agenda - tuesday, january 16, 2018 · study item chamber of commerce 2018 steel days proposal....
TRANSCRIPT
AMERICAN FORK CITY COUNCIL
JANUARY 16, 2018
WORK SESSION AGENDA
WORK SESSION The purpose of City Work Sessions is to prepare the City Council for upcoming agenda items on future
City Council Meetings. The Work Session is not an action item meeting. No one attending the meeting
should rely on any discussion or any perceived consensus as action or authorization. These come only
from the City Council Meeting.
The American Fork City Council will meet in a work session on Tuesday, January 16, 2018, in
the City Hall, located at 31 North Church Street, commencing at 4:00 p.m. The agenda shall
be as follows:
1. Legislative Update by State Representatives.
2. Chamber of Commerce presentation regarding Steel Days 2018.
3. PARC Tax update by Parks and Recreation
4. Discussion on the proposed Fire Lane Ordinance.
5. Adjournment
Dated this 11 day of January, 2018.
Terilyn Lurker
City Recorder
In accordance with the Americans with Disabilities Act, American Fork City will make reasonable
accommodations to participate in the meeting. Requests for assistance can be made by contacting the City
Recorder at 801-763-3000 at least 48 hours in advance of the meeting.
The order of agenda items may change to accommodate the needs of the City Council, the staff, and the
public.
STUDY ITEM Chamber of Commerce 2018 Steel Days proposal.
BACKGROUND
The Chamber of Commerce has prepared a proposal to present to the City Council regarding
future Steel Days Celebrations being managed by the chamber. They are pointing out three main
reasons for this: time, fiscal management, organizational expertise. The proposal is attached and
the chamber representatives will be at the work session.
SUPPORTING DOCUMENTS
Steel Days Proposal 2018. AF Chamber of Commerce (PDF)
Department Recorder
Department Terilyn Lurker
CITY COUNCIL STUDY ITEM City of American Fork
COUNCIL WORK SESSION
JANUARY 16, 2018
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2018 Steel Days & Concerts in the Park American Fork Chamber Proposal
Overview At the request of Mayor Brad Frost, The American Fork Chamber of Commerce has created this proposal to be presented to the American Fork City work session on Tuesday, January 16th, 2018. The Chamber understands the significance and historical nature of the American Fork Steel Days celebration and hopes to work closely with the city and volunteers to ensure that the City Celebration continues to serve as a community/family tradition for years to come. There are three main reason for the chamber to manage Steel Days:
1. Time. Management of Steel Days is an enormous undertaking and can be a significant time drain on city staff, especially the City Council representative, over the duration of the event. Through the commitment of our board and members, we believe we can dramatically reduce the amount of time invested by any one individual.
2. Fiscal Management. The Chamber of Commerce has access to the business community, including resources that the city and/or the Steel Days Committee, may not be able to marshal. After a thorough analysis of the budget, we are confident that within 2 to 3 years, we can transition the event from a financial deficit for the city (historically), to a self-sustained celebration.
3. Organizational Expertise. The Chamber is fortunate to have a wealth of knowledge from successful business owners and professionals. Additionally, through systems currently in place, the transition for the management and operations of all activities associated with the event, can ensure success.
With the above in mind, 2018 would serve as the first transitional year for the management of Steel Days. Again, we see the Chamber working collaboratively with the Mayor, City Council, City staff, and current Steel Days committee to facilitate a successful and continued tradition of American Fork Steel Days. Parties Involved The Chamber understands that the Steel Days Committee has spent countless hours, not only to ensure the success of this last year’s celebration, but also towards the 2018 celebration. Our proposal integrates the Steel Days Committee as an official participant in this portion of the Chamber’s activities, which function as a non-profit, 501 (C) (6) business entity per the Utah State and Federal tax code. Ryan Hunter, Treasurer for the Chamber and long-time employee of the Bank of American Fork, has volunteered to serve as the Board liaison for the Chamber’s Steel Days Committee. The Chamber’s Committee, comprised of no fewer than seven (7) volunteer
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2018 Steel Days & Concerts in the Park American Fork Chamber Proposal
members (including a committee chair), will be responsible to ensure the success of all programs/activities associated with Steel Days. Each member of the Chamber’s Executive Board has made a personal commitment to the successful transition of moving the Steel Days Committee under the umbrella of the Chamber. The 2018 Executive Board Members are: Angela Evatz, Board Chair (Mountain Point Medical Center); Joe Phelon, Past Chair (Timp Rental); Carla Zufelt, Chair Elect (McNeil Printing); Spencer Phillips, Secretary (Employer Lawyer); and Ryan Hunter, Treasurer (Bank of American Fork). The Chamber Staff have also committed to help with the success in easing the transition of the management and execution of all programs/activities. Josh Walker, Chamber President, has spent several years working on the Steel Days Committee in the past in addition to a number of city celebrations over the last 6 years. He will serve on the Committee as a non-voting, advising member. Kristina Wesemann, the Chamber’s Office Administrator, will also serve on the Committee as a non-voting member in the capacity of secretary. The Chamber is requesting that a member of the City Council serve on the Chamber’s Steel Days Committee as a non-voting, advising member as well as a member of key staff as designated by the Mayor. The Staff member will assist the City Council member in disseminating information necessary to facilitate strong communication and coordination for City resources necessary for the event.
Events The goal of the Chamber is to ensure that all programs/activities associated with the event, maintain the high level of service and community spirit known to the residents and participants of previous Steel Days celebrations. The following is a list of events, including involved parties, traditionally offered in conjunction with the celebration:
• Tea with the Queen (in coordination with the Miss American Fork Committee) • AF Symphony Concert (in coordination with the Timpanogos Arts Foundation) • Baby Contest (in coordination with the Miss American Fork Committee) • Art Show (in coordination with the Timpanogos Arts Foundation) • Quilt Show (in coordination with the Senior Center and current Steel Days committee
member) • Soap Box Derby (in coordination with the Rec Department and current Steel Days
committee member) • Youth Dance (in coordination with the High School/Youth Committee)
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• Garden Tours • Movie in the Park (in coordination with the Rec Department) • Grand Parade • Picnic in the Park (including Business Expo and Food Trucks) • Big Show • Steel Days Magazine/Social Media/Website • City of Fun Carnival • Kickball Tournament (in coordination with the Rec Department) • Discount Swim Day (in coordination with the Rec Department) • Zumba (in coordination with the Rec Department) • Yoga (in coordination with the Rec Department) • Fireworks
Events Managed by Other Organizations (in coordination with the Steel Days Committee):
• Miss American Fork Pageant (is this an actual Steel Days event?) • Car Show/Cruise • Marching Band Breakfast • Steel Days 5k/10k (in negotiations?)
Other Potential Events (with the Steel Days Committee):
• Street Fair • Huck Finn/Splash event (in coordination with the Meadows Shopping Center) • Demolition Derby (depending on space availability this might be a 2019 event)
Other Events to be managed by the Chamber NOT tied to the Steel Days celebration:
• Concerts in the Park Series Management Plan
• Implement an event check list and timeline, including responsible party, for each activity/program associated with the event, including all steps involved to ensure individual success on its own merit.
o The check list and timeline will be shared (in coordination with the appointed City Council advisor and city staff) with appropriate city departments, i.e., police, fire, recreation, etc.
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2018 Steel Days & Concerts in the Park American Fork Chamber Proposal
• Each program/activity registration and payments will be managed through the
Chamber’s website/database management platform or a similar platform (Eventbrite).
Financial Management Unfortunately for 2018, the Chamber does not have the financial resources to absorb all expenses associated with the event. To ensure financial success, the Chamber would create a detailed budget (to be shared with the city) to serve as the outline for all financial decisions proposed to the Chamber’s Steel Days Committee. We estimate that sponsorship and City of Fun Carnival revenue would cover the expenses for most programs/activities outlined above. To validate this assumption, we are requesting additional clarification from the financial report provided for our review. For example, a number of programs/activities listed in the 2017 Steel Days Magazine do not appear to have a corresponding revenue or expense line item on the financial report (please see Addendum A). Upon approval of the 2018 event budget, fiscal responsibility would transition to the Chamber. The Chamber will collect all sponsorship revenue associated with the Steel Days magazine as well as revenue generated by the other programs/activities outlined above. The revenue will be used to offset costs associated with the event’s programs/activities for 2018. We are requesting funds from the City in the amount of $28,000 to help fund the initial costs of procuring vendors and expenses associated with implementing and managing the 2018 event. If revenue exceeds expenses, we would propose the following distribution of funds:
• 15% will be set aside and put into a ‘Rainy Day Account’. This money would be kept in reserve and earmarked to cover any shortfalls for Steel Days for future years.
• The remaining 85% of profits will be split 50/50 with the city. The revenue share will be capped when/if the chamber has paid the city back in full for the initial $28,000 investment plus approved overtime for city employees.
o Paid employee overtime hours must be requested by the Steel Days Committee/Chamber and approved by the City Manager. These hours will be documented, overtime, paid hours of city employees (police, fire department, public works, etc) for overtime (not regular pay) hours. These overtime hours are for work approved that is directly related to Steel Days (hours that city employees spend volunteering for Steel Days events are not counted toward this amount.) The Chamber’s responsibility for all costs associated with city employee overtime pay will not exceed $12,000. In the event city overtime exceeds this dollar amount the city will assume the payment of the remaining hours.
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• Any additional positive revenue will be counted as profit to the Chamber and
accounted for as such. • Insurance costs are the responsibility of the city unless noted otherwise (ie, the
Chamber will maintain an insurance policy on the Business Expo). Similar to the 2017 agreement, the Chamber will keep revenues acquired from the Business Expo/Food Trucks.
The following expenses will remain the City’s responsibility and are not included the Chamber’s Steel Days Committee budget:
• Miss American Fork Pageant • Parade Float
Our records indicate sponsorship revenue (including in-kind donations) has been as follows:
Year Revenue 2014 $19,182.50 2015 $41,900.00(1) 2016 $57,735.00 2017 $50,471.60
(1) indicates first year where all sponsors were acquired using a single contractor Thank you for considering our proposal, we look forward to working with you this coming year. American Fork Chamber of Commerce Executive Board Chamber Staff
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2018 Steel Days & Concerts in the Park American Fork Chamber Proposal
Addendum A
Events/Categories not listed with Expenses: Golf Carts (used throughout Steel Days) Movie in the Park Garden Tour Kick Ball Tournament Discount Swim Day Zumba
Yoga Tea with the Queen Youth Dance Marching Band Breakfast Breakdown of Advertising Expenses
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STUDY ITEM Discussion on the proposed Fire Lane Ordinance.
BACKGROUND
The proposed ordinance would amend Chapter 10.29 of the city code relating to fire lane parking
restrictions. Current City code calls out two locations for fire lane parking restrictions, Smith’s
grocery store, Fred Meyer, Albertson’s, and Kmart. The proposal would remove the specific
locations.
SUPPORTING DOCUMENTS
Fire Lane Amendment (PDF)
Department Recorder
Department Terilyn Lurker
CITY COUNCIL STUDY ITEM City of American Fork
COUNCIL WORK SESSION
JANUARY 16, 2018
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