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8. PRSR 07-09-2003 cty of Elk River MEMORANDUM TO: Park and Recreation Commission FROM: Michele Bergh, Recreation Manager DATE: July 9, 2003 SUBJECT: Major Park Use - Concert in Lions Park At the last Park and Recreation Commission meeting, a major park use request made by Joseph Caliguire was considered. It has been brought to my attention that there was some misleading information given at the meeting. I have asked him to come back before the Park and Recreation Commission to clarify information and make his request again. Joe has indicated to me that he had no intention of this event being tied to the Emporium or the city in any way. He said he would like it to stand on it's own merit. These are the points I would like the Park and Recreation Commission to consider: • Joe indicated at the last meeting that he has a "long term working relationship" with Emporium and with myself. This is incorrect. Joe does not have a "working relationship" with Emporium or myself. Michelle Fields,who was also present at the meeting, helped find bands to play at the Emporium when we initially began to offer this type of event. This was the extent of her involvement. • Joseph is not a resident of Elk River. He lives in Big Lake Township and would need to pay fees for rental of the Bandshell in accordance with the policy. • Joseph has requested a 10pm end time for music. The park is very dark at this point and clean up is virtually impossible at this hour. We have ended our events between 9 and 9:30pm to allow for clean up (which is still challenging) and to get everyone out of the park before it closes. • Joseph has indicated that he has arranged for a sound system of 20,000 watts (16 columns of speakers). I have been told that compares to the system used at the Hennepin Block Party. This is twice the size of the system that we used for the end of the year concert,which could be heard on Main Street. This size system can reach decibel levels of approximately 130. The sound person I spoke to said that a decibel level of 120 is "brutal". • We advertised our event at the local schools only and had 150-200 people attend. Joseph indicated at the last Park and Recreation Commission meeting that he planned to advertise this on a local rock station and was bringing bands from the Minneapolis area. I see a potential for a much larger crowd to attend. He has mentioned to our office that he is checking on being able to use the high school parking lot for parking,which would also indicate to me that he expects a much larger crowd. Our parking holds about 50 cars and most people do not drive alone to an event of this type. Additionally,he told an employee at Main Street Music that he expected 1,000 to 1,500 people to attend. When I asked him about this, he said he was just kidding. I believe that based on his looking at additional parking and the comment he made at Main Street Music;the potential is there for considerably more than 200 people. • Joseph has indicated that it will cost him, at this point, about $1,800 to put on this event. He has indicated that he believes he will be able to recoup his costs and also be able to make a sizeable donation to the city. I am not sure how that would happen with the 50-200 people he said he anticipated attending and I have asked him about it and he really hasn't been able to give me an answer. • I am concerned about parking with the bands, equipment, and people attending the event. We have problems at every event we've done at the Bandshell with people parking on the grass and refusing to move their cars. We have had to threaten to tow them to get many of them to move. • Two of the bands that I have been told are planning to play are not allowed at Emporium due to foul language and not being willing to follow policies. I do not know what other bands are playing. • I do not believe that one portable toilet is enough for this event and I believe that there may be a considerable amount of garbage from the event. Staff recommends: • A fee to be determined by the Park and Recreation Commission. • The maximum deposit of$500,to be kept if policies are not followed or the event ends up being different than what is mutually agreed on. • At least one paid officer for the entire event at $50/hour (cost is per officer). I believe that the police department will prefer at least two be on staff at all times. • An extra portable toilet, arranged for by the city,paid for in advance by Joseph. • A decibel level that the sound system may not exceed as determined by the police department. • A number of attendees the event cannot exceed as determined by the Park and Recreation Commission. • Joseph is responsible for removal of their garbage from the park.