HomeMy WebLinkAboutCommittee of the Whole Packet for 11/16/2015 � . . �
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AGENDA
Committee of the Whole Meeting
5:30 PM-Monday,November 16,2015
Council Chambers, 7th Floor, City Hall—1055 S.Grady Way
1. RENTON RIVER DAYS WRAP-UP
a) 2015 IKEA Renton River Days Event Report
2. NEIGHBORHOOD PROGRAM UPDATE
a) 2015 Summer Wrap-Up PowerPoint
3. REGIONAL ISSUES
. AGENDA ITEM #1, a)
COMMUNITY SERVICES p ���0�
DEPARTMENT
M E M O R A N D U M
DATE: November 16, 2015
TO: Ed Prince, Council President
Members of the Renton City Counci)
CC: Denis Law, Mayor
Jay Covington, Chie Administrative Officer
FROM: Terry Higashiyama, mmunity Services Administrator
STAFF CONTACT: Sonja Mejlaender, Community Relations & Events(x6514)
RENTON RIVER DAYS: Kelly Beymer, Volunteer Festival Chairman (425.430.6617)
SUBJECT: IKEA Renton River Days Event Report-2015
Introduction
Since 1986, Renton Rive�Days, Inc., a SOi.c.4 non-profit, has worked in close association and
partnership with the City of Renton to produce Renton's family festival.
Renton River Days is a family-oriented community festival comprised of events and activities
which celebrates the beauty, hospitality,friendliness, qua{ity of life and diversity of the
greater Renton Community. Renton River Days unites residents, businesses, organizations,
and Puget Sound region tourists together to enjoy a wonderful variety of events and special
features for youth,families, and senior citizens. Annual favorites include arts and crafts,
visual and performing arts, recreation,food, exhibitions, children's activities, and stage
entertainment.
Producing nearly 35 events and special programs at locations within Renton,the main festival
was held Friday,July 24,through Sunday,July 26, 2015, in Liberty Park. Estimated
attendance was nearly 35,000 for the multi-day celebration.
This year celebrated the 30th annual festival, and the 17th year of Title Sponsorship with
IKEA. The theme "Fri1ls.Bills.Thrills."was an invitation to explore the diverse offerings that
highlight Renton's passion for music, art,food, and active lifestyle.
Marketed and branded "IKEA Renton River Days" since 1999,the Board of Directors secured
IKEA as Title Sponsor for 2015, and is in planning stages to renew for 2016. Renton River
Days remains Renton's largest and longest standing community tradition.
Ed Prince,Counci President AGENDA ITEM #1. a) �
Members of Renton Crty Counc'I
Page 2 of 7
November 16,2015
The following report presents an overview of collaborative efforts, budget,event features,
logistics, marketing, survey results, strategies for future planning, and the importance and
sustainable value to nurturing volunteer, community partner, and sponsor relationships.
Collaborative Effort
Festival management consists of Renton River Days Board of Directors, Festival Coordinator,
event committee volunteers, and the City of Renton. The City serves as the source of support
and expertise in safety,emergency preparedness, and logistics of parks,facilities, and streets.
This team-oriented approach optimizes strategic planning and efficient use of resources.
Renton River Davs:
• Develops and executes strategic plan.
• Provides leadership,direction, and long-range planning to ensure efficient use of
resources,financial stability,sustainability, and relevancy to an increasingly diverse
comm u n ity.
• Safeguards festival mission,values, and image.
• Manages budgets,contracts, marketing content and distribution, social media, public
relations, and website.
• Cultivates and maintains public/private partnerships and sponsorships.
• Coordinates event features i.e., entertainment, children's activities,food vendors,
exhibitor booths in liberty Park.
• Provides oversight and support as needed for dozens of sanctioned event committees
to produce nearly 35 events and programs.
• Works in cooperation with all City-represented teams for coordination of logistics and
safety.
Citv of Renton:
• Communications (printing services).
• Community Services (oversight of recreation-related events, management of facilities
parks, and customer service).
• Finance& Information Technology(Project Accounting and event maps).
• Fire & Emergency Services(safety, on-site presence for incident response,first aid,
prevention education, hosting popular fire hose activity,tent inspections, and crowd
management at the end of the Parade route).
• City Hall Reception Desk/Lobby Volunteers(customer service).
• Mayor's Office (customer service).
• Police (traffic control, Parade route and park safety, overnight officer/security
presence in the park, enforcing park rules and S.W.A.T. unit on site for incident
response).
• Public Works (banner installation,traffic control plan, managing road closures and ;
detours, and electrical inspection). '
. AGENDA ITEM #1. a)
Ed Prince,Council President
Members of Renton City Councii
Page 3 of 7
November 16,2015
Budget Summary
The table below shows a nine-year history of all City of Renton costs related to supporting
Renton River Days. Since 2007, Project Accounting has been utilized to track staff time
(planning meetings and event days), value of benefits, and paid expenses.
City of Renton
2007-2015 History for Renton River Days Cost Summary
� Cost to City of Renton ($115,729) includes loss of revenue or City in-kind services (i.e.,
loss of picnic shelter or facility rental revenue and value of City printing services)
expenses for the Senior Day Picnic, and staff time (including value of benefits).
• Variances in Cost to City of Renton over the years are attributed to:
➢ City financial contribution reduced from $10,000 in 2008 to$0.00 in 2010
($5,000 step decrease in 2009).
➢ Staff time and resources decreased with eliminating Kids' Day in 2010(used to
be Wednesday of festival week) and more efficient set-up and staff team
schedules.
• Total Cost of Event ($308,511) includes both the City's partnership (overall value of
$115,729) and ALL Sanctioned Event expense budgets ($192,783);this total fluctuates
annually depending on festival features. As an example, in 2013, Renton River Days
designed, developed and launched a new independent website and secured
professional video production services,therefare increased expenses. In 2015,
Renton River Days increased expenditures to host the 30th Anniversary Appreciation
Event, and enhance programming features during festival weekend.
The relationship between Renton River Days and City of Renton is a prime example of
significant community engagement leveraged with City resources in order to produce a multi-
day, multi-event annual festival for 30 years.
AGENDA ITEM #1. a) �
Ed Prince,Council President
Members of Renton City Counci
Page 4 of 7
November 16,2015
Event Highlights—"30`�Annual IKEA Renton River Days"
• Nearly 35 events and programs for youth,families, and seniors.
• Events represent visual and performing arts,sports and recreation,stage
entertainment,children's activities, exhibitions, food, parade, and special events such
as the Rubber Ducky Derby and the Senior Day Picnic.
� The 30th Anniversary Event, hefd luly 15 at the Renton Pavilion Event Center,featured
dinner, entertainment, interactive games and prizes, and program to recognize
sponsors and volunteers,and present 30-year volunteer Board memberJe�ry Kavesh
with the Outstanding Service Award.
• Festival has no gate admission charges and most children's activities are free.
• Weekend entertainment stages featured 40 groups and over 400 performers.
� Lee's Martial Arts Break-A-Thon, as part of festival weekend at Liberty Park, raised
$7,500 for Communities In Schools of Renton.
• Non-profits, public and social service agencies, and sponsor organizations hosted 75
on-site informational community booths during the three-day festival weekend.
• Again this year, IKEA do�ated items from their on-site booth at Liberty Pa�k(furnitu�e,
home decorations,and children's toys)to the Creative Kid's Preschool at the
Community Center,Sunset Preschool at the North Highlands Neighborhood Center,
and an elementary-age afterschool program at Teasdale Park,called "Club Teasdale."
Estimated value of donation is$2,500.
Event logistics
• Discussions held "off season" continue to identify a more efficient set-up schedule.
• Festival Volunteer Coordinator(voluntee�position) assesses need and matches
interested volunteers with opportunities.
• Utilize recycling bins throughout the park and food waste recycling for food vendors.
• Free Shuttle Service connects festival grounds at Liberty Park to Renton Memorial
Stadium.
• Among many services, Police once again provided overnight officer presence
throughout the week at Liberty Park, safeguarding art and community booths,food
vendors,two entertainment stages,and rented generators, staging, and shade tents.
Event Marketing
• Festival is growing its socia) media presence on Facebook.
• Produced and distributed 950 posters,3,500 countertop cards, 15,000 Festival
Schedules and 40,000 Official Guides.
• Festival website: 29,000 unique visitors and 60,500 page views.
� Three over-the-street banners and full-color pole banners throughout Renton.
• Festival information included on 30,000 Summer fun flyers: inserted in City utility bills
(27,000), Chamber monthly newsletter(850), and extras at City reception counters.
• Festival information featured in 55,000 City of Renton Community Services Whai's �
Happening Summer Recreation Brochures. '
. AGENDA ITEM #1. a)
Ed Prince,Council President
. Mem6ers af Renton City Council
Page 5 of 7
November 16,2015
• City newsletter—Renton Cify News-June/July and Ju/y/August- 27,000 each issue.
• City of Renton reader board on Maple Valley Hwy.
• Event listing in 35,000 Renton Residents Guides produced by Renton Reporter.
• Event listing in 60,000 Washington Festival's& Events Association Calendar.
• Press releases, in-kind calendar listings, and features with media partner Renton
Reporter.
• Event(isting in the 2014-2015 Chamber Visitor Guides (50,000).
• Chamber of Commerce Events Page
• Festival information posted/sent electronically via Renton School District for staff and
families of students.
• PSA's and web link from STAR 101.5 FM for Kent Phillips as Parade Announcer.
• Festival video posted to YouTube, Facebook, and City of Renton Video Gallery.
• River Days related information in other publications i.e., Renton Historical Society
Quarterly, Renton Chamber Newsletter, annual reports of festival sponsor companies,
and local church and arts organization newsletters.
Event Survey Results
• Event Survey and Summary Comments (see attached)from 398 respondents.
• Event Surveys were available at the Festival Information Booth,the A�t Market
Information Booth, and distributed to afl event committees to make available at their
respective events.
• Key points of interest:
➢ 99%gave a rating of 3 or higher(scale of 1-5)on their overall experience.
➢ 78% represented Renton-based zip codes (including West Hill).
➢ 99%indicated they would likely attend the event again.
➢ Respondents were asked the survey question "Your culture/ethnicity." This
creates an opportunity to have an open ended inquiry and allow people to define
themselves versus checking a box. (Similar inquiries are being made by the City of
Renton at major events, activities, and classes to assess how the City is serving all
members of our diverse population.)
• Online sunrey was also available from the City's website on the homepage and the
Renton River Days web pages for two weeks following the festival.
Volunteers,Community Partnerships and Sponsor Relationships Sustain Festival
• Volunteer statistics—664 festival volunteers contributed a combined total of 6,181
hours of service planning and coordinating festival events.
• Volunteer committees, local organizations, and several service clubs coordinate many
of the festival's events.
• Sponsorships cultivate ongoing and valuable partnerships and represent the
effectiveness of leveraging festival and City of Renton resources with extensive
community support.
AGENDA ITEM #1, a) �
Ed Pr nce,Council President
Members of Renton City Council
Page 6 of 7 �
November 16,2015
• Nearly 60 separate individuals,organizations and companies help support the festival
with contributions and sponsorships.
• In-kind and financial sponsor contributions offset 519�0 of total costs.
• Net proceeds going back into the community from charitable events or fram a festival
contribution totaling$45,000.
• $16,000 distributed in art awards,competitions,or contest/event prizes.
Next Steps and Strategies for 2016 and Beyond
• 2016 marks the 315L anniversary of IKEA Renton River Days.
• In ptanning stages to confirm Title Sponsor relationship with IKEA for 2016;this will be
the 18th anniversary of IKEA's Title Sponsorship.
• Long-range planning at annual retreat with facilitator
• Develop official statement (or partnership agreement) between City of Renton and
Renton River Days.This will help to provide historical background to the long-standing
partnership and endorse,formalize, and sustain levels of service.
� Focus on Board and committee-level recruitment and critical succession planning.
• Work with both City staff teams, Board of Directors, and core sanctioned event
planning teams for categorized task lists with timelines which will �eflect service levels
required to collectively produce the festival.
• Review weather condition protocol (i.e. lightening).
• Grow festival volunteerism through identified needs, recruitment, retention, and
recognition.
• Continue to reach out to Renton's diverse populations, increase their awareness of
festival events and activities, and grow participation.
• Fiscally, Renton River Days will continue to work in cooperation with the City of
Renton and all sanctioned event committees to evaluate options which maintain a
safe,high-quality event that appeals to the public and meets sponsor expectations.
Summary/Conclusion
For 30 years, Renton River Days and the City of Renton have wo�ked in partnership to plan,
produce and execute a quality,safe, and appealing family festival. Renton River Days is the
largest, most comprehensive, multi-event, multi-day combination of events to take place in
Renton each year. Successful and sustainable community festivals require strategic planning,
citizen initiative and volunteerism, City department and staff resources,community partners,
and sponsors. Interdepartmental cooperation and support strengthens the City-wide team
app�oach and is helping to sustain a safe and successful community event.
Planning for next year's event begins almost as soon as the current year has concluded. With
post-event debriefs and after-action reports,festival committees review successes,
challenges, lessons learned, and considerations fo�future events. In light of many economic
and City budget issues, planning for 2016 and beyond requires fiscal responsibility and the
balance to maintain event appeal for both attendees and sponsors.
. AGENDA ITEM #1. a
)
Ed P�ince,Council President
Members of Renton City Council
Page 7 of 7
November 16,2015
Community events contribute to Renton's unique identity, positive image, and quality of life
for residents. Renton River Days connects an increasingly diverse community, creates
opportunities for shared experiences, and reflects public interest through strong community
engagement.
Attachments: 2015 IKEA Renton River Days Event Survey Results&Summary Comments
� AGENDA ITEM #2, a)
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Picnic Program
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Combined Estates Ridge
■2012 636 26 121 0 130 182 105 166 110 399 96 162 83 53 178 45 71 176 0 97
�2013 511 176 142 285 0 181 173 136 122 442 101 220 86 0 229 0 73 72 101 218
2014 350 201 86 340 0 239 179 138 166 542 92 236 129 110 170 116 51 185 137 140
■2015 371 160 160 279 0 0 160 127 72 632 92 49 0 49 193 106 181 148 60 0