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4.11A SR 06-03-2013 Elk REQUEST FOR ACTION River TO ITEM NUMBER Mayor and City Council 4.11A AGENDA SECTION MEETING DATE PREPARED BY Consent June 3, 2013 Jessica Miller, Executive Secretary/Deputy City Clerk ITEM DESCRIPTION REVIEWED By Special Event Permit—Elk River Area Arts Alliance for Tina Allard, City Clerk ArtSoup REVIEWED BY Cal Portner, City Administrator ACTION REQUESTED Approve by motion a special event permit to the Elk River Area Arts Alliance (ERAAA) for the ArtSoup event scheduled on June 15, 2013, subject to the following conditions: 1. Applicant must obtain property owner permission for the use of any private property. 2. Written notice of event must be given to area businesses and residents at least two weeks prior to the event. 3. Closures of Main Street and Jackson Avenue will be permitted from 8:00 a.m. to 6:00 p.m. Saturday,June 15, 2013. All booths,tents, traffic control, etc. must be removed from the streets prior to removal of the barricades. 4. If ERAAA wants to ensure all sites are clear of vehicles the day of the event,No Parking signs must be in place 24 hours prior to enforcement. To avoid confusion with area businesses as to when the parking restriction takes effect,the signs should be printed which read similar to the following: NO PARKING Date/Time TO Date/Time SPECIAL EVENT ERAAA is responsible for printing the signs. BOLD black or red lettering on white 8.5x11 card stock (not paper) is permitted. The signs should be stapled to lath. The Police Department will place signs if received 48 in advance of the event. There should be enough signs for placement every 25 feet on Jackson Avenue and Main Street. If ERAAA chooses not to do signs, the Police Department would assist in trying to contact the owners of vehicles left parked on the street at the venue,but would not remove the vehicles. 5. The applicant shall hire a private certified traffic control installer to supply and place all traffic control for the planned street closures as indicated on the attached Downtown Street Closure Plan and Art Soup Additional Traffic Control Plan. Street closures shall be put in place at 8:00 a.m. and removed by 6:00 p.m. the day of the event. N:\Public Bodies\Agenda Packets\06-03-2013\Final\x4.1la sr ArtSoup F.docx IN A f U RE] 6. Contact information for the applicants traffic control installer, shall be submitted to the City Engineer three weeks prior to the event so a formal permit application can be made to MNDOT, by the city, on the applicant's behalf. Failure to provide this information within the timeline required may result in the denial of the permit by MNDOT. MnDOT's conditions may increase the number of signs required. Any additional signs required by MNDOT as part of the permit will need to be supplied by the applicant's contractor. Listed below are a number of certified firms that can assist you in your traffic control needs. (There may be other companies that are not listed below.) ■ Northern Traffic Supply,Inc. - 763. 576.1200 ■ Geyer Rental—Traffic Division - 320.253.9005 ■ Highway Technologies - 612.521.4200 ■ United Rentals - 763.428.1421 ■ Transignal- 763.241.0789 7. Tents must meet applicable state and fire building code requirements. Stakeless tents shall be used. No stakes shall be pounded into the pavement. 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 tents. 8. 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. 9. Outside food sales must comply with all Minnesota Department of Health rules and regulations. 10. No alcohol is allowed to be served by outside food vendors unless properly licensed to do so. 11. Alcohol must be limited to an area that is fenced in with secured and controlled access. 12. Applicant shall provide garbage service through a private contractor. 13. Applicant shall provide portable toilet facilities through a private contractor. BACKGROUND/DISCUSSION ERAAA plans to host ArtSoup on Saturday,June 15, 2013. The festival will take place downtown on Main Street and Jackson Avenue from 9:00 a.m. —9:00 p.m. The event will feature artists in booths on Main Street and Jackson Avenue,live performances in Rivers Edge Commons Park, a beer garden,and a variety of food choices from local restaurants. The ERAA requests closure of Main Street and Jackson Avenue for the event. The applicant is required to follow the Downtown Street Closure Plan provided by the city engineer. McCoy's Pub is requesting to fence off an area in front of their restaurant to serve as a beer garden. Mr. McCoy has provided proof that he is properly licensed through the state for the sale of alcohol off-site for this event. FINANCIAL IMPACT ■ Parks and Recreation waived the River's Edge Commons Park usage fee; cost of$450. N:\Pub1icBodies\Agenda Packets\06-03-2013\Final\x4.11a sr ArtSoup F.docx • 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. • The Police Department will post No Parking signs provided by the ERAA_E3 along the closed street. Estimated staff time is two hours, for a total of$40. • 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. 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