03-36Council File # 03 — _3�.
Green Sheet # /J339�°
UTION
�lN� SOTA �
Presented By
Referred To
Committee: Date
WHEREAS, the City of Saint Paul benefits economically in marketing and promoting state wide
amactions and events taking place in the City of Saint Paul; and
4 WHEREAS, the City of Saint Paul has provided funds to the Saint Paul Festival and Heritage Foundation
5 which have been used to support the Saint Paul Winter Carnival events; and
7 WHEREAS, the Saint Paul Winfer Carnival is an event that amacts numerous visitars to Saint Paul;
8
9 WHEREAS, the Saint Paul Winter Carnival is a community-wide event that services the public purpose of
10 promoting the City of Saint Paul; and
11
12 NOW, THEREFORE, BE IT RESOLVED, that the Saint Paul City Council hereby authorizes the
13 appropriate City Officals to pay for the costs associated with the event in an amount not to exceed
14 $35,000.00
DEPARTMENTIOFFICEJCOUNCII,:
City C1erkJMarketing &
Promotions
CONTACT PE&SON & PHONE:
Kay Buetow 266-8695
MUST BE ON COUNCQ. AGENDA BY (DATE)
Dil�8��2
TOTAL # OF SI6NA1'URE PAGES
DATE WTFIATED GREEN SHEET No.:103372 �^; � 3`
� �?? IC3iii3
INII7AL/DATE INI77ALAATE
� �DEPARTMENT DIIt ,� CITY COUNCII,
�IG�. � CITY ATCORNEY —��— �',, CiTY CLERK
KprylgEg �, FINaNCSAL SERV DIlL FINANCIAL SER lACCTG
FOR ��YOR(ORASST.) _CNII.SERVICECOMMISSION
ROUTING
ORDER
ALL LOCAT[ONS
ACfION REQUESTED: _
City Council grant.spending authority for sponsorship to the Saint Paul Festival & Heritage Foundation for Winter
Carnival Events not to exceed $35,040.
RF.COMMENDATIONS: Approve (A) ot Reject (R)
PLANNING COMMISSION
CiB COMMITTE&
CNII, SERVICE COMMISSION
PERSONAL SERVICE CONTRACTS MUST ANSW&R 1`SIE FOLLOWING
QUEST[ONS:
1. Has tfis person/fimi ever workeA under a contract for this department?
Yes No
2. Has this personlfiim ever been a ciTy employee?
Yes No
3. Does this personl5trn possess a sidll not noinmily possessed by any current city em�loyee?
Yes No
Explain all yes auswers on separate sheet and attacL to gr�n sheet
INI77ATING PROBLEM, ISSUE, OPPOR'P[INITY (Who, What, When, Where, Why):
Marketing and Promotions needs spending authority to sponsor events for the Saint Paul Winter Carnival
ADVANTAGESIFAPPROVED:
Marketing Expenses can be paid
RECEIVED
�aN o s zao3
DISAAVANTAGESIFAPPROVED:
NONE
Ta,����2`!M�'q �'t����;�
DISADVAN'CAGES IF NOT APPROVED:
Future events for the Saint Paul Winter Camivai wiil be cancelled.
LOTAL AMOLJN'C OF SACTION:
:aacoo 35, vvo - �'t�
rUNDING SOURCE:
ieneralPund -
'INANCIAL INFORMATION:
COST/REVENUEBUDGETED:No
ACTIVII'Y NUMBER: 00252
01l08l2003 21:26
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6512234707 SP FSTVL & HTG FDN PAGE 02
03-3�
SAINT PAUL FESTIVAt AND HERITAGE FQUNDATION
429 tAND,1�ARK CENTER, 75 W. STM STREE7, SAI�ST PAUL. MINNFS07A 55102
651/223-d700 • 8Q0/488-4023 - Fqx 651/223-4707
www.winter-ccin�va) com
January 8, 2003
Lisa Lytie
Marketing Deparhnent
City of Saint Paul
15 West Keilogg 61vd.
Saint Paul, MN 55102
Via Fau: 651-266-8689
Dear lisa:
Per your request, the following is a summary of the manne� in which City of Saint
Paul funds will be utilized in our 2003 marketing and media campaign, together
with management support to our 2003 diversity end organizational development
strategic planning program.
• Event marketing collaterals including 60,000 event schedules, POP
displays, postsrs, and general information bsochures distributed in 500+
metro area public, commercial, and retail outlets in 77 metro region zip
codes - $5,000.
• Event marketing campaign development and co(laieral design aad
keylining - $1,000.
• Event Advertising - $1,500.
• Development and printing of event media guide and conduct of inedia
relations - $10,000.
• Management suppoR to Board Strategic Planning Process and
Diversityllnclusiveness, Financiat Growth, Mission and Public Percepfion
Task Forces - $17,500.
The ahove expenditures representing $35,000 are pro �ata of our total
expenditures in each area, and in no case exceed 30% of our actual costs.
Lisa, I hope this information is helpful. If you have any questions, please call me
at 651-223-4700 entension 1. Thank you for your assistanrz in this matter.
Sincerely, 1
�✓ � 1 ( Y�-
Robe E. Vikin
President and EO
Provd Producer of the Saint Poul Winter Carniva!
o� -� c.
SAINT PAUL FESTIVAL AND HERITAGE FOUNDATION
INVOICE
DATE: January 2, 2003
TO: City of Saint Paul
390 City Hall
15 West Kellogg Blvd.
Saint Paul, MN 55102
DESCRIPTION: Planning and Marketing Support
AMOUNT DUE: $35,000.00
PLEASE MAKE CHECK PAYABLE TO:
Saint Paul Festival and Heritage Foundation
MAIL TO: 429 Landmark Center
75 West Fifth Street
St. Paul, MN 55102
THANK YOU
"THE COOLEST CELEBRATION ON EARTH"
The Saint Paul Winter Camival
January 24 — February 2, 2UO3
��� oa•�a
, SAINT PAUE F�STIVAL AND HERfTAGE FOUNDATION
' A29 LANDMARK CENTER, 75 W, STH STREET, SAfNT PAUL, MINNESOTA 55102
-� 657{233-A700 • 800/488-4023 • FAX b57/223-4707
, www.wintercarnival.com
January 2, 20Q3
Mayor Randy Kelly
390 City Hall
15 West Keflogg Slvd.
Saint Paul, MN 55102
Dear Mayor Keity:
Thank you for your participation and on-going support of the Saint Paui Festival
and Heritage Foundation and in particular the Saint Paul Winter Carnival. We
certainly appreciated your assistance with the media conference and button
unveiling last month and want you to know that button sales are soaring.
i know that you are planning to be a judge at the Klondike Kate competition next
week and that you have already received invitations to and have indicated
acceptance to some of the enclosed events.
Perhaps more important{y, I wanted to take a moment of your time to share with
you some exciting milestones that have occurred within the foundation during the
course of the last nine months. I'm sharing these milestones not only because
they are important to the Foundation, bui because 1 believe they are, in many
respeets, in alignment with many of your initiatives.
First, and perhaps most significant, the Foundation Board of directors has
entered into a twelve to eighteen month strategic planning process designed to
develop policies and procedures addressing the four most critical challenges
identified during the Board's fail retreat — diversitylinclusiveness, financial growth,
mission, and public perception. At the current time we are working with John
Johnson, an organizationai change consultant, and forming four task forces to
address each o4 these four issues. {nitiaily the task forces wili be comprised of
board members, but as their planning moves forward over the course of the next
several months, the plan is to involve members of the community in their
deliberations. I am certain that we will be inviting your suggestions as to
representatives from the community.
Secondiy, we are very pteased to share with you the fact that this year's South
Wind is a Latino, Steve Cortinas of Dakota Premium Foods. We are thriiled with
what we consider to be a ma}or milestone in Saint Paul Winter Carnival history,
Proud Producer o{ the Saint Paul INinter Carnival
Mayor Kelly
1-02-03
Page Z
Finaliy, we are aiso pieased to share with you two new program initiaiives.
03 - � Se
On Sunday, January 26, 2003, a traditionai Pow Wow wili be heid in the Cortile of
Landmark Center. On behalf of the Pfanning Committee I invite you to be a part
of the opening ceremonies. I am also pleased to share with you the fact that Dr.
Lloyd Elm, Principal of the Mounds Park Aif Nations Magnet Schools, has agreed
to be honored as our Education Grand Marshel in Saturday's Grande Day
Parade.
Another new programming initiative is the Salsa Dance which will be heid in
Landmark Genter on the final Saturday of Carnivai. Together with the Vulcan
Victory Dance being held at the Radisson Riverfront Hotel we believe that the
Salsa Dance will truly live up to the 1917 Carnival theme "Make lt A Hotter One!"
As you know for the last several years the City of Saint Paul has generously
contributed $35,000 to the Saint Paul Festivai and Heritage Foundation to assist
in its year round planning and development efforts as well as to produce and
market the Saint Pauf Winter Camival. With the Saint Paul Winter Carnivaf being
an integral part of the many special activities being pianned for 2004 inciuding
the Grand Excursion 2004 and the NHL Afl 5tar Weekend, we are very hopeful
that the City will continue its financial support.
Thank you for your time and consideration of our request. { am enciosing an
invoice to facilitate processing. As we have done in the past we wiil provide a
recap of our activities along with a copy of our Annual Report to the Community
foilowing the 2��3 Saint Paul Winter Carnival.
Si erely,
�
�
ph n F. Schmidt
Board Chair
Enciosures