2018.05.01 Work Session Packet (1st)
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Posted: April 27, 2018
City Council
First Work Session Agenda
May 1, 2018
6:15 p.m.
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter,
the first work session of the Crystal City Council was held at ______ p.m. on May 1, 2018 in
Conference Room A, 4141 Douglas Dr. N., Crystal, Minnesota.
I. Attendance
Council Members Staff
____ Budziszewski ____ Norris
____ Dahl ____ Therres
____ Deshler ____ Gilchrist
____ Kolb ____ Ray
____ LaRoche ____ Revering
____ Parsons ____ Sutter
____ Adams ____ Serres
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. 2019-20 Budget Preview.
2. Crystal Ball recap/report.
III. Adjournment
The work session adjourned at ______ p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763) 531-
1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
Memorandum
DATE: April 25, 2018
TO: Mayor and Council
FROM: Anne Norris, City Manager
Kim Therres, Assistant City Manager
John Elholm, Recreation Director
SUBJECT: 2018 Crystal Ball
In 2016, the City Council established the Crystal Community Outreach Task Force
(CCOTF) and re-established it 2017. The CCOTF serves as an advisory group to study
and advise the City Council on ways to increase volunteer involvement in the city, and
to effectively match volunteers with opportunities that best takes advantage of the
volunteer’s skills or interests. The task force’s mission statement is as follows:
“…to increase involvement and celebrate the community through action and
creating and expanding existing networks which can include existing and new
events, encouraging and supporting connections with neighbors and
neighborhoods, and supporting community-led projects. The task force will
maintain a database of volunteers and utilize the volunteers according to their
interests and availability. “
The Crystal Ball event and the “Neighbors Recognizing Neighbors” award program are
two of the opportunities created by CCOTF and approved by the city council to support
connections and celebrate the community.
In the summer of 2017, the CCOTF informally created a sub-committee to work on the
details of the Crystal Ball event. The sub-committee included four taskforce members
and other community members. The sub-committee worked on the entertainment, food,
decorations and seeking donations/sponsorships to lower expenses. The CCOTF
received updates from the sub-committee at its regular meetings.
The event was held on March 24, 2018, at the Crystal Community Center and included
several activities:
Social hour and buffet dinner.
Neighbors Recognizing Neighbors Award presentation.
Door prize and photo opportunities.
Live music and a dance.
Ticket Sales
Tickets were sold at the Crystal Community Center and online through the city website
(rec-track software). Attendees could purchase a $35 full event ticket that included a
catered dinner, or a dance only ticket at $15 each or 2 for $25. In addition, 100 free
dance only tickets were made available to NEAR food shelf, Robbinsdale School
District adult learning program and Serenity Village Community Church to distribute to
individuals associated with their organization.
Ticket Type 2017 2018
Full Event w/Dinner 122 86
Music and Dance 50 38 people [6 (5@$25, 1@$15), 16 (11@$25, 5@$15)*]
Total Tickets 172 124
*2 from NEAR, 7 from Robbinsdale School District and 1 Serenity Village
Dinner and Music
The dinner and cash bar were catered by the Lookout Restaurant. Almstead’s Fresh
Market provided a cake. The R Factor band played music for the event. The band’s
cost was covered by an external organization and the cost of the dinner was covered by
ticket sales.
Awards, Door Prizes, Photos, etc.
“Neighbors Recognizing Neighbors” awards were presented to chosen nominees at the
event. The award was designed to honor great neighbors in the City of Crystal and to
recognize them for making the city a wonderful place to live and work. Nineteen
nominations were received. Four neighbors were honored with an award and two tickets
for the dinner and dance. The award winners were:
Naomi Davidson
Jerry Sultvedt
Tim Grundei
Jim Jopp
Cardell Floral provided a floral arrangement for the event. It was used as a door prize.
Tupperware items were also provided and given away as door prizes.
A “step and repeat” banner featuring the city logo’s 14-point star was displayed as a
background for photos. Attendees could take their own photo or they could have their
photo taken by a professional photographer. For a limited time, the pictures are
available on the city website with a link to the photographer’s website .
Funding
A Crystal Ball city initiatives fund is in place. This type of fund works well for tracking
revenue and expenses related to a sp ecific initiative as well as allows funds to be
carried forward from year to year.
The fund received several donations, and funds from selling roses at the event helped
defray some of the expenses. Some associated costs are covered by the general fund,
which is consistent with other types of community events.
Discussion
The Crystal Ball Sub-Committee and the CCOTF are interested in receiving direction
from the council on how the Crystal Ball should be organized in the future and if the
event should continue. Staff has the following recommendations for council
consideration:
1. Crystal Ball Spin off
The city could reach out to other organizations or help a group of residents form
a separate 501C3 organization to take on the event. The organization could use
the ball as a fund raising effort for their cause. The organization could also solicit
their own funds for the costs of the event.
2. Crystal Ball Recreation Event
The city could hold the event as part of its recreation services offered to the
community. The recreation staff would manage the logistics of the event. The
recreation staff would work directly with vendors and administer expenses.
Staff could continue to work with the CCOTF and/or the park and recreation
commission on key decision points related to a theme, menu, music choices and
selection of award winners.