The URL can be used to link to this page

Home My WebLink About2014-11-05 P & R Packet CITY OF CENTERVILLE PARKS & RECREATION AGENDA Wednesday, November 5, 2014—6:30 p.m. I. CALL TO ORDER 1. Roll Call II. SET AGENDA III. APPEARANCES IV. CONSIDERATION OF MINUTES 1. Parks & Recreation Committee Minutes of October 1, 2014 V. COMMITTEE BUSINESS 1. No One Left Hungry 5K& 8K Run—September 19, 2014 a. Anoka County Permit—Applied For 2. Skate Night—Strategy for Promotion 3. Drinking Fountain (Homemade?) 4. Promotion of Music in the Park—Mr. John VonDeLinde & Mr. Andy Soltvedt Desire to See Flyers & They Ensure They Are Placed—Flyer Must be Completed By February, 2015 VI. UPDATES 1. Council Updates—Council Member Steve King (Centerville Lions Donation) 2. Bunker Stable Has Been Contacted—Waiting for Contract 3. Purchase of Basketball Equipment—P. Palzer On-Going Items VII. ACTION ITEM(S) REVIEW VIII. ADJOURNMENT *REMINDERS** Planning&Zoning Commission Meeting—November 3, 2014, 6:30 p.m. (Council Chambers) (P.H. 7087 20" Avenue & 6995 20th Avenue) Parks & Recreation Committee Meeting—November 5, 2014, 6:30 p.m. (Council Chambers) City Council Meeting—November 12, 2014, 6:30 p.m. (Council Chambers) City Council Meeting—November 26, 2014, 6:30 p.m. (Council Chambers) Absentee Voting September 19, 2014 — November 3, 2014—City Hall Regular Hours Except Saturday, November 1, 2014 (10:00 a.m. — 3:00 p.m.) & Monday, November 3, 2014 (7:30 a.m. — 5:00 p.m.) PARKS AND RECREATION COMMITTEE Wednesday, October 1, 2014—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 October 1, 2014 at the City Hall location. Present: Chairperson Jon Grahek Committee Member Chris Bettinger Committee Member Patrick Branch 0 Q Committee Member Brian Peterson 0 Committee Member Suzanne Seeley D Committee Member Nick Twohy O Committee Member Kevin Waeghe Also Present: Council Member, Steve King Linda Neudecker, Recording Secretary Absent: Committee Member Kevin Amundsen Public Works Director,Paul Palzer I. CALL TO ORDER Chairperson Grahek called the October 1, 2014 Meeting of the Parks & Recreation Committee to order at 6:42 p.m. in the Council Chambers at City Hall. Roll Call—see above II. SET AGENDA Motion was made by Committee Member Branch, seconded by Committee Member Waeghe to set the agenda. Under COMMITTEE BUSINESS: by adding number 5. No One Left Hungry 5K& 8K Run& number 6. Photo of homemade drinking fountain. All in favor. Motion carried. III. APPEARANCES~None 1 IV. CONSIDERATION OF MINUTES Motion was made by Committee Member Grahek; seconded by Committee Member Branch to approve the September 3. 2014 minutes, as amended — with 2 corrections: Committee Business#9 correct spelling of Healty to Heathy and Updates#2 correct spelling of pasted to passed. All in favor. Motion carried. V. COMMITTEE BUSINESS 1. 2015 Ice Skating Parties to be scheduled After discussion, it was moved by Committee member Branch, seconded by Committee Member Seeley to schedule the 2015 Ice Skating Parties for Saturday, January l Oth, including the Hayride and February 7th. All in Favor. Motion carried. 2. Schwans Super Rink—Annual 1 hour skate donated to the City This hour was offered to the Boy/Cub Scouts,with a date to be scheduled. 3. Budget Status A 5 year Park Improvement Projects spreadsheet was provided to the Committee by Committee Member Branch which lists the projects the Committee has selected as priorities within the next 5 years. The Committee requested this document be attached to the minutes each month. 4. Park Facility Permit Application An application submitted by Ms Nicole Carlson for the use of the Laurie LaMotte Park on Sunday, September 28, 2014 from 4:00 pm to 8:00 pm was approved by the City Staff. 5. No One Left Hungry 5K& 8K Run—September, 2015 6. Drinking Fountain Committee Member Grahek submitted a photo of a homemade drinking fountain that could made rather than purchase a ready to mount fountain for one of the locations by the ball fields. Tabled to November. 2 VI. UPDATES 1. Council Updates—Council Member Steve King Budget—A request for$15,000 was made on September 14, 2014. The budget numbers should be available by December. 2. Promotion of Music in the Park Mr John VonDeLinde & Mr. Andy Soltvedt, Anoka County, desire to see flyers prior to approval for placement by February, 2015. The Committee requested to know what criteria they need for this task to be accomplished because details of the event would be finalized until May or June. Tabled to November. 3. Movies in the Park—Brian Peterson This activity was held on September 13, 2014 with the Allison singing and playing guitar, followed by a karaoke sing along for the kids, then by the movie "Frozen". It was very well attended with over 300 in attendance. Follow up evaluation discussed that it was better to purchase large quantities of popped corn from the Mueller Movie Theater rather than popping it onsite. Hot cocoa was also provided. The date for 2015 was set for Saturday, September 12th with a rain date of September 19th 4. Budget Status Funds that have been raised for park equipment to date: $2500 from the Run in July, $500 from the Lions, $500 from and $300 from 2013. There was discussion regarding who pays for the installation of the equipment—Public Works or an outside contractor. Park maintenance is in the city budget, not the budget of the P & R committee. 5. Purchase of Basketball equipment—Mr. Palzer Mr. Palzer was not present so there was no update from him. The committee did discuss that the equipment could be ordered by staff and installation would be dependent on the weather. No additional information was received regarding the Water Fountains at LaMotte&Acorn Creek Parks or the Electrical Service at the LaMotte Pavilion. 3 VII. OTHER 1. Fete de Lacs - 2015 This event is scheduled for July 24 - 26, 2015 with the Run held on July 25th. The Lions will hold their activity the week before on July 17-19th. The date for the Parade and Fireworks are yet to be determined. Dance??? 2. Vice-Chairman of P & R Committee Committee Member Waeghe formally accepted the nomination for this position. VIII. ACTION ITEMS REVIEW Items that have been completed will be removed; some are still open and additional items discussed at this meeting will be added. A revised Action Item List, as of the November 5, 2014 meeting will be included with the minutes to be approved. Items that have been completed as of October 1, 2014 will be removed: • These include item numbers: NONE Items that are to be deleted as of October 1, 2014 will be removed: • These include item numbers: NONE Corrections/Revisions: • These include item numbers: 13-028 add: belongs to Anoka County, is 4,000-5,000 years old; Committee Member Seeley will check with the Minnesota archeologist, Austin Jenkins regarding more information, i.e. what tribe(s); check to see if there are dollars available from Legacy Funding for this project. 13-029 add: See Park Improvement Projects 14-001 revise: remove: (for basketball court) & add: Future Projects; remove P. Branch and add J. Grahek and change On-going to February,2015 14-012 change to City Administrator 14-022 add: adapters from '/"to XLR for speakers;add Tom Lee, Consultant; add Ongoing 14-023 add: Chris as the assigned person 14-024 add: S. Seeley as the assigned person 14-025 add: P&R members as the assigned person Items to be added are: 14-026 —Contact Bunker Lake Stables to make reservation for 1-10-15; Staff; ASAP 14-027—Check on school district start date in 2015; B. Peterson; January,2015 14-028 - Skate Night— put on Agenda for November, 2015, need strategy for promotion; possibly expand to include other winter activities i.e. mini winter carnival during the day; Committee Members Items that are priority items and need to be done ASAP are item numbers: NONE 4 Change dates to Ongoing: NONE IX. ADJOURNMENT Prior to adjournment, Committee Chair Grahek recognized former Committee Chair Pat Branch for his focused leadership and years of service to the City of Centerville P & R Committee. Motion was made by Committee Member Branch, seconded by Committee Member Peterson to adiourn the meeting. Meeting was adiourned at 8:54 p.m. All in favor. Motion carried. Submitted by: Linda Neudecker, Secretary 5 ACTION ITEMS PARKS RECREATION Assigned # Item Person Date Status Kiosk- Cornerstone Park- Create Inserts for Kevin 12-013a Kiosk Waeghe On-Going Oen Kiosk @ Cornerstone Park-Remove All Outdated Materials &Replace Seasonal 12-013b Programs/Events Staff On-Going Open Plan to Address Signage for Indian Mound- Belongs to Anoka County,is 4,000-5,000 years old(Check w/MN Archeologist Austin Jenkins more info., i.e. tribe) & dollars 13-028 available from Legacy Funding S. Seeley On-Going Open Plan for Parks Irrigation - See Improvement 13-029 Projects P &R On-Going Open Send request to these organizationsfor donation of funds (Dead Broke, Centennial Youth Hockey, Shake Your Shamrock/Front Runner& Centerville Lions Club) to be used 14-001 for future projects J. Grahek Feb. - 2015 Open City/Ski Club Purchase of St. Paul Water City 14-012 IDistrict- in 2015 budget? Administrator On-Going Open K. Amundsen/Sta 14-016 Park Use Application Forms - Uniformity ff On-Going Open Estimate of Cost- Electrical Services at 14-020 LaMotte Pavilion- Waiting on bids P. Palzer ASAP Open Music in the Park- Purchase cords, equipment cases, 8'banner and adapters 14-022 from 1/4" to XLR for speakers T. Lee Open Promotion for Music in the Park - Request to Place Flyers in Anoka County Park 14-023 1(Wargo, Campground& Beach) for 2015 C. Bettinger Feb. -2015 Open Promotion for Music in the Park- Distribution of Flyers in Anoka County Park (Wargo, Campground& Beach) & 14-024 Centerville Parks S. Seeley May- 2015 Open Promotion for Music in the Park- June&July- 14-025 Distribution of Flyers @ Water Ski Shows P &R 2015 Open Following October 1, 2014 Meeting Page 1 Parks&Rec balance thru 10-31-14 Parks REVENUE ACTUAL BUDGET DIFFERENCE R 101-45201-34780 Recreation Fees $ - $ - R 101-45201-34781 8K Run $ 4,260.00 $ 2,500.00 $ 1,760.00 R 101-45202-36200 Miscellaneous Revenues $ - Lions Donation R 101-45202-36230 Contributions and Donations $ 1,000.00 $ 1,000.00 TOTAL RECEIPTS $ 5,260.00 $ 2,500.00 $ 2,760.00 Parks/Rec.Committee EXPENSES ACTUAL BUDGET DIFFERENCE Minute taker E 101-45200-100 Wages and Salaries(GENERAL) $ 342.00 $ 900.00 $ 558.00 E 101-45200-122 FICA $ 26.14 $ 100.00 $ 73.86 E 101-45200-438 Meeting Per Diem $ 1,240.00 $ 1,800.00 $ 631.86 TOTAL COMMITTEE EXPENSES $ 1,608.14 $ 2,800.00 $ 631.86 Parks/Rec Programs EXPENSES ACTUAL BUDGET DIFFERENCE 'Warming House attendants E 101-45201-100 Wages and Salaries(GENERAL) $ 2,414.00 $ 3,000.00 $ 586.00 E 101-45201-122 FICA $ 184.37 $ 200.00 $ 15.63 E 101-45201-151 Workers Comp Insurance Prem $ 283.32 $ 200.00 $ (83.32) E 101-45201-370 Park Programs $ 1,426.49 $ 2,350.00 $ 923.51 E 101-45201-371 Music in the Park $ 2,498.20 $ 2,200.00 $ (298.20) E 101-45201-373 8k Run/Walk $ 1,739.17 $ 2,300.00 $ 560.83 E 101-45201-374 Movies in the Park $ - $ - $ - E 101-45201-374 Park and Rec Reserve $ - $ 750.00 $ 750.00 E 101-45201-428 ACH Charges(on line fees) $ 46.50 $ - $ (46.50) TOTAL PARK/REC PROGRAM EXPENSES $ 8,592.05 $ 11,000.00 $ 2,407.95 Park Benches E 101-45202-500-Capital Outlay-park benches $ 2,679.00 Cement $ 556.82 Labor $ - Framing $ 35.98 total cost for benches thru 6-19-2014 $ 3,271.80 *** Lion's Donation for benches $ 500.00 $ 4,080.53 unspent budget for 2013 see below $ 1,308.73 PARK IMPROVEMENT PROJECTS—5 YEAR PLAN AMOUNT/ TARGET FUNDS ESTIMATED YEAR PROJECT LOCATION RESERVED? COST COMMENTS 2014-2015 Basketball Court LaMotte Park Yes 3,800-4,500 Hockey Rink 2015 Irrigation Hidden Spring Park No 2015 hTi ation Acorn Creek Park No 2015 Irrigation Corner Stone Park No 2015 Irrigation McBride Park No 2015 Drinking Fountain LaMotte Park No 10,000 2015 Drinking Fountain Acorn Creek Park No 9,500 2015 Drinking Fountain McBride Park No 2015 Electrical Improvements LaMotte Park No COMPLETED PROJECTS July,2014 Park Benches a. 2 @ Trailside Park along trail b. 1 @ Eagle Park Tennis Court by tennis court c. 1 @ LaMotte Park Volleyball Court by volleyball court d. 1 LaMotte Park Playground by playground Se t., 2013 Volleyball Court-LaMotte Park October 1,2014 antervil(e Centerville Special Event Permit Application No One Left Hungry 5K, 8K & Kids Run/Walk Submitted October 29, 2015 1. TITLE,PURPOSE,AND BRIEF DESCRIPTION OF EVENT: _General Background Information: • The following section contains background information that the Council Members, and City Staff and other supporting agencies may find useful. • This is a new event in Centerville. All running/walking events are on the same day- September 19, 2015. The course will be set up on Thursday and Friday September 17th & 18th. This will be the same course as the annual Centerville Festival of the Lakes runs. • This event benefits the homeless in Minnesota. People in need from rural and suburban areas tend to migrate to the larger cities. It is the intention of the event organizer to personally take the benefits to those in need where ever they are in our State. Thus the statement of purpose is to benefit the homeless in Minnesota rather than Anoka or Ramsey Counties. • These events are co-hosted by the Centerville Main Street Merchants and No One Left Hungry Soup Kitchen. The primary event organizer is Ms. Marsha Marcussen, an employee of Centerville Floral and Design. Ms. Marcussen's brother was a homeless person on the streets of St Paul. He has been missing for the past year. The St Paul police presume that he has died. • Deb Vanruden, Centerville Floral and Design, and Mike Giovinazzo, American Family Insurance,have organized a consortium of Centerville business owners to assist Ms. Marcussen's efforts to raise funds benefiting the homeless. They have endorsed her work and will assist by promoting this event to their customers. • No One Left Hungry Soup Kitchen is another effort by Ms. Marcussen to help those in need. She is the prime mover. The soup kitchen is associated with her parish church and is financially supported through donations and the Marcussen family. It serves one day each week and has been in operation for the past 14 years. • No One Left Hungry is in the process of establishing a 501(c)3 non-profit corporation. It is our understanding that obtaining 501(c)3 status is a length process. A reasonable expectation is to gain that status in the June or July time frame. • Homeless Minnesota is a state program with an objective of ending homeless in Minnesota. Anoka county has a supporting program and an action committee to coordinate county and regional efforts benefit the homeless - Anoka County Community Continuum of Care(CoC). Mr. John VonderLinde, Anoka County Parks Director, suggested that if we work with a county agencies working with the homeless, the county may waive the users fee ($1.00 per runner) for this event. We have not yet contacted the CoC coordinator. • I (Patrick Branch)jointed this team at the invitation of Mike Giovinazzo. Mike has been a consistent supporter of the City and all the city has done to promote it's Page 1 of 14 business,parks, trail, and general community life. He asked that I meet with Ms. Marcussen to discuss the possibility of holding a running event in Centerville to benefit the homeless. Marsha is a runner. She has a good understanding of the complexities of holding an event of this kind and size. My responsibilities are setting up the race course and coordinating the run including the necessary county and city permits. • The runs will be on a U.S. Track and Field certified course. After one mile of Centerville streets, the course follows the county trail west on Main Street (hwy 14) and around Centerville Lake through Rice Creek Chain of Lakes Regional Park ending in Centerville's Laurie LaMotte Memorial Park. The races will be chip timed by a professional timing team. Contracts have not yet been signed,but we intend to use Zap Events for on-line registration services and Front Runners (Randy Fulton, White Bear) as the professional timer. • The race committee members are all volunteers. One hundred percent of the funds raised,in excess of expenses,will go directly to benefit the homeless. • We are requestinp- a waiver to all park fees and deposits. New Application: Yes Renewal of or Change in Application: CONTACT PERSON: Patrick Branch TELEPHONE: cell 703-501-6815 OR pbranch(a),centervillemn.com 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: Patrick Branch Title: No One Left Hungry 5K, 8K& Kids Run Course Coordinator Mailing Address:1618 Hunters Ridge Lane, Centerville, MN 55038 Affiliation: No One Left Hungry Run Committee Day Phone: 703 501-6815 Evening Phone: 703 501-6815 Emergency Phone: 651-252-8325 (Marsha Marcussen, Race Director) 3. EVENT PRINCIPALS: Page 2 of 14 Following, please list the names, addresses and telephone numbers of all the principals involved in any of the proposed special event. Include professional event organizers, event promoters, financial underwriters, commercial sponsors,charitable agencies for whose benefit the event is being produced,the organization(s) in whose name the event is being advertised, and all others administratively, financially and organizationally involved as principals in the production of the proposed special event. Make additional copies of the following as needed to include as of the principals involved in the proposed special event. Name: Centerville Main Street Merchants and No One Left Hungry Soup Kitchen. Sponsors are to be determined. Organization/Business/Agency/Affiliation: Centerville Main Street Merchants are independent business in Centerville. Other than co-hosting this event they are not otherwise affiliated. No One Left Hungry Soup Kitchen is affiliated with a catholic parish in North Branch Minnesota. Is this a non-profit organization? No - not yet. 501(c)3 status is pending. We are an All Volunteer Committee. All "profits" will go to benefit the homeless in Minnesota. If you are making application under non-profit status,proof of non-profit status must be attached to this application Mailing Address: Marsha Marcussen c/o American Family Insurance 1883 Main Street, Centerville,MN 55038 Day Phone: _651-426-1658 Evening Phone: Title and functional responsibility with regard to the event: Race Director, Overall responsibility for all aspects of the event to include fund raising,benefit distribution, promotion, sponsors, Mailing Address: Patrick Branch 1618 Hunters Ridge Lane Centerville MN 55038 Day Phone: ,703-501- 6815 Evening Phone: Title and functional responsibility with regard to the event: Run Course Coordinator. Responsible for laying out the course, conducting the race, and coordinating the race course with local government and community. 4. REQUESTED EVENT COMPONENTS: Date requested: September 19, 2015 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 September 17th and 18th,with final set up on September 19 from 6:00 to 7:00 - a.m.. Complete dismantle date and time: September 19, 2015 by 11:00 A.M. Page 3 of 14 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. We have not drafted our entry and waiver forms yet. They will be very similar to those used by the City of Centerville for their annual Fete des Lacs events. Anticipated number of participants: _It is a bit early for an accurate estimate. The dream goal is 1000 runners. That is a very ambitious goal, 500 runners may be more realistic. A major media blitz is being planned to attract as many runners as possible. Spectators: 100 5. INSURANCE: Insurance certificate will be provided when it is available. 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: Please waive the deposit. These events will start and finish in Laurie LaMotte Memorial Park. The sanitation plan will be coordinated with the Waste Management. Every reasonable effort will be made to make this a green event. We will use the recycling program set up for the Centerville Fete des Lacs Runs. Mr Greg Berger,a retired environmentalist with the state of Minnesota, will oversee this function. Waste Management will place additional waste and recycle containers as necessary. We will want to open the rest rooms in the park. In additional portable toilets will be strategically place in LaMotte Park at the rate of one per 100 participants/spectators(industry standard). Page 4 of 14 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. _na 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. L. _X_First aid facilities. M. na—Fireworks or pyrotechnics site. N. _na–Vehicle fuel handling sit. O. na– Cooking areas. P. _na_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: A decision has not been made regarding music. We may use it . We will use a bull horn at the start and finish line We will have a bull horn or amplifier for the race announcer at the end of the race course in Laurie LaMotte Memorial Park. Will alcoholic beverages be served? Yes No X PLEASE NOTE THAT SALES OF LIOUOR/ALCOHOL IS PROHIBITED IN CITY PARKS UNLESS THE EVENT IS A CITY CELEBRATION AND PRIOR Page 5of14 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: This area is still to be determined. There will be post event food and drink. We may find a sponsor to do this for us, but that is not vet arranged. All other foods and drink will be pre-packaged unless prepared by a sponsor in their commercial kitchens. We will provide water to the runs on the race course and at the finish line. No food preparation is anticiapted. 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 Police Department. Following the pattern use by the Centerville Fete des Lacs runs. of Page 6of14 There will be a written contingency plan coordinated with police and fire departments prior to the 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: The event will not be at night. 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: _ We will use a lead and follow up vehicle possibly a 4-wheeler. The lead vehicle will be traveling approximately 15 miles and hour the follow up vehicle will be at the slowest walkers pace. 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: N/A Name of Representative: Address: Day phone: Evening phone: Indicate medical services (if required) that will be provided for this event: Ambulances: Doctors: Nurses: Paramedics: Page 7of14 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. 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. 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: 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: At least some of the cost will be covered by sponsors. There will be aparticipants fee of approximately$45. Page 8 of 14 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: Centerville Special Event Permit NAME AND TYPE OF EVENT: No One Left Hungry 5K, 8K and Kids Run . DAY, DATE AND TIME: Saturday Sept 19, 2015 8:00 race start 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: Page 9of14 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. 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. Page 10 of 14 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. 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. Page 11 of 14 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: 7. PARKS AND RECREATION DEPARTMENT Approved by: Signature Title Date: Page 12 of 14 I. 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. 3. Food cooked. 4. Permit(s) attached. Page 13 of 14 5. List other health licensing obligations as may be require: Page 14 of 14