Meeting Type: BCC Regular Meeting
Meeting Date: 5/2/2023
Item Status: New
From: Felisha Anderson, Director of Archives and History
Submitted by: Felisha Anderson, Director of Archives and History
______________________________________________________________________
ITEM TITLE
Title
Community Engagement Events and Activities - 2023
End
STAFF RECOMMENDATION
.Recommendation
Take the following actions:
1) Authorize staff to partner with the South Alabama Antique Tractor and Engine Club to host the Olde Time Days event at Baldwin County Bicentennial Park to be held on Saturday, October 7, 2023, from 9:00 a.m. until 4:00 p.m.; and
2) Approve the Archives Department to host/coordinate/promote on-site, off-site, and non-standard hours events; and
3) Approve Archives Staff to partner with the Parks Department to host/promote Olde Time Days at Bicentennial Park to be held on Saturday, October 7, 2023, from 9:00 a.m. until 4:00 p.m. This is a free event with donations accepted; and
4) Approve the Archives Department with support from Parks, Building Maintenance and Highway Departments to host/promote the haunted hayrides at Live Oak Landing in Stockton, Alabama, to be held on Friday, October 20, 2023, and Saturday, October 21, 2023, from 5:00 p.m. until 9:00 p.m. each night. Cost is $5.00 per person, children three (3) and under are free; and
5) Approve the Archives Department with support from Parks, Building Maintenance, CIS, and Highway Departments to host/promote the Christmas Extravaganza Festival at Bicentennial Park to be held on Friday, December 8, 2023, and Saturday, December 9, 2023, from 5:00 p.m. - 10:00 p.m. each night. This is a free event with donations accepted; and
6) Approve the Archives Department with support from Parks, Building Maintenance, CIS, and Highway Departments to host/coordinate/promote this year’s Holiday Drive-thru Light Display at Bicentennial Park to begin Monday, November 27, 2023, thru December 23, 2023, from 5:00 p.m. - 9:00 p.m. each night. The Drive-thru will be closed, December 8, December 9, December 24, December 25, December 26 as well as during inclement weather. This is a free event with donations accepted; and
7) Authorize the Archives Department to partner with The Chestangs from McIntosh, Alabama to host/promote the first Bluegrass Festival at Bicentennial Park to be held on Saturday, March 16, 2024, from noon until 5:00 p.m. The first year’s event will be free. After the first year, should the Commission approve, there will be an entrance fee to attend this event. Tentative guest groups are Rhonda Vincent and the Rage, Larry Sparks and the Lonesome Ramblers, Ralph Stanley II and the Clinch Mountain Boys, The Chestangs, and the Unknown Bluegrass Band.
BACKGROUND INFORMATION
Background: Special events and displays are part of the activities of the Department of Archives and History and Bicentennial Park. Signature events are: Olde Time Days, Haunted Hayride and the Holiday Drive-thru Light Display and the Christmas Extravaganza Festival are annual Commission sponsored events for our Baldwin County communities.
On October 7, 2023, people from all over the state will join us for Olde Time Days. One this day, Baldwin County’s farming and timber background will be showcased which was once the County’s primary economic foundation. Guests will be able to create lasting memories, friendships and inspire one another.
The Halloween Haunted Hayride is back by popular demand. The event will be held October 20 - 21, 2023, from 5:00 p.m. until 9:00 p.m. Live Oak Landing will be open for an evening of historical frights and fun. There will be a hayride featuring a ride around the landing through a series of scary scenarios reflective of local ghost stories.
In December 2022, the Archives Department, with support from the Parks, Building Maintenance, Highway and Purchasing Departments hosted Baldwin County Commission’s first ever Christmas Festival at Bicentennial Park and O’ WHAT A HIT!
December 2023, the event was taken to a new level by including the Holiday Display of Lights. The 2023 events were well received by the public. The Holiday Light Show and Christmas Extravaganza are perfect ways to end the year. Numbers from the Christmas events 2023 were:
Total attendance at 2022 Christmas Festival = 1878
Total attendance at 2023 Christmas Festival = 3323 (Vehicles - 2968; Visitors - 15362; Repeats - 141; Pets - 279)
The purpose of these events is to bring awareness and attract visitors to Bicentennial Park, bond communities together, strengthen community relationships, serve as a source of community pride, and shape the character of North Baldwin County. All 2022 Commission sponsored events were very successful and well attended. Many of the events made record numbers. Staff has and will continue to ensure a safe and healthy environment at all Commission approved events and activities.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $80,000.00 (to cover costs for materials, supplies, rental fees, and vendor services)
Budget line item(s) to be used: 106-51907-51502 (Commission Sponsored Events
If this is not a budgeted expenditure, does the recommendation create a need for funding? Staff will request funding during the FY23/24 budget deliberations and Historic Parks Funds if applicable.
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? Yes
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration email Commission decision to Felisha Anderson; Archives Department is responsible for all follow up implementation
cc: Ronald J. Cink/Interim County Administrator
Cian Harrison
Wanda Gautney
Christie Bezoari
Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A
Additional instructions/notes: N/A