Consider Approval of 2020 Business Appreciation Day Budget and Format

Background:
Staff is optimistic that a plan can be developed that with to allow the Business Appreciation Day Event to happen in a different manner.  The proposed event will have a much different look and feel than other years. Planning goals include, but are not limited to

• Networking with other Community Businesses through socially distanced golfing, which is already a recreational opportunity already allowed by the State of Minnesota
• Networking between Community Businesses and City Officials
• Celebrate the success of the Ramsey business community  

The in person awards dinner presents the largest logistical challenge for the traditional event. Staff does not believe there is a safe way to maintain social distancing and provide meal service to a group of this size. Staff has been in contact with both City Golf courses and shotgun start tournaments are not being held at this time.  Tee time tournaments have been held and are working well. Staff continues to explore a modified event as follows:

1. Option 1 - Single Course Event with team tee times assigned.  This event involves less staff and would be easier to operate. Scoring would be done with Golf Genius.
2. Option 2 - Split Course Event utilizing Rum River Hills Golf Course and the Links at Northfork. Scoring would be done with Golf Genius
3. Change the Awards Dinner to a 'Grab and Go' Dinner. Staff would recommend that the event provide Gift Cards from full service restaurants in Ramsey. This would not only provide an alternative to the traditional meal, it would also support our local restaurants also impacted by the pandemic.
4. Hole Sponsors.  Hole sponsors to be at holes as long as proper social distancing is practiced.  PPE could be required but staff and golf course will be sure to have proper protocols in place.
5. Change the Awards Ceremony to a Virtual or Streaming Event. This would likely occur at a later date. This could be live streamed or taped in advance. Staff believes we can work with QCTV and/or current staff to get footage from the event and weave into an event summary of the day.  It could include the teams, hole sponsors, City Council, EDA and recognition of Panther Precision as the 2020 Business of the Year. A link to a video or a PDF would be provided after the event. Within a week would be ideal. The format would have very minimal Staff resource demand as it would capitalize on existing QCTV infrastructure and programs. Staff believes a 15 to 30 minute segment could be done nicely
6. Tournament Champions and Other Award Winners.  Winners from each course will be determined and recognized for their achievement.  Complete Tournament standings will be posted by team and score and could be included in the virtual event ceremony.
7. Prize Drawings. This could be a live stream or taped event conducted after the events conclusion.  Winner could be drawn and contacted via email, phone to pick up prizes at City Hall
8. A participant list could be created and shared with all hole sponsors and teams so they can contact each other outside of the event. A random draw could be done for door prizes but more thought would have to go into this process.
9. Prize Giveaway.  Typically we have an event giveaway for participants.

The City Council discussed holding this event in a modified form at the May 26 Work Session and was supportive. Staff believes that a safe, fun and successful event can be held to celebrate our business community.

N/A

Observations:
The event was penciled in for August 18.  However Rum River Hills has leagues that day and the full day is not available for them  Any other day of the week aside from Tuesday will work. Staff believes the date can be flexible in August.

Both Rum River Hills and Northfork are seeing great years for golf and tee times and courses are in great condition.

Cost for golf varies for each course. Rum River Hills rates are cheaper and would allow for the ability to provide a box lunch and drink ticket for each golfer while still holding the $60.00 price point.  The $60.00 price point would only cover the price of golf and cart at Northfork. In either event, social distancing must be maintained. 

Having the event at two course requires more staff and coordination.  Staff thinks that it could be a "tighter" event if it were held at one course.  Being that the event has been held at Northfork for a long time, this year presents a unique opportunity to use Rum River Hills this year. In addition, duplicate banners and sponsor information would need to be made unless the date spans over two dates.

The proposed Registration Cost of this year's event has been reduced from $99 per person to $75 and Hole Sponsorship from $150 to $100.

Staff has put together a preliminary budget with tempered participation due to the change in event format this year.  The assumption is that we will have 120 players rather than the full 144 like we had last year.  Staff will work to get the numbers up to 144 but understand that this year might be different.  Staff also is looking for potential flexibility in the EDA allocation and is asking for up to $6,000.

Alternatives:

1. Single Course Event.  If a single course event is selected a course and date must be chosen.  
2. Split Course Event. If a split course event is selected date, or date(s), must be determined.
3. Postpone Event for 2020

$4,000 to $6,000 from EDA Budget (Combination of Marketing/Operations)

Staff is recommending the EDA allocate up to $6,000 for the event to have flexibility in the ever changing environment and to ensure its success.

Staff is recommending to have the 2020 Business Appreciation Day Event at Rum River Hills the Week of August 17th.

Motion to approve the Business Appreciation Day at Rum River Hills Golf Course for the third week in August with an allocation from the EDA in the amount of $6,000.