4.4. SR 08-15-2016 EGty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 4.4
Agenda Section Meeting Date Prepared by
Consent August 15, 2016 Jessica Miller, Executive Secretary/Deputy City
Clerk
Item Description Reviewed by
Special Event Permit: Thumbs Up High 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/10K scheduled for Saturday,
October 1, 2016, subject to the following conditions:
1. The event planner is required to notify businesses,residents, and organizations abutting the route.
The city will provide a template of the notice that must be distributed. The city will also provide a
Est of the properties to be notified. The event planner must submit an affidavit that the notices
were distributed.
2. Applicant must obtain property owner permission for use of any private property.
3. ERPD will provide two 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. 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.
5. A route marshal shall be placed every 1000 feet along the race route to keep walkers,runners, and
rollerbladers 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.
6. Staggered start of five minutes between different race groups.
7. Registration form will include rules and regulations.
8. Race marshal shall give a safety brief to all participants prior to the start of the race explaining the
rules.
9. Applicants shall be responsible for garbage clean-up immediately following the event.
10. Applicant is responsible for arranging for delivery of barricades and/or cones by contacting Street
Superintendent Mark Thompson at 763.635.1122.
11. No paint allowed anywhere on route. Chalk or cones may be used on the sidewalks only.
12. Tents must meet applicable state and fire building code requirements. Applicant is responsible for
contacting the fire marshal at 763.635.1110 during regular city hall business hours to schedule an
inspection of the tents prior to use.
13. Applicant must provide enough portable toilet facilities through a private contractor to
accommodate the expected attendance.
14. If participants don't follow set rules, staff will reevaluate allowing both the 5K and 10K runs.
POWERED 6T
Template Updoted 4/14 INAMIRE1
Background/Discussion
Katie Shatusky applied for a Special Event Permit for the Thumbs Up High 5K/10K event on Saturday,
October 1, 2016. Due to construction at River's Edge Downtown Park, the race will begin and end at
Orono Park. The event features a 5K route and new this year a 10K route.
In addition to the 5K and 10K, the event will include live music with a DJ, face painting,bounce house,
crazy hair,bean bag toss,vendor areas, and guest speakers. In addition, the Thumbs Up High group has
partnered with another non-profit suicide awareness group called the LIVIN Foundation that hosts a
fundraiser kickball tournament each year. The kickball tournament will take place the same time as this
event at the Dave Anderson Athletic Complex.
Financial Impact
Fees for rental of the park property will be waived per policy because the Thumbs Up High run 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 maps provided by applicant.
N:APublic Bodies\Agenda Packets\08-15-2016\x4.4 sr Thumbs Up special event.docx
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