HomeMy WebLinkAbout2014-02-05 Set Agenda & Handouts CITY OF CENTERVILLE
PARKS & RECREATION AGENDA
Wednesday, February 5, 2014 — 6:30 p.m. — Set Agenda Items
1. CALL TO ORDER
1. Roll Call
II. SET AGENDA
III. APPEARANCES
1. Mr. Tom Lee — Music in the Parks — 2014
IV. CONSIDERATION OF MINUTES
1. Parks & Recreation Committee Minutes of January 8, 2014
V. COMMITTEE BUSINESS
1. Basketball Court(s) — LaMotte Park
2. February 8, 2014 Ice Skating/Hayride Event (Stargazing /Snowshoeing /Cross Country
Skiing ?)
3. Elizabeth Olson/NHS Park Cleanup
4. Centennial Lakes Little League Request for Use of LaMotte Park Ballfields (Fields #3, #4
& #5 ?) — April 1— August 1, 2014, Monday — Friday, 4:00 p.m. — Dark
5. Centennial Youth Football (Flag) Request for Use of LaMotte Park Fields #1 & 2 — August
12 — October 3, 2014, Monday & Thursday, 5:00 p.m. — 7:30 p.m. & Saturday, 10:00 a.m. —
4:00 p.m.
6. Centennial Soccer Club Request for Use of LaMotte Park Fields #1 & 2 & 11— April 1 - July
26, 2014, 5:30 p.m. — Sunset & August 1— October 30, 2014, 5:00 p.m. - Sunset
7. Parks & Recreation Committee Special Event Permit — 5 & 8K Runs, LaMotte Park and Rice
Creek Chain of Lakes Regional Park Trails, July 26, 2014
8. Purchase of Popcorn Machine
VI. UPDATES
1. Council Updates — Council Member Steve King
2. Purchase of Benches — (P. Palzer)
3. Surplus City Owned Property For Sale — 7200 Mill Road (P. Branch Update)
4. Centennial Lakes Little League Park Cleanup — Saturday, April 5 or Saturday, April 12,
2014
On -Going Items
1. None
VII. ACTION ITEM(S) REVIEW
VIII. ADJOURNMENT
End of Month Balances - January, 2014
Parks & Rec
Parks REVENUE ACTUAL BUDGET
R 101 - 45201 -34780 Recreation Fees -
R 101 - 45201- 347815K/8K Run 2,500.00
R 101 - 45202 -36200 Miscellaneous Revenues - -
R 101 - 45202 -36230 Contributions and Donations - -
TOTAL RECEIPTS 0.00 2,500.00
Parks /Rec. Committee EXPENSES
E 101 -45200 -100 Wages and Salaries (GENERAL) 63.00 900
E 101 -45200 -122 FICA 4.82 100
E 101 - 45200 -438 Meeting Per Diem 1,800.00
Parks /Rec Programs EXPENSES
*Worming House Attendants E 101 - 45201 -100 Wages and Salaries (GENERAL) 1,351.50 3,000.00
E 101 - 45201 -122 FICA 103.38 200.00
E 101 - 45201 -151 Workers Comp Insurance Prem - 200.00
E 101 - 45201 -370 Park Programs /Movies in Park 209.96 3,100.00
E 101 - 45201 -371 Music in the Park 330.00 2,200.00
E 101 - 45201 -373 8K Run /Walk - 2,300.00
E 101 - 45201 -374 Park and Rec Reserve - 3,041.26
EXPENSES 1,994.84 14,041.26
TOTAL EXPENSES 2,062.66 16,841.26
* 8K Proceeds + $500 Lions Donation - 8K Run /Walk Expenditures = $3,241.26
Res. #13 -025 Reserved $3,041.26 - A Sponsorship was received in the amount of $200
following the passage of Res. #13 -025
PARK FACILITY PERMIT APPLICATION
1. Name /Address/Phone Number of Individual or Organization responsible for
/ making this application:
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Name Address
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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 wit what you are asking from the City: «'�
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3. What is the number of people that are involved in your event/activity? S L +_
4. What City facilities do you wish to use
Acorn Creek Park x Eagle Park
Laurie LaMotte Memorial Park I X Hidden Spring Park
(Lighting & Warming House) Trailside Park
An adult may be requested to take
responsibility to lock & unlock restrooms
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:
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6. Is anyone charged a fee to watch or participate in your event? Jut
7. Have you used these facilities before? L� S If so, when?
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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 porta 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.
3r i qrt L - 6-1q
Printed Name of Person Signing Date
Signatu
.......................................... ...............................
Office Use Only
Permit approved by: Date:
Deposit required: $ Receipt #
Form number: 2013.01 PU
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T- SwK,sfira'cs. Centerville
Special Event Permit Application
Park and Recration Committee Fete des Lacs Events
Submitted Monday, February 3, 2014
LTITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: Festival of the Lakes
8K/5K Run/Walk and Kids Run events.
• These three events are a subset of the Centerville City's Fete des Lacs celebration.
• All events take place July 26, 2014.
• These events will be coordinate with the Centerville parade and Lions Club events.
• 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 four Festival of the Lakes (Fete des Lacs) events are:
1) Five mile (8 kilometer) competitive run using US Track and Field standards,
2) Three point one mile (5 kilometer) competitive run and non - competitive walking
event.
3) Children's run (approximately 0.4 mile). The kids run is free to the participants and is
fully funded by a team of sponsors lead by Creative Kids Academy, Centerville
4) Free yoga session in Hidden Spring Park 3:00 to 4:00 p.m.
There are a few restrictions based on cost and the method of timing the races.
1) The Run/Walk are limited to a total of 300 people. This is a limited based on our
method of timing. There will 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, our course is
suitable and we are prepared to do so.
3) There is a users 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 want to run the longer distance, they are welcome to do so. Their
fee is $10.
The children's run is fully sponsored event and therefore is a free event open to any child
ten (10) years old or younger. For safety reasons this event is within Laurie LaMotte
Memorial Park.
New Application: Yes Renewal of or Change in Application:
CONTACT PERSON: Patrick Branch
Page 1 of 13
Date requested: July 26, 2014 Alternate date: None
Requested hours of operation: _6:00 a.m. To: 10:30 a.m. Actual time of the event is
7:00 to 9:30 a.m. Permit request is for the expected time of the event plus or minus an
hour.
Set up beginning date and time: Some set up will be done on July 25, with final set
up on July 26th at 6:00 7:00 - a.m..
Complete dismantle date and time: July 26, 2014 by 11:00 A.M.
Schedule of events:
• 6:00 a.m Set up
• 7:00 - 8:00 Registration
• 8:00 - 9:00 8K Run/ Walk
• 9:00 - 9:30 Kids run
• 9:30 - 10:00 Awards Ceremony
• 10:00 a.m. Site clean up
Describe the number and type of animals (if any) to be used in this event: No Animals
Attach a draft of the entry form for participants and/or spectators.
Anticipated number of participants: _150 for the adult events and 50 for the kids
run. Spectators: 100
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.
Sanitation Plan: These events will start and finish in Laurie LaMotte Memorial Park. The
sanitation plan will be coordinated with the Lions Club Fete de Lacs activities in the same park. We
will want to open the rest rooms in the Park and to take advantage of the portable toilets that are
already in the park. In additional two (2) portable toilets will be place near the start line.
Waste Management is expected to be an event sponsor. They will place additional waste and recycle
containers as necessary.
Page 3 of 13
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.
NA
Will food and /or non - alcoholic beverages be served? Yes
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 item: We anticipate that Wiseguys Pizza will again agree to be an event sponsor
and will provide pizza as a post race treat. All other foods and drink will be pre-
packaged. We will provide water to the runs at three locations on the race course and at
the finish line. No food preparation will be necessary.
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: Security and crowd control will be worked out with the Centennial Lakes
Page 5 of 13
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:
We will not have vendors in the sense that is implied in this section . We will have water
and sports drink to provide to the runners and walkers. We intend to have a small amount
of energy foods at the end of the event.
I LCITY 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.
City Services will be coordinated with Centerville Public Works. We will need a couple
of tables at the finish line. Traffic cones at critical intersections. Traffic control will be
coordinated with CLPD.
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:
Page 7 of 13
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
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.
Page 9of13
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 11 of 13
Approved by:
Signature Title
Date:
1. Food and/or beverage served.
2. Permit(s) attached.
3. Food cooked.
4. Permit(s) attached.
5. List other health licensing obligations as may be require:
Page 13 of 13
- 1R�^+*..< n"r.R• -ter r^. -.»fir �N�^•..• + - --. .
?k „= K Course
Race day Registration '
� Start Line
5K
Course
Start Line Kids Run
Kids Run course
.......... ...............................
6 lsh Line
eictivities
Finish Line for All
Races
Laurie LaMotte
�••'••” """ """" "•'•' Memorial Park
Teresa Bender
From: Pat Branch
Sent: Monday, February 03, 2014 1:11 PM
To: Teresa Bender, heidijonwilldevin @msn.com Grahek
Cc: Brian Peterson; Chris Bettinger, Kevin Amundsen; Kevin Waeghe; Kevin Waeghe
(kjwaeghe @yahoo.com); Linda Neudecker (neunecho @aol.com); Nick Twohy; Nick
Twohy; Paul Palzer; Steve King; Suzanne Seeley; Suzanne Seeley (skseeley @yahoo.com)
Subject: Popcorn Machine
This note is for information only. So that you have some background for the discussion at the coming P &R
meeting.
Last week Dallas sent out a note that the City of Mendota Heights had a large popcorn maker up for auction. I
called their Parks and Recreation Staff and got the following information.
1) The large machine is in good condition and working order.
2) it is about 12 years old.
3) they are selling this equipment because they no longer operate a concession stand. I got the impression that
they have not operated a concession stand for several years.
4) there are 4 bids currently on the larger popcorn machine. I do not know the value of those bids.
5) the auction is open until Feb. 14th
The question for the committee is do we want to bid on this popcorn machine or buy a new one. To get a new
machine like the one we borrow from Chris will cost between $400 and $500 dollars. To get this machine, I
would guess that we would have to pay over $100
While we are never flush with money, we have the funds available in 2014 to buy a new machine if that is the
committee's decision.
Dallas' Note
I heard that Park and Rec was thinking they should have another popcorn popper. The City of Mendota Heights is selling
two of them. The larger one may be a good addition, and maybe you can buy it right. They are selling them on bids, with
a minimum bid of $25. The larger one is shown thus: http: // static. foodservicewarehouse .com /PDFs /GoldMedal 2007.pdf
Following is the ad:
CONCESSIONS. Inver Grove Heights Parks and Recreation Department has the following items for sale. All items are
sold as is and bid recipient will be responsible for pickup of any items awarded through the bid process. Bids will be
accepted on any of the pieces of equipment through Feb. 14. To place a bid on any of these items please identify items
and your bid price and email to: Tracy Petersen tetersen(a)inveraroveheights.org Questions: (651) 450 -2588.
• Hot dog roller- minimum bid: $25
• Ice maker - minimum bid: $50
• 2 -door freezer (not in working order) H: 83" W: 51.5 "D: 32.5 " - minimum bid: $50
• Popcorn popper- minimum bid: $25
• 2 -door refrigerator H: 83" W: 51.5" D: 32.5'- minimum bid: $100
• Popcorn popper- minimum bid: $25
1
Teresa Bender
From: Pat Branch
Sent: Saturday, February 01, 201411:06 AM
To: Teresa Bender; heidijonwilldevin @msn.com Grahek; Kevin Amundsen
Subject: Popcorn Machine
Teresa, Could you please make a print of these website links for the committee. If the Mendota Heights machine is in
good shape we might want to go for it. Could be a good deal
Pat
http: / /www.samsclub.com /sams /popcorn- machines - popcorn- carts /610193.cp
http: / /www.acitydiscount.com/ Popcorn- Machines .1.46592.2.1.htm ?PPCID =1 &link =cat popcorn -
machines terms &CAPCID = 8841535808& cadevice= c& gclid= C126vemya7wCFa11OgodKIOAVg &CA 6C15C= 7300113500000
00008
1