The URL can be used to link to this page

Home My WebLink About5-02-22 CEC Joint Meeting Packet - Quorum Not MetCITY OF FALCON HEIGHTS Joint Meeting Parks & Recreation Commission Community Engagement Commission City Hall 2077 West Larpenteur Avenue AGENDA May 2, 2022 at 6:30 P.M. A. CALL TO ORDER: B. ROLL CALL: Eischen___ Bradbury___ Yager___ Curtin___ LaCasse___ Cooley-Kistler____ LaDouceur____ Ebbesen____ Locke_____ Campbell____ COUNCIL LIAISON: Andrews___ Mayor Gustafson___ STAFF PRESENT: Pavek___ Sorensen____ C. PRESENTATION: D. APPROVAL OF MINUTES: E. AGENDA: 1. Spring Together/Ice Cream Social F. INFORMATION/ANNOUNCEMENT G. ADJOURNMENT: ITEM FOR DISCUSSION City of Falcon Heights, Minnesota __________________________ Item Spring Together/Ice Cream Social Description Public Works planned to have roughly 150 individuals attend the 2021 Ice Cream Social event. Historically, there has been a lower turnout for the Spring Together event. The $4.00 Big Bell Ice Cream Truck menu would serve roughly 125 pieces of ice cream in two hours per the quote attached. The commissions are asked to solidify a sports and craft activity that can be provided for children at the Spring Together event. The following inventory is applicable: • All sporting equipment used for summer programming • 3 boxes of sidewalk chalk • 5 kites • Miscellaneous clay pots/acrylic paint Staff plans to move forward with advertising the event this week and will create an event on Facebook to gauge interest in attendance. Regarding the Ice Cream Social, the commissions are asked to review the task list and note their availability. Budget Impact $600.00 Attachment(s) Big Bell Ice Cream Truck Quote 2022 Task List Action(s) Requested Solidify the remaining details for the Spring Together event, and review the 2022 Task List for Ice Cream Social and begin delegating tasks. Meeting Date May 2, 2022 Agenda Item E1 Attachment Big Bell Ice Cream Truck Quote 2022 ICS Task List Submitted By Megan Pavek, Assistant to the City Administrator RECIPIENT: City of Falcon Heights 2077 Larpenteur Ave W Falcon Heights, mn 55113 SERVICE ADDRESS: Curtiss Field 1551 Iowa Avenue West Falcon Heights, Minnesota 55113 SENDER: Big Bell Ice Cream 3218 Snelling Avenue Minneapolis, MN 55406 Phone: 612-729-5205 Email: BobF@bigbellicecream.com Website: http://www.bigbellicecream.com/ 2 hour Truck visit 4-6pm $4 and $6 menu PRODUCT / SERVICE DESCRIPTION QTY.UNIT PRICE TOTAL 06/04/2022 Nonrefundable Scheduling Fee Failure to pay this fee by the date directly above may result in cancellation of your event. 1 $25.00 $25.00 Travel/mileage fee in the 7 county Metro Area Per mile round trip from Big Bell Ice Cream Warehouse 18 $0.40 $7.20 Ice Cream truck with ice cream novelties $225.00 minimum in ice cream purchases per hour as discussed 2 hours x $225 1 $0.00 $0.00 Gratuity for Driver 10% gratuity for server. Additional gratuity are always welcome at your discretion. 1 $0.00 $0.00 Total $32.20 Account balance $32.20 Thank you for booking an ice cream truck with Big Bell Ice Cream Company. You are responsible for a $25 NON-REFUNDABLE scheduling fee before your truck can be booked. The best way to do this is via credit card when you set up your event. If you choose to pay the deposit via cash or check; they may be sent to the Big Bell address. FAILURE TO PAY THIS FEE MAY RESULT IN CANCELLATION OF YOUR EVENT. By paying this fee you confirm your visit and agree to the following terms. 1. Invoices will be sent to you within 5 to 7 business days. 2. Full or outstanding payment is due upon receipt of invoice. late fees of $25.00 per month will be applied to your account starting 30 days after the initial invoice Page 1 of 2 INVOICE #3921 ISSUED: 04/18/2022 DUE: 05/03/2022 City of Falcon Heights 2077 Larpenteur Ave W Falcon Heights, mn 55113 2 hour Truck visit 4-6pm $4 and $6 menu Invoice #:3921 Due date:05/03/2022 Amount due:$32.20 Amount enclosed:______________ Mail to: Big Bell Ice Cream 3218 Snelling Avenue Minneapolis, MN 55406 Notes Continued... date. 3. Scheduling requires minimum purchases per hour as discussed. "In purchase of ice cream" is valid only during the ice cream truck visit. 4. If you release your driver before the duration of the of your scheduled event you are still responsible for the minimum purchase of ice cream per hour booked. 5. Truck model availability may vary by date and location. CANCELLATION AND SCHEDULING ADJUSTMENT Non-weather related cancellations with less than 24 hour notice are subject to an additional fee of $25.00. Weather related cancellations are not accepted more than 12 hours in advance. Weather related cancellations may be rescheduled at no additional cost subject to availability. Page 2 of 2 INVOICE #3921 ISSUED: 04/18/2022 DUE: 05/03/2022 TASK Person Responsible Date Needed SPECIAL INSTRUCTIONS DATE COMPLETED Contact Resource Fair Organizations MP & JE May-June Ongoing- JE has reached out to the county and state fairSave the Date- Social Media & Newsletter May Posters June Contact/Reserve Band June Done Reserve Bouncy Castle June Work with CEC on outreach to apartments June Order craft/activity supplies- Face painting, temporary tattoos, fishing game with stuffed animals June Confirm/order porta potties, hand washing stations June Need 5 porta potties at minimum Coordinate other games: punt pass run, whiffle ball game with RCSO, dunk tank, tug of war? June Contact Saint Paul Fire Department/Ramsey County Sheriff MP June Emailed AJ & Randy Reached out via email 4/14/22 Schedule staff & volunteers July Order Ice Cream products & Bottled water July- before temp food license Temporary Food License July Order hand sanitizers – resource fair area, ice cream areaTalk to Tim about freezer in park building Schedule walk-through of park with Tim & COVID-19 vaccine contact. July Confirm tent delivery with Lions July Lions to bring 2 tents Confirm organizations @ resource fair July Make table signs & table map for resource fair organizations July ICS 2022 Prep craft/activity supplies  Face paint  Painting rocks  Tug of war rope  Jelly bean guessing contest Inform Public Works of supplies needed/set up at Community Park July Set up tables, tents, garbage/recycling locationsPrep money boxes- Roland (Roland always takes vacation during the ICS for checks and money need to be received the third week of July) Ask Roland Trash/recycling set up near ice cream Ask Tim/PW Pick up ice cream/water Tim/PW Public Works will pick up Prep Name tag supplies for volunteers, attendees July Create volunteer sign-up July