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HomeMy WebLinkAbout2012-05-02 Set Agenda w/Handout CITY OF CENTERVILLE PARKS AND RECREATION AGENDA - SET AGENDA Wednesday, May 2, 2012 - 6:30 P.M. CALL TO ORDER , 1. RoII Call , 4° r\ �°�° II. SET AGENDA q � bo9 10 III. APPEARANCES 6 Mr. Tom Kohl - Bald Eagle Water Ski Club IV. CONSIDERATIONS OF MINUTES 1. Parks and Recreation Committee Minutes of April 4, 2012. V. COMMITTEE BUSINESS 1. Discussion Regarding Minutes - (P. Branch) 2. 2012 Music in the Parks Program a. Contracts - Forwarded & Received Back b. Expend Funds for Ice Cream (P. Branch) 3. Sand Volleyball Court a. Location b. How Many? c. Cost d. Dead Broke Saddle Club Donation - Status (Nothing Received Yet) 4. Earth Day /Park Cleanup - (Updates - Items for Public Works) 5. Music in the Park Season 3 & The Jam Flyer - Tom Lee Submission 6. Park Facility Permit Application - Centennial Soccer Club - Acorn Creek Park, Sunday - Thursday 5:00 p.m. - 9:00 p.m. 7. Park Facility Permit Application - Centennial Soccer Club - Laurie LaMotte Memorial Park, Amendment to Previous Request -- Inclusion of Park Use on Sundays from 4:00 p.m. - 9:00 p.m. Park Facility Per Application Centennial i i r. +_ .,,.�...., - .,� „+� +,,,,a. �a�c� Lithe League (6 year old Coach Pitch (Astros) - One Field on Sunday from 3:30 - 4:30 p.m. 9. Special Event Permit Application - Fete des Lacs Skate /Run/Walk VI. UPDATES 1. Council Updates - Council Member Steve King 2. Cornerstone Park KiosklPlacement of Additional Signage - (P. Palzer) 3. Trail Signs Design - (P. Palzer) 4. Volunteer Program - Girl Scouts (P. Branch) 5. Smart Phone Application - (Peterson) 6. Placement of Donated Park Benches @ Cornerstone Park 7. Sign Mounting System - (P. Palzer) 8. Running Ventures, Inc. - Received Signed Contract 9. Flyers @ Wargo - No Response from Jeff Perry VII. Action Items Reviewed 1. Diva Dash - (FYI ONLY) (Send Thank You For Heads Up) (P. Branch) VIII. ADJOURNMENT ** *NOTE * ** Next Wednesday, May 9, 2012 - Joint Work Session with City Council & Planning & Zoning Commission, 7:00 p.m. Council Chambers Page 1 of 1 Teresa Bender From: Pat Branch [p2branch @gmail.com] Sent: Tuesday, April 24, 2012 8:34 PM To: Thomas Kohl Cc: Teresa Bender Subject: Re: BEWC Tom, we have a meeting on May 1st at 6:30. You should come. I put you up first so you don't have to see through our other business. Talk to Teresa about the park permit form. We are expecting you, so there won't be any issues but info is always important Pat Sent from my iPad On Apr 24, 2012, at 4:24 PM, Thomas Kohl <thomas.koh108 cayahoo.com> wrote: Pat, I hope you have had a good spring so far, I am just trying to touch base for this summer, I am currently working on a plan for the benches, I remember we had talked about going to some board meetings around this time of year. We are excited to start and we are just waiting to get the ok to be back on the site, with all this warm weather the team is excited for the new season. Hopefully we can have an even better year than last year. Sorry for the lack of communication or updates over that past few months I have been very busy at home and work. Hope to hear from you soon, Tom This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http: / /www.symanteccloud.com 4/25/2012 MUSIC IN THE PARK AGREEMENT - 2012 Agreement made this 16 day of April, 2012 between the undersigned, Ms. Kathi LaValle, 7 Cats Swing, referred to as "Entertainer" and the City of Centerville on behalf of the Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: 7 Cats Swing Name of Group/Individual Contact Person: Ms. Kathi LaValle 7242 LaValle Drive Centerville, MN 55038 651- 429 -2448 klavalle@ trane.com The City agrees to pay for the services provided by the Entertainer on the terms and conditions stated below: DATE(S) OF PERFORMANCE Tuesday, July 10, 2012 from 6:30 to 7:30 p.m. LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive Centerville MN 55038 TYPE OF PERFORMANCE Jazz Band AGREED UPON PRICE $ 350.00 Deposit $ 0.00 BALANCE $ 350.00 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 w ry Mr. allas Larson, City Administrator Signature of Entertainer /Agent Contact Person City of Centerville Please sign and return this contract in the return envelope provided. If you have any further questions, please feel free to contact Mr. Tom Lee at (651) 426 -1254. 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. Lcut f� .• -�.d -. / r 1ti rcce_rervt t1 c MUSIC IN THE PARK AGREEMENT — 2012 Agreement made this 16 day of April, 2012 between the undersigned, Mr. Tom Heimerman, Dirty Shorts Brass Band, referred to as "Entertainer" and the City of Centerville on behalf of the Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: Dirty Shorts Brass Band Name of Group/Individual Contact Person: Mr. Tom Heimerman 234 Bridge Street Shoreview, MN 55126 612 -518 -2862 krauseheim @comcast.net The City agrees to pay for the services provided by the Entertainer on the terms and conditions stated below: DATE(S) OF PERFORMANCE Tuesday, June 19, 2012 from 6:30 to 7:30 p.m. LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive Centerville MN 55038 TYPE OF PERFORMANCE Brass Band AGREED UPON PRICE $ 250.00 Deposit $ 0.00 BALANCE $ 250.00 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 Lar on, City Administrator Signature of Entertai -r /Agent Contact Person City of Centerville Please sign and return this contract in the return envelope provided. If you have any further questions, please feel free to contact Mr. Tom Lee at (651) 426 -1254. 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. MUSIC IN THE PARK AGREEMENT - 2012 Agreement made this 16th day of April, 2012 between the undersigned, Moor the Merrier, referred to as "Entertainer" and the City of Centerville on behalf of the Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: Moor the Merrier Name of Group/Individual Contact Person: Mr. Tom Lee 7179 Brian Drive ?a Centerville, MN 55038 651- 426 -1254 APR 2 4 2012 , J lee family@q.com The City agrees to pay for the services provided by the Entertainer on the terms and conditio .Stated • - DATE(S) OF PERFORMANCE Tuesday, July 31, 2012 from 6:30 to 7:30 p.m. LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive Centerville MN 55038 TYPE OF PERFORMANCE Acoustic Rock Band AGREED UPON PRICE $ 150.00 Deposit $ 0.00 BALANCE $ 150.00 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: ------ - -- -----6 2 1414)- 1 .2-406-ek Mr. Dallas arson, ity Administra o Signature of Entertainer /Agent Contact Person City of Centerville Please sign and return this contract in the provided return envelope. If you have any further questions, please feel free to contact Mr. Tom Lee at (651) 426 -1254. 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. MUSIC IN THE PARK AGREEMENT - 2012 Agreement made this 16th day of April, 2012 between the undersigned, Mr. Gene Shedivy, Mean Gene & the Woodticks referred to as "Entertainer" and the City of Centerville on behalf of the Parks & Recreation Committee (City). Name of Group/Individual Providing Entertainment: Mean Gene & the Woodticks Name of Group/Individual Contact Person: Mr. Gene Shedivy 6347 Cherokee Trail Lino Lakes, MN 55038 612- 389 -7155 gshedivy @trane.com The City agrees to pay for the services provided by the Entertainer on the terms and conditions stated below: DATE(S) OF PERFORMANCE Tuesday, June 26, 2012 from 6:3( 4 "c am.... E g LOCATION OF PERFORMANCE Hidden Spring Park 1601 LaMotte Drive APR 2 4 2012 Centerville MN 55038 By TYPE OF PERFORMANCE Blue Grass /Country �`�-- AGREED UPON PRICE $ 250.00 Deposit $ 0.00 BALANCE $ 250.00 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: 1.. 40- / 7 AIM �/ i Mr. Dallas Larson, ity Administrator Signature •Entert. ' er /Agent Contact Person City of Centerville Please sign and return this contract in the return envelope provided. If you have any further questions, please feel free to contact Mr. Tom Lee at (651) 426 -1254. 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. ;lizg'rcv Centerville Special Event Permit Application 1. TITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: Festival of Lakes Skate/Run/ Walk New Application: X Renewal of or Change in Application: CONTACT PERSON: Pat Branch, Chair Parks & Recreation Committee TELEPHONE: 703 -501 -6815 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: Pat Branch Title: Chair Address: 1618 Hunters Ridge Lane Mailing Address: Same as above Affiliation: Parks & Recreation Committee Chair Day Phone: Same as above Evening Phone: 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. Name: Parks & Recreation Committee Organization /Business /Agency /Affiliation: Local Businesses Sponsors Is this a non -profit organization? Yes X 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: July 28, 2012 Alternate date: None Requested hours of operation: 6:00 a.m. (a.m. /p.m.) To: 10:30 a.m. (a.m. /p.m.) Set up beginning date and time: Some on July 27, 2012 & 6:00 a.m. July 28, 2012 Complete dismantle date and time: 11:00 a.m. July 28, 2012 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: 300 Adults & 50 Spectators: 200 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. X 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. 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. X Food concession area. H. General Merchandise concession areas. I. X Portable toilet facilities (indicate number). J. X Event participant and/or spectator parking areas. K. X Event organizer's command post. Page 2 of 10 L. X 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 the music, sound or noise: Amplifying device for race announcer - Beginning and end of race(s). 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 3 of 10 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.) Food items will be restricted to pre - packaged food and water products. Volunteers will be handing water to participants. Sports drinks, snack items and fresh fruit will be available at finish line. If ves, 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: Meetings will take place with the Police Department. Same as previous years and contingency plan will be in place prior to event. 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: Lead vehicle will be utilized (4- Wheeler or Motorcycle) traveling (a approx. 15 miles/hour. Anoka County Radio Club will be utilized to support activity, comm. & emergency management. 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: Will be volunteers or sponsor(s) — No one will be selling items. 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. Coordinated with Public Works w /traffic control coordinated with Police Department. 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: Primary cost of event is covered by sponsors. $10 /child 15 & under, $20 for adult, race day $30 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: Festival of Lakes Skate/Run/Walk DAY, DATE AND TIME: Saturday, July 28, 2012 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 Festival of the Lakes Skate /Run/Walk and Kids Fun Run Courses In Line Skate Course �. Start: 7:30am Laurie LaMotte Memorial Park ?" ,5'5,1r,.:, Finish line: Laurie LaMotte Memorial Park W S Distance: 9.6 Miles - Turn Around at Wargo Nature Center Warms Upon Entering the Regional Park the course follows the park ' road. This course segment is different than the in -line skate event which follows the trail. New for 2012: Start and finish at Laurie LaMotte Memorial Park. 1 Both courses have minor changes. j m..1 .ake \. l� WS �< �� '::-''* a 3 r. • r 8K Run / Walk Course Afi Start: 8:OOam Centerville Rd and Meadow Lane Finish line: Laurie LaMotte Memorial Park on the trail adjacent to the warming house. Bs ;' • Upon Entering the Regional Park the course follows >; the park trail that parallels the road. This course \\.....#0:0 segment is different than the in -line skate event O.- g • which follows the road. Laurie LaMotte Memorial Park Site Map - 2012 8K Run/Walk, In -line Skate Race, and Kids Run s' Add. Parking @ St. Gen. AOt - .1.: x4 J I 0 tstaK ate Start Line . ',,- Kids Run Anoka Radio Club Fire/Rescue '4, A ~ El Finish Line 1 t z ., skate and run course Festival of the Lakes Skate/Run/Walk events. • These three events are a subset of the Centerville City's Fete des Lacs celebration. • All events take place July 28, 2012. • These events are coordinate with the Centerville parade on that same date. • These events are a Centerville Parks and Recreation Committee activity. Their purpose is to promote the use and enjoyment of Centerville's Parks and Trails. The three Fete des Lacs events are: 1) Ten mile in -line skate race, 2) Five mile (8 kilometer) competitive run using US Track and Field standards, 3) Half mile children's run. The kids run is free to the participants and is fully funded by a team of sponsors lead by Creative Kids Academy, Centerville The events are open to everyone. There are a few restrictions based on cost and the method of timing the races. 1) The In -Line Skate and the Run/Walk are limited to a total of 300 people. This is a limited based on our method of timing. There should not be an issue as we generally draw about 150 people. 2) The events are open to everyone - all ages and all fitness levels. In past years we have not been called upon to accommodate special needs athletes. However, we are prepared to do so. 3) There is a user fee for these events; $20 (adults) for those who pre- register and $30 for those who register the day of the race. This is a common practice to encourage early registration. Our fee is in keeping with the common scale for similar events. We expect children to run in the event describe below. However, if a young athlete 15 years old or younger wants to run the longer distance or skate, they are welcome to do so. Their fee will be $10. The children's run is a full sponsored event and therefore is a free event open to any child ten (10) years old or younger. For safety reasons this event is fully within Laurie LaMotte Memorial Park. To control cost for the sponsor; there is a limit of 50 children. Creative Kids Academy of Centerville is the sponsor. PARK FACILITY PERMIT APPLICATION 1. Name /Address/Phone Number of Individual or Organization responsible for making this application: Kk12.1 1AKUG124•AAns 1531 Kmtkoowvktw coU121 Name Address i‘51) 251 ss3 2 LINO LAcKOS, Ins 5503 Telephone Number City, State & Zip 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: W eeVg top c eS r Cetn kv.v.(41 Lay, s 1,i# e teacht , co-w. old Cork riA 00- c IA ( tistyrosl — - aseba tt -Qt 1 2 \d a- La M o'te Pa.Y1 3. What is the number of people that are involved in your event/activity? ( Fj 4. What City facilities do you wish to use Acorn Creek Park 1 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 times you propose to use the facilities: SVlY1do. a 3: O • • .a ; e24)2012) 6. Is anyone charged a fee to watch or participate in your event? NO 7. Have you used these facilities before? WO If so, when? 8. Are you requesting additional permits or City services? Yes X 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 N A 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, \LmV t Gr IkN MAN 511 /12-- Printed Name of Person Signing Date Signature Office Use Only Permit approved by: Date: Deposit required: $ Receipt # Form number: 2012.04 PU canning KItures, Ince Contract for Race Timing Services This Contract for Race Timing Services ( "Contract ") is made effective as of ��� ,zy , 2012 by and between Running Ventures, Inc. and the City of Centerville on behalf of the Parks & Recreation Committe ( "Race Sponsor "). 1. Description of Services. Beginning on the effective date of this Agreement, Running Ventures will provide to Race Sponsor the following Race Timing Services (collectively, the "Services ") in connection with the Festival of the Lakes 8K run /walk and 10 mile in -line skate to take place on July 28, 2012: a. Provide individual race timing for all participants using bib /spindle timing system. b. Produce results in format suitable for posting on web. c. Provide results for award purposes onsite if desired by Race Sponsor. Race Sponsor will provide runner registration information to Running Ventures in csv format. Running Ventures will create race database, assign and print bib labels, attach labels to bibs, and make available to Race Sponsor in alpha order for packet pick up. 2. Additional Equipment. Race timing includes use of Time Machines and Spindles for determining results. The following additional equipment will be provided to race: a. Finish Line Display Clock b. Finish Chute c. Megaphone 3. Fees. In consideration for the Services provided by Running Ventures under this Contract, Race Sponsor agrees to pay Running Ventures: a. A race timing fee of $1.50 per registered participant. b. Equipment Fee of $50 Race Sponsor will be invoiced following the race. 4. Entire Agreement. This Contract is the entire agreement between the parties and supersedes all earlier and simultaneous agreements regarding the subject matter. IN WITNESS WHEREOF, the parties execute this Contract as of the effective date. Running Ventures, Inc. City of'renterville B y: . By: C y n � Its: f A 5 0_,A. Its: Administrator Date: q ( f t 2 Date: /z ��z Page 1 of 1 Teresa Bender From: Teresa Bender Sent: Monday, April 16, 2012 12:27 PM To: 'jeff.perry©co.anoka.mn.us' Subject: Centerville Flyer - Save the Dates Dear Mr. Perry: On behalf of the Centerville Parks & Recreation Committee I am forwarding this request to you for consideration of allowing us to advertise our upcoming events within the Wargo Nature Center. Please find the attached flyer for consideration. Please let me know of your decision and thank you in advance. Sincerely, Teresa Bender City Clerk City of Centerville 1880 Main Street Centerville, MN 55038 (651) 429 -3232 x 13 (651) 429 -8629 5/1/2012