3. Request use YSC for 4th of July activities
LEISURE SERVICES DEPARTMENT MEMORANDUM
April 7, 2009
TO: Youth Sports Complex Coalition
FROM: Rebecca Smith, Management Assistant
SUBJECT: Request to use Youth Sports Complex for Fourth of July Activities
Request
The Independent Order of Oddfellows organization has requested use of the Youth
Sports Complex for their 2009 Fourth of July activities.
Background
The Oddfellows would like their event to take place from July 2-4, 2009 at the Youth
Sports Complex.
Originally they requested Traxler Park for their event. Due to the recent high water
levels, the grass seed planted last fall following last year’s flooding at Traxler likely will
not germinate and those areas will need to once again be prepared and seeded. Thus,
if wet weather and high ground water continues participants would be walking on less
than mature lawn areas or possibly even bare ground. Additionally, the Public Works
Department will be completing construction activities at the intersection of Washington
and Memorial as part of a larger street reconstruction project during the summer
months. Taking into consideration the lack of grass for spectators and carnival activities
and nearby construction activities, the Oddfellows updated their request to indicate a
preference for the Youth Sports Complex.
The Oddfellows are planning to have a full, large carnival similar to what the Jaycees
had until 2008 (larger than the 2008 carnival). They expect 1,000-4,000 attendees.
They are planning for Thursday to be an alcohol-free family night with activities geared
toward families and children. They have booked Shawn Sharp (Elvis impersonator), a
DJ, Mr. G (Karate America) and have solicited participation from Boy Scouts, Girl
Scouts, YMCA, Leisure Services and 4-H to provide family and child-friendly activities.
They have not yet considered the layout for the event using the YSC and would be
willing to hear any suggestions. I have attached the layout from the 2008 event for your
reference. They expect to need all of the space as last year, plus probably more due to
the larger carnival. There will be no animals present for the event (no pony rides).
While the Oddfellows have made their request, they have not yet been approved to hold
their financial gain activity on city property or at this location. Because this is a first time
event for this organization, their request for financial gain on city property must be
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approved by the City Council. Recreation Division staff expects this request to come
forward at the May 11 Council meeting.
Staff believes the Oddfellows see this location as beneficial for several reasons:
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Provides vast open space suitable for fireworks and carnival rides;
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Good access and parking available; and
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Electrical requirements available.
April 14 meeting
During the April 14 meeting, staff would like to discuss with the Coalition the possibility
of having this event at the Complex. Several questions come to mind for the
discussion:
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How does the Coalition feel about having the event at the Complex?
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Is there anything the Oddfellows could do to alleviate concerns from the
Coalition?
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Are their actions the Coalition wishes to take prior to the event to alleviate
concerns?
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Would Coalition member groups be interested in participating in some way during
the event? (having a concession stand, for example)
Recreation Director Bonnie Davis and I will be present at the April 14 meeting and
would like to brainstorm with the Coalition ways to make the Complex a solution for this
year’s Fourth of July activities for the Oddfellows, while meeting the goals of the
Coalition. Staff would be happy to hold additional meetings with the Coalition or perhaps
with the Coalition and Oddfellows representatives should they be needed.
Cc: Bonnie Davis, Recreation Director
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