4.5. SR 08-03-2015 EOty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 4.5
Agenda Section Meeting Date Prepared by
Consent August 3, 2015 Jessica Miller, Executive Secretary/Deputy City
Clerk
Item Description Reviewed by
Special Event Permit—Thumbs Up 5K Tina Allard, City Clerk
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve,by motion, a Special Event Permit for the Thumbs Up High 5K scheduled for Saturday,
September 26, 2015, subject to the following conditions:
1. Applicant must obtain property owner permission for use of any private property.
2. The event planner is required to notify businesses,residents, and organizations abutting the route.
Downtown businesses must also be notified of the parking lot closure. The city will provide a
template of the notice that must be distributed. The city will also provide a list of the properties to
be notified. The event planner must submit an affidavit that the notices were distributed.
3. ERPD will provide three reserve officers/community service officers to assist with traffic control
for the race. Applicant must contact Police Captain Darren McKernan (763.635.1202) at least two
weeks in advance to arrange for police reserves.
4. The lower seating area and stage at Rivers Edge Commons Park can be used exclusively by the
group but the upper plaza must remain open to the public.
5. Closure of the Main Street Parking Plaza parking lot will be permitted from 6:00 a.m. to 4:00 p.m.
Saturday, September 26, 2015. Applicant is responsible for barricading parking lot. Parking lot
must be completely cleared prior to removal of the barricades.
6. Walkers/runners are to utilize sidewalks, trail systems, or road shoulders throughout the entire
route. No road closures will be permitted. It is each runner's responsibility to ensure the
streets/intersections are safe prior to crossing.
7. A route marshal shall be placed every 500 feet along the race route to keep walkers,runners, and
roller bladers on the sidewalk per MN Statute 169.21. Bike riders are permitted to ride on the
shoulder of the roadway with the flow of traffic following the statutory requirement of MN
Statute 169.221. Route marshals will not direct traffic.
8. Staggered start of five minutes between different race groups.
9. Registration form will include rules and expectations.
10. Participants shall not gather on the roadway and obstruct traffic at the completion of the race,
they are to remain on the sidewalk or in the Main Street Parking Plaza.
11. Race marshal shall give a safety brief to all participants prior to the start of the race explaining the
rules.
12. Applicant shall be responsible for garbage clean-up immediately following the event.
13. No paint allowed anywhere on route. Chalk or cones may be used on the sidewalks only. Chalk
must be cleaned up immediately following the event.
POWERED 6T
Template Updoted 4/14 INAMIRE1
14. Applicant is responsible for calling in locates to the power company for any stakes put into the
ground. Applicant must also receive approval from the Parks and Recreation Department on
location of stakes. No stakes shall be pounded into the pavement or anywhere in the parking lot.
15. Tents must meet applicable state and fire building code requirements. Applicant is responsible for
contacting the fire marshal at 763.635.1110 to schedule an inspection of the tents prior to use.
16. Applicant must provide enough portable toilet facilities through a private contractor to
accommodate the expected attendance.
17. As agreed upon by applicant,if participants don't follow set rules, 2016 event would be limited to
a 5k run only.
Background/Discussion
Katie Shatusky applied for a Special Event Permit for the Thumbs Up High 5K event on Saturday,
September 26, 2015. The group has requested use of the Rivers Edge Commons Park and city-owned
Main Street Parking Plaza from 6:00 a.m. until 4:00 p.m. The 5K begins at 10:00 a.m. but activities will
take place from 8:00 a.m. — 3:00 p.m. In addition to the 5K, the event will include guest speakers, the
Shane Martin Band,bounce houses, face painting,vendors, and a balloon release.
Financial Impact
Fees for rental of the park property and parking lot will be waived per policy because the Thumbs Up
High 5K is a non-profit and this is a community event open to the public. The group did submit a$500
damage deposit for use of the property.
Attachments
■ Route map provided by applicant
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