 7-day event that would occur in December.
The cost for all three options ranges from $59,600 to $76,000, and sufficient funds have
been appropriated in the FY 2024-25 budget. A cost comparison is as follows:
Event Cost
Tree and
Menorah
Lighting Cost
Total
1
Synthetic Ice-Skating Rink
45-50 skaters
(3 Days)
$37,500 $28,600 $63,600
Synthetic Ice-Skating Rink
45-50 skaters
(7 Days)
$49,900
$28,600 $76,000
2
Roller Skating Rink
45-50 skaters
(3 Days)
$34,500 $28,600 $60,600
Roller Skating Rink
45-50 skaters
(7 Days)
$45,900 $28,600 $72,000
3 One Day Winter Festival $33,500 $28,600 $59,600
The cost for community members to participate in the synthetic ice or roller skating
activities could be comparable to prior year costs of $7 for residents and $10 for non -
residents. All other components of the event would be free to the public, similar to other
City events.
The cost for the tree lighting component of the Winter Festival includes purchasing and
installing a live tree ranging in height from 25’ to 30’, as well as costs for decorations
many of which has been retained from previous years. As part of the tree lighting, the City
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decorates the two palm trees located near the barbecue and picnic area, and that cost is
embedded in the overall cost.
Tree Lighting Event Cost
27' Tree $ 8,150.00
Setup, Decorate & Remove 27' Tree $ 6,000.00
Palm Tree Decorating $ 2,600.00
Coffee and Cocoa Barista $ 1,000.00
Performances $ 1,000.00
Inflatables $ 1,700.00
Supplies, rentals and advertisement $ 5,650.00
Total $ 26,100.00
The City Council is also being asked to add a menorah for outdoor display at the Ken
Dyda Civic Center during Hanukah and the holiday season as part of the tree lighting
ceremony. The estimated cost for this installation is approximately $2,500.
If either of the skating rinks is selected as the preferred option, staff will bring forward a
Public Service Announcement (PSA) to the Council at the October 1st meeting. However,
if the one-day winter festival is chosen, no single vendor will exceed the City Manager’s
signing authority of $25,000.
ADDITIONAL INFORMATION:
The City will also initiate a donation campaign to help reduce the event’s overall cost to
the General Fund. Last year’s event received several donations amounting to $11,400.
Donation flyers listing various levels of support will be sent out to prospective and past
donors to City special events.
ALTERNATIVES:
In addition to the above options, the following alternative actions are available for the
City Council’s consideration:
1. Do not pursue a Winter event for 2024
2. Replace the tree lighting with solely palm tree lighting
3. Identify other options for staff to explore and return at a later date
4. Take other action, as deemed appropriate.
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