4.9. SR 06-04-2012•
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REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 4.9
AGENDA SECTION MEETING DATE PREPARED BY
Consent June 4, 2012 Jessica Miller, Executive
Secreta /De u Ci Clerk
ITEM DESCRIPTION REVIEWED B~/
Special Event Permit -Elk River Arts Alliance for ArtSoup Tina Allard, Ci Clerk
REVIEWED BY
Cal Portner, Ci Administrator
ACTION REQUESTED
Council approval of a special event permit to Elk River Arts Alliance (ERAA) for the ArtSoup event
scheduled on June 16, 2012, subject to the following conditions:
1. Applicant must obtain property owner permission from First National Bank and Elk River
Lutheran Church to use their property.
2. Notice of event must be given to area business and residents at least two weeks prior to the event.
3. Closures of Main Street and Jackson Avenue will be permitted from 5:00 a.m. Saturday, June 16,
to 10:00 a.m. Sunday, June 17.
4. Applicant is responsible for all traffic control. Applicant must secure a permit fox traffic control
placement in Minnesota Department of Transportation right-of--way. All traffic control devices
shall meet the requirements of the "Temporary Traffic Control Zone Layout -Field Manual" as
published by the Minnesota Department of Transportation. A sketch of the planned traffic
control, prepared by a certified installer, shall be submitted to the City Engineer for review two
weeks prior to the event. In addition to the traffic control required for the actual closure,
advanced notice closure signs shall be installed one week in advance at five separate locations as
determined by city staff. Listed below are a number of certified firms that can assist with the
traffic control needs (there may be other companies not listed below.)
^ Q3 Contracting 651.224.2424
^ Northern Traffic Supply Inc. 763.576.1200
^ Geyer Rental -Traffic Division 320.253.9005
^ Highway Technologies 612.521.4200
^ United Rentals 763.428.1421
5. Tents 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.
6. Applicant must contact Parks Supervisor Rodney Schreifels at 763.635.1123 if tents are placed in
the park and are proposed to be staked so the irrigation system can be located.
7. All booths, tents, traffic control, etc. must be removed from all streets and public parking lots by
10:00 a.m. on Sunday, June 17.
8. Outside food sales must comply with all Minnesota Department of Health rules and regulations.
N:\Public Bodies\City Council\Coundl RCA\Licensing\Special Event\ArtSoup 2012.docx
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9. Certificate of liquor liability insurance naming the city as an additional insured must be received
prior to the event. If the certificate is not received, no beer garden will be allowed. Alcohol must
be limited to an area that is fenced in with secured and controlled access.
10. Applicant shall provide garbage service through a private contractor.
11. Applicant shall provide portable toilet facilities through a private contractor.
BACKGROUND/DISCUSSION
The ERAA plans to host ArtSoup on June 16, 2012. The festival will take place downtown on Main
Street and Jackson Avenue from 11:00 a.m. - 9:30 p.m. The event will feature artists in booths on Main
and Jackson Streets, live performances in Rivers Edge Commons Park, a large community tent containing
art-related activities, and a variety of food choices from local restaurants.
The ERAA requests the closure of Main Street and Jackson Avenue for the event. The Police Chief and
City Engineer require the ERAA to present traffic control plans as outlined in condition #4 in this
memo. The ERAA also requests the lower city-owned parking lot be reserved for performers. The city
does not charge for use of this lot for community events that are open to the public. The upper parking
lot and the King Avenue parking lot will remain unaffected.
This event is similar to past year's events.
FINANCIAL IMPACT
The city, Economic Development Authority, and Elk River Municipal Utilities have provided the
following in-kind services for past events:
^ Elk River Municipal Utilities places approximately 6-8 banners on light poles along the highway.
Estimated staff time for two staff members is 2-3 hours at $75/hour each, for a total of $300-
$450.
^ Parks and Recreation waives the River's Edge Commons Park usage fee; cost of $450.
^ The Police Department sets up barricades and provides police reserve services as required.
Estimated staff time is eight hours at a cost of $28/hour; cost of approximately $224.
^ The Economic Development Authority approved sponsorship of ArtSoup with up to $1,000 in
funds utilized from the branding budget. ArtSoup is to incorporate the Powered by Nature
brand/logo into the event and to allow a booth for the brand if city staff feels it would be
appropriate. EDA staff is to coordinate marketing efforts with ArtSoup.
ATTACHMENTS
^ ArtSoup Request and Map Submitted by the Arts Alliance
Action Motion by Second by Vote
Follow Up
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P.O. Box 737 716 Main Street Elk River, MN 55330
alliance
763-441-4725 infoGelkriverart.org www.elkriverart.org
Attachments to Special Event Permit Application:
Parking Impact:
Jackson Avenue: The event will, as it has several times in the past, require
closing Jackson Ave. between Hwy. 10 and Main St. for the placement of an
exhibit tent and artist's display/sales booths. This will require traffic control
barriers at the north end of Jackson Ave. at Hwy. 10 and the left turn lane of
westbound Hwy. 10 at Jackson Ave.
Main Street: Street would be closed between The Bank of Elk River and the Elk
River Meats. Traffic barriers will be required at both ends of the site on Main St.
Access to the parking behind the Jackson Place apartment building will be
maintained.
Upper lot above the river behind main street businesses: This lot will be
available far public parking
Lower riverside parking lot: It would be desirable that this be reserved fior
access by performers.
Parking in the main lot between Main St and Hwy. 10 at King Ave will not be
affected and wilt be available as always.
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Public Health Plans: Solid waste collection will be achieved by numerous
waste receptacles distributed around the even# site and maintained by
volunteers. Contract will be made to have the waste removed after the
completion of the event.
Toilet facilities will be provided through contract with Elite Sanitation. Water
supply, if needed, will be arranged through public works and/or the Fire Dept.
Security Plan: Elk River Police Reserves will supply personnel to be in the area
during the event. For the Friday night before the event, occasional spot checks
will be required for tents that will need to be set upon Friday.
Fire Prevention and Emergency Medical Service Plan: Elk River Fire and
Ambulance Service will be advised and consulted to ensure preparations are
adequate and appropriate response is available if needed.
Art Classes Arts in Harmony ArtSoup Gallery & Gift Shop Performance Series Strings for Youth
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