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Parks & Rec readies town picnic and Zots fundraiser amid pending budget review
Summary
Committee confirmed November trivia night and debated picnic logistics and giveaways while noting the picnic budget ($25,000) awaits early-June finance review; committee discussed deposits, vendor timelines and whether outside groups (HIP) should have picnic booths.
The Parks and Recreation Committee reviewed planning for the annual town picnic and the Zots fundraiser while flagging uncertainty from the town budget process. The Chair said she submitted a $25,000 picnic budget request and that vendors typically require a 50% deposit, which complicates reservations until council budget direction is clear.
A staff member said the finance committee plans to review the budget in early June (Finance meeting expected in the first week of June), and that the council's subsequent decisions would determine how much the committee could commit for rentals and activities. "They wanted to review the budget before it went to council," staff said; the Chair flagged that the committee might need direction from town staff (Darcy) on spending limits.
Members discussed event content and fundraising. They confirmed a trivia night scheduled for Nov. 14 and debated giveaway items for the picnic (backpacks, T-shirts, medals or small tattoos). Fundraising for Zots and potential donor pledges were discussed as contingent on having a clearer concept to present to prospective donors.
Separately, an organization called HIP asked to have an informational booth at the picnic to raise awareness of a housing placement program. Members noted prior practice limiting the picnic to resident-focused entertainment and asked staff to check the town's housing element and to advise whether an outside nonpolitical booth would be appropriate this year; no final decision was made.
Next steps: committee members will continue picnic planning subject to budget guidance, and Chair and staff will clarify whether outside booths will be allowed and whether the council will permit deposit commitments before the finance review.
