10.5 SR 02-07-2022Request for Action
To
Item Number
Mayor and City Council
10.5
Agenda Section
Meeting Date
Prepared by
Worksession
February 7, 2022
'Tina Allard, City Clerk
Item Description
Reviewed by
Memorial Day Parade
Cal Portner, City Administrator
Reviewed by
Action Requested
Receive information.
Background
Mayor Dietz asked for this item to be on the agenda and is requesting the Memorial Day parade become a city -
sponsored event.
Financial Impact
There will be costs associated with staff time and materials as noted on the attached.
Mission/Policy/Goal
The Elk River Mission Statement
Attachments
Cost Comparison
Map
Event Information
The Elk River Vision
A Yvekvming community Y;)ith irmlutionray and sphiled ivsoui efulness, exceptional
service, and community engagement that encourages and inspires pimpenty
p 0 W f R 1 0 a
N"ATURU
( pdaierl..- August 2020
Memorial Day Parade CostsfConditions
Attendance in 2021 about 350 People. More expected this year.
Route: Map (handed out) Line up on Fifth and Norfolk. Parade wilt start at Norfolk and Main. Go down Main to King Avenue into upper Parking lot.
Conditions Required
Sp onsor Event Cast
City Sponsored Event Cost
Barricades
City Barricades used
$300 annuallv staff time
Vendor provided (see Traffic Management
Public works set them out Friday during regular work hours. Sea:
Plan below)
attached drawing for barricades.
Police staff pull them into street on Monday prior to event, then
set them back behind curb after event.
1�'Lrbhc works staff pick up on Tucsd ay.
Garbage clean-up
Garbage bags
Garbage bags,
Disposal costs
Mayor will ask boy scouts to help clean up
rld dumpste use
00
garbage.
for
$200 r staff eleanp
Medical personnel
Cl-ucf Dickinson said they have firefighters medically trained and they could ask to see
who could volunteer.
{thief Dickinson talked to the ambulance service and they said they can have an
No charge
No charge
ambulance on -site however they w< Auld still need to respond to other emgenergicies if
one should happen.
Temporary'No Parking' signs along route
Vendor provided (see Traffic Management
l'ubiic works could provide sums to Mayor l ridgy befr)re event.
Plan below)
$100 for staff time and materials (lath and laminated signs]
Mayor will have a group install signs on
$200 Staff time to install signs
Sunday by 8:00 a.m.
Notify property owners along route
Stamps (S113) or sponsor volunteer go
$200 (Stamps/staff time costs)
Letters and labels provided by the Uty
door to door.
Police personnel
$1,000
$1,000
Porto patty ratio
70 people per day per unit.
S115
$115
C)nc more Al}A rx)rta potty should be placed up by the fountain/splash pad area.
Traffic Management Plan
$$1,000 one time purchase for materials. Sign blanks, vinyl, print
signs, install on temporary standards, place signs w/sandbags.
$3,500 - $4,00D per closure
:ldvancc warning signs for the road closures posted 1 week prior to
(Costs for Main Street and intcrscctions
event.
along route)
$300/annually to update signagc.
Insurance coverage
I Unknown
I No add'i cost
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X — tea Type I Barricades
Y — 4ea Type I Barricades
1— Road Closure Advance Warning (1 week prior to event)
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75 -843 —01 ❑5
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Vv
X
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yr SPECIAL EVENT PERMIT APPLICATION
PARADES/RUNS
V r Applications received less than 60 days prior to event are subject to expedited application
fees described below. Time&ame does not begin until application is complete. Fee most
accompany application.
Received 60+ days before event
$0
Receved 31-59 days before event
$50
Received 15-30 days before event
$100
Received 5-14 days before event
$200
Applications received less than 5 days before an event cannot be processed
$250 damagc deposit required for al][ parades/nine.
$ponnsooriinng entity:
Contact 1
Address:
Daytime phone: - Alternate
co
ParadeJRun Information JOay�
Date of parade or ton: /✓lOr 1, Me $ 0, Event times: 9vvn
202Y
of Event
at
Approximate number of patncipaats, animals, and/or vehicles that will constitute parade or ton;
include type and description of ert,7tg
lYjo7Lrn�alt5 Se✓er.rl ✓eh�ek3 ^Feop1or a I K14
Is there an admission fee, donation, r other consideration to be charged or requested £ot admission
to the parade or tun? ❑ Yes (No If yes, please describe:
FIATIURE
Traffic Control Plan
Proposed route
termination points). +
�r .f" 76 �Q'y,1 Sf rf-eee:t` 5�
❑ Include a map of proposed route to be used which shows barricades, street
closures, and/or perimeter/security fencing
Location by streets of psembly� � as for parade
Lie q{
Lire o 1L, 4
Time at which units of the parade or run will begin to assemble: 9 4,
Statement whether parade will occuRVll or only a portion of the width of the streets proposed to
be traversed:ni S7r-cr_J
Special city services :requested (barricades, cones, security, traffic control, etc.) A deposat nay be
grrared to aver ertamated costs inc rid by the cad far the s�ecaal event
�Am
LJ Insurance
The Certificate of Liability must name the City, its officials, employees, and agents, as additional
insured. The minimum limits must be at least $1,000,000. If alcoholic beverages are to be sold or
distributed, the policy must also include an endorsement for liquor liability per Chapter 6 of the Ell<
River City Code.
The Minnesota Data Practices Act requires that we inform you of your rights about the private data we are
requesting on this foam. Private data is available to you, but not to the public. We are requesting this data to
determine your eligibility for a Special Event license from the City of Elk River. You are not legally required
to provide this data, however, refusing to supply the data may cause your license to not be processed. This
data can be shared by City of Elk River staff and the City Council. Your signature on this application
indicates you understand these rights.
INDEMNIFICATION: The undersigned agrees to defend, indemnify, and hold the City, its officers and employees,
harmless from any liability, claim, damages, costs, judgments or expenses, including attorney's fees, resulting directly
or indirectly from an act or omission including, without limitation, professional errors and omissions of event
promoter, its agents or employees, arising out of the conduct of the activity authorized by such permit and against all
loss caused in any way by reason of the failure of the event promoter to fully perform all obligations under this
section.
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