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9.2 SR 02-22-2022Request for Action To Item Number Mayor and City Council 9.2 Agenda Section Meeting Date Prepared by Work Session February 22, 2022 Tina Allard, City Clerk Item Description Reviewed by Consider Memorial Day Parade as City Event Cal Portner, City Administrator Reviewed by Action Requested Receive information. Background Mayor Dietz asked for this item to be on the agenda. Council had an initial discussion at their previous meeting on February 7. Financial Impact Approximately $2,500 - 3,500 annually if city takes on full costs. If the event grows, resources, such as costs and staff time will increase with the program. Mission/Policy/Goal Attachments  Costs  Map  Event Information The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 Memorial Day Parade Costs/Conditions Attendance in 2021 about 350 people. More expected this year. Route: Map (handed out) Line up on Fifth and Norfolk. Parade will start at Norfolk and Main. Go down Main to King Avenue into upper parking lot. Conditions Required Sponsor Event CostCity Sponsored Event Cost Barricades City Barricades used $300 annually staff time Public works set them out Friday during regular work hours. See Vendor provided (see Traffic Management attached drawing for barricades. Plan below) Police staff pull them into street on Monday prior to event, then set them back behind curb after event. Public works staff pick up on Tuesday. Garbage clean-up Garbage bags Garbage bags Disposal costs Additonal dumpsters use Mayor will ask boy scouts to help clean up $200 for staff cleanp garbage. Medical personnel Chief Dickinson said they have firefighters medically trained and they could ask to see who could volunteer. Chief Dickinson talked to the ambulance service and they said they can have an No chargeNo charge ambulance on-site however they would still need to respond to other emgenergicies if one should happen. Temporary 'No Parking' signs along route Vendor provided (see Traffic Management Public works could provide signs to Mayor Friday before 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 ($113) or sponsor volunteer go $200 (Stamps/staff time costs) Letters and labels provided by the City door to door. Police personnel $1,000 $1,000 Porta potty ratio 70 people per day per unit. $115 $115 One more ADA porta 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 - $4,000 per closure Advance warning signs for the road closures posted 1 week prior to (Costs for Main Street and intersections event. along route) $300/annually to update signage. UnknownNo add'l cost Insurance coverage —ͲЊ –ͲЊ –ͲЊ –ͲЊ –ͲЊ –ͲЊ Њ –ͲЊ –ͲЊ event) –ͲЊ to —ͲЊ prior week (1 –ͲЊ Warning Advance Barricades Barricades I I Closure Type Type ΑЋĻğΑwƚğķ ΑЍĻğ XY1 13P93 c anon' nalk..r "63 ail.low SPECIAL EVENT PERMIT APPLICATION PARADESIRUNS Applications received less than 60 daps prior to event are subject to expedited application fees described below. Timeframe does not begin until application is complete. Fee trust accompany application. Received 60+ days before event $0 Received 31-59 daps 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 damage deposit required for all parades/runs, Appflcmt ,per t -- ] '►� A'o E l k :Sponsoring entity: +�-�' '�/ �"y �e � �6 t�CJ �� Contact person: J a b'.) Address: Daytime phone: —7 &3--1 f3 -- Y 9 3-3 Alternate phone: Parade/Run Information C�' C. Date of parade or run: Ilr}of1 M, 13 a Event tithes: I I �' � � Description of Event (include a list of all activities take place at the: event): �� Pa.Y�.Lc.� Tr 8 t Q ✓a PrZY �? ! f I�ir1 ` fir- - o 50 Approximate number of participants, animals, and/or vehicles that will constitute parade or run; include type and description of entrants.} &Iole, I f"�i`GI . ser'P.rA I VQ h +[ � 3- r� lPll� _� Is there an admission fee, donation, pr other consideration to be charged or requested for admission to the parade or run? U 'Yes No If yes, please describe: tIIElfl 't NAT d Proposed route ❑ Include a map of proposed mute to be used which shows barricades, street closures, and/or perimeter/security fencing Location by streets of �ssem ly areas for parade or Time at which units of the parade or run will begin to assemble: 9 Q, Statement whether parade will oecuU-,all or only a portion of the width of the streets proposed to be traversed: 1�e-1 9�1-�! J Special city services requested (barricades, cones, security, traffic control, etc) A de o�rI may be gavrred to caner ertrmated cuffs incinred by the City for the sj�ead event -On AZS '1"¢ —r,le-_ks: ❑ Insurance The Certificate of Liability trust 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 G of the Elk River City Code. The Nfinnesota Data Practices Act requires that we inform you of your rights about the private data we are requesting on this form. 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 your 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 attorneys 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. Signature: Date: i ❑ r 1/ ?-/`1 `7 ¢�4s -,>I I o* ,, qrY LIL C Parade Requirements Elk River Homecoming Parade Elk River Police Department provides traffic management at no charge. School district does the notification to neighbors, garbage cleanup and road closure signage. Sherburne County Fair Parade Elk River Police Department provides traffic management at no charge. Fair board does notification to neighbors, garbage pickup and No Parking signage. Zimmerman Wild West Days Parade The city does not charge the organizers of the carnival or the parade anything. The organizers provide garbage cleanup and security. Anoka Halloween Parade The City of Anoka charges fees for parades but does not charge the Anoka Halloween committee anything for their multiple parades. Big Lake Spud Fest Parade The City of Big Lake charges the Spud Fest Committee $50 for their special event permit which includes the parade and the entire event.