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HomeMy WebLinkAbout2011-10-05 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, October 5, 2011 - 6:30 P.M. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES 1. Mr. Rob Faust, Eagle Scout Project Updates - Flagpole, Cornerstone Park IV. CONSIDERATIONS OF MINUTES V. COMMITTEE BUSINESS 1. Conducting committee business without Kim Stephan 2. Council Updates - Council Member Steve King 3. Consideration of reserving /renting park facilities 4. Park Benches for Trailside Park 5. Committee Member Kevin Selander 6. Special Permit - Lions Club Haunted House 7. Cornerstone Park - Pavers & Font (Samples @ Meeting & Veit Recommendation VI. UPDATES 1. Parks and Rec. budget update A. Council approves 8K 'Profits" set aside B. Park Program Line 1. Movies in the Parks - cost 2. Line balance 2. Fete des Lacs Update A. City Council approves dates: July 27 -29, 2012 3. Trail Signage - a report on cost from Paul Palzer VII. LOOKING AHEAD 1. Letters to Deadbroke, Centennial Youth Hockey Association, Running Aces and Eaglebrook Church 2. 2012 Parks Plan VIII. ADJOURNMENT ADDITIONAL MATERIAL 1 Please review the City of Stillwater Park Reservation Information provided by Kim with our September packages. This package can serve as a model we may want to adopt with some tailoring for Centerville. PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, September 7, 2011 - 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled meeting Wednesday, September 7, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice- Chairperson Jon Grahek Committee Member Kevin Amundsen Conunittee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were: Jeff & Rob Faust. Rob updated the Committee on his Eagle Scout Project Mr. Greg Burmeister, TE Project Manager stopped by to answer Committee members questions regarding the on going Trail Extension Project. I. CALL TO ORDER Roll Call Chairperson Branch called the September 7, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. II. SET AGENDA Motion was made by Committee Member Amundsen, seconded by Vice - Chairperson Grahek, to set the September 7, 2011 Parks & Recreation Committee Agenda. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust, Eagle Scout Fla¢ Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Comerstone Park. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. There are no apparent conflicts. 1 of 8 Mr. Greg Burmeister, TE Project Manager Mr. Burmeister talked with Rob and Mrs. Faust; they agreed on scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,444, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson. They are collectively exploring options to reduce the cost of installing lighting. IV. CONSIDERATION OF MINUTES August 3.2011 Parks & Recreation Committee Meeting Minutes Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes — 6, Nays — 0, Abstain —1 (Selander). Motion carried. V. COMMITTEE BUSINESS Chairperson Branch — Summer Review The following statement was submitted by Chairperson Branch for the record: Before we get into our regular agenda, I want to start with a personal assessment of this summer's park activities. Of the four years that I have been associated with Centerville's Parks and Recreation Committee this year has been our most successful. I want to take just a couple of minutes to thank each of you on the Committee, Mr. Steve King, our City Council liaison, and Kim Stephan, our city staff member. We have enjoyed excellent support from the City Council and the City Staff. As a committee, you have provided sound judgment, selfless commitment, and many hours to make Centerville Park Programs work. This has not been a committee that just comes together once a month to pontificate on how things could have been done better. Rather you have been creative while planning, and personally involved in work necessary to execute those plans. Every member of the committee participated in our Festival of the Lakes 8K run, 10 mile skate and kids running events. Most of us attended the Music -in- the -Parks programs, while three of you plus Kim carried the weight of that commitment. As a result we had a successful festival with 120 participants and multiple compliments. The 2011 Music -in- the -Parks program was clearly the best in the last three years. The quality of the performance were excellent and the audience doubled over that of 2010. Moving the Bald Eagle Waterski Show on Thursday nights from the Waterworks to Trailside park is a third area of achievement. To give due credit, The Bald Eagle Waterski Show clubs get credit for their 2 of 8 own success. But they could not have made that move without the support and endorsement of this committee. By my count over 200 people each week came out to watch their show. Their success reflects well on the City of Centerville. To summarize for 2011we will finish the year well within budget. My congratulations to each of you on a job very well done. Flagpole at Cornerstone Park See Appearance above. Veteran's Memorial Plaque The Committee considered a sample of a Veteran's Memorial Plaque Committee Member Haiden supplied the committee for their review. While on a business trip, Committee Member Mark Haiden found a Veterans Memorial with the follow inscription. "In Grateful Recognition of all who have honorably served in the Armed Fores of the United States of America." No motion was made or seconded, however, the committee is considering using this inscription on a plague to be installed at the base of the new city flagpole Budget Discussion There was a long discussion on the status of the Parks and Recreation budget. That discussion is summarized as follows: Fete des Lacs Park and Rec events The committee had a lengthy discussion regarding what project(s) the committee would like to fund with the revenue from the 2011 Festival of the Lakes 8K events. The committee has a Park Reserve fun with a $2,500 donation from Dead Broke Saddle Club for a sand volleyball court. This project is estimated to cost approximately $10,000. Committee Member Seeley made a motion to request City Council allocate $2,500 of the revenue for the sand volleyball court and request the remaining balance of $1,666 be put into a new line called Park Project Fund to potentially be used for items such as trail signage and lighting for the flag pole in Cornerstone Park. This motion failed for a lack of a second. The committee felt the revenue needed to be specifically earmarked for a project and requested City Council allocate the entire amount to the sand volleyball court. This will bring the balance in the account to $6,166. The committee will then request additional funding from Dead Broke Saddle Club. Motion was made by Committee Member Peterson, seconded by Committee Member Haiden to recommend to City Council allocate the $3,666 Revenue from the 2011 Festival of the Lakes 8K events to the Park Reserve Fund for the sand volleyball court. Ayes - 5, Nays 1 (Seeley). Motion carried Park Programs Line Parks Programs line E 101 - 45201 -370 budget for $3,100 has funds remaining. By September the committee has spent $882 primarily on skating parties in January and February. The Movies in the Park rental and other expenses estimated at approximately $550 will be paid out of this line. 3 of 8 There was considerable discussion on how best to use the remaining funds. The conclusion was to wait until after the Movies -in- the -Park event expense had been paid before making any recommendation to Council. The range of possible uses is to set the funds aside for park signage, paid the difference between the funds Rob Faust can raise to pay for the flag pole lighting and actual cost, or to buy advertising space for the Festival of the Lakes 8K events. No motion was made. Issue tabled until the October meeting Fete des Lacs 8K Events Selection of Date for 2012 8K Events Chairperson Branch stated The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. It is important than we get listed on that calendar. Chairperson Branch initially felt the logical date for 2012 Fete de Lacs would be July 27 -29 with the parade and the run on Saturday July 28 but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Upon discussion the consensus of the committee was to keep the 8K Run, In -Line Skate Race and Kids Run tied to the Fete des Lacs week -end and that the best day for the event is Saturday. Motion: Chairperson Branch made a motion to keep the 8K Run, InLine Skate Race, an Kids Run on the Saturday of Fete des Lacs week -end. For 2012 the best week end for Fete des Lace is 27 -29 July. The motion was seconded by On September 14 the City Council approve the above motion. Fete des Lacs 2012 Race Logo Chairperson Branch wanted the committee to review the two proposed logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t -shirt designer used by Creative Kids has,embellished Committee Member Amundsen's modifications. This discussion did not end with a motion. The committee favors the more detailed logo. There remains some concern as to how the logo may look on a shirt if used at the same font size on the 2010 and 2011 shirts. 2012 Parks & Recreation Budget for City Council Review Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting 1. Festival of the Lakes Park and Rec events: (8K run /walk, In -Line Skate) a. Total Revenue $3,666 Revenue from sponsors $1,700 Revenue from participants fees $1,965 4 of 8 b. Expenses $ - 1590 c. Explanation: Total expenses for these events was approximately 69% of the $2300 budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? i. Revenue were up due to the great help we received from Teresa Bender in finding new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. ii. Expenses were well under the estimate based on the cooperation we received from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t- shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. d. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all expenses directly 2. Budget line 101 - 45201 -370, Park Programs budget is $3,100. To date we have sent $882. In September, Movies -in -the -Park cost no more than $750. That will leave a balance of $1468. a. Proposal #3 Suggest that we request City Council approval to reprogram $600 for a December skating party with a horse drawn sleigh ride. b. Proposal #4 Request the City Council approval to reprogram $900 for the construction of Trail Head signs similar to those used by Anoka County Parks. c. This item was table for discussion at at future meeting. No motions were made. 3. Parks and Recreation 2012 Budget. c. It is that time of year again. We need to project our 2012 budget. d. 101 - 45201 -370 Park Programs 3100 2350 101 -45201 -371 Music -in- the -Park 2200 2200 101-45201-37X (new Movies-in-the-Park Na 750 line) 101- 45201 -373 8K Run/Walk 2300 2300 Movies in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself 5 of 8 we have tentatively decided to do just one event on September 17 with this being on your next Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. Motion was made to go to one movie and that movie is to be How to Train Your Dragon shown show on September 17 The motion was made by Committee Member and Seconded by Committee Member - - - -. All concurred. Consideration of Reserving/Renting of Parks This item was table until the October meeting due to time constraints VI. UPDATES Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) This item was table until the October meeting due to time constraints Signage for Trails This item was table waiting on cost data from Public Works, Trail Proiect Update from Mr. Greg Burmeister, Project Manager: Trail segments are all paved with the exception of 200' on Segment P 1. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done adjacent to the concrete. Today, Thursday Sept. I work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backfilled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football — Usage /Striping of Acorn Creek Park This request came in after the committee's August meeting. Josh Wlaschin is again coaching 6 t11 grade football for Lino Lakes and was looking for permission to paint lines on the field. Most of the kids live in Centerville so they want to keep the travel down for the families by having practice close to their homes. Their 1 choice is the outfield of field number 3 at LaMotte Park. 2 choice is to strip Acorn Park like they did last year. Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: The committee agrees with Mr Larson and has no objection. This is a great use of one of the parks. 6 of 8 VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice - Chairperson Grahek, to adjourn the September 7, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion carried unanimously. The following is a note from the City Finance Director recorded here for future reference. SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101- 45201 -374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year's 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed 2,500.00 Park and Rec - Volleyball Court Committed 717.00 Park and Rec - Concession Operation Committed 2 444 24 Park and Rec - 8K Run proceeds As of September 30, 2011 7 of 8 Committed 2,500.00 Park and Rec - Volleyball Court Committed 71400 Park and Rec - Concession Operation Committed 1,949.01 Park and Rec - 8K Run proceeds Please let me know if you have questions or need further clarification. 8 of 8 tervtife Vain Street, Centerville, 9HN 55038 Establlshetf 1857 651429 -3232 or Tax 651-429-8629 October 5, 2011 To Kim Stephan, As members of the City of Centerville Parks and Recreation Committee, we want to express our appreciation for all that you have done for the the Committee and the residents of Centerville. For the past ten years you have provided City staff assistance for this Committee. ,Yes, you have built our agendas and taken our minutes, but you have done far more. We all know where the true committee leadership came from. All of us on the Parks and Recreation Committee give you our heartfelt thanks! • Thank you ... for always going above and beyond your job description. • Thank you ... for your commitment to excellence in everything Park and Rec. • Thank you ... for your energy and the energy you generated in each of us. • Thank you ... for providing the structure to help keep our committee `on- track'. • Thank you ... for arriving early to let us in, and staying late to lock -up after us. • Thank you ... for providing the historical context to help us make the best decisions for our community. • Thank you ... for your unwavering support in our efforts to provide community opportunities to our residents, especially during the daytime hours when we couldn't do it ourselves. • Thank you ... for your creative ideas. • Thank you ... for pointing us back to the agenda when we tended to wander. • Thank you ... for putting items on our agenda when we tended to forget about them. • Thank you ... for pulling all those damn weeds in the parks and monuments. • Thank you ... for Music -in- the - Parks, now one of Centerville's premier park activities. • Thank you ... for all those trips to Sam's Club, Festival, Target or wherever needed for popcorn, hot chocolate and supplies. • Thank you ... for keeping us compliant with Robert's Rules of Order. Pat Branch, Chair Suzanne Seeley Jon Grahek Kevin Amundsen Brian Peterson Mark Haiden Kevin Selander m :'' L A > Q o v o o` 7 45 m E c o c a 5 L > m w aa) C 0 ccc i hQ o E 41% m 5 E x � �� E S E c a a c a a o c -E . ' ' . n Q CD 0CC17Z c� `- ,, mr v -2 ` o g c 6 awa O° m c .°+ 0 m N m^ 0 c w 0 3 o Ea'O c NW m 8. m c m ° m w d m L o Cy • $ .G C s.. ° O m :0 °O r m F I. • ~ m l�0 . s Lp O c C 3 2 m m W >, C cif g C CD 42 b � •L - r m 7 3 m 8 ca Z , a Cg c 0 j c E m E CO V.. ) . . aa,� av n c ° ' A g a Wm U wo ? .. L� c c m c m° c ° r t �m c m �, a 0 m 0.> CD V- S 0E- m>: 2 E m m .. = L 3 ° o N O O L E t6 N a > a , p -F.. a E o m e L O ° o 0 € as L a 8 m m m 7 E c i o H o c a L a c o CO m o ° Y a =0 as co U N c S ui c = E U d 3 ° m °a m ,�° m _� ' 3 m° m !? 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Typically reservations will be for a two or four hour permit. Longer reservations may be considered by the City Council under extenuating circumstances. F. Special Use Permits by individuals should be made 30 days prior to the desired date. G. Special Use Permits by organizations should be made at least 60 days prior to the beginning date. li. The Parks and Recreation Committee shall review Special Use Permits and make appropriate recommendations for or against approval to the City Council. I. The City Council is the approving authority for all Special Use Permits. 6. Fee Structure: A. Request by Centerville Residents 1. Single use permit of 2 hours or Tess $10.00 2. Single use permit of 4 hours or more $20.00 B. Request by non - resident individuals 1. Single use permit of 2 hours or less $20.00 2. Single use permit of 4 hours or more $30.00 C. Request by Clubs and youth athletic organizations for single events will be the same as for individual Centerville residents. D. Request by Clubs and youth athletic organizations for multiple dates shall be $100 for a one to three month season. E. Fees may be waived by the City Council. 7. Restrictions: A. Alcohol: As a general rule alcohol is not allowed in any City Park. City Council may make exceptions for special events such as the Lion's Fete de Lacs Street Dance. B. Before consideration of waiver, the Special Use Permit Request must include a plan to preclude under age drinking and drinking and driving incidents. Such permits will be coordinated with the Centennial Lakes Police Department. 8. Responsibilities: Individuals who submits (signs) the Special Use Permit Request for park or park facility reservation is responsible for: A. leaving the park facility as clean as they found it. B. damage that may occur, The City reserves the right to pass repair cost back to that individual. C. safety of individuals using the facility under this reservation. Parks & Recreation Committee Meeting Minutes 06-01 -11 throughout communities to bring the idea of Yoga to residents. Ms. Casanova's proposed flier was supplied to the committee. The Parks & Recreation Committee was in favor of' the idea, but questioned liability insurance. Ms. Stephan stated most Yoga instructors/studios have participants sign a waiver prior to classes. The committee requested Ms. Stephan ask Ms. Casanova about her policy and also forward the question to City Administrator Larson. Motion was made by Chairperson Branch, seconded by Vice- Chairperson Grahek to recommend City Council approve the proposal as presented by Ms. Casanova for a free Yoga session at Hidden Spring Park as part of the Fete des Lacs celebration pending answers to liability issues. All in favor. Motion carried unanimously. Consideration of Reservins/Renting of Parks Staff presented the idea of the committee considering a user fee/rental/reservation fee for the local parks. Recently City Hall received a request to reserve Hidden Spring Park for a wedding. Staff explained it was on a first come, first serve basis and they would have to arrive early to reserve it themselves if they so desired. Research was done by Staff as to what surrounding city's usage policies were. Hugo reserves pavilions for $5 and does not allow alcohol in the parks. Lino Lakes charges non - residents $25; they do not allow alcohol in the parks and have a 30 person minimum. Staff suggested that a minimal fee for use of Centerville Parks would offset the additional electricity, clean up, maintenance of the park and rubbish collection. Chairperson Branch suggested a variation of the Special Use Permit could be used. Committee Member Amundsen stated Washington County Parks has a really nice reservation policy and he would find out more information about it and bring it back to the next committee meeting. Committee Member Seeley stated that Anoka County Parks has different fees dependant on the number of people and whether it is a weekday or weekend. Some ideas discussed: • Should residents be charged a fee, only non - residents or a different fee for each? • Should there be an extra charge for clean up if the park is not left as it was found? • Should there be a damage deposit instead of' a fee? • Even if there is not a fee charged, there should be a name associated with the usage in the event there is a problem. A fee would not necessarily have to be charged to give permission to use and reserve an area. Chairperson Branch suggested the committee think the various options through and table this item until the next scheduled meeting. The committee would like to come up with a policy to recommend to City Council. Use of City Email Addresses by Committee Members Ms. Stephan added this as an agenda item to determine if Committee Members are using their City email accounts or would prefer to go back to using their personal emails for correspondence as sending 3 of 6 Park Reservation Information - City of Stillwater Page 1 of 3 Back to Web Slte City of Stillwater Park Reservation Information Many of our parks have facilities that can be reserved. A full listing of park amenities and park locations S available under the Park Amenities section. If you would like to make a reservation please contact (651) 430 -8837 or complete the on -line reservation recuest. All City Parks are open approximately April 15th to October 15th Hours are 6:00 am to 10 :00 pm. Teddy Bear Park hours are 8:00 am to 8:00 pm Note: The construction of the Levee Flood Wall has been postponed until further notice. Reservations for Lowell Park are now available) Costs to Reserve a Picnic Shelter or Gazebo In any Stillwater City Park A $100 refundable damage deposit is required plus one of the following fees: $50 /day for Stillwater city resident or $100 /day for non - Stillwater city resident. Park Open Saace Reservations Any person or group that wishes to reserve park open space area must pay applicable fees and submit required damage deposits. The fee to reserve park open space is $50 for non - Stillwater city residents. City of Stillwater residents do not need to pay a fee but still need make a reservation to reserve open space in City Parks. In addition a $100 refundable damage deposit is required. Applicant may also rent a shelter or gazebo (see pricing above). Costs and Policy to Reserve the Pioneer Park Bandshell A $100.00 refundable damage deposit is required and a $125.00 fee for residents or nonresidents. The following lists the Bandshell Use policy. • Sponsor shall be a non -profit organization. • The event must be free and open to the public. • No merchandise or food shall be sold. • No promotional signage allowed in the park. • The capacity of the bandshell site is 75 to 100 people. • The use of the Bandshell shall be between 9 am and 9 pm and not to exceed three hours in duration. ■ Events shall not be loud or use obscene language so as not to disturb the surrounding residents. ■ Park Board approval must be obtained if the event doesn't fit these guidelines. Cost to Reserve Teddy Bear Park Building Rentals are limited to the building in Teddy Bear Park. Park grounds and restrooms are a public space that are not part of the facility rental. A $100 refundable damage deposit per floor is required plus the following: Mon - Tours Reside Non- Non -profit For -Profit Resident Group I Group 1st Floor First 3 hrs $50 $80 $50 $80 Add'l hour $15 $25 $15 $25 2 Floor First 3 his 540 $60 $40 / $10* $60 Add'lhour $10 $15 $10 / $5' $15 • Rate based on a minimum of 10 meetings per year http: / /www.ci.stillwater.mn.us/ index. asp ?Typ B_BASIC&SEC= {9F784A02- 1084- 4B8F... 8/11/2011 Park Reservation Information - City of Stillwater Page 2 of 3 with no food at the meeting. Fri-Sun IResident1 Non- Non -profit I For -Profit Resident Group Group 1st Floor First 3 his $90 $I60 $90 $160 Add'l hour $25 $45 $25 $45 2nd Floor First 3 hrs $70 $125 $70 $125 Atkl'l hour $20 $35 $20 $35 Wedding Ceremonies All weddings must submit a $100 refundable damage deposit plus applicable fees for reserving open space (see pricing above). Applicants may also rent picnic shelter or gazebo and additional fees will apply. Large Gatherings in Stillwater Parks Gatherings that are in attendance of 250 people or more in a Stillwater city park must complete an Event Application. See the Special Event Information section for instructions and an application. Note: Any athletic event that has a park reservation approved by the City's park reservation staff is not required to complete an Event Application but must contact 651 - 430 -8837 to make a reservation to hold a tournament. (Applicable tournament fees will apply). Alcohol in the Parks • Permit to Consume: The City of Stillwater requires a Permit to Consume (fee $35.00) for the consumption of any type of alcohol in the parks (beer, wine coolers, hard liquor). Contact the Parks Department at (651) 430 -8837 to obtain this permit. Alcohol is not permitted in Teddy Bear Park. ■ Police Officer Required: If there are more than 75 people In attendance in the park and alcohol is available, you are required to hire one of the City's police officers. This fee is paid directly to the officer. To schedule an officer for your event contact the Police Department at (651) 351 -4900 Monday - Friday, (8:00 a.m.- 4:30 p.m.). ✓ Permit to Sell Alcohol: To sell alcohol in the parks, the applicant must apply for a temporary liquor license. Contact the City Clerk at (651) 430 -8802. Ballfleid Information Ballfields are available for tournaments. The fee is $300, plus a refundable damage deposit of $150 (Total $450). Only 3.2% beer can be sold and a permit to sell can be obtained through the Parks Department at (651) 430 -8837. The permit to sell fee is $25/day and must be approved by the City Council. Allow 2 -3 weeks for processing. Any tournament with more than 75 people and serving alcohol must have a Police officer on duty. This fee is paid directly to the officer. To schedule an officer for your event contact the Police Department at (851) 351 -4900 Monday - Friday, (8:00 a.m.- 4:30 p.m.). park Rules/Policies • NO one party can have exclusive use of the whole park except public events that have been approved by the City. ■ Park facilities such as picnic shelters, bandshell, gazebos, ball fields, party rooms or park space areas are first come first serve unless a park reservation has been made. • Any equipment needing to be staked into the ground such as tents, canopies, inflatables etc. can be put In City parks once applicant has met with park staff. Staked equipment is not allowed in Washington Square, Teddy Bear Park or Heritage Park. All inflatable equipment must have a certificate of insurance submitted to the Parks Department. • The Parks Department does not rent out chairs, canopies, tents, or P.A. systems. The applicant is required to furnish this equipment if needed. http: / /www.ci.stillwater .mn.us /index.asp ?Type B_BASIC &SEC {9F784A02 - 1084- 4B8F... 8/11/2011 Park Reservation Information - City of Stillwater Page 3 of 3 • All equipment such as tents, canopies, chairs, etc. brought to the park must be removed by 10 pm the same day. • Closure of the road in front of the Lowell Park gazebo must be approved by the City. The road may only be dosed for a maximum of 2 hours and any emergency vehicle must be allowed through if an emergency arises. City barricades are available for $2 per barricade. ■ The Teddy Bear kitchenettes are not commercial grade kitchens. NI food must be prepared off site. • Any facility user will be billed for any damage or cleanup exceeding the amount of the damage deposit. The facility must be returned in the same condition as loaned. • Live or played music is permitted In the parks as long as the music not disruptive. • Only one appliance (including PA systems, ampliphers, stereos, crackpots, coffee makers, roasters, etc.) per outlet Is allowed when using electricity. Extension cords may be used but no more than one appliance on an extension cord per outlet. • Dogs are allowed in City Parks and must be on a leash less than six feet long or housed in a portable crate or kennel. Any animal excrement must be disposed of properly in a sanitary manner. Domestic animals are not allowed In Teddy Bear Park. • Recreational bonfires are not allowed in City Parks. • Alcohol is permitted in City parks with proper permits. See Alcohol rules above. • Skate boarding is not allowed on public streets or right-of ways. The City does have a skateboarding park located on Curve Crest Blvd (behind the Stillwater Rec Center). Rules of operation are posted at the facility. ■ Nothing shall be sold or advertised for sale on or In City parks unless correct licensing procedures are followed according to Stillwater City Code. • Reservations are not available for July 4th. Reservation Procedures If you would like to make a reservation please contact (651) 430 -8837 or complete the on -line reservation request. • When booking a park reservation, the applicant agrees to the Park Rules/Policies and Reservation Procedures. • Payment of damage deposit and facility fee is required upon booking reservation. • Reservations must be made a 1 week in advance for events on Saturday and Sunday or for events after 3 pm Monday through Friday. All other reservations can be made a minimum 24 hours in advance. • Submittal of the on -line reservation request form does not guarantee your reservation for a particular park, date or time. Once the form is completed and sent, you will be contacted regarding your request. • Park facilities are available from Gam to 10 pm. Applicant must choose specific reservation times when booking facilities. Teddy Bear party rooms have a minimum reservation of a three hour time block with extra fees for additional hours and is only available 8 am to 8 pm. • Any facility user will be billed for any damage or clean up exceeding the amount of the damage deposit. • Cancellations are accepted up to and including 20 days prior to event with a full refund. Cancellation within the 20 days prior to event will forfeit facility fee. • Reservations for next year will be taken starting October 1st of the current year. 218 North Fourth Street, SBBwater, MN 56082 (Telephone: 851-00-8800)0 City of Sll6water 2005 • http:// www .ci.stillwater.mn.us/index.asp ?Type =B_ BASIC &SEC= {9F784A02- 1084- 488F... 8/11/2011 . j h va `er EVENT PERMIT APPLICATION 1 INSTRUCTIONS INr us,..",. 0 MINNISOIA Y The City of Stillwater encourages events and would like to help make them run smoothly. In doing so, it is important to balance the probable impacts of the event on the community with the desires of the event participants. Some events may include street closures, amplified music, admission charges, sale of goods or services or have a large number of people. To improve the chances of having a successful event and maintain the quality of life for the surrounding community, these activities require permits to give City departments, Commissions or the City Council the opportunity to review the plans with an eye toward the goal of balance. There are 4 steps to completing the application — These steps will assist you in completing the application and obtaining your permit. Please review each step carefully. Incomplete applications or late applications will be returned to the applicant. Step 1— Determine which threshold your gathering will fall into. If your gathering does not fit into any one of these three thresholds, you do not need to complete the application process. If the gathering will use a public park, Contact the Parks Department for further reservations. Event Special Event Special Event with Contract Your gathering is on event when gnu.' Your gathering is a "spedal event" when An event requires a contract with mg of the following applies: onv one of the following applies: the city Closure of street Closure of street Overtime of city employees is One block of a residential street is One block of a residential street is necessary, OR extra paid closed for 5 hours or less closed for more than 5 hours personnel are necessary, OR Or Or extra - ordinary city employee Any portion of a commercial More than one block of a residential support or city materials are street is closed for 2 hours or less. street is closed (any length of time) necessary, OR any out - of- Or pocket expenses are incurred Any portion of a commerdal street is by the city. closed for 2 hours or more. Public parkin • lot use public parkins{ lot use 1 to 9 spaces In a public parking 10 or more spaces in a public parking lot are reserved. lot are reserved. Sjcts1.01 Street use The event has a route on a public The event has a route on a public street(s), such as races, walks, or street(s) (such as a race, walk or parades. parade) that requires street closure, traffic control, street sweeping, or the use of "no parking signs" along the route. Number of people in a Dark 250 or more people are expected at a time in a public park. * `Note: Any athletic event that has a park reservation approved by the City's park reservation staff Is not subject to this threshold. Pape 1 of 6 Step 2 — Checklist for Completing Application Once you have completed Step 1 and have determined the type of gathering you are planning, follow the appropriate checklist for that type. City Staff will verity your gathering type. Be sure to check availability of dates to hold your event within the City of Stillwater by calling 6514304837 before submitting your application. "Event" Check list 1. Submit a complete Events Permit application form to the City with a site layout plan of the event. 2. Application Deadline: Submit application at least 30 days before the event. 3. No application fee is required. 4. Event Permit application is reviewed by City staff and prepared for issuance. 5. Event organizer Is notified by City staff when the Event Permit is ready to be picked up. if requested by the event organizer, the permit could be mailed or sent via email. "Special Event" Check list: 1. Submit a complete Events Permit application form to the City along with: a. A S50 non - refundable application fee. b. Site plan — must provide a detailed site layout of the event. c. A notification flyer (If applicable) — see Item 44 for more information. 2. Application Deadline: Submit application at least 60 days before the event. 3. City staff will review the Event Permit application for completeness. 4. If the event does not occur completely within a public park, the organizer must submit a flyer to be distributed as a public notification to all properties immediately adjacent to the event location. The flyer must be submitted with the application. Items to include on flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact Information for questions. 5. City staff will review the notification flyer submitted by the organizer. When flyer has been approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue. This flyer must be distributed at least seven days before the event. 6. City staff will route the Event Permit application to the Parking Commission for review and comments if ten or more public parking spaces are requested and to the Park Commission for review and comments if Lowell Park is to be used in whole or In part by the event. 7. The City Council will consider comments from City staff and the applicable Commissions and take action on the requested Event Permit application. 8. City staff will prepare the Event Permit for Issuance. 9. Any additional fees will be due 1 week prior to event. 10. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the organizer, the permit could be mailed or sent via email. Page 2 of 6 "Special Event with Contract" Check list: 1. Submit a complete Events Permit application form to the City along with: a. A $50 non - refundable application fee. b. Site plan — must provide a detailed site layout of the event. c. A notification flyer —see Item #4 for more information. d. The estimated cost of producing and mailing a neighborhood meeting notice (as estimated by City staff). 2. Application Deadline: Submit application at least 60 days before the event. 3. City staff will review the Event Permit application for completeness. 4. City staff will review the notification flyer submitted by the organizer with the application materials. Items to include on the flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. 5. When flyer has been approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue. This flyer must be distributed at least seven days before the event. 6. Two to four weeks after the completed application is submitted to the city, but no later than three weeks prior to the event, the City will hold a neighborhood meeting for public comment. The neighborhood meeting must be held prior to consideration of the permit request by any of the applicable Commissions or the City Council. 7. Notices for the neighborhood meeting will be prepared and mailed by the Clty to Immediately adjacent property owners of the venue. (Note: Any permit request for an event that was held in 2010 that is not being changed substantially In 2011 or subsequent years is considered "grandfathered ". A "grandfathered" contract event is not required to have a neighborhood meeting.) 8. City staff will route the Event Permit application to the Parking Commission for review and comments If ten or more public parking spaces are requested and to the Park Commission for review and comments if Lowell Park is to be used in whole or in part by the event. 9. A $500 park impact fee may be required by the Park Commission if they find that the event has the likelihood of Impacting a park beyond "normal wear and tear". 10. City staff will meet with the event organizer to draft a contract for event services. 11. The City Council will consider comments from City staff, the applicable Commissions, the recorded public testimony from the neighborhood meeting and take action on the requested event permit and draft contract. 12. City staff will prepare the Event Permit and signed contract for issuance. 13. Any additional fees will be due 1 week prior to event. 14. Event organizer is notified by City staff when the Event Permit Is ready to be picked up. If requested by the organizer, the permit could be mailed. 15. A post -event questionnaire will be offered to residents and local businesses on the city's website. The comments will be tabulated and given to the event organizer within 30 days of the event and the results will be included in the review of the subsequent year's permit request Page 3 of 6 40 O Y 0 6 « m co 3 d 8 , a . R a ° « w « j o a @ E d c 0 4. w t o m q ro E *a ;/ P. a i W m .� Y 9 3 '^ C m i C S c ` CL Q O 4 j / l U A d a n > V! c A m « m L m c °'� "! E = d C ° C C aj m 0 3 c d 0, d E° o E u d d 3 m> — v t I C N o a .n a d a d as N W d C G« c N m uj a C CO 4- SC O p, O E A t C �' U a ' 'D u w. X li V V m >' m O T mm w d I L • . r . � .0 = . t ' y V It ^ a 1 d .c W ° O 0.) 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Y N O E E« a co N ; d 3 v o f m u ut m M d .. in °. N 4.4 'C Y . c E 14,1 Z-L1 CU OP u 4 0 + c ° v a E II 0 - o v m E 0 H a 2 ', '� m ` m a •m° w o 0. O. o O. o 3 w E m E a « m t 8 m 5 e G d d .° ° c C m v v h z •° a t v � ° Z m cc a . m m c E d . o m$ mt c c -)c m pmp ` o m m w v ; 0 4-1 m c j > m m H E .. .0 N C O «« . d d d aft A ' m r. 0 d c C 3 d ° ° . mm m E! c mv H du °u m a �vv > nn I E w d > • • £ ' ° d c 00 C d C t p u d m j c u m h L.0 t L u u ' t 0 0 d a N C « 0 w— m M t a> T. E c0 in m C y m 8 a= 113 ` 2 an d .0 Y C .- m d G N E C L d L 7 in 1 �j iill) t U ° p U . m . m O O 0 — t i N m t m '- d O .0 U m O m .- � m '° U t CC d �r aY �� y I � Y « nOj- ec e . nww mmG pC Ha W CO u; N c m ny I. ° a N N m 0 m C 6 m ° a u E N C n v. n d U c a t M p i d 3 ¢« ¢ m m .c 1O C CO a r D 'd C. a v c • • . a . I +: m vi CO u .s L. • • • • d d d Q d C N H I= C ! d 2 n Alcohol Regulations — A permit is required for having alcohol at events. See below for more information. Police Officer Requirement: If more than 75 people are in attendance of an event, an on-duty police officer will be required. Contact the Police Dept at 651- 3514900 to arrange for an officer and payment. A Consumption Permit is required for any alcohol consumed on public property using any type of alcohol (wine, strong beer, 3/2 beer or liquor). Any alcohol sold or given away during an event must obtain a Temporary Liquor License. A Consumption Permit fee Is $35. Contact 651-430 - 8837 to obtain a permit. Temporary Liquor License is required If the event is selling or giving away liquor in the course of the event. The fee for a Temporary Liquor License is $25 /day. The license application process is handled by the Administration Department, contact 651- 430 -8802 to apply. There are two types of Temporary Liquor Licenses: 3.2 beer Temporary Liquor License: A club or charitable, religious or non - profit organization may be issued a temporary 3.2 beer license subject to the terms (see below) set by the city. On -sale spirits, wine and beer Temporary Liquor License: A club or charitable, religious or other non - profit organization In existence for at least three years may be Issued a temporary license for the on -sale of intoxicating liquor in connection with a social event within the city /county sponsored by the licensee. The license may not be for more than four (04) consecutive days. This permit must be approved by the City Council 30 days before the event and staff will submit to the Minnesota AGED. Terms: • A temporary liquor license must be approved by the City Council and the State of Minnesota Alcohol & Gambling Control Division 30 days prior to the event. • Liquor will be confined to a specific area of the event, fencing will be required and a Police Officer(s) as determined by the Police Department. • Any service of liquor will require server training by either the Stillwater Police Department or an affiliation recommended by the Stillwater Police Department. Certification of Server Training is a required submittal prior to receiving the temporary liquor license (3.2 or on- sale). Parking Soace Usage Fee Peak Season Parking Rates Off Season Parking Rates Lot 1 $15 /day /space All city parking lots: 3 hours or less Free All other city parking lots $9 /day /space All city parking lots : > 3 hours $3 /day /space On- street parking z On- street parking (except on Main St.) $9 /day /space (except on Main St.) $3 /day /space 1 Partial day use (or reservation) will incur only a partial day fee as follows: 0 -2 hours = $5; >2 but <4 hours = $10; more than 4 hours = n5. z Partial day use (or reservation) will Incur only a partial day fee as follows: 0 -2 hours = $3; >2 but <4 hours = $6; more than 4 hours = $9. Page 5 of 6 vent Notification Fiver — A gathering determined to be a "Special Event" that does not occur completely within a pubkc park or a gathering determined to be a "Special Event with Contract" must submit a flyer to be distributed as a public notification to all properties Immediately adjacent to the event location. The flyer must be submitted with the Event application. City staff will review the flyer submitted with the event application. When approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue at their own cost. This flyer must be distributed at least seven days before the event. Items to include on the flyer are: name of event, location of venue, date of event, time of event, list any closure of streets {including times) and contact information for questions. The event organizer is responsible for cost of producing and distributing the flyer. Neighborhood Meetine Mailing Costs — A gathering that meets the threshold for a "Special Event with Contract" will be required to hold a public meeting to receive input from the surrounding neighborhood. This meeting must be held three weeks prior to the event. Notices for the neighborhood meeting will be prepared and mailed by the City to the immediately adjacent property owners. The organizer will pay for the cost of mailing notices (first class postage, letterhead, envelopes) for the public input meeting. Out -of- Docket Expenses — Fees for city services will be limited to the city's out -of- pocket expenses. Out -of- pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, pertinent supplies (e.g. postage, letterhead, envelopes), and any contracted services. Step 4 — Complete Application Complete the Events Permit application and submit the items on the checklist In Step 2. Make sure you have everything included and don't miss the deadline. For any questions regarding the application process contact 651 -430 -8837. Submit completed application packet to: Attn: Beth Wolf City of Stillwater 216 N. 4th Street Stillwater, MN 55082 or email to: bwolf@ci.stillwater.mn.us or fax to 651 -430 -8810 Other Contact Information: City of Stillwater, Administration 651- 430 -8800 Fire Department 651- 351 -4950 Parks Department 651- 430 -8837 Police Department 651- 351 -4900 Washington County Health Department 651 -430 -6655 Lakeview EMS 651 -430 -4621 Page 6 of 6 • EVENTS PERMIT APPLICATION 216 North 4 Street, Stillwater, NH 55082 tat atareeaasa OF Telephone: 651- 430 -8800 Fax: 651 - 430 -8809 Incomplete applications or applications received after deadline will not be 'oaae teeu* accepted. See Event instructions for application deadline and fees. ! Bete Application: Received Date of Application: Type: Event 5pedelivent bent w /Contract Event Information Title /Name of Event Event Date/Time: Set up: Date Time to Actual Event: Date Time to Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council, Location (Address) of Event: (If In Lowell Park please specify north or south Lowell park{ Description of Event (please be spedflc- this Information will be used to promote the event on the City of Stillwater website) Estimated Attendance 1partdpants and spectators): Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Mailing Address: City, State, Zip Code: Primary Contact /Applicant Name: Phone Number: Fax: Cell Phone: Email Address: Website Address: Name of contact person during event: Cell Phone: Alternate contact during event: Cell Phone: Refer media or citizens inquires to: Phone: Site Plan: A site plan Is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs /banners be put up No ❑ Yes ❑ Number and size: Will there be any inflatables? No ❑ Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes ❑ What �esfor etec°tcttymay ��' vppysee instructions Will sound amplification be used? No ❑ Yes ❑ Hours and Type: Will a stage ortent(s) be set up? No ❑ Yes ❑ Dimensions: Will there be temporary fencing? No ❑ Yes ❑ Will merchandise /food items be sold? No ❑ Yes ❑ How many Fees /or electricity may vendors expected: apply see Instructions Will food be prepared on site? No ❑ Yes ❑ Contact Washington County Health Deportment 651430-665.5 Will cooking operations be conducted? No ❑ Yes ❑ Contact Stillwater Fhe Deportment, 3514950 Will alcohol be served but not sold? No ❑ Yes ❑ See Alcohol Reguladons/n the Instructions Will alcohol be sold? No ❑ yes ❑ See Alcohol Regulations In the instructions Will there be a fireworks display? No ❑ Yes ❑ Permit required, contact Stillwater Pre Department 651- 3514950 Describe power needs and location of power source. Describe level of advertisement (le, radio, flyers, ads, tv, press release). Attach sample if available City Services (After reviewing the event application. City services may be needed for the event) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right -of -way No ❑ Yes ❑ Start/End Time: Date: City Sidewalks or Trails No ❑ Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ❑ Start/End Time: Date: Fees Will event need barricade(s)? No ❑ Yes ❑ Number needed: may apply see instructions Will extra picnic tables be needed? No ❑ Yes ❑ Number needed: Fees may apply see Instructions WIII portable restrooms be needed? No ❑ Yes ❑ Number needed: may apply see tnstmctlons Will extra trash receptacles be needed? No ❑ Yes ❑ Number needed: Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Will event need traffic control? No ❑ Yes ❑ Contact StAlwoter Police Department for assistance, 651. 3514900 Describe crowd control procedure to ensure the safety of participants and spectators: Will "No Parking Signs" be needed? No ❑ Yes ❑ Number needed: reanw a�siosst mop Will event need security? No ❑ Yes ❑ Nenentis overnight security wAtae required If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ❑ Yes ❑ Contoct Lakeview EMS, 651430 -4671 Describe plans to provide first aid, If needed: Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certlflcote of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I ter* that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. l realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is o release of Liability. Signature of Applicant or Authorized Agent Date 61tistaffisfidi857 ervife Centerville Special Event Permit Application 1. TITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: 2011 Centerville Lions Haunted House New Application: _X_ Renewal of or Change in Application: CONTACT PERSON: Greg Kieselhorst/Terry Sweeney TELEPHONE: 612 - 221 -9122 OR 651- 270 -2010 2. IDENTIFYING INFORMATION: Attach a written communication from the organization(s) in whose name the event will be advertised which authorizes you, the applicant, to apply for this special event permit on its/their behalf. Applicant's Name: _ Greg Kieselhorst Title: Lion Secretary Address: 7155 Brian Drive Centerville, MN 55038 Mailing Address: Same Affiliation: Centerville Lions Club Day Phone: _952- 361 -4159 Evening Phone: 612- 221 -9122 Emergency Phone: _ 612 -221 -9141 3. EVENT PRINCIPALS: Following, please list the names, addresses and telephone numbers of all the principals involved in any of the proposed special event. Include professional event organizers, event promoters, financial underwriters, commercial sponsors, charitable agencies for whose benefit the event is being produced, the organization(s) in whose name the event is being advertised, and all others administratively, financially and organizationally involved as principals in the production of the proposed special event. Make additional copies of the following as needed to include as of the principals involved in the proposed special event. Name: Centerville Lions Club Organization/Business /Agency /Affiliation: Lions International Is this a non -profit organization? _X Yes No If you are making application under non - profit status, proof of non - profit status must be attached to this application Non -Profit status should be on file from past events, otherwise it will be provided. Mailing Address: Same Day Phone: _Same Evening Phone: Same Title and functional responsibility with regard to the event: Lion Secretary, as part of said duties permit applications and insurance add -ons etc. Page 1 of 10 4. REQUESTED EVENT COMPONENTS: Date requested: _ Oct. 21 22 28 and 29 2011 Alternate date: None_ Requested hours of operation: _5pm (a.m. /p.m.) To: _11pm (a.m. /p.m.) Set up beginning date and time: Oct. 10" 2011 Complete dismantle date and time: Nov. 2 2011 Describe the number and type of animals (if any) to be used in this event: None Attach a draft of the entry form for participants and/or spectators. Anticipated number of participants: _20 Spectators: _500 — 1,000_ 5. INSURANCE: Received and forwarded from Hilb, Rogel & Hobbs. Attach to this application either an insurance policy or a certificate of insurance including the policy number, amount, and the provisions that the City of Centerville is included as an additional insured. (Please note that insurance requirements depend upon the risk level of the event. Also, if your event can be classified as first amendment expressive activity, insurance requirements can be waived under certain circumstances.) 6. SANITATION: Please see note after a deposit of $500. Attach your "Plan for clean - up/Material Preservation ". Include number, type and location of trash containers to be provided for the event. Indicate who and how man will be responsible for emptying and cleaning up around containers during the event. Indicate who and how many will be responsible for cleaning up after animals if they are present during the event. Indicate who and how many will be responsible for cleaning up after the event. Describe the number, type and location of portable toilets to be provided for the event (or permanent toilets to be used in the event.) Include any other plan you have for ensuring post -event cleanliness and material preservation of city facilities, equipment, premises and streets. A deposit of $500 will be required for clean -up and restoration. If premises are left in satisfactory condition, this deposit will be refunded in full following inspection. Trash Containers will be provided by the Lions Club. The Lions Club will clean up any left garbage. Please waive deposit, a good standing letter can be provided from Central Bank in needed. 7. LOCATION: Laurie LaMotte Memorial Park in Centerville Please attach a map of your event land design. Check off below items that apply to your event and indicate them on the attached map. Use, where necessary, a "to scale" drawing. A. _ If a route is involved, the beginning and finish area with arrows. B. _X_ If a route is involved, the places where buses, autos or other motorized vehicles need to be considered. C. If a route is involved, attach separate maps giving two or more alternate routes. D. _X_ Entertainment or stage locations (grandstand operators should provide you with a "to scale" drawing.) E. _ Alcoholic beverage concession area. F. X Non - alcoholic concession area. G. X_ Food concession area. H. X General Merchandise concession areas. Page 2 of 10 I. _X_ Portable toilet facilities (indicate number). J. _X_ Event participant and/or spectator parking areas. K. _X Event organizer's command post. L. _X_ _ First aid facilities. M. Fireworks or pyrotechnics site. N. Vehicle fuel handling sit. O. X_ Cooking areas. P. _X_ Electrical sources to be used for cooking. Q. _X_ tables, enclosures, etc. R. _X_ Temporary or permanent structures constructed for the event. S. Site of electrical wiring to be installed for the event. T. _X_ Trash receptacles (indicate number) U. Other - Please describe. 8. AVAILABILITY OF FOOD, BEVERAGES AND /OR ENTERTAINMENT: If there will be music, sound amplification or any other noise impact, please describe, including the intended hours of the music, sound or noise: During Event Operation, a Stereo System will be used to provide Halloween Music to Spectators inside the Warming House. Will alcoholic beverages be served? Yes No X PLEASE NOTE THAT SALES OF LIQUORJALCOHOL IS PROHIBITED IN CITY PARKS UNLESS THE EVENT IS A CITY CELEBRATION AND PRIOR APPROVAL AND APPROPRIATE LICENSES ARE OBTAINED BY CITY COUNCIL ACTION. If yes, describe what system will be used to ensure that alcoholic beverages will be consumed by persons 21 years and older: If yes, describe how, where, when and by whom the alcoholic beverages will be served: If a casino party, a dance, or live entertainment is part of your event, please describe: Page 3 of 10 Please describe all of the activities of your event for which a license is required, for example: a cabaret license, etc. Attach all required licenses to this application. Please note that certain licensing may be required by City, County and State agencies, such as a Large Assembly License for gatherings over 1,000 people, some types of food handling licensing, Gambling License. Cabaret License, etc. It is your responsibility to check with the City Clerk or local authorities to determine what licensing is required prior to submitting this application. Event Noise Will food and/or non - alcoholic beverages be served? Yes _X No If yes, describe sanitation measures, food handling procedures and the nature of the food (such as pre- packaged foods, hot dogs, pre-mixed soda, unpeeled fruit, raw meats, vegetables, fish or peeled and cut fruit.) The Centerville Lions always use the health guidelines laved down by the Anoka County Health Department. in handling, storing. transporting and cooking of foods and beverages. If yes, you will need a permit from the Anoka County Department of Environmental Health. Please attach a copy of the permit to this application. It will be forwarded once applied for, approved and received. 9. SECURITY AND SAFETY PROCEDURES: Describe your proposed procedures for set up, operation, internal security and crowd control: As in the past, the Haunted House Committee plans on working with Centennial Lakes Police and Reserves to insure the whole Haunted House has the proper security and safety for all evenings of operation. If the event is to occur at night, describe how you are going to light the event area in order to increase the safety of participants and spectators coming to and leaving the event: Alrighty installed LaMotte Park lighting. If your event includes vehicles or animals, describe the minimum and maximum speeds of the event and the minimum and maximum intervals of space to be maintained between units: N/A Attach to this application a copy of your building permit(s) if you are installing any electrical wiring on temporary or permanent basis and/or if you are building any temporary or permanent structures such as bleachers, scaffolding, a grandstand, stages or platforms. Page 4 of 10 Attach a copy of your fire department permit(s) to this application if you will use parade floats; an open flame; fireworks or pyrotechnics; vehicle fuel; cooking facilities; enclosures (and tables within those closures); tents, air supported structures, canopies, or fabric shelters. Give the name, address and phone numbers of the agency or agencies which will provide first aid staff and equipment if required. Attach additional sheets if necessary. Name of agency: Centennial Lake Police and Fire Departments. Name of Representative: Previous years, Sergeant Pat Aldrich Address: 200 Civic Heights Circle Circle Pines, MN 55014 Day phone: _763- 784 -2501 Evening phone: Indicate medical services (if required) that will be provided for this event: Ambulances: Doctors: Nurses: Paramedics: 10. VENDORS OR CONCESSIONAIRES: Describe what vendors /concessionaires you will allow in conjunction with the event, and the purpose of these concessions: All Concessions will be run by the Centerville Lions, to help raise funds to help to pay for the Haunted House. Describe how you intend to regulate, monitor and control the type, number and quality of vendors /concessionaires whom you may permit to operate in conjunction with the event: N/A 11. CITY SERVICES/EQUIPMENT: Describe city services and/or equipment requested for this event: City barricades, cones, signs, picnic tables and other equipment which may be borrowed on an as- available basis. You should make advance arrangements to pick up and return this equipment. If you or any volunteers cannot pick up and return this equipment, please attach a letter requesting these services and explaining why your organization cannot perform them. This will be reviewed, then approved or denied by the public works foreman. Street barricades/cones and all LaMotte Park facilities. 12. OTHER PERTINENT INFORMATION: Please list below any other miscellaneous information you feel would be important and have a bearing on the approval of this Special Event Permit request: As in years past, a Food Drive for the local Food Shelf will be done and fee discounts offered to encourage spectators to do so. Page 5 of 10 13. FEE STRUCTURE / EVENT CHARGES: If there is a fee or donation required as a condition of attendance or participation of this event, please describe the amounts to be collected from various categories of participants or spectators: $7 for Adults, $5 for Children under 18 or $5 and $3 with Food Donation. 14. If a donation is requested on a purely voluntary basis, describe how you intend to inform participants /spectators or others that they may participate in the event whether they make a donation or not: Event advertizing in local newspapers. Flyers around the City at local Businesses. Centerville Special Event Permit NAME AND TYPE OF EVENT: DAY, DATE AND TIME: 1. PARKS AND RECREATION DEPARTMENT FINAL APPROVAL AND SIGN OFF Signature Title Date: Please check or use N/A (not applicable) where appropriate: 1. Final check has been made of application requirements. 2. Event is approved by City Council. 3. All required permits are issued and on file. 4. Refundable clean up fee has been paid. 5. Insurance Certificate is on file with City Clerk 6. Surety Bond is on file to secure payment for applicant's obligation to the City. 7. Application is complete. 8. Special conditions are attached. REVOCATION: Upon mutual consent, the City Council may revoke a special event permit if the conditions set fourth in the permit application are not being followed. Permit is hereby revoked: Signature Title Page 6 of 10 Date: Reason(s) for revocation: TO BE REVIEWED /APPROVED AND SIGNED BY AFFECTED CITY DEPARTMENT HEADS 2. PARKS AND RECREATION DEPARTMENT Special Events Coordinator: Date: Initial/sign -off: 3. POLICE DEPARTMENT Approved by: Signature Title Date: 1. Emergency vehicle access. 2. Traffic /safety street closures. 3. Appropriate barricades. (# Required) 4. Police personnel required/available. 5. Portable toilet facilities. (# _ Required) 6. First aid facilities. 7. Internal security and crowd control. 8. nighttime lighting. 9. Other provisions as may be required by this department. 4. LICENSING AND INSURANCE Approved by: Signature Title Page 7 of 10 Date: 1. Dance and/or live entertainment. List types or permits or licenses required: 2. Alcoholic beverages. 3. Peddlers. 4. Noise abatement. 5. Other provisions as may be required: INSURANCE: Your insurance coverage must be reviewed and approved by the City's insurance carrier. 1. Public liability insurance naming City of Centerville and other public agencies additionally insured is required. 2. Hold harmless forms executed and failed. 3. List and approve /disapprove other insurance coverage as may be required. 5. FIRE DEPARTMENT Approved by: Signature Title Date: 1. Emergency vehicle access. 2. Use of fireworks, pyrotechnics, vehicle fuel, open flame. 3. Cooking facilities. 4. Occupancy and spacing of tables, enclosures. 5. Parade, floats. 6. Tents, air supported structures, canopies. 7. Other provisions as my be required by this department: 6. BUILDING DEPARTMENT Approved by: Signature Title Date: Electrical: Page 8of10 1. Plan check/inspection of any wiring installed on a temporary or permit basis. 2. Permits) attached. Structural Plan: 1. Plan check/inspection of any temporary or permanent structures, including bleachers, scaffolding, grandstand, reviewing stands, stages, or platforms. 2. Permit(s) attached. 3. Other provisions as may be required by this department: 7. PARKS AND RECREATION DEPARTMENT Approved by: Signature Title Date: 1. Park permit(s) required. (to be attached) 2. Ballfield Usage Permit. 3. Beach permit required. (to be attached) 4. Trash containers required. (# ) 5. Portable toilets required. (# ) 6. Applicant's plan for cleanup, site restoration and material preservation (recycling) required and attached. 7. Other provisions as may be required by this department: 8. PUBLIC WORKS DEPARTMENT Approved by: Signature Title Date: 1. Trash containers required. (# ) 2. Portable toilets required. (# ) 3. Special animal clean up required. 4. Barricades provided, as available. (# ) 5. Cones provided, as available. (# ) 6. No parking signs provided, as available. (# ) 7. Applicant's plan for clean up and material preservation (recycling) required Page 9 of 10 and attached. 8. Other provisions as may be required by this department: 9. STATE, COUNTY AND CITY HEALTH DEPARTMENT Approved by: Signature Title Date: 1. Food and/or beverage served. 2. Permit(s) attached. 3. Food cooked. 4. Permit(s) attached. 5. List other health licensing obligations as may be require: Page l0 of 10 AC ox d CERTIFICATE OF LIABILITY INSURANCE Page 1 of 2 DATE 22/20 ' THIS CERTIFICATE IS ISSUED ASA MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If certificate holder Is an ADDITIONAL INSURED, the policy(Ies)must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and condklons of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In Ileu of such endorsement(s). PRODUCER CONTACT NAME Willis of Illinois, Inc. PHONE Nn Fxrr 877 945 - 7378 FAX Nn 888 467 - 2378 26 Century Blvd. rWc )' P. O. Box 305191 E -MAIL Anr Nashville, TN 37230 -5191 wFao- certif INSURER(S)AFFORDINGCOVERAGE NAICY INSURERA ACE American Insurance Company 22667 -002 INSURED Centerville Lions Club INSURERS: 7155 Brian Drive INSURER C: Centerville, EN 55038 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 16521674 REVISION NUMBER: THIS 15 TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 15 SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. im TYPEOF INSURANCE MS n POLICY POLICY NUMBER ,nnryyl 1 UNITS A GENERAL LIABILJTY Y HDOG25531541 9/1/2011 9/1/2012 E �OOCTCURRENCE $ 1,000,000 PREM X COMMERCIAL GENERAL LIABILITY ISES( 5 1,000,000 CLAIMS -MADE X IOCCUR MED EXP (Anyone person) $ 1.000 X ADO Per Named Insured PERSONAL 8 ADV INJURY $ 1,000,000 X is 82,000.000 GENERAL AGGREGATE $ 10.000.000 G AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 POLICY 'F° LOC $ A AUTOMOBILE LIABILITY 800025520154 9/1/2011 9/1/2012 OMBIINEDIINGLE LIMIT $Included ANY AUTO BODILY INJURY /Par Person) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY(Per accident) $ X HIRED AUTOS X NON-OWNED Ppn AUTOS (Parara 3 UMBRELLA LIAR OCCUR EACH OCCURRENCE 5 EXCESS LIAB CLAIMS-MADE AGGREGATE 3 OED I (RETENTION$ $ WORKERS COMPENSATION WC STATU OTH AND EMPLOYERS' LIABILITY YIN TORY IOMITC FR ANY PROPRIETOR/PARTNER/EXECUTIVE I N/A E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? ryerMetaVin NH) E.L. DISEASE - EA EMPLOYEE $ 8 yes, deambe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT 5 DESCRWTON OF OPERATIONS/ LOCATIONS /VEHICLES (Attach Acord 101, Addttonel Remarks Sa X more macs Is rpulnd) * ** PROVISIONS OF THE POLICY DO NOT APPLY TO THE SALE OR SERVING OF ALCOHOLIC BEVERAGES * ** Provision of the policy apply to the Named Insureds participation in the following activity during the policy period shown above: 2011 Centerville Lions Haunted House Event. Event Date: 10/21, 10/22, 10/28, 10/29, 2011 Location: Laurie Lamotte Memorial Park, Centerville td. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE City of Centerville 1880 main Street Centerville, RN 55038 Coll:3482576 Tpl :1312953 Cert: 16521674 C1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: HRH20229 LOC #: ACCPR °r ADDITIONAL REMARKS SCHEDULE Page _2_ i AGENCY NAMED INSURED Centerville Lions Club Willis of Illinois, Inc. 7155 Brian Drive POLICY NURSER Centerville, 101 55038 See First Page CARRIER NAG CODE ACE American Insurance Company 22667 -002 EFFECTWEOATE See First Page ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORO FORM, FORM NUMBER: 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE City of Centerville is included as an Additional Insured, but only with respect to General Liability arising out of the use of premises by the Insured shown above and not out of the sole negligence of said Additional Insured. ACORD 101(2008101) Co11:3482576 Tp1:1312953 Cert:16521674 ®2008ACORD CORPORATION. All rights reserved. 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Short trip but there is a lot going on right now. pat Begin forwarded message: From: Paul Palzer <PPalzer @CENTERVILLEMN.com> Date: September 20, 2011 8:12:59 AM EDT To: 'Patrick Branch' <pbranch@cox.net> Subject: RE: September P&R Agenda Good Morning Pat - I had Greg look at what we are paying for the trail signs and the cost there is $58.00 per square foot and $100.00 per sign to install. Based on those prices the larger sign from you diagram would cost $600.00 and the smaller signs would cost $300.00. We have not made any sign at public works but I know Dallas has used a sign company for other signs in the past for the parks and they have done a good job. Paul Original Message From: Patrick Branch [mailto:pbranch @cox.net] Sent: Tuesday, September 20, 2011 5:56 AM To: Teresa Bender; Mark Haiden; Kevin Selander; Kevin Amundsen; Suzanne Seeley; John Grahek Cc: Brian Peterson; Jon Grahek (heidiionwilldevin(cii msn.com); Mark Haiden; Kevin Selander; Suzanne Seeley (skseeley(a,vahoo.com); Brian Peterson; Dallas Larson; Paul Palzer Subject: September P &R Agenda 10/3/2011 Page 2 of 2 This email has been scanned by the MessageLabs Email Security System. For more information please visit ht tp: / /www.messagelabs.com/email 10/3/2011 Centerville Park Programs 2011/2012 2011 has been an excellent year for Centerville Parks and Recreation. Budgets are spiraling downward, while participation in park activities has increased. In this challenging budgetary environment, with strong community support and through generous donations, sponsorships and volunteers, Centerville's Parks and Recreation Committee has continued to improve park facilities and activities. The 2011 Fete des Lacs celebration included the traditional parade, fireworks, 3` Annual 8K Run/Walk, inaugural 10 mile in -line skate and an inaugural FREE 'h mile kids run. The 2012 Fete des Lacs City Celebration, following a similar format, is scheduled for the weekend of July 27 -29. MARK YOUR CALENDARS! Participate in either the 8K Run/Walk, or the in -line skate race, then take it easy and watch the parade. You can take a walk down Main Street (CSAH14) and visit the Centennial Fire Station's open house. Softball and Kickball tournaments take place throughout the weekend, along with children activities, and usually a street dance sponsored by the local Lions Club. Attendance of the Music -in- the -Parks program doubled from previous years with the increase to six performances in July and August that featured a wide range of musical venues. The Committee received musical assistance from local residents, Mr. & Mrs. Dean LaValle, from selection of music, and musicians to assistance with equipment. A new sound system was purchased with proceeds from previous years 8K Run/Walk revenue. The Committee extends their gratitude to all participants and sponsors of the run. The 2012 Music in the Parks Program will be on Tuesday evenings in July and August at Hidden Spring Park with musical selections ranging from heavy metal, classical jazz to children's favorites. Bring a lawn chair, blanket, spouse, significant other, kids and have a great time. The Bald Eagle Waterski Show has been providing free shows on Centerville Lake every Thursday evening for several years. This year they changed their location from the old Waterworks Beach Club to one of Centerville's newest parks "Trailside." The park is an undeveloped site located near the sharp bend in Main Street/CSAH14 near the Church of St. Genevieve. Many residents came out to see their fabulous shows. They will continue to perform on Thursday evenings in 2012 beginning in mid -June. This summer they drew crowds of 200 - 250 people for every show. Come out and seeing what is causing all the excitement. In January and February of 2012, the Centerville Parks and Recreation Committee will once again hold a skating party at Laurie LaMotte Memorial Park. On at least one of the two occasions, there will also be a free hay ride. Almost all events are accompanied by popcorn and hot chocolate. Park Programs are managed by Centerville's all volunteer Parks and Recreation Committee. There are volunteer opportunities for individuals or organizations that desire to see Centerville thrive by providing park amenities and programs alike. Come and join the Committee or perhaps your organization would like to take ownership of a community project. Over the past two years, the City has benefited from three Eagle Scout projects. These projects have installed bird houses, planted trees and installed the new City flag pole and veterans memorial at Comer Stone Park. We also want to add trail signs and park benches between the county trail and Centerville Lake. The goal is to make modest park improvements without using tax dollars. Perhaps a garden club, master gardener, church group, Boy Scout or Girl Scout troop could adopt a park and keep it clean and weeded. Those interested in volunteering should contact Pat Branch, the Parks and Recreation Committee Chairperson. (pbranch @centervillemn.com)