HomeMy WebLinkAbout2015-01-07 P & R Agenda Packet CITY OF CENTERVILLE
PARKS & RECREATION AGENDA
Wednesday,January 7, 2015—6:30 p.m.
L CALL TO ORDER
1. Roll Call
II. SET AGENDA
III. APPEARANCES
IV. CONSIDERATION OF MINUTES
1. Parks & Recreation Committee Minutes of December 3, 2014
V. COMMITTEE BUSINESS
1. Shake Your Shamrock 51C, 8K& Kid's 1/3K Walk/Run
a. Anoka County Permit—Applied For
2. Drinking Fountain (Homemade?) *TABLED FROM PREVIOUS MEETING*
3. Centennial Lakes Little League—LaMotte Park Fields—April 1 through August 1,2015
(Monday—Friday, 4:00 p.m. to dark)
VI. UPDATES
1. Council Updates—Council Member Steve King
2. Skate Night—Strategy for Promotion
3. Bunker Stable Has Been Contacted—Paid Deposit for February 7, 2015
4. Purchase of Basketball Equipment—P. Palzer *TABLED FROM PREVIOUS MEETING*
On-Going Items
VII. ACTION ITEM(S) REVIEW
VIII. ADJOURNMENT
*REMINDERS**
Planning&Zoning Commission Meeting—February 3, 2015, 6:30 p.m. (Council Chambers) Parks &
Recreation Committee Meeting—February 4, 2015, 6:30 p.m. (Council Chambers)
City Council Meeting—January 14, 2015, 6:30 p.m. (Council Chambers)
City Council Meeting—January 28, 2015, 6:30 p.m. (Council Chambers)
PARK
P & R Skating/Hayride/Popcorn/Hot Cocoa— February 7, 2015; Skating 6:30— 9:00 p.m. & Hayrides 6:30—
8:30 p.m. (LaMotte Park)
PARKS AND RECREATION COMMITTEE
Wednesday, December 3, 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 December 3, 2014 at the City Hall location.
Present: Chairperson Jon Grahek
Vice Chairperson Kevin Waeghe
Committee Member Kevin Amundsen O
Committee Member Chris Bettinger 0
Committee Member Brian Peterson D PP
Committee Member Charles Reinhard O
Committee Member Suzanne Seeley
Also Present: Council Member, Steve King
Public Works Director, Paul Palzer
Linda Neudecker, Recording Secretary
I. CALL TO ORDER
Chairperson Grahek called the December 3, 2014 Meeting of the Parks & Recreation Committee
to order at 6:32 p.m. in the Council Chambers at City Hall.
Roll Call—see above
II. SET AGENDA
Motion was made by Committee Member Waeghe, seconded by Committee Member Seeley
to add the following items to the aeenda: under Committee Business—add #4 Playground
Fall Zone Material and under Updates—add#4 Committee Reappointments for 2015 All
in favor. Motion carried.
III. APPEARANCES—Mike Ericson, City Administrator
Mr. Mike Ericson,the new City Administrator was introduced. He attended the P &R
Committee meeting to have the opportunity to meet to the members. He also gave a short
bio of his work history and family background and informed the Committee that he is a
strong supporter of Parks and Recs.
IV. CONSIDERATION OF MINUTES
Motion was made by Committee Member Seeley, seconded by Committee Member Waeehe
to approve the November 5.2014 minutes as written. All in favor. Motion carried
V. COMMITTEE BUSINESS
City of Centerville
Parks&Recreation Committee Minutes
December 3,2014
1. Festival of the Lakes 8K/5K Run/Walk& Kids Fun Run
A Special Event Permit Application has been submitted by Patrick Branch.
After discussion.the Committee would like the application to be amended to
stimLlat the number of portable toilets and each of their location& anti to also
correct the date of the application from October 25 2015 to October 25 2014
This item will be tabled to the January 2015 meeting
A request has been made to Anoka County for permission to place flyers for the
2015 Centerville activities in the Anoka County Parks i.e. Wargo, Campground,
Beach & Chomonix Golf Course.
2. Skate Nights—Saturday,January 10, 2015 & Saturday, February 7, 2015
There was concern that continued warm weather may impact having the Skate
Night in January. If it becomes cold enough to freeze the rinks, then that activity
will go on as scheduled. A decision to hold the event or cancel it will most likely
be made about a week in advance of the date.
The hay/sleigh ride information has been listed in the Citizen,newsletters and the
P &R Committee Agenda for both January 10th and February 7th. After
discussion, the consensus of the committee was to schedule this activity for
February 7th
The refreshments that will again be offered to participants will be hot cocoa and
popcorn. Committee Member Peterson will conduct an inventory of the popcorn,
oil, bags and hot cocoa and purchase additional items as necessary.
An article has already been placed in The Citizen, and information will be
included in the weekly Friday Flash school newsletter the last Friday before the
winter break and the first Friday before the event. In addition it will be requested
that the event information be placed on the city website, city hall reader board and
by posting flyers.
Committee Member Waeghe presented a preliminary flyer for the January Skate
Night and will modify it for the February Skate Night/Hayride event. These
flyers can be posted in area day care centers, area business, in the Kiosks and on
the warming house door, in addition to other suggested locations.
3. Drinking Fountain—Tabled to January, 2015 meeting
4. Playground Fall Zone Material—Council Member King
Page 2 of 4
City of Centerville
Parks&Recreation Committee Minutes
December 3,2014
It was brought to the committee's attention that the shredded tires that are now
being used in not only our parks,but nationwide,have been determined to be a
health concern. Several sources are investigating the safety of this material and
that other alternatives could be wood chips or foam. Council Member King will
provide updates as they become available.
VI. UPDATES
1. Council Updates—Council Member Steve King — No Additional Updates
2. Hay/Sleigh Ride
Bunker Stables has been contacted; staff is waiting for the contract from them.
However, if the date on the contract is for January 10, 2015 it will need to be
changed to February 7, 2015.
3. Purchase of Basketball Equipment—Tabled to January, 2015 meeting.
4. P & R Committee Member Reappointments
City Administrator Ericson will request the City Council to reappoint the current
P & R Committee members for 2015.
VII. OTHER
It was moved by Committee Member Seeley, seconded by Committee Member
Peterson to recommend to the City Council to transfer any remaining unspent funds
from the 2014 P & R budget to the 2015 budget, to be designated specifically for the
Basketball Court. All in Favor. Motion Carried.
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 January, 2015
meeting will be included with the minutes to be approved.
Items that have been completed as of December 3,2014 will be removed:
• These include item numbers: 14-020, 14-030,14-031
Items that are to be deleted as of December 3, 2014 will be removed:
• These include item numbers: NONE
Corrections/Revisions:
• These include item numbers:
14-024 add: correct spelling of Chomonix from Chominix
14-026 change date from January 10,2015 TO February 7, 2015
14-028 add date—February 7, 2015 &change December to January(agenda) &the date from
November to December,2015
Page 3 of 4
City of Centerville
Parks&Recreation Committee Minutes
December 3,2014
14-032 add & check ordinance (currently in negotiations), change assigned person to Mike
Ericson&change date to January, 2015
Items to be added are:
14- 033 add to Agenda for January, 2015: Festival of Lakes Runs, including Anoka
County Permit& Portable Toilets
14-034 change Hayride from January 10, 2015 to February7, 2015 from 6:30 to 8:30;
STAFF
14-035 Inventory—Popcorn, oil, bags & hot chocolate mix (in Warming House); Kevin
Waeghe; ASAP
14-036 check LMCIT re: shredded tires; Mike Ericson&Paul Palzer; ASAP
14-037 remove brackets from P & R balance sheet (to reflect a positive amount rather
than a negative amount); confirm final numbers for year end; STAFF; ASAP
14-038 change year from 2015 to 2014 on the Special event application for Fetes des
Lacs
Items that are priority items and need to be done ASAP are item numbers:
Change dates to Ongoing: NONE
IX. ADJOURNMENT
Motion was made by Committee Member Seeley, seconded by Committee Member
Waeghe to adiourn the meeting. Meeting was adjourned at 7.58 p.m. All in favor.
Motion carried.
Submitted by: Linda Neudecker, Secretary
Page 4 of 4
Centerville
Special Event Permit Application
1. TITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT:
Shake Your Shamrock 5K, 8K&Kid's 1/3K Walk/Runs
New Application: X Renewal of or Change in Application:
CONTACT PERSON: Terry Thompson
TELEPHONE: 651-251-5494 OR 651-245-2707
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: Randy Fulton Title: FrontRunner- Owner
Address: 1665 9th St. White Bear Lake
Mailing Address: Same
Affiliation:
Day Phone: 651-653-7401 Evening Phone: 651-428-9697
Emergency Phone: 651-428-9697
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: Front Runner
Organization/Business/Agency/Affiliation: Event Organizer/Race Director
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 agpylication
Mailing Address:
Day Phone: Evening Phone:
Title and functional responsibility with regard to the event: Race Director
Midwest Events- Event Promoter 1890 Whitaker St.,White Bear Lake, MN 55110 651-2515494
Kelly's Korner Bar- Sponsor 7098 Centerville Rd 651-493-6626
Page 1 of 10
4. REQUESTED EVENT COMPONENTS:
Date requested: March 15, 2015 Alternate date: None
Requested hours of operation: 7 a.m. (a.m./p.m.)To: I p.m. (a.m./p.m.)
Setup beginning date and time: March 15, 2015 10 a.m.
Complete dismantle date and time: March 15, 2015 3 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: 250 Spectators: 30
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 fmish 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. 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:
P.A. System and music from 11:30 a.m. to 1:30 p.m.
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 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.) Pre- Packaged snacks, water and coffee provided by Caribou Coffee
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:
Early race registration fee $30; Late registration fee $35
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.
&. 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
I. 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 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
RICE CREEK
CHAIN OF LAKES
PARK PRESERVE
3s' � rlraowwswr,«.e
CENTERVILLE
ELEMENTARY
SCHOOL
P�RFgiNG
r • R<INQ
8K TURN AROUND
Arl -.r. KELLY'S KORNER BAR
7099 CENTERVILLE ROAD
EstabUsW i M- .158
December 8, 2014
Centerville Parks& Recreation Committee
Attention: Jon Grahek
Centerville City Hall
1880 Main Street
Centerville, MN 55038
Dear Jon:
This letter is to request the use of baseball and softball fields and facilities at Laurie LaMotte Memorial
Park for the summer months of 2015 beginning April 15C, 2015 through August V, 2015; Monday
through Friday,from 4:00pm until dark. These fields will be assigned as home fields for the children
who live in Centerville and Lino Lakes that are served by the Centennial Lakes Little League. We will
send you a copy of the game schedules as soon as they are printed so you have a schedule for our
dragging agreement for Laurie LaMotte Memorial Park.
Additionally,we are planning our park clean-up day for Saturday,April 11`h, 2015 with a back-up date of
Saturday,April 18`h, 2015.
We would also like to invite the Mayor and members of your Park Board and City Council to stop by your
fields and meet our volunteers cleaning and raking your fields.
We really appreciate our partnership with your city.
If you or any staff members of the City Council or Park Board have any questions or concerns, please feel
free to contact me at (763)780-3836. Thank you for your continued assistance.
Sincerely,
Patrick Mahr, President
Centennial Lakes Little League
4175 Lovell Road 5aite 330• Leamington, AIN 55014- 763.780.3836•http://centenniallakeslittleleagiie.org