City Council Agenda and Packet 2009 10 13 SP

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Cit i ' Louisville Memorandum To: Malcolm Fleming, City Manager Heather Balser, Deputy City Manager From: Meredyth Muth, Public Relations Manager Date: October 8, 2009 Re: Budget Implications on 2010 Special Events The recommended 2010 special events budgets will require the following changes to the events next year: • Should fund raising be significantly higher than 2009 and cover the budget cuts, there will be no changes to events. • More likely, the following changes will be needed: o July 4th —total of$6900 cut from 2009 • $3500 less spent on fireworks • $3400 cuts in a variety of areas including bands, other entertainment, no volunteer t-shirts, reduced or eliminated bus transportation to the golf course, eliminated downtown shuttle to memory square pool, etc. • While not a direct cost savings to the event, not opening Memory Square on July 4th would save on staff costs or opening it but charging the usual or a discounted admission fee would reduce the City's expenses. o Fall Festival —total of$4000 cut from 2009 • If vendor revenue continues to stay consistent with 2009 only minor changes would be needed • Should that revenue come in lower for 2010 various changes would include reductions in entertainment, no volunteer t- shirts, reduced or no parade trophies, etc. • If additional cuts are needed the event could be reduced to two or three days from four. Possible additional reductions in expenditures for 2010 could be: • Additional $500 reduced from Fall Festival — no significant changes to the event. Cutting further than that would cut into the event coordinator contracted salary. • Removing funding for John Breaux Event entirely. The event would still be advertised as "John Breaux Clean Up Day." Collection bags would be available at City Hall, the Library, Police Department, and Rec Center. There would be no breakfast and City staff would need to pick up the 12