8.1. SR 04-16-2012REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 8.1
AGENDA SECTION MEETING DATE PREPARED BY
General Business A ri116, 2012 Tina Allard, Ci Clerk
ITEM DESCRIPTION REVIEWED B~/
Consider Use of City-Owned Public Parking Lot for Private Various Ci Division Staff
Events REVIEWED BY
Cal Portner, Ci Administrator
ACTION REQUESTED
Council should discuss the following:
1. Should the city allow private groups the ability to close public parking lots in the downtown area?
2. If so, does the Council feel the fee recommended by staff is appropriate?
If Council is open to allowing these types of requests, staff would ask for a Council motion approving the
following:
1. Request by Carin Hudson and Ian Walters for use of the city-owned parking lot adjacent to Rivers
Edge Commons Park in order to host a wedding reception on Friday, August 17, 2012, with the
following conditions:
a) Alcohol is not permitted on Rivers Edge Commons Park property. Alcohol must be limited
to the parking lot with fenced in and secured and controlled access. Applicant and caterer
are responsible for making sure only wedding guests have access to this area. One police
officer must be on duty at all times (2 hour minimum) while alcohol is served.
b) Liquor may only be served by a caterer licensed to serve alcohol in the State of Minnesota.
The city must receive a copy of the caterer's licenses issued by the state allowing the caterer
to serve food and alcohol prior to the event. Caterer must also provide certificate of
insurance naming the city as an additional insured for liquor liability coverage.
c) Applicant must provide 30 days written notice of the event to all downtown businesses
along Main Street and Jackson Avenue.
d) Applicant is responsible for barricading alley and parking lot. Emergency personnel access
must remain open at all times, therefore, nothing shall be stored or set-up in the alley.
e) The city must be in receipt of a certificate of insurance naming the city, its officials,
employees, and agents, as additional insured prior to the event. The minimum limits must be
at least $1,000,000.
~ Tents must meet applicable state and fire building code requirements. No stakes shall be
pounded into-the pavement. Applicant is responsible for contacting the fire marshal at
763.635.1110 to schedule an inspection prior to use of the tents.
g) Applicant is responsible for garbage clean-up immediately following the event.
h) .The applicant shall provide enough portable toilet facilities through a private contractor to
accommodate the expected attendance.
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i) Applicant will work with the Parks and Recreation Department regarding the music the band
performs.
j) Applicant is responsible for any associated fees relating to park use and personnel (police
and park employees).
BACKGROUND/DISCUSSION
The applicant has requested use of Rivers Edge Commons Park and the adjacent city-owned lower
parking lot to host a wedding reception with 300 guests. The event is planned for Friday, August 17,
2012, 2 p.m. - 10 p.m.
Typically this request would not come before Council if the event was held only in the park. The Parks
and Recreation Commission reviewed the major park use request at their March 14 meeting and
recommended approval with conditions that are incorporated into this report.
Because use of a city-owned public parking lot is being requested, Council is asked to review the request.
Council should also be aware that another request could come forward in the future. There is a resident
who would like to have a portion of 193`d Avenue closed for a graduation party. The event is on a
weekend so it would involve staff being paid overtime, at the expense of the resident, in order to make
sure the street is safely blocked.
FINANCIAL IMPACT
Park use fees are outlined in Mr. Benoit's staff report. Additional fees would include a police officer at
$71 per hour. Public parking lots haven't been used in the past for private events. Staff would
recommend a fee be set for future uses at $150 for the first two hours, $50 for each additional hour, and a
$250 damage deposit. If these fees are approved, they will be incorporated into the fee schedule
ordinance later in the year.
ATTACHMENTS
^ Recreation Manager's Staff Report to the Parks and Recreation Commission
^ Location Map
Action Motion by Second by Vote
Follow Up
Item: $. I.
MEMORANDUM
vet
TO: Parks and Recreation Commission
FROM: Steve Benoit, Recreation Manager
DATE: March 8~ 2012
SUBJECT: Major Park Use -Rivers Edge Commons Park Wedding
Reception
es
Cann Hudson and Ian Walters have requested the use of Rivers Edge Commons Park to
host their wedding reception. The event is to be held an Friday, August 17th from 2:00 -
10:00 p.m. Approximately 300 people are expected to attend the event. The group is
requesting to have a band perform in the park.
Infom~ation for your consideration
• There is currently a process in place to rent Rivers Edge Commons Park for a
wedding, however the current process has a six hour maximum and the group is
requesting their event to be held for eight hours.
• The group has also requested areas in addition to Rivers Edge Commons Park which
will require the approval of the City Council.
• Requesting a band to play in Rivers Edge Commons Park for a private function is a
new request.
Staff Recommendations
Event be approved with the following guidelines:
• The rental rate for a Rivets Edge Commons Wedding is $150 for the first two hours
and $50 for each additional hour up to six hours. In this case the group will be
charged a total of $450 for park use rental fee. This fee incorporates the additional
two hoots the group is requesting over the standard six hour maximum. A standard
$250 damage deposit will also be charged.
• The group will work with the Parks and Recreation Deparment regarding the music
the band performs. Music performed from Rivers Edge Commons Park can be
heard throughout downtown and there is concern about being respectful of other
patrons.
• Alcohol is not to be permitted in Rivers Edge Commons Park property.
• The group will cover the cost of any additional fees such as extra trash cans and staff
attendants as determined by the Parks and Recreation Department.
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