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HomeMy WebLinkAbout2012-04-04 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, April 4, 2012 - 6:30 P.M. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES IV. CONSIDERATIONS OF MINUTES 1. Parks and Recreation Committee Minutes of March 7, 2012. V. COMMITTEE BUSINESS 1. SCHEDULE Joint Meeting w /Council 2. Cub Scout Pack 432 Rocket Launch - Special Event Permit - LaMotte 3. Easter Egg Hunt & Inflatable Bounce House - Special Event Permit (Issued by Council due to Timing) LaMotte 4. Park Facility Permit Application - Centennial Soccer Club - LaMotte 5. Park Facility Permit Application - Ms. Amy Anderson, Wedding - Hidden Spring Park 6. 2012 Music in the Parks Program a. Contracts b. Expend Funds for Ice Cream & Drinks 7. Trailside Park/St. Paul Water Utility (Nagell Appraisal & Consulting) Council Not Favorable to Purchase a. No Urgency b. No Money (P & R) c. No Grant Funding Available 8. 7261 Main Street - Anoka County Surplus Land (Appraisal) - Council is Purchasing for Future Resale 9. Sand Volleyball Court a. Location b. How Many? c. Cost d. Dead Broke Saddle Club Donation M Status (Nothing Received Yet) VI. UPDATES 1. Council Updates - Council Member Steve King 2. Cornerstone Park Kiosk/Placement of Additional Signage - (P. Palzer) 3. Trail Signs Design - (P. Palzer) 4. Volunteer Program - Girl Scouts (P. Branch) 5. Smart Phone Application - (J. Grahek) 6. Mr. Wayne LeBlanc Thank You - (Chairperson delegated to S. Seeley) VII. Action Items Reviewed PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, March 7, 2012. 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held a scheduled meeting on Wednesday, March 7, 2012 at Centerville City Hall, 1880 Main Street. Present: Vice - Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Q Q Committee Member Suzanne Seeley Committee Member Mark Haiden Absent: Chairperson Patrick Branch Committee Member Brian Peterson One Committee Member seat is vacant. Also Present: Council Member Steve King CALL TO ORDER Roll Call Vice - Chairperson Jon Grahek called the March 7, 2012 Parks & Recreation Committee Meeting to order at 6:33 p.m. II. SET AGENDA Motion was made by Committee Member Seeley, seconded by Committee Member Haiden, to add Open Items 6 and 7 to the updates portion of the agenda. All in favor. Motion carried unanimously. III. APPEARANCES 1. Mr. Tom Lee appeared before the committee to give an update of the Music -In -The -Parks program for 2012. Mr. Lee has 6 acts/bands tentatively lined up to perform from 6:30 p.m. to 8:00 p.m. on Tuesdays, beginning June 19 and continuing weekly through August 7 with no performance on July 3 and with rain dates on Thursdays. The average cost budgeted per evening will be approximately $350, with the possibility of a couple of the bands being at low or no cost. There will be a variety of music types, i.e. rock, blues, swing/jazz, 70's etc. Mr. Lee will work with the Public Works Director, Mr. Paul Palzer regarding the sound equipment; also a long replacement cable is needed. The date and scope of the Music Jamboree, a jam session of several musicians, to be determined, possibly Hidden Springs as the location. He will try to coordinate with the Lions so this does not conflict with their Softball & Kickball Tournaments and the Street Dance scheduled for Saturday, July 28th. City of Centerville Parks and Recreation Committee March 7, 2012 Mr. Lee would like to have better advertising for this event this year by having a flyer designed and posted in the parks and area businesses; also through the Cable TV and on the sign in front of City Hall. 2. Ms. Mary Capra appeared before the committee to give an update of the Fete des Lacs Parade on Saturday, July 28 beginning at 10:00 or 11:00 a.m.; the theme of the parade is "The Olympics ". Ms. Capra stated that the 1,000 flags had been ordered and that the bands could also be a part of the parade. The Lions will be doing the Softball & Kickball Tournaments and also the Street Dance on Saturday, July 28 as well as selling food and beverages. She also mentioned that the fireworks would be held on either Friday, July 27 or Saturday, July 28 3. Ms. Tina Lobin appeared before the committee to request the use of Trailside Park for the 2012 season for the Bald Eagle Water Ski Club and submitted a permit application, stating that they are requesting the dates of May 1S through September 3 The club had signs made saying "Centerville — Home of the Bald Eagle Water Ski Team" and two others that were posted at each end of the trail saying "Keep Path Clear ". She commented that the club really enjoyed having the use of that area for their shows. Ms. Lobin also inquired about the purchase of the strip of land on Centerville Lake, currently being called "Trailside Park ". The water ski club is willing to help to raise funds to help purchase this parcel. The committee will further discuss this under item #5 under Committee Business. IV. CONSIDERATION OF MINUTES Consideration of the February 1, 2012 Parks and Recreation Committee meeting minutes. A request was made to amend the meeting minutes with the following corrections: • Under CONSIDERATION OF MINUTES — Motion: change "Committee Member Grahek" to "Vice- Chairperson Grahek" • Under UPDATES #2 Cornerstone Park Kiosk — delete the following words on lines 6 & 7 "and will either be in one piece or two pieces." • Under UPDATES #3 Trail Signs Design — Motion: change "Committee Member Grahek" to "Vice- Chairperson Grahek" • Under ADJOURNMENT — Motion: change "Committee Member Grahek" to "Vice - Chairperson Grahek" Motion was made by Committee Member Amundsen, seconded by Committee Member Haiden, to approve the February 1, 2012 meeting minutes as amended. All in favor. Motion carried unanimously. V. COMMITTEE BUSINESS 1. 2012 Music -In- The -Parks — SEE APPEARANCES - #1 2. 2012 Fete des Lacs Parade — SEE APPEARANCES - #2 3. 2012 Diva Dash Special Event Permit Application Page 2 of 5 City of Centerville Parks and Recreation Committee March 7, 2012 After discussion, the committee would like staff to clarify whether this permit is necessary as most of this event is held in Lino Lakes and, if perhaps a permit from Anoka County would be required. Motion was made by Committee Member Seeley, seconded by Vice Chairperson Grahek to recommend to the City Council, the approval of this permit application for the 2012 Diva Dash 5k and 10k all women running event, scheduled for November 10, 2012. All in favor. Motion carried unanimously. 4. Trailside Park/St. Paul Water Utility (Nagell Appraisal & Consulting) This lakeside parcel between Trailside Park and Centerville Lake has been offered for sale to the City by the St. Paul Regional Water Services; it has been appraised for $8,900. The City still has exclusive use of this area through 2013 through an agreement with the St. Paul Regional Water Services. They are willing to sell it for less than their standard lakeshore front prices, based on current market value. This is an unbuildable parcel. After discussion, a motion was made by Committee Member Haiden, seconded by Committee Member Seeley to have City Administrator Larson inquire what the lowest amount the SPRWS would be willing to accept and to investigate if there might be any grant money available. All in favor. Motion carried unanimously. 5. Anoka County Surplus Land — 7261 Main Street (Appraisal) Tabled to April 4` Committee Meeting 6. Water Ski Team 2012 Use of Trail Side Park — SEE APPEARANCES - #3 Motion was made by Vice - Chairperson Grahek, seconded by Committee Member Haiden to recommend to the City Council the approval of this permit application for the use of Trailside Park by the Bald Eagle Water Ski Team for their summer shows during the 2012 season. All in favor. Motion carried unanimously. 7. Schedule Joint Meeting with City Council This is an annual joint meeting; committee is requesting that staff contact Chairperson Branch as to his availability on any upcoming Wednesday and then forward that information to the remaining committee members. VI. UPDATES 1. Council Updates - Council Liaison King Council Liaison King stated there was a storm water ordinance that the City Council was mandated, by the Federal Government, to approve. 2. Cornerstone Park Kiosk Committee Member Amundsen is waiting for history information from Ms. Mary Capra. He presented the 19" x 19" map that was purchased for $20 and will be placed in the Kiosk. Two additional maps need to be purchased; one for placement in Laurie LaMotte Park, Page 3 of 5 City of Centerville Parks and Recreation Committee March 7, 2012 possibly by the dog station and the second for placement in the area of 20 & Main Street. Mr. Paul Palzer will research this area for suitable placement.. 3. Trail Signs Design — Mr. Paul Palzer Committee Member Amundsen presented the 12" x 18" Trail Sign printed on vinyl with an adhesive back at a cost of $3. He attached it to the back of a used speed limit sign and is leaving it outside, exposed to the sun, to determine how much it may fade. 4. Fete des Lac update An advertising flyer for the "Yoga in the Park ", scheduled for July 28 was submitted by Ms. Thia Cassanova. Committee requests that staff forward this flyer to Ms. Capra, coordinator of the Fete des Lacs events for inclusion with other publicity for this event. 5. Volunteer Program Requests for volunteers has been on the reader board sign at City Hall, on the Website and on Cable TV; and will be included on the April 5 utility bills. The Girl Scouts were going to evaluate each park to determine how many they could handle and contact Committee Chairperson Branch with their decision. No response has been received to date. Committee requests that Chairperson Branch contact the Girl Scouts to determine if they are still interested in helping with the garden(s); 6. Centennial Hockey Association — Volleyball Court Donation A donation of $250 was received from the Centennial Youth Hockey Association to be used for the Sand Volleyball Court. In addition, there was notification from the Dead Broke Saddle Club for the approval of $5,000 as a donation for park improvements to be designated for the Sand Volleyball Court. The committee requested that staff prepare a thank you letter to the Dead Broke Saddle Club for their donation and have the committee members sign it. Discussed an appreciation plaque. Once the location has been determined, bids will be needed for two new volleyball courts at a maximum cost of $15,000. Preferred orientation of courts would be north/south, not east west. Discussed two possible location options: by the scoreboard on the north side or, north of the play structure at Laurie LaMotte Park. Mr. Paul Palzer was requested to research the best location. 7. Review of Family Fun Night Activities (February) There was a very low turnout (approximately 35 to 40 participants) due to warm weather — skating cancelled; the telescope viewing was very popular thanks to Mr. Wayne LeBlanc for volunteering and sharing his expertise in this area. The Committee felt that a name change from Skating Party to Winter Celebration would be good going forward in case of no ice or inclement weather. 8. Smart Phone application Vice - Chairperson Grahek will do a presentation for the City and the Committee regarding developing a Smart Phone application showing locations of parks and for City use. Page 4 of 5 City of Centerville Parks and Recreation Committee March 7, 2012 VII. REVIEW OF ACTION ITEMS Items that have been completed as of March 7, 2012 are to be removed. These includes item #12 -008 and 12 -025. 2. Items that need to be modified are: • Numbers 12 -013, 12 -014, 12-026 and 12 -027 — change due date to 4-4 -12 3. Items to be added are: • 12 -028 FYI — Diva Dash Special Event: Staff — clarify permit application and if a permit is required by Anoka County; • 12 -029 Trail Side Park: Administrator Larson — check availability of grant money and also to find out the lowest amount the SPRWS would accept for this parcel; • 12 -030 Joint Council/P &R Committee Meeting: Staff - Contact Pat Branch, via email, & inquire which Wednesday evening works best for him and then contact remaining committee members with the chosen date and arrange meeting.; • 12 -031 Yoga Flyer: Staff - Forward to Ms. Mary Capra asking her to include this information with the Fete des Lacs publicity; • 12 -032 Girl Scouts volunteering with gardens — update: P. Branch — contact Girl Scouts to determine if they are still interested in helping with the garden(s); (they were going to evaluate each park to determine how much they could handle and contact Committee Chair Branch); • 12 -033 Thank you letter from Committee: Staff — to the Dead Broke Saddle Club for their donation of $5,000; Committee members to sign. • 12 -034 Thank you letter from Committee: Staff — To Mr. Wayne LeBlanc for volunteering his expertise with the telescope at the Family Fun Night in February; Committee members to sign NOTE 1: all the above added items to be done ASAP NOTE 2: add as a future action item — check on smart phone applications for the parks map (no number or date yet) A revised Action Item List will be provided at the April 4 meeting. VIII. ADJOURNMENT Motion was made by Committee Member Amundsen and seconded by Committee Member Seeley to adiourn the March 7, 2012 Parks and Recreation meeting at 8:51p.m. All in favor. Motion carried unanimously. Submitted by: Linda Neudecker, Recording Secretary Page 5 of 5 ACTION ITEMS PARKS RECREATION Assigned # Item Person Due Date Date Closed 12 -006 Trailside Park Benches P. Branch 4/6/2012 Open 12 -007 Trailside Park Portable Toilets P. Branch 4/6/2012 Open Kiosk - Cornerstone Park - Create Inserts for 12 -013 Kiosk - Rebuild The Trail Map Graphic K. Amundsen 1/4/2012 Open 12 -014 Trail Signs - Design Trail Signs P. Palzer 1/4/2012 Open Include Information on Utility Bill Asking Not until 12 -026 for Volunteers to "Adopt a Monument Sign" Staff 2/2/2012 April 5, 2012 Contact Area Schools (Secondary & Beyond) to Inquire if Students are Interested in Helping to Maintain Monument Sign at 12 -027 Parks 3/7/2012 Tabled FYI Only & Not our issue if permits are needed 12 -028 FYI -Diva Dash Special Event Staff elsewhere Trail Side Park- Ascertain lowest possible 12 -029 purchase price D. Larson 4/6/2012 12 -030 Joint Council/P & R Committee Meeting D. Larson 4/6/2012 12 -031 Yoga Flyer to Mary Capra for Advertising Staff ASAP 3/8/2012 12 -032 Girl Scout Volunteering w /Gardens (Update) P. Branch 4/6/2012 Thank you Letter - Dead Broke (Have not 12 -033 Received Funds 3/15/2012) Staff 4/6/2012 Thank you Letter - Wayne LeBlanc 12 -034 (Stargazing) S. Seeley 4/6/2012 12 -035 Smart Phone Applications - Park Maps J. Grahek Following February 1, 2012 Meeting Page 1 N Centerville Special Event Permit Application 1. TITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: W Cub Scout Pack 432 Rocket Launch 4 New Application: X Renewal of or Change in Application: CONTACT PERSON: Mr. Robert Nelson - Cubmaster Pack 432 TELEPHONE: 612)366 -5135 OR 651330 -3601 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: Robert Nelson Title: Cubmaster Address: 7164 Mill Road Centervilie,MN 55038 Mailing Address: Same Affiliation: Day Phone: (612)366 -5135 Evening Phone: (651)330 -3601 Emergency Phone: (651)321 -1901 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: Organization /Business/Agency /Affiliation: Is this a non - profit organization? Yes No If you are making application under non - profit status, proof of non - profit status must be attached to this application Mailing Address: Day Phone: Evening Phone: Title and functional responsibility with regard to the event: Page 1 of 10 4. REQUESTED EVENT COMPONENTS: 3,3 Date requested: 6/2/2012 Alternate date: 6 Requested hours of operation: 9:00 a.m. (a.m. /p.m.) To: 3:00 p.m. (a.m. /p.m.) Set up beginning date and time: 8:30 a.m. Complete dismantle date and time: 3:00 p.m. Describe the number and type of animals (if any) to be used in this event: Attach a draft of the entry form for participants and/or spectators. Anticipated number of participants: 40 Spectators: 60 5. INSURANCE: 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: 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 ins�ction. 7. LOCATION: 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. 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. Entertainment or stage locations (grandstand operators should provide you with a "to scale" drawing.) E. Alcoholic beverage concession area. F. Non - alcoholic concession area. G. Food concession area. H. General Merchandise concession areas. I. Portable toilet facilities (indicate number). J. Event participant and/or spectator parking areas. K. Event organizer's command post. Page 2 of 10 L. First aid facilities. M. Fireworks or pyrotechnics site. N. Vehicle fuel handling sit. O. Cooking areas. P. Electrical sources to be used for cooking. Q. tables, enclosures, etc. R. Temporary or permanent structures constructed for the event. S. Site of electrical wiring to be installed for the event. T. Trash receptacles (indicate number) U. Other - PIease 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: Will alcoholic beverages be served? Yes No X PLEASE NOTE THAT SALES OF LIQUOR/ALCOHOL 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: 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. Page 3of10 Will food and/or non - alcoholic beverages be served? Yes No X If yes, describe sanitation measures, food handling procedures and the nature of the food (such as pre- packaged foods, hot dogs, pre -mixed soda, =peeled fruit, raw meats, vegetables, fish or peeled and cut fruit.) 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. 9. SECURITY AND SAFETY PROCEDURES: Describe your proposed procedures for set up, operation, internal security and crowd control: _ 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: 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: 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. 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: Name of Representative: Address: Day phone: Evening phone: Indicate medical services (if required) that will be provided for this event: Page 4 of 10 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: 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: 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. 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: 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: 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: Page 5 of 10 Centerville Special Event Permit NAME AND TYPE OF EVENT: Cub Scout Rocket Launch DAY, DATE AND TIME: June 2, 2012 9:00 a.m. - 3:00 p.m. 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 Date: Reason(s) for revocation: TO BE REVIEWED /APPROVED AND SIGNED BY AFFECTED CITY DEPARTMENT HEADS Page 6 of 10 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 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. Page 7 of 10 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: 1. Plan check/inspection of any wiring installed on a temporary or permit basis. 2. Permit(s) attached. Structural Plan: 1. Nan 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: Page 8 of 10 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 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. Page 9 of 10 3. Food cooked. 4. Permit(s) attached. 5. List other health licensing obligations as may be require: Page 10 of 10 1 License Fee: Waived 60tervitTe State of Minnesota License No. 2011 -05 `e,t«br :drtd t., >; County of Anoka City of Centerville SPECIAL EVENT/NOISE PERMIT Cub Scout Rocket Launch Laurie LaMotte Memorial Park, 6970 LaMotte Drive — June 18, 2011 (9:00 a.m. — 3:00 p.m.) with Alternative Date of June 25, 2011 PURSUANT TO APPLICATION THEREFORE, fee payment was waived and upon investigation and satisfactory evidence of the qualifications and insurance of the licensee(s) herein named to receive the same, THIS PERMIT IS ISSUED TO: Ms. Shelly Olson — Cub Scout For the term of one -half (1/2) day per the date(s) stated above, to utilize the above stated area for their event. Said licensee(s) controls and operates this Special Event. Said licensee(s) is responsible for all activities and conduct of participants, spectators, fire or police /medical emergencies and cleanup of the site. This Special Event Permit is non - transferable except by consent of the authority issuing the same. WITNESS THE GOVERNING BODY OF THE CITY OF CENTERVILLE, and the seal thereof this 13th day of May, 2011. The City Council of the City of Centerville C�itgst: ® By: k,/,L.t. City Clerk Administrator erviffe Establishiq 185 Centerville Special Event Permit Application 1. TITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: q-C re r 6,1 New Application: l7 Renewal of or Change in Application: CONTACT PERSON: J�4 TELEPHONE: ( Q L( cF , -/o2 OR 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: �� /e c 1 Title: Address: - 7 1 l- 2 iii 41,-,0 A} Mailing Address: (:e-vi -1-x[4 / (,e n/- b 3 V Affiliation: Day Phone: , . _, Evening Phone: ,_ L A / ■ Emergency Phone: 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. n Name: M A ))nlD ( i l I. ' 1 . � t � 7 kJ,49444 LA 1 - Organization/Business /Agency /Affiliation: ., _ _ _ _ _ ,s. � Is this a non -profit organization? Yes L/ No If you are making application under non - profit status, proof of non - profit status must be attached to this application Mailing Address: Day Phone: Evening Phone: Title and functional responsibility with regard to the event: Page 1 of 10 4. REQUESTED EVENT COMPONENTS: Date requested: — 7 -- j 7 Alternate date: Requested hours o operation: i r • cr, (a.m. /p.m.) To: 3 P (a.m. /p.m.) Set up beginning date and time: e4 ' -- 4 • o p Complete dismantle date and time: f p k,t t,` - - J —) 2 Describe the number and type of animals (if any) to be used in this event: Attach a draft of the entry form for participants and/or spectators. Anticipated number of participants: ' c' Spectators: ,S?) 0 5. INSURANCE: 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: 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. 7. LOCATION: 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. 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. Entertainment or stage locations (grandstand operators should provide you with a "to scale" drawing.) E. Alcoholic beverage concession area. F. Non - alcoholic concession area. G. Food concession area. H. General Merchandise concession areas. I. Portable toilet facilities (indicate number). J. Event participant and/or spectator parking areas. K. Event organizer's command post. Page 2 of 10 L. First aid facilities. M. Fireworks or pyrotechnics site. N. Vehicle fuel handling sit. O. Cooking areas. P. Electrical sources to be used for cooking. Q. tables, enclosures, etc. R. Temporary or permanent structures constructed for the event. S. Site of electrical wiring to be installed for the event. T. 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 t e m sic, sound or noise: h a' i-4._ '7.r 0 Vh/cti/A/ �hf �1 q J r i O i Will alcoholic beverages be served? Yes No ____K___ PLEASE NOTE THAT SALES OF LIQUORIALCOHOL 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: 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. Page 3 of 10 Will food and/or non - alcoholic beverages be served? Yes No V 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.) 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. 9. SECURITY AND SAFETY PROCEDURES: Describe your proposed procedures for set up, operation, internal security and crowd control: _ ._re - %.12 h r id l ovi s Pqr, ei pA,,, s tv,/1 eati t 4I/ S if NS y- tip, bec - pre- del ? rem Jive qm r -e 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: 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: 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. 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: Name of Representative: Address: Day phone: Evening phone: Indicate medical services (if required) that will be provided for this event: Page 4 of 10 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: iiv,/ le 347 w 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: 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. /VU Al 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: 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: 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: Page 5 of 10 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 Date: Reason(s) for revocation: TO BE REVIEWED /APPROVED AND SIGNED BY AFFECTED CITY DEPARTMENT HEADS Page 6of10 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 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. Page 7 of 10 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: 1. Plan check/inspection of any wiring installed on a temporary or permit basis. 2. Permit(s) 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: Page 8of10 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 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. Page 9 of 10 3. Food cooked. 4. Permit(s) attached. 5. List other health licensing obligations as may be require: Page 10 of 10 PARK FACILITY PERMIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for m4ing this application: \Jail ft 2. Please describe your event/activity and identify the specific facility/field within the park you wish to use along with what you are asking from the City: L 4.1`i -r ( C / f' 3. What is the number of people that are involved in your event /activity? ��(.) 4. What City facilities do you wish to use Acorn Creek Park Eagle Park Laurie LaMotte Memorial Park Hidden Spring Park rt (Lighting & Warming House) Trailside Park Cornerstone Park Royal Meadows Park Tracie McBride Memorial Park City Hall 5. Please list the date or dates and times you propose to use the facilities: /Pr, C. 4 2 t 2- 6. Is anyone charged a fee to watch or participate in your event? 7. Have you used these facilities before? ❑ If so, when? g24e - of -e — (or 8. Are you requesting additional permits or City services? ❑ Yes No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or ports potties, Park Buildings) Please describe Depending upon the nature of your event, or if you are requesting City services, you may be required complete a different application and/or make a deposit to cover city costs. k/ riecedekil 3 • / 2 Printed Name Person Signing Date ign : ture 'ice Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number: 2012.01 PU BE ADVISED THAT YOU ARE REQUIRED TO LEAVE THE PARK AS CLEAN AS YOU FOUND IT PLEASE! YOU ARE NOT AUTHORIZED TO STORE ATHLETIC OR OTHER EQUIPMENT IN THE PARK OR FACILITIES. f' Hidden Spring Park 1 - Picnic Shelter 1601 LaMotte Drive 1875 Fox Run . , ••.. . • Tracie McBride Park 1 - Open Field • 6955 Eagle Trail Eagle Park 1 - Tennis Court Laurie LaMotte Memorial Park 1 -2 - Football Practice Fields 3 -5 - Baseball Fields 6 - Picnic Shelter 7 - Pleasure Ice Rink 8 - Hockey Rink 9 - Warming House 10 - Wheels /Skate 1874 Revoir Street Park 6970 LaMotte Drive 11 - Soccer Field Acorn Creek Park 1 - Soccer Field or Football Field Form number: 2012.01 PU MAR /08 /2012 /THU 04:02 PM FAX No. P. 001 /001 PARK FACILITY PERMIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for making this application: Centennial Soccer Club / Chris Melmer Fields Director 612- 616 -7082 2. Please describe your event /activity and identify the specific facility /field within the park you wish to use along with what you are asking from the City: Soccer Practices, U9 -1_110 and Ul 1 -U12 age groups. We would like access to all soccer fields 1 -2 and 11. We are not asking the City to do anything for us. However, we are wanting to put Soccer nets on the fields for thse age groups. 3. What is the number of people that are involved in your event/activity? Varies 4. What City facilities do you wish to use Acorn Creek Park Eagle Park Laurie LaMotte Memorial Park Hidden Spring Park (Lighting & Warming House) Trailside Park Cornerstone Park Royal Meadows Park Tracie McBride Memorial Park City Hall 5. Please list the date or dates and time you propose to use the facilities: Begining April we would like to use the soccer fields M -Th 4:00 - 9:00 PM 6. Is anyone charged a fee to watch or participate in your event? NO 7. Have you used these facilities before? IS If so, when? Centennial Soccer Club used these soccer fields during the 2010 season. 8. Are you requesting additional permits or City services? Yes 1J No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or porta potties, Park Buildings) Please describe r } q S ` Y Depending upon the nature of your event, or if you are requesting City services, you may V be required complete a different application and/or make a deposit to cover city costs. Chris Melmer 03.05.2012 Pri tad Na Person Signing Date Signature Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number. 2012.01 PU April 6, 2011 TO: Parks & Recreation Committee FROM: Spencer Garrett, Centennial Soccer Club DATE: April 6, 2011 SUBJECT: Request from Centennial Soccer Club for Use of Laurie LaMotte Memorial Park Soccer Fields for the 2011 Season The Centennial Soccer Club would like to request the use of the soccer fields at Laurie LaMotte Memorial Park for the 2011 soccer season. There are three parts to the request: 1. Requesting two fields, 25 x 40 yard open spaces, located east of the parking lot and bound by the bike path, for the U2 — U8 age group, for games only. This request is for Monday — Friday from 4 p.m. to dusk, April 28 through July 4, 2011. The Centennial Soccer Club will set up goals and manage a reservation system to assign teams to specific dates and times for games. 2. Requesting one field, 70 x 60 yard open space, located south of the skate park, for the U11 — U12 age group, for practice only. This request is for Monday — Friday 3:00 p.m. to dusk, Saturday and Sunday from 8 a.m. to dusk, April 1 through October 29, 2011. The Centennial Soccer Club will set up goals and manage a reservation system to assign teams to specific dates and times for practices. 3. We would like to place a small storage locker along the northern boundary of the park. This would be north of the small fields next to the trees and would hold only soccer field barriers. We will provide a lock for the storage locker as well as a temporary anchor system for the storage locker. Thank you, Spencer Garrett Facilities Director Centennial Soccer Club 651- 214 -7858 This is the motion the committee last made for Centennial Soccer Club in 2007. Council Member Lee mentioned that when the football season starts in August there will be no place for the local youth teams to practice if all the fields are committed to the Centennial Soccer Club every day of the week from April through October. The committee's concern with this was that the football association has not asked for time or fields and the Soccer Club has. It was suggested the football representatives be made aware they should be requesting time. In discussing this request however, some of the committee members felt the fields should have some time left open for the public's use for such activities as softball, frisbee and football. Overall, the committee felt a compromise would be to reduce the days in request #2. Motion was made by Vice - Chairperson Amundsen, seconded by Committee Member Selander to recommend to City Council approving the Centennial Soccer Club's request for dedicated use of the soccer fields at Laurie LaMotte Memorial Park as stated above in request #1, but recommend amending the request in request #2 to the following days: Monday, Wednesday, Friday and Sunday with the hours as requested. All in favor. Motion carried unanimously. ervi 18F0 Wain .Strect Centerville, MN55038 Established 1857 651- 429 -3232 or Fat651- 429 -8629 March 9, 2012 Mr. Chris Melmer Fields Director Centennial Soccer Club P.O. Box 475 Circle Pines, MN 55014 Dear Mr. Melmer: RE: Use of Laurie LaMotte Memorial Park Soccer Fields — 2012 Season I am writing to you on behalf of the Parks & Recreation Committee. Thank you for your recent request to use the soccer fields. Due to the timing of your submission and the schedule of the Committee, your request will not be considered until their regularly scheduled meeting of April 4, 2012. In the meantime, your request is approved pending a review by the Parks and Recreation Committee. Please note, it may be helpful for you to attend their meeting to discuss an ending date of the use of the fields for the season and provide more detailed schedule information. The Committee meets on April 4, 2012 commencing at 6:30 p.m. in Council Chambers located at 1880 Main Street. Please contact Chairperson Patrick Branch to confirm your attendance at their April meeting. He can be reached at: pbranch @centervillemn.com. Sincerely, Teresa Bender City Clerk n , PARK FACILITY PERMIT APPLICATION �y 1. Name /Address/Phone Number of Individual or Organization responsible for {� making this application: Amy Anderson 2. Please describe your event/activity and identify the specific facility/field within the park you wish to use along with what you are asking from the City: Hidden Spring Park on LaMotte Drive. The event is a wedding 3. What is the number of people that are involved in your event/activity? 60 4. What City facilities do you wish to use Acorn Creek Park a Eagle Park Laurie LaMotte Memorial Park Hidden Spring Park (Lighting & Warming House) _ mot Trailside Park Cornerstone Park Royal Meadows Park Tracie McBride Memorial Park _ City Hall 5. Please list the date or dates and times you propose to use the facilities: Saturday, June 16th 2012, 3:30 to 5:30 pm 6. Is anyone charged a fee to watch or participate in your event? no 7. Have you used these facilities before? 11 If so, when? 8. Are you requesting additional permits or City services? 1 1 Yes 0 No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or ports potties, Park Buildings) Please describe Depending upon the nature of your event, or if you are requesting City services, you may be required complete a different application and/or make a deposit to cover city costs. Amy Anderson 3/26/2012 Printed.,Name of P on Signing Date 0 Signature l� Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number: 2012.01 PU Page 1 of 4 Teresa Bender From: Patrick Branch [pbranch @cox.net] Sent: Wednesday, March 21, 2012 8:39 AM To: Tom Lee Cc: John Grahek; Michael Jeziorski; Teresa Bender Subject: Re: budget? Well done Tom, I am sure that the Committee will agree to cover ice cream and drinks for the bands, Teresa, please include Tom's note in the April Meetings packet. Pat On Mar 20, 2012, at 10:35 AM, Tom Lee wrote: Greetings all, I made a few calls, got the proposed Music In The Parks budget down to $1850, so we are GOOD TO GO!!! For The JAM, I think that if P &R would supply ice cream or whatever, I should be able to get the "entertainment" to perform for free. Here is the line up. (so far) June 12 - Big Smiles (70's rock) - $250 June 19 - Dirty Shorts (brass band) - $250 June 26 - Mean Gene and the Woodticks (blue grass /country) - $250 July 10 - 7 Cats Swing (swing band) - $350 July 17 - Porch Pickers (blue grass) - $350 July 24 - Maple Street Ramblers (Dixieland) -$250 July 31 - Moor the Merrier (acoustic rock ?) - $150 July 27 - THE JAM (open jam, 15 -20 local musicians, many genres) Should be "interesting" I am putting together some artwork to make fliers, it'll take a few weekends yet, I'll cover that cost. I'll call Deb Barnes, see if I can get her to "donate" some ad space. Teresa, could you copy the P &R Committee for me, please? I will forward band contact info to you for contract purposes, from my home email. Thomas A. Lee NoI -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee(anol- tec.com (651) 203 -2547 direct line »> Patrick Branch <pbranch @cox.net> 3/20/2012 8:54 AM »> Ok, So we will be good citizens and pay our bills. Tom, that leaves us with a budget of $1880 (2200 - 320) in the Music in the Parks 3/21/2012 Page 2 of 4 line. Use that for the regular Tuesday Music -ib- the -Parks program. As I stated last night, we can also use $350 from the parks program line to support the Jam. We did not budget for the Jam in 2012. Next year we can move that or the right amount from the Parks Programs line to the Music - in- the -Parks line. If you can not make that budget work, then we will want to re -look at our planned expenditures. We are early in the budget year and the Fete des Lacs is the only City wide event so we can make. You will recall that we used to use the Parks Program line for a YMCA summer program at LaMotte. We were not getting good return on that expenditure, so we are not doing that anymore. Pat On Mar 20, 2012, at 9:36 AM, Tom Lee wrote: Greetings all, The ASCAP fee is required if "cover" songs will be played. If ONLY original music or music that is in the public domain was performed, the city would not have to pay this fee. However, since it is likely that most of these acts will perform at least some copyrighted music, it is ethically responsible to pay the ASCAP fee. Some venues require only original or public domain music to be performed to avoid this fee, while others simply ignore the ASCAP all together. I have heard of venues successfully argue that as they were not profiting from the musical performance, they felt no obligation to pay the fee. I think that this is where ethics come into play. As a musician, I feel it is important to acknowledge the intellectual property of my fellow musicians and applaud the city in doing their "due diligence ". Thomas A. Lee Nol -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee @nol- tec.com (651) 203 -2547 direct line »> Michael Jeziorski <MJeziorski@CENTERVILLEMN.com> 3/20/2012 8:18 AM »> Pat, I meant to alert you to that charge. The $320.00 is to the American Society of Composers and is for copyright related information as it relates to music. As a staff, we went through our due diligence to see if it was necessary to pay and concluded there was no way around it because of the City sponsored Music in the Park activities. Attached is the background information for your review. Please let me know if you have any further questions, Mike From: Patrick Branch [mailto:pbranch @cox.net] Sent: Tuesday, March 20, 2012 12:47 AM To: Tom Lee Cc: Michael Jeziorski; Teresa Bender; John Grahek Subject: Re: budget? 3/21/2012 Page 3 of 4 Tom, We have $2200 in the budget for Music -In -The Parks. Mike's Feb report shows that we have spent $320. i will have to ask him what that expenditure was. We also have money in a parks program line that is not fully committed. I will fence off $350 from that line for the Jam. If you can do it for less that would be great. But Music in the Parks has become one of our top priorities. Work with this budget pat On Mar 19, 2012, at 1:03 PM, Tom Lec wrote: Pat, I have seven bands tentatively lined up for the Music In The Parks as of right now, awaiting confirmation with the budget. Originally we were only to go 6 weeks, but the flood gates opened up on me as soon as I put the word out. I could easily get bands for the entire summer.... and then some. The proposed cost for the 7 weeks would be $1,900, but I haven't pushed too hard negotiating better fees just yet. I may expand from the 7 weeks if I can get some other bands to play for free, the only cost would be my time... and I am CHEAP. (ha) Right now I don't have any younger groups set up, so I'd like to remedy that. I think I can get the musicians for The JAM to play for free, or ice cream or something. I'm talking to a couple of local businesses about donating beverages or ? ?? Thomas A. Lee Nol -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee@nol- tec.com (651) 203 -2547 direct line »> Patrick Branch <pbrancl acox.net> 3/17/2012 2:37 AM »> Hi Tom, sorry to be slow in answering your note. i will call you, but as it is now 3:30 AM, I bet that you would prefer that I wait for a more reasonable answer. Bottom line is that we do have a budget for the normal Tuesday night music -in- the -parks and we also have money in our Parks Program line that we can use for the Jam. We are in the process of selling and moving out of our Virginia home after 25 years. So we have been rather busy or at least preoccupied. If i do not call by sunday, please call me only cell at 703 - 501 -6815. BTW, I ran the Marine Corps Marathon last October and am registered to run it again in 2012. The Marines do a great job at organizing and carrying out big ventures. Pat On Mar 16, 2012, at 4:43 PM, Tom Lee wrote: Pat, Just looking for some idea of what kind of budget I'll be working with as far as the Music In The Parks go. I currently have 6 acts penciled in, I am waiting to hear back from at least 3 more. Just want some budget info before firming anything up. I am trying to work out some details for THE JAM as well. Give me a call on my cell. 651 - 426 -1254 3/21/2012 Page 4 of 4 Thomas A. Lee Nol-Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee0nol- tec.com (651) 203 -2547 direct line This e -mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This e -mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com This e -mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This e-mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 3/21/2012 Page 1 of 1 Teresa Bender From: Teresa Bender Sent: Friday, March 30, 2012 9:00 AM To: Tom Lee' Subject: RE: Band Contact Info. - Contracts w /City Thank you!!!! :0) Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429-8629 Original Message From: Tom Lee [mailto:TomLee @nol- tec.com] Sent: Friday, March 30, 2012 8:59 AM To: Teresa Bender Subject: Re: Band Contact Info. - Contracts w /City will do. Thomas A. Lee Nol -Tec Systems Test Facility Engineer (651) 780 -8600 ext 247 tomlee @nol- tec.com (651) 203 -2547 direct line »> Teresa Bender <TBender @CENTERVILLEMN.com> 3/30/2012 8:50 AM »> Dear Tom: I need contact information to send contracts to the bands that will be playing for the Music In The Park program. Please forward me this information. Thanks! Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 This e -mail message and any files transmitted with it are confidential and should not be read or distributed by anyone other than an intended recipient. If you received this by mistake, please notify us by replying to the message, and then delete it. This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 3/30/2012 MUSIC IN THE PARK AGREEMENT - 2012 Agreement made this 1st day of April, 2011 between the undersigned, , referred to as "Entertainer" and the City of Centerville Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: Name of Group/Individual Contact Person: The City agrees to pay for the services provided by the Entertainer on the terms and conditions stated below: DATE(S) OF PERFORMANCE LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive Centerville MN 55038 TYPE OF PERFORMANCE AGREED UPON PRICE $ Deposit $ 0.00 BALANCE $ The City of Centerville shall pay the Entertainer immediately upon completion of the performance, the agreed upon price, less any paid deposit. The performance by Entertainer is subject to delay or cancellation due to accident, riots, strikes, epidemics, inclement weather, acts of God or any other legitimate conditions beyond the control of either party. The performance may be delayed up to one hour by City due to threatening weather. In the event that factors make it necessary to delay more than one hour. due to circumstances beyond the control of either party, the performance shall be rescheduled, if a mutually acceptable date can be identified by the parties. Both parties agree to make a good faith effort to find an acceptable alternative date. If the event must be cancelled due to severe weather watches or warnings and the notice of cancellation is given to Entertainer before they arrive on site, the parties will attempt to reschedule to a mutually acceptable alternate date, in which case the City will pay 50% as a non refundable deposit, and the remaining amount will be paid at the completion of the rescheduled event. In the event of cancellation where rescheduling is not possible, the Entertainer shall be entitled to 100% of the agreed upon compensation. See attached Inclement Weather Policy. Other conditions specific to this performance: 1. Entertainer(s) may use the City of Centerville's PA system with a damage waiver signed. A Parks & Recreation Committee member will deliver, set up and take down the equipment, with the assistance of band members. The PA system is offered at no charge to the entertainer. 2. Other Mr. Dallas Larson, City Administrator Signature of Entertainer /Agent Contact Person City of Centerville Please sign and return this contract to: Teresa Bender City of Centerville 1880 Main Street Centerville, MN 55038 Email: tbender(&centervillemn.com Fax: 651- 429 -8629 If you have any further questions please feel free to contact me at (651) 429 -3232. Our office hours are from 7:30 a.m. - 4:00 p.m. Monday through Friday. Music in the Park Inclement Weather Policy Music in the Park does not have an alternate weather location. We make every effort to have the event go on as scheduled. We will also attempt to reschedule the event. Safety of our performers and spectators is of paramount importance, thus the event could be cancelled for weather - related reasons. If we are not able to cancel in advance, we expect musicians to remain at the park up to one hour after the scheduled concert start time. If a performer feels that the current weather conditions pose a threat to their equipment, they may postpone setup until the weather clears or the event is cancelled. If the show is to be cancelled, that determination will be made at the concert start time by a designated representative of the City. Performers who leave the park without the approval of City's representative, or prior to the show being cancelled will forfeit their payment for the event. 1 • TO: Honorable Chairperson & Committee Members FROM: Staff SUBJECT: Volunteer Program — Park Monument Flower Beds DATE: March 30, 2012 I spoke with Ms. Cathy Trast, resident of Centerville, who has the Brownie troop that is interested in maintaining the Laurie LaMotte Memorial Park & Hidden Spring Park monument markers. Ms. Trast stated that she would be getting back to me within the next two weeks with a date of when the troop will be working on these markers. Ms. Trast stated that they first would remove dead debris from last year, review current plantings, select new plantings, select arrangement and determine needs from the City (mulch, woodchips, etc.). Ms. Trast stated that they may have an opportunity to have some plants or flowers donated by a local greenhouse; however, the troop would be providing $50 of there earned cookie sales money toward each monument marker flower bed. If any Committee Member would be available to either assist these girls or to stop by and thank them while they are working it was be very nice. I will keep the Committee abreast of their schedule.