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Home My WebLink About4.3.23 Agenda Packet Joint MeetingCITY OF FALCON HEIGHTS Joint Meeting Parks & Recreation Commission Community Engagement Commission City Hall 2077 West Larpenteur Avenue AGENDA April 3, 2023 at 6:30 P.M. A.CALL TO ORDER: B.ROLL CALL: Jeff Yager_____ Mike Bradbury_____ Eric Brenton_____ Paula Mielke_____ Tom Faust_____ Randi Lundell_____ Mike Tracy_____ Cooley-Kistler____ LaDouceur____ Ebbesen____ Locke_____ Lindstrom____ Stockford____ COUNCIL LIAISON: James Wassenberg _______ Yakasah Wehyee ________ STAFF PRESENT: Kelly Nelson ________ C.PRESENTATION: D.APPROVAL OF MINUTES:1.March 6, 2023 - Parks and Recreation Commission and Community Engagement Commission -Joint Meeting Minutes E.AGENDA: 1.Spring Together 2023 Event : Survey Questions and Polling Tactics; Task List2.Ice Cream Social 2023 - Begin Discussions F.INFORMATION/ANNOUNCEMENT Update on Lion’s Club’s involvement in Spring Together 2023 Updates on Community Park purchase and summer programming G.ADJOURNMENT: BLANK PAGE 1 | Page CITY OF FALCON HEIGHTS Joint Meeting Parks & Recreation Commission Community Engagement Commission City Hall 2077 West Larpenteur Avenue MINUTES March 6, 2023 at 6:30 P.M. A. CALL TO ORDER: 6:36 PM B. ROLL CALL: Jeff Yager__X_ Mike Bradbury__X__ Eric Brenton __X__ Paula Mielke_X__ Tom Faust___ Randi Lundell_X__ Mike Tracy___ Cooley-Kistler__X__ LaDouceur_X___ Ebbesen__X__ Locke__X___ Lindstrom__X__ Stockford__X__ COUNCIL LIAISON: James Wassenberg ___X____ Mayor Gustafson ________ STAFF PRESENT: Kelly Nelson___X___ _ C. PRESENTATION: N/A D. APPROVAL OF MINUTES: 1. February 6, 2023 - Parks and Recreation Commission Regular Meeting Yager motions to approve the Park minutes; approved 5-0 2. February 15, 2023 – Community Engagement Commission Regular Meeting LaDouceur motions to approve the CEC minutes; approved 5-0 (Cooley-Kistler not yet present) E. AGENDA: 1. 2023 Parks and Recreation Budget Overview Staff liaison, Nelson, shared the 2023 event budget with the commissioners; no action was requested. The 2023 event budget is $7,000, which would be used for City events such as Spring Together, Ice Cream Social and Snowstravaganza (which did not take place in 2023). Stockford asked for clarification in regards to whether the CEC had its own event budget. This is a City budget, not commission-specific. Event budget was increased from $4,000 in 2022 to $7,000 in 2023. LaDouceur asked what was spent on the 2022 Ice Cream Social event at Community Park but that information was not pulled for this meeting. 2 | Page 2. Spring Together 2023 Event Mielke asked whether the objectives remained the same from the first event held in 2017 – connect renters with Northome residents, which was affirmed by the commissioners. The success of 2022 event was discussed: that the new City Administrator and Assistant to Administrator were both present. Plus, there was an ice cream truck, which also served as a helpful billboard for residents passing by the park. Approximately 220 ice cream treats were served at Spring Together 2022 but this was likely more than the number of actual attendees, as some enjoyed more than one treat. Commissioners discussed how to limit treats to 1 per attendee to help manage expenses. Mielke suggested attendees earn a ticket by responding to a survey or quiz. Yager suggested earning a ticket for signing up for the City’s newsletter. Bradbury suggested having a roll of tickets, giving attendees a ticket for one frozen treat and marking their hand. LaDouceur suggested having a sandwich board by food truck to direct attendees to the welcome tent for their ticket. Ebbesen suggested giving each attendee one ticket to be redeemed for one ice cream treat; attendees could purchase additional treats at their own expense, if desired. Brenton asked if there could be a check in table, a prompt/easy question, and you put the answer in the bucket to receive an ice cream ticket. Wassenberg suggested giving a ticket for just showing up. Stockford suggested we ask for community input at every possible opportunity to help us shape Community Park. Stockford proposed commissioners wear name tags, have 3 prepared questions and engage with attendees. Commissions then discussed coming up with a survey and working on the types of questions / prompts to ask attendees at Spring Together 2023. Bradbury asked, “What do we want to know?” Wassenberg suggested asking what attendees would like to see in Community Park. LaDouceur recommended Parks and Rec ask about parks. Stockford said much input will be needed for Community Park. Wassenberg said placing Post-its under headings allows for passive engagement and we can use responses to build a survey. Lindstrom suggested Post-it Notes plus QR Codes so that attendees could complete the survey from their phone; it could be multiple questions for adults, and/or a simple question about favorite color or animal to engage children. Discussed how to tie placing Post-Its on board(s) and/or questionnaire to getting ticket for ice cream treat. Staff liaison, Nelson, proposed having a QR code that would connect people to the City webpage to sign up for the weekly newsletter and/or a QR code to the City’s Facebook page so that residents would be more informed and receive time-sensitive notifications. LaDouceur recommended keeping questions at Spring Together light, asking Community Park- specific questions at the Ice Cream Social. Yager agreed with that suggestion, since that event takes place at Community Park. Bradbury and Ebbeson will brainstorm 3 to 4 simple questions. Staff liaison, Nelson, expressed wanting to find ways to expand our reach so that all residents see our invitation and all feel invited; Nelson raised point of language barrier in some cases impedes reach. Nelson discussed how to promote Spring Together to both renters and homeowners. Staff distributed flyers to houses on nearby Hollywood Court last year. Attempts will be made to connect with rental property owners. 3 | Page LaDouceur said that her impression of the residents in the apartment building nearest the park came because of commissioner Bradbury inviting them. Commissioners discussed the translation of questions and event promotional materials. Stockford reminded the commissioners that the school district may be able to help us translate posters. Wassenberg suggested a postcard sent in multi-languages or with a QR code to scan for translation. Bradbury summarized: Display/poster with QR codes for connecting to newsletter and Facebook, Parks and Rec promote summer programming. Nelson showed a previous example of a social media post and flyer design. Mielke suggested simplifying language. LaDouceur proposed doing a less floral and more playful design and stating information in bullet points rather than paragraphs. Nelson will share a revised draft at the next joint meeting. Nelson said we may have to rent a tent for event. Stockford has been in touch with Lion’s Club who may purchase new tents and be willing to loan them to the City. Bradbury asked about additional food trucks. Stockford suggested Lions provide/serve a snack. Stockford said that the Lion’s Club might have access to equipment such as a popcorn machine. Stockford will attend a meeting on March 13th and get more information to share at the commissions’ next joint meeting on April 3rd. Nelson asked about entertainment. Bradbury suggested yard games like ones used in 2022. Ebbeson recommended having bubbles and chalk again this year. CEC Commissioner LaDouceur motioned to adjourn the CEC from the remainder of the meeting at 7:47 PM. Motion carried 6-0. 3.The 2023 Goals of the Parks and Recreation Commission The Parks and Recreation Commission was presented with a list of potential goals that Staff liaison, Nelson, had been compiling at previous commission meetings. Using that as a starting point, the PARC established 10 final goals for 2023, as follows: 1.To have the basketball court painted at Curtiss Field 2.Develop a fall event3. Draft and implement a weather and discipline policy for summer/fall programming.4.Develop marketing strategies to expand the areas and people we currently reach to promote City events, news and programming to.5. To have regular meetings of the Park and Recreation Commission, having quorum atleast every quarter.6.To create an events calendar7. To visit/revisit area park buildings to gain knowledge in order to improve our ownbuilding at Community Park.8. To establish an annual park audio assessment, completing park audits annually so that alist of recommendations can be provided.9. To do an annual assessment of programming and ice rink usage, looking for ways toimprove.10.To develop a commission agenda calendar 4 | Page 4. An Update on 2023 Summer Programming and Marketing it Nelson shared 2023 program offerings and materials. Summer programming will be the same as in 2022, minus Blast Ball. Nelson reported that classes would again be offered for the Commonwealth Terrace Cooperative residents but that the CTC wants to keep their programs separate. Commissioner Yager said it was great to see the summer programming posted earlier this year. Hope to see enrollment increase! 5. Parks and Recreation Weather Cancellation Policy and Discipline Policy Nelson shared a draft of the weather cancellation policy. Commissioners recommended some minor changes, which included reducing the temperature at which classes and/or the warming house would be canceled/closed. For summer programming, classes may be canceled when the heat index reaches 100 degrees (previously, 105). For the warming house at Curtiss Field, that may be closed when the actual temperature is 0 degrees and/or the windchill is -10 degrees. Commissioners discussed how to alert parents to cancellations. The City currently doesn’t have push text capabilities. Cancellation announcements are currently communicated on the City website, on Facebook and via a recorded message on the City weather line. Commissioner Yager stated it would be nice to send out information rather than parents have to seek it. Some options will be explored. Agreed that best option for 2023 is for Nelson to check weather forecasts in morning and post and record a cancellation announcement at least thirty minutes prior to class time. The final version of the Parks and Recreation Weather Cancellation Policy can be viewed online: www.falconheights.org.docx (live.com) Discussed draft of discipline policy. Commissioners proposed minor tweaks. The final Rules of Conduct and Discipline Policy can be viewed here: www.falconheights.org.docx (live.com) 6. 2023 Ice Rinks and Warming House Usage Roughly 180 people used the rink at Curtiss Field during the 2023 season, down from 260 last year. This year’s season was also a couple of weeks shorter. Commissioners discussed whether ice rink condition was a factor. Should more money be invested in creating and maintaining a better rink at Curtiss Field and have just a picnic table to put skates on at rather than renting and staffing a warming house? If we do have a warming house, could that be placed on basketball court so it’s nearer the ice rink and does not require walking up/down a hill in skates? Bradbury wondered if a liner could be placed over the basketball court to protect the pavement and to make for more level ice and reduce melting. It was also suggested that the rink be flooded and snow cleared more often. Bradbury suggested reaching out to the broomball league that has used Curtiss Field rink in past, get their feedback on why no longer using rink, and encourage them to use it again. The rink at Grove Park was used very little. F. INFORMATION/ANNOUNCEMENTStaff liaison, Nelson, said that all 2023 Community Garden plots had been assigned. Staff had a fairly significant waiting list and not enough plots to fill those requests. The job posting for a Summer Program Coordinator has also been posted to various college job boards as well as the City’s website. 5 | Page Commissioner Wassenberg updated the commissioners on Community Park and said that the University of Minnesota approved the sale of it to the City for $1.1 million. Proposed March Agenda Items: o Spring Together 2023: Establish the information to be gathered and the method for gathering it from attendees ; task list. o Begin Planning Ice Cream Social 2023 G. ADJOURNMENT: 9:06 P.M. Brenton motions to adjourn the meeting; Approved 5-0 BLANK PAGE REQUEST FOR ACTION City of Falcon Heights, Minnesota __________________________ Item Spring Together 2023 Description The CEC and the Parks and Recreation Commission will continue to plan the 2023 event. Staff and commissioners will share details for the event, which may include updates on: •Lions Club update (food, coolers, tents, etc.) •Focus on engaging renters •Firm up list of questions and the what/ how to survey attendees •Ice cream truck Budget Impact TBD Attachment(s) Previous year invoice; task list; updated drafts of flyer and social media post Action(s) Requested Staff recommends commission members continue discussions, making decisions for the 2023 Spring Together event and assigning tasks. Meeting Date April 3, 2023 Agenda Item E1 Attachment '22 Invoices; Task List; Flyer & Social Media Submitted By Kelly Nelson, 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 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: 952-388-4961 (emergency) 612-729-5205 (office) Email: events.bigbellicecream@gmail.com Website: http://www.bigbellicecream.com/ Truck June 4. $4 Classic menu PRODUCT / SERVICE DESCRIPTION QTY.UNIT PRICE TOTAL 06/04/2022 Ice Cream truck $4.00 menu 200 $4.00 $800.00 Gratuity for Driver 10% gratuity for server. Additional gratuity are always welcome at your discretion. 1 $80.00 $80.00 Total $880.00 Paid −$880.00 Invoice balance $0.00 Account balance $0.00 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 #4110 ISSUED: 06/06/2022 DUE: 06/21/2022 PAID: 06/18/2022 PAID 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 #4110 ISSUED: 06/06/2022 DUE: 06/21/2022 PAID: 06/18/2022 PAID CITY OF FALCON HEIGHTS SPRING TOGETHER ••• • •• Saturday, fvlay 20 4 to 6 pm ��(() Curtiss Field - 1551 lovt:tAve. W ... ,--------------··· In hopes of cultivating connections with our neighbors and community, the City of Falcon Heights is excited to invite you to the annual S rin Together event!1J,..n ice cream huc1 will be onsite providing treats for free! ,. .. SPRING CITY OF FALCON HEIGHTS Meet your neighbors and enjoy family fun, games and free ice cream! Saturday, May 20 4 to 6 pm Curtiss Field - 1551 Iowa Ave. W. TOGETHER The City of Falcon Heights Welcomes All! Together Spring Enjoy free ice cream, meet your neighbors and have fun! Free Ice Cream! OutdoorActivities! Family Fun! SATURDAY, MAY 204:00 - 6:00 PM Curtiss Field - 1551 Iowa Ave. W. Final Task List for Spring Ahead 2023 ’22 Recap ’23 Assignments City event flags Ordered: Expected Arrival 6/3 Onsite handwash station Ordered: Coordinated by Tim Recycling/food scrap bins (3 of each, 10 bags each) Scheduled for Public Works to Pick- up 6/3 from Roseville Back-up location in event of inclement weather Confirmed with Falcon Heights Church St. Paul Fire/ RCSO presence at event Confirmed City Council & Commission members formally invited to event Completed Flyers/promotion sent to business owners, apartment complexes Completed Follow-up with ice cream truck/ confirm there is nothing else that they need from us Purchase bottled water & napkins Assigned to Public Works Confirm tent set-up with the Lions Completed Bring the following from Community Park Building: - Tables/chairs - Yard games (2) - Chalk/Hula Hoops - Other sports equipment (confirm with Mike) Set-up summer program registration table (& bring bubbles from Julie) Assigned to Megan Name tags for Council/Commission members Set-up table advertising any commission vacancies Collect public input for new park building Pending BLANK PAGE REQUEST FOR ACTION City of Falcon Heights, Minnesota __________________________ Item 2023 Ice Cream Social Description The CEC and PARC had discussed having the Ice Cream Social event on July 20th and would like to work together to plan the 2023 event. Various topics to discuss include: •Barbeque/Lions Club serving food/food truck •Possibility of combining our event with Lauderdale’s; develop questionsfor them, if applicable •Entertainment •Hand out ice cream treats (no truck) •Resource FairBudget Impact TBD Attachment(s) Overview of Lauderdale's 2022 Event; Task list; previous invoices from 2022; Resource Fair info. from 2022 event Action(s) Requested Staff recommends commission members discuss the 2023 Ice Cream Social event and start assigning preliminary tasks to be completed. Meeting Date April 3, 2023 Agenda Item E2 Attachment Lauderdale '22 Overview; Task List; ’22 Invoice; Resource Fair Submitted By Kelly Nelson, Assistant to the City Administrator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³6LJKWVHHLQJIURPWKH6RID´ZLWK6KDXO+DQDQ\ ,WZLOOEHDOLYHRQOLQHSUHVHQWDWLRQDERXWKLVWULSWR$QWDUFWLFDZKHUHKHODXQFKHGDEDOORRQIRUVFLHQFH 2XULQ-SHUVRQVHUYLFHVIRULQGLYLGXDOVDUHDYDLODEOH,I\RXQHHGVXSSRUWZLWKULGHVWRKHDOWK-UHODWHGDSSRLQW PHQWVKRPHFKRUHVFHOOSKRQHVFRPSXWHUVRUFDUHIRUDORYHGRQHZKLOH\RX³WDNHDEUHDN´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erson Responsible Date Needed SPECIAL INSTRUCTIONS DATE COMPLETED Contact Resource Fair Organizations A + CEC May-June Ongoing Save the Date- Social Media & Newsletter A May 5/21/21 Posters A June Done Contact/Reserve Band V June Done Reserve Bouncy Castle V June Done Work with CEC on outreach to apartments A + CEC June TBD- need more info from CEC Not doing Order craft/activity supplies- Face painting, rocks, brushes, jellybeans, hand tattoos, etc. V June Confirm/order porta potties, hand washing stations Tim June Need 5 porta potties at minimum Done- ordered hand washing stations Banner at Community Park ? A will check with Tim June Not doing Talk to Commissions/ Council about tug of war tournament? A + V June Contact Saint Paul Fire Department/Ramsey County Sheriff- equipment display? Sack? June RCSO will be there Schedule staff & volunteers A & V July Do online sign-up? Order Ice Cream products & Bottled water July- before temp food license Tim ordered ice cream, need to get bottled water Temporary Food License A July Order hand sanitizers – resource fair area, ice cream area Done Talk to Tim about freezer in park building A & V Schedule walk-through of park with Tim & COVID-19 vaccine contact. A & V July Done Confirm tent delivery with Lions A July Lions to bring 2 tents Confirm organizations @ resource fair A July Done Make table signs & table map for resource fair organizations A July Signs created Prep craft/activity supplies V + summer staff •Face paint •Painting rocks •Tug of war rope •Jelly bean guessing contest Inform Public Works of supplies needed/set up at Community Park V + A July Set up tables, tents, garbage/recycling locations Prep 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 A July Create volunteer sign-up A & V July ICS 2023 TASK Person Responsible Date Needed SPECIAL INSTRUCTIONS DATE COMPLETED Contact Resource Fair Organizations April/May Save the Date- Social Media & Newsletter April/May Posters June Contact/Reserve Band April Reserve Bouncy Castle April/May Work with CEC on outreach to apartments April Order craft/activity supplies- Face painting, rocks, brushes, jellybeans, hand tattoos, etc. June Confirm/order porta potties, hand washing stations June Need 5 porta potties at minimum Banner at Community Park June Talk to Commissions/ Council about tug of war tournament? June Contact Saint Paul Fire Department/Ramsey County Sheriff- equipment display? June Schedule staff & volunteers July Do online sign-up? Order Ice Cream products & Bottled water July- before temp food license Temporary Food License July Order hand sanitizers – resource fair area, ice cream area Talk to Tim about freezer in park building Schedule walk-through of park with Tim & COVID-19 vaccine contact. July Confirm tent delivery with Lions June Confirm organizations @ resource fair June Make table signs & table map for resource fair organizations July 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 Prep money boxes- Roland (Roland always takes vacation during the ICS for checks and money need to be received the third week of July) Trash/recycling set up near ice cream Pick up ice cream/water Prep Name tag supplies for volunteers, attendees July Create volunteer sign-up July Bruce's Foods Ice Cream Quote: Pick-up on 7 /21. Day of Ice Cream Social 360 Units (variety of ice cream sandwiches, choc covered bars, dreamsicle bars & crunch bars) -123 Ice Cream Bars -132 Ice Cream Sandwiches -84 Dreamsicles -12 Crunch Bars 10% Loyalty Discount Total Due: $138.71 "'J s \)\u.e_ �e\ \ ¼od �u_c_\/-_ w;;,s -ll. '\ / ?C In 2022, we served 351 ice cream treats and ran out with approx. 20 minutes to go. Use above order as a guide for 2023. Dreamsicles were a popular item and notes said to get more. 5/10/22 TO : Megan Pavek City Of Falcon Heights 2077 W Larpenteur Ave Falcon Heights, Mn 55113 From Brad Finn – The Finn Band Re : Falcon Heights Ice Cream Social 7/21/22 Performance Invoice The Finn Band will perform from 5pm – 7pm on Thursday July 21st 2022 At Falcon Heights Community Center Corner of Cleveland And Roselawn 2050 Roselawn Ave Falcon Heights , Mn 55113 The Finn Band will supply full production / own sound system Performance Cost - $ 500.00 Please make check payable to Brad Finn – The Finn Band Fee is due day of performance and is honored if event is canceled due to weather. We look forward to performing for this event and appreciate the opportunity as we have enjoyed previously Please call me with any questions Brad Finn 612-414-5794 www.thefinnband.net