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4.3A. SR 05-05-2014 City of Elk=' Request for Action River To Item Number Mayor and City Council 4.3A Agenda Section Meeting Date Prepared by Consent May 5, 2014 Jessica Miller, Executive Secretary/Deputy City Clerk Item Description Reviewed by Special Event Permit—Elk River Area Arts Alliance Tina Allard, City Clerk for 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 for Saturday,June 28, 2014, subject to the following conditions: 1. Applicant must obtain property owner permission for the use of any private property. 2. The event planner is required to notify surrounding businesses, residents, and organizations. The city will provide a template of the notice that must be distributed and a list of property owners to notify. The event planner must submit an affidavit that the notice was distributed. 3. Closures of Main Street and Jackson Avenue will be permitted from 6:00 a.m. to 7:00 p.m., Saturday, June 28, 2014. 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 The ERAAA is responsible for printing the signs. BOLD black or red lettering on white 8.5x11 card stock (not paper) is acceptable. The signs should be stapled to lath. If the ERAAA brings the signs to the Police Department 48 hours before the event they will take care of placement. There should be a sufficient number of signs to be placed every 25 feet on Jackson and Main Street and for the lower city-owned parking lot. If ERAAA chooses not to do the signs, the Police Department would assist in trying to contact the owners of vehicles left parked on the street and in the parking lot during 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 ArtSoup Additional Traffic Control Amendment Plan. Street closures shall not be put in place before 6:00 a.m. and must be removed by 7:00 p.m. the day of the event. 6. Contact information for the applicant's traffic control installer shall be submitted to the city engineer 3 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 denial of the permit by MnDOT. MnDOT's conditions may increase the number of signs required. Any P a w E R E U 6 Y Template Updated 4/14 INIM UREI 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 with your traffic control needs. (There may be other companies that are not listed below.) • Geyer Rental—Traffic Division 320.253.9005 • Warning Lites 612.521.4200 • Transignal 763.241.0789 7. 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 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. Applicant shall provide garbage service through a private contractor. 12. Applicant shall provide portable toilet facilities through a private contractor. Background/Discussion The Elk River Area Arts Alliance has applied for a special event permit to host ArtSoup on Saturday, June 28, 2014. The festival will take place downtown from 10:00 a.m. — 8:30 p.m. The event will feature over 40 artists displaying their work in booths along Main Street and Jackson Avenue. There will be live performances throughout the day on the stage at Rivers Edge Commons Park and throughout the festival area. Additional activities will be offered in the Arts Alliance building and on the Granite Shores Plaza. The ERAAA requests closure of Main Street and Jackson Avenue for the event. The applicant is required to follow the Downtown Street Closure Plans provided by the city engineer. ERAAA also requests a portion of 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 Main Street Parking Plaza will remain unaffected. Financial Impact • Parks and Recreation waived the Rivers Edge Commons Park usage fee; costs of$450. • 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 applicant along the closed streets. Estimated staff time is 2 hours, for a total of$40. 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