3.4. SR 07-06-20091~~j
Elk REQUEST FOR ACTION
.....
River
To Item Number
Ci Council 3.4.*
Agenda Section Meeting Date Prepared by
Consent July 6, 2009 Jessica Miller, Executive
Secreta /De u Ci Clerk
Item Description Reviewed by
Consider Special Event Permit to Central Lutheran Church for Tina Allard, Ci Clerk
5K/10K Walk/Run Reviewed by
Lori ohnson, Ci Administrator
Action Requested
Council motion approving a special event permit to Central Lutheran Church for 5K/10K walk/run
scheduled for September 19, 2009 with the following conditions:
1. Certificate of insurance shall be filed with the City.
2. Applicant must contact Police Captain Bradley Rolfe (763.635.1260) three weeks prior to event to
arrange police reserves.
3. There is a portable toilet located in the Woodland Trails parking lot fox general use. If additional
portable toilets are desired, applicant shall provide portable toilet services through private
contractor.
4. Applicant shall be responsible for garbage clean-up.
5. The areas of Lions Park and Woodland Trails Park not needed for the operation of the event will
remain open for use by the general public.
Background/Discussion
Central Lutheran Church is requesting to host a 5K/10K walk/run on September 19, 2009. Below is a
synopsis of the request:
The 5K run/walk will begin in the parking lot of Woodland Trails. They will run through the
trails and end in the parking lot of Central Lutheran Church.
The 10K walk/run will. begin and end in the Central Lutheran Church parking lot.
Both races start at 10 a.m. and should be finished by 11:15 a.m.
Refer to the attached memo from Sharon Johnston for additional information. It should be noted that
the applicant is requesting exclusive access to Woodland Trails Park from 9:00 a.m. unti11:00 p.m. The
parks and recreation department feels that while it certain park amenities will need to be utilized
exclusively by special events, it is important to promote access to general use areas of city parks to the
public, such as open space, during special events.
The Parks and Recreation Commission considered the major park use request at their November 12,
2008, meeting. The Commission unanimously approved the request.
S:\Administration\Council RCA\Licensing\Special Event\Central Lutheran.doc
Financial Impact
N/A
Attachments
^ Memo dated May 27, 2009 from Sharon Johnston
^ Route map provided by applicant
Action Motion by Second by Vote
Follow Up
S:\Administration\Council RCA\Licensing\Special Event\Central Lutheran.doc
Miller, Jessica
From: Benoit, Steve
Sent: Tuesday, June 30, 2009 10:54 AM
To: Miller, Jessica
Subject: RE: Scanned image from MX-M1100
That's a good thought. In thinking more about the language, I'm wondering if we should tweak the language in the
requirements. Here is a thought:
"The areas of Lions Park and Woodland Trails Park not needed for the operation of the event will remain open for
use by the general public."
It is reasonable to assume they may need to monopolize certain parts of the trial for their race, but they would not
need to utilize the entire Woodland Trials Park for the event. With that here would be the reasons why we would
not grant exclusive access to the entire park:
"While certain park amenities will need to be utilized exclusively by special events, the recreation department feels
that it is important to promote access to general use areas of city parks to the public, such as open space, during
special events."
Let me know your thoughts on this. Thanks!
-----Original Message-----
From: Miller, Jessica
Sent: Tuesday, June 30, 2009 8:48 AM
To: Benoit, Steve
Subject: RE: Scanned image from MX-M1100
Sounds good. Tina wants me to add a sentence on this to the memo (in addition to the condition) -something like
the "applicant is requesting exclusive access of the park... "
Can you give me a reason why P&R cannot or does not wish to grant exclusive access?
Thank you!
Jessica
-----Original Message-----
From: Benoit, Steve
Sent: Friday, June 26, 2009 2:49 PM
To: Miller, Jessica
Subject: RE: Scanned image from MX-M1100
Jessica,
Thanks for forwarding the info. Bill and I talked and would like to request to add the following info to the
requirements:
"Lions Park and Woodland Trails Park will remain open for use by the general public during the event."
Let me know if you have any questions. Thanks!
-U ~ ~ ~ ~~
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To: Elk River Parks & Recreation Department
From: Sharon Johnston
Date: 05/27/09
Re: 10K Race on September 19, 2009
We are seeking approval for a Major Park Use Permit for hosting a 10K run and a 5K fun
run/walk on Saturday, September 19, 2009. The race event is open to the community for
anyone interested in participating. The goal is to promote fun and fitness and to provide a race
opportunity in the Elk River community.
The 10K race will start and end at Central Lutheran Church on 1103 School Street. The 5K
run/walk will start in the parking lot of Woodland Trails. Both races will start 10:00 a.m. Both
the 10K and the 5K should be finished by 11:15 a.m. Immediately following the race we plan to
serve a box lunch to the participants and guests in Central's parking lot.
Race route:
The participants of the 5K will start in the parking lot of Woodland Trails. They will run through
the trails and end in the parking lot of Central Lutheran Church. The 10K participants will start in
the parking lot of Central Lutheran Church on School Street. They will run west along School
Street and turn north at County 1 and School Street. They will continue to run north on the
path, along County road 1 past the golf course and enter the Woodland Trail Park system
through the parking lot. They will then run through the trails and exit at the south end of the
trails near Meadowvale School. From there they will continue back south on the paved path
and side walk back to School Street turning eastbound and into the parking lot of Central
Lutheran Church. We will need Police escort assistance for the start of the race on School
Street and for assistance with traffic control as the runners return from Woodland Trails at two
intersections: 199th Street and Proctor and School Street and Proctor. This is the same as last
year's event.
Woodland Trails Park Requests:
The race will start at 10:00 a.m. and should be done by 11:00 a.m. We will have water stops for
the racers in Woodland Trails and will need access prior to the race, during and immediately
after the race to carry in water coolers. We are asking for the following:
1. Exclusive use of the park from 9:00 a.m. 1:00 p.m.
2. Motorized vehicle access prior to race start to carry in water to the water stations.
3. 1 portable toilet in or near the parking lot of Woodland Trails.
4. Motorized vehicle access post race to remove items used for water stations.
5. Permission to advertise for the race at Lions Park and in Park Media.
We are very excited about the opportunity to host this fun community 10K run and 5K run/walk
event in Elk River and we look forward to your positive response for this request.
I look forward to hearing from you soon.
If you should have any questions, please contact me at 651-592-0027 or Pastor Jeff Krogstad at
763-441-2363. Thank you for your consideration.
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