Special events are important to our community.  They bring excitement to our City and enhance our quality of life.  The Dew Downtown Flagstaff Urban Ski and Snowboard Festival was created by the City Manager's Office for the threefold purpose of 1) providing an economic stimulus for the community during the traditionally low performing month of January/February; 2) continue to brand Flagstaff as a four season tourism destination; and 3) provide a family-friendly winter event for all ages.

The Dew Downtown event has become very popular and has increased in complexity in each subsequent year.  In order to meet the original goals of the event, a large amount of time and effort must be devoted to its planning and implementation. The City's ability to sustain an event of this scale is unrealistic and a significant change is needed.  A decision regarding the future of this event is needed in order to clearly move forward.

As the Dew Downtown event has grown, the City of Flagstaff has seen an increased strain on resources. While the City has been the driving force in moving this event forward, we recommend taking a support role in the future implementation of the event.

Financial impacts for the City of Flagstaff from the 2015 Dew Downtown Festival:

• Over 2000 hours of City staff time spent working on the Dew Downtown event with over $60,000 paid to employees for regular hours and over $14,000 in overtime costs.
  • The overtime expense was offset by sponsorships.  The expense for regular hours worked was absorbed by the City.
• 107 City employees worked on or at the event.
• All contracts and commodities were covered by sponsorships.

 The transition to a private entity would reduce the financial impact to the City's staffing budget.

COUNCIL GOALS:
The postponement of the event allows the following Council goals to be realized:
1) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
2) Foster relationships and maintain economic development commitment to partners
3) Ensure that we are as prepared as possible for extreme weather events

There has not been a previous City Council decision on the postponement of the Dew Downtown Flagstaff Urban Ski and Snowboard Festival.

1. Conduct the Dew Downtown Festival with additional resources:

• Pro:
  • Public can count on the event to occur as it has over the past four years. 
  • Possible economic stimulus for businesses.
  • Continue to promote Flagstaff as a four season destination.
  • Provide a fun activity for families and tourists during a traditionally slow time of year.
  • No momentum for the event will be lost.

• Con:
  • Weather forecasters are anticipating an El Nino weather pattern with higher than normal precipitation.
    • In the event of a large storm, Public Works employees may be diverted from snow removal to work on the event or will need to call in outside resources to work on the event.
  • Regular duties of City staff may be compromised
    • If denied, staff will request staffing and resources to meet tasks and duties expected of their regular work load.

2. Cancel the event completely:

• Pro:
  • Regular duties of City staff will not be compromised.
  • No soft costs associated with staffing will be absorbed by the City's budget.
  • There is a strong possibility that a large storm will someday affect the event.  This ensures that Public Works employees will be able to focus on safety and snow removal.
• Con
  • Potential loss of tax revenue.
  • The event has the possibility of being a regional draw for the City, which would not happen if the event was cancelled.
  • Families will have to look to other winter activities during this time.

 

 

Over the last four years we have seen the Dew Downtown Flagstaff Urban Ski and Snowboard Festival transform from a grassroots winter celebration to a large scale event for our community.

As the event has grown, the City has seen an increased strain on resources.  It is unfortunate, but the event has outgrown the City's capacity to sustain it.  In an effort to determine the best path forward, staff have been looking at options and have spoken with stakeholders about the future of this event. 

The City of Flagstaff have proposed to make the transition easier by offering limited resources and snow operation. 

Past major event sponsors have expressed interest in pursuing the event, however plans and efforts have not materialized.  Based on conversations with stakeholders and the time needed to plan and implement an event of this magnitude, it is the recommendation of this office that we postpone the event for one year.

The planning and implementation of an event at this scale requires as much pre-planning and time as possible.  Staff have been meeting with stakeholders about the event since early June and have sought their feedback to determine their interest in leading the event, delaying the event or canceling.  No one has come forward to lead the event at this time, although interest had been expressed at one point. 

Weather forecasters are anticipating an El Nino weather pattern with higher than normal precipitation.  In the event of a large storm, Public Works employees will need to focus on public safety and snow removal.

The Dew Downtown Flagstaff Urban Ski and Snowboard Festival has been embraced by much of the community.  The event provides opportunities for youth and young adults to showcase their skills.  The event fills a niche in the typically slow season of January and has become a showcase for the Flagstaff Winterfest activities.

By delaying the event for one year, we are giving event planners the time needed to properly plan the event and ensure its success while in this transition.

Inform: Staff have informed stakeholders of their intentions to take a secondary role in the planning and implementation of the event and they understand the reasons for the recommendation.  Stakeholders have been provided with requested information including the 2015 budget.

Involve: Staff have involved stakeholders from previous years to figure out a path moving forward.

Collaborate: Staff have worked with stakeholders to figure out which direction they would like to take the event.