R2023-78 Resolution Authorizing the City Manager to Negotiate Terms and Execute an Agreement between the City of Decatur and Having a Ball Productions for Lake Fest 2023 Event Management

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April 27, 2023 TO: Mayor Julie Moore Wolfe & Decatur City Council Members FROM: Scot Wrighton, City Manager RE: Lake Fest 2023 Event Management Last year the city determined to celebrate the centennial of Lake Decatur. In July of 1923 the Decatur community put on a 4-day event to celebrate the completion of Lake Decatur—one of the most impactful public works projects in the city's history. The idea for creating Lake Decatur was largely the vision of A.E. Staley. For this reason,the Staley Family Foundation made a significant 4-year donation to the city two months ago (February 2023), and the City Council approved an agreement governing how the donated funds will be utilized. Approximately one- fourth of this gift will be used to conduct the Lake Fest 2023 event, rename Basin 3 to the "Staley Basin," and erect permanent signage near the lake designating the Staley Basin and narrating historical details about the lasting legacy of A.E.Staley in Decatur. The remaining three-fourths of the Staley Family Foundation's donation will be used in 2024 thru 2026 to make watershed improvements and water quality enhancements in, and adjacent to,the Staley Basin. So the costs of this July's Lake Fest 2023 are fully supported by a single event sponsor— the Staley Family Foundation.The city serves as the fiscal agent for event. To plan, manage and coordinate the event, we have recruited Have-a-Ball Productions to make all the arrangements. They have put together the attached tentative budget. An event expenditure of this size was not anticipated by the city's 2023 budget, and it exceeds staff's spending authority.Therefore, it is requested that the City Council approve a resolution permitting the city manager to approve spending funds for Lake Fest 2023, along with an agreement with Nave-a-Ball Productions containing the following provisions: ■ Although security will be handled by DPD, site management will be coordinated with the Decatur Park District, and numerous entertainment and support services will be provided by multiple other event partners, Lake Fest 2023 will be managed, run and under the direction of Have-a-Ball Productions. ■ Once the event budget is finalized,the city will advance half of the budget amount to Have-a-Ball Productions to be used to defray expenses of the event (advance fees, down payments, supplies, etc.). Actual documented costs for Lake Fest 2023 exceeding the amount advanced to Have-a-Ball Productions will be reimbursed to them at the conclusion of the event after a full accounting of event expenditures is approved by the city, and all approved vendors are paid. ■ Permanent signage and historic display boards installed by the city in accordance with terms of the agreement with the Staley Family Foundation will be outside the scope of the Have-a-Ball Productions agreement and are not included in the event budget.