4.3. SR 07-02-2012REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 4.3
AGENDA SECTION MEETING DATE PREPARED BY
Consent April 16, 2012 Jessica Miller, Executive
Secret /De u Ci Clerk
ITEM DESCRIPTION REVIEWED B~/
Special Event Permit -Sherburne County Area United Way Tina Allard, Ci Clerk
REVIEWED BY
Cal Portner, Ci Administrator
ACTION REQUESTED
Request by the Sherburne County Area United Way for use of the city-owned parking lot adjacent to
Rivers Edge Commons Park in order to host a United We Dance fundraising event on Saturday, July 28,
2012, with the following conditions:
Certificate of insurance must be filed with the city prior to the event naming the city as an
additional insured.
2. Applicant must obtain property owner permission to use private property.
3. Notice of event, including specific information regarding any street or parking lot closures, must
be given to area business and residents at least two weeks prior to the event.
4. If tents are used they must meet applicable state and fire building code requirements. No stakes
shall be pounded into the pavement. Stakeless tents shall be used. Applicant is responsible for
contacting the fire marshal at 763.635.1110 or 763.238.3489 to schedule an inspection prior to
opening of the tent.
5. All booths, tents, traffic control, etc. must be removed from the public parking lots by 10 a.m. on
Sunday, July 29.
6. The applicant will work with the Parks and Recreation Department to ensure music being played
is appropriate for the downtown public area. All noise ordinances must be followed.
7. Outside food sales must comply with all Minnesota Department of Health rules and regulations.
8. Applicant shall provide garbage service through a private contractor.
9. Applicant shall provide portable toilet facilities through a private contractor.
10. No tobacco use permitted on park property.
11. 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. One police officer must be on duty
at all times while alcohol is served.
12. Applicant is responsible for any fees associated with police and park employees.
13. 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.
BACKGROUND/DISCUSSION
The applicant has requested use of Rivers Edge Commons Park and the adjacent city-owned lower
parking lot for an event called United We Dance which includes a street dance and Battle of the Bands
fundraising event on Saturday, July 28, 2012, from 4 p.m. - 11 p.m.
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N:\PubGc Bodies\Ciry Council\Council RCA\Licensing\Special Event\United Wayl.docx
The intent of the event is to raise awareness of the United Way and the services it provides to the
community as well as raising funds through donations. This event will run in conjunction with similar
events in surrounding communities. The street dance in Elk River will be the "hub" where
announcements will be made throughout the evening as to how the other venues axe doing.
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 June 13 meeting and
recommended approval with conditions that are incorporated into this report.
FINANCIAL IMPACT
^ Fees for rental of the park property and use of the lower parking lot will be waived per policy
because the United Way is anon-profit and this is a community event that is open to the public.
^ If the applicant wants apart-time park employee on site during the event, they will be responsible
fox any applicable fees. This person would be available to assist with park needs such as access to
the electric box if a fuse is blown.
^ There will be fees for police services related to service of alcohol at the event.
ATTACHMENTS
Recreation Manager's Staff Report to the Parks and Recreation Commission
Applicant Narrative
Location Map
Action Motion by Second by Vote
Follow Up
~1
River
REQUEST FOR ACTION
TO ITEM NUMBER
Parks and Recreation Commission 9.3
AGENDA SECTION MEETING DATE PREPARED BY
Action Items une 13, 2012 Steve Benoit, Recreation Mana er
ITEM DESCRIPTION REVIEWED B~/
Use of Rivers Edge Commons Park Michael Hecker, Parks and Recreation
Director
REVIEWED E3Y
ACTION REQUESTED
Staff recommends approval of the use of Rivers Edge Commons Park by the United Way for a Battle of
the Bands event with the following conditions:
• Facility use fee be waived
• No alcohol be consumed within the park property
• No tobacco use be permitted within the park property
• The group work with the Parks and Recreation Deparunent to assure music being played is
appropriate for the downtown public area
• The group covers the expense for any additional items such as staff, trash cans, or portable toilets
needed for the event.
BACKGROUNDJDISCUSSION
The United Way has requested the use of Rivers Edge Commons Park and other areas of downtown to
hold a Battle of the Bands event on Saturday, July 28. The intent of the event is to raise awareness of
United Way and the services it provides to the community as well as raising funds through donations.
This event would be run in conjunction with similar events in other surrounding communities.
Other Information to Consider
• This is a non-profit group
• The event supports the United Way which in turn serves Elk River Residents
Action :lotion by Second by Vote
Follow Up
POMEAEI ~r
N:\ll~partments\1'arls and Recreaticm\Recrcation\2012 Plt(: 1'ackcts\6-]3-12 YRC Packct\Unitcd Way Major Yark ~~~~~~
Use.docx
Special Event Permit Application
Additional Information:
Description of Event: Sherburne County Area United Way is wanting to hold a
street dance to take place down in the parking lot behind The Depot. There
would be a trailer/stage with a live band, and beer and food would be sold by
Fred of McCoy's who has agreed to partner with us. T-shirts for the event will be
sold by United Way helpers. This event is called UNITED WE DANCE and we are
partnering with other venues in our service area (Princeton, Zimmerman, Big
Lake, Elk River) to have a "Battle of the Bands" to raise awareness of United Way
as well as donations. The venue/band/DJ that raises the most funds by 11:00 pm
that evening will get their venue and band promoted on a billboard (coming into
Elk River). This street dance in Elk River will be our "hub" where announcements
will be made throughout the evening as to how the other venues are doing. This
street venue will not be part of the competition to raise funds as it is something
that we are setting up.
Proposed Location: After research qo v~here power is available to the public, we
have decided to propose using the"par~ang lot behind The Depot so that the live
band can use the power that other bands use for Rivers Edge concerts. The stage
would be (hopefully) a semi platform with soft sides and a firm roof. The stage
would face west towards the new church (old First National Bldg). We
understand the half of the parking lot belongs to the church so we would ask
permission to use their lot that night as well.
Insurance: We will name the City, etc., as additional insured and are covered by
$1,000,000. We will also look into the liquor liability with Fred of McCoy's selling
liquor.
Public Health Plans: It is our intention to contract with a local garbage collector to
pick up garbage after the event on July 29. Extra bins will be provided by them as
well if need be. Porta potties will be obtained from a local sanitation company
and will be picked up the next day as well.
Security Plans: It is our intention to partner with the Elk River Police to have
security present at the event to manage the crowd and watch the entrance to the
beer gardens, as well as to be present to handle emergencies that might occur.
We would (like to use the ER Police as they will be directly linked to emergency
resources ~n the community (weather, medical).
Emer~enc~Medical Service Plans: Every effort will be made to make sure safety
is the focus when it comes to the power source, stage stability, weather, liquor
intake, anal any other issue that might arise. Should there be severe weather, we
plan to partner with the immediate businesses and buildings to have a place to go
for safety.', Our security officers will be present to help with emergency medical
situations. ~I
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