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4.3.A. SR 05-04-2015 Request for Action To Item Number Mayor and City Council 4.3A Agenda Section Meeting Date Prepared by ConsentMay 4, 2015Jessica 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 festival scheduled for Saturday, June 27, 2015, 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. the day of the event. 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 Sat. June 27 6:00 a.m. – 7:00 p.m. Special Event This Block The ERAAA is responsible for printing the signs and they must meet the following requirements:  Black or red lettering on white background. The NO PARKING font shall be bold and a minimum of 2” in height.  Sufficiently weather resistant as to remain flat and legible during all weather conditions.  Must be firmly affixed to wooden lath.  The ERAAA must provide 50 signs to adequately post the event area.  The signs must be provided to the Police Department AT LEAST 48 hours prior to the event.  Event organizers are responsible for removal and storage of the signs immediately following the event. 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 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 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 Department staff Rodney Schreifels 763.635.1123 or Steve Stoffers 763.635.1125 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. 13.No paint is allowed on street, curb, or sidewalk. Chalk may be used. Background/Discussion The Elk River Area Arts Alliance has applied for a special event permit to host ArtSoup on Saturday, June 27, 2015. The festival will take place downtown from 7:00 a.m. – 8:00 p.m. The event will feature a community art fair with street vendors, food vendors, and children’s art activities. Financial Impact  Parks and Recreation waived the Rivers Edge Commons Park usage fee; costs $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. Attachments  Event layout provided by applicant  Downtown Street Closure Plan and ArtSoup Amendment 10, 4z CD t4i i at 11 a lk , so- C al LO cli CL =3 0 (j) V 2 W% J, �: - •� � � � a• i �.�bAT,- {yI p `� �. GIs ` i4R` PPii ice' •� 'J ;,1�r . 'J - �P.. _ AlMi I '�.4' A ' �^ O W r ZC• W f J _ A. I 4F LLj gQ_ ST NW �I , I�- C' ~ T �J 1 f .L' ~�`�: \�s o• T, �. fr k0/� ... - - t y•. - ., .. N ST , rr ;t. f r :r r-- c ,p . a s Jar , _ J dK �0 EVENT AHEAD 2 I -- - -••. _ ' . ONE WEEK PRIOR TO EVENT ® EVENT SIGN MAIN ST AND JACKSON AVE (/ MOUNT ON A TYPE III BARRICADE C`USSEEALTMfE INSTALL WARNING SIGNS INDICATING �I DATE AND TIME OF CLOSURE O PLACE TRAFFIC BARRELS TO ROAD ROAD CLOSED 3 (MINIMUM) CLOSED CLOSE LEFT TURN LANE & ALLEY TYPE III BARRICADES I „� ROAD © PLACE "NO LEFT TURN" SIGN CLOSED O ROAD CLOSED AHEAD USE ALT 1 TYPE III BARRICADES ROUTE All traffic control, including signs, barricades, and cones shall meet the requirements of the most W/ USE ALTERNATIVE ROUTE current version of the "Temporary Traffic Control Zone Layout - Field Manual" as published by t_ the Minnesota Department of Transportation. It is the responsibility of the event planner to comply with all required permits from MNDOT. 0 200 400 Engineering Department DOWNTOWN STREET CLOSURE PLAN City 13065 Orono Parkway DOWNTOWN ELK RIVER SCALE FEET El l JACKSON AVENUE AND MAIN STREET 763 -635 -1000 River FIGURE N0. 1 12 1.3 © Bolton & Menk, Inc - Web GIS 0 Legend Artsoup Traffic Control Amendment This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information, and data located in various city, county, and state offices, and other sources affecting the area shown, and is to be used for reference purposes only. The City of Elk River is not responsible for any inaccuracies herein contained. Disclaimer: 2/21/2014 3:15 PM 85 Feet