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Home My WebLink About2017-03-01 P & R PacketCITY OF CENTERVILLE PARKS & RECREATION COMMITTEE AGENDA Wednesday, March 1, 2017 — 6:30 p.m. City Hall I. CALL TO ORDER 1. Roll Call II. APPROVE AGENDA III. APPOINTMENTS/PRESENTATIONS IV. APPROVAL OF MINUTES 1. Parks & Recreation Committee Minutes of February 1, 2017 V. UNFINISHED BUSINESS 1. GAGA Pit — Review Bids Received for Heavy Duty Steel Corner Braces (Tabled) VI. NEW BUSINESS 1. Race Director Report, Ms. Kerri Kolstad, Wahoo! Adventures 2. Special Event Permit Application — Paddle de Fete — P. Branch VII. UPDATES 1. Council Updates — Council Member King 2. Replacement of Audio Equipment 3. Review 5 Year P & R Projects List 4. Fete des Lacs Festival Committee Update — Admin. Ericson (Meeting Scheduled for February 27, 2017) VIII. ACTION ITEMS IX. ADJOURNMENT *REMINDERS** Planning & Zoning Commission Meeting — March 7, 2017, 6:30 p.m. Parks & Recreation Committee Meeting — April 5, 2017, 6:30 p.m. City Council Meeting — March 8, 2017, 6:30 p.m. (Council Chambers) City Council Meeting — March 22, 2017, 6:30 p.m. (Council Chambers) Shake Your Shamrock 5K, 8K & Kid's 1/3K Walk/Runs — March 11, 2017, Kelly's Korner, 7:00 a.m. — 3:00 p.m. Fete des Lacs — July 21, 22 & 23, 2017 PARKS AND RECREATION COMMITTEE Wednesday, February 1, 2017 — 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 February 1, 2017 at the City Hall location. Present: Vice Chairperson Kevin Amundsen Committee Member Chris Bettinger Committee Member Brian Peterson Committee Member Suzanne Seeley Also Present: Council Member, Montain Race Director Kerri Kolstad Tom Lee — Music in the Park City Administrator, Mike Ericson Absent: None I. CALL TO ORDER Vice Chairperson Amundsen called the February 1, 2017 Meeting of the Parks & Recreation Committee to order at 6:30 p.m. in the City Council Chambers. II. APPROVE AGENDA Committee Members added Report of Race Director, Ms. Kerri Kolstad, Wahoo! Adventures and Hogweed and Wild Parsnips under Unfinished Business, Items #1 & #6 respectively. Motion by Committee Member Peterson, seconded by Committee Member Bettinter to Approve the Agenda as Amended. All in favor. Motion carried. III. APPOINTMENTS/PRESENTATIONS APPROVAL OF MINUTES Motion by Committee Member Peterson, seconded by Committee Member Bettinser to Approve the Minutes of January 4. 2017 as presented. All in favor. Motion carried. V. UNFINISHED BUSINESS 1. Race Director Report, Ms. Kerri Kolstad, Wahoo! Adventures a. Paddleboard & Kayaking Event as Per Pat Branch Ms. Kolstad reported on a number of topics including a new run route, new tech. shirts that will be ordered and sponsor letters will be forwarded next month. Administrator Ericson City of Centerville Parks & Recreation Committee February 2, 2017 shared the idea of Mr. Pat Branch for a new event which would include paddelboarding and kayaks to raise funds for the Homeless. The Committee agreed with the idea. 2. Sledding Hill Construction — P. Palzer Item is complete. 3. Aggregate for Ballfields @ Laurie LaMotte Park Fields Item is complete. 4. Skating Party — January 21, 2017 (Cancelled) FYI 5. Skating Party — February 11, 2017 (Hayride) Administrator Ericson stated that the Public Works Department would pick up the wooden pallets for the bonfire. The Committee concurred that they would arrive at the park at 5:30 p.m. 6. GAGA Pit — Review Bids Received for Heavy Duty Steel Corner Braces This item was tabled. VI. NEW BUSINESS 1. Park Dedication Fees — 2017 City Council Goal FYI VII. UPDATES/OTHER 1. Council Updates — Council Member Montain 2. Replacement of Audio Equipment Mr. Tom Lee reported he has been looking at equipment for the past four (4) months. He stated that his budget is $2,000. 3. Review 5 Year P & R Projects List This item was tabled. 4. Status of P & R Committee Vacancy The Committee stated that there is interest. Page 2 of 3 City of Centerville Parks & Recreation Committee February 2, 2017 5. Fete des Lacs Festival Committee Update — Admin. Ericson (Meeting Scheduled for January 30, 2017) Administrator Ericson stated that the first Committee meeting of the year was held and great ideas for 2017 were discussed. VIII. ACTION ITEMS REVIEW Due to the absence of the Recording Secretary, these items remained the same. IX. ADJOURNMENT Motion by Committee Member Peterson, seconded by Committee Member Bettinaer to adiourn the meeting at 8:08 p.m. All in favor. Motion carried. Submitted by: Michael A. Ericson, City Administrator Page 3 of 3 PROPOSED PARK IMPROVEMENT PROJECTS 5 YEAR PLAN as of January 4, 2017 A B C D E F 1 2 TARGET YEAR PROJECT LOCATION FUNDS RESERVED ESTIMATED COST COMMENTS 3 4 2016 * Hili Laurie LaMotte Park YES 5,701 Bid from Olson's Sewer Service 5 —Sledding 2016 * Ag Lime Rods for 3 Infiel Lamotte Ball Fields YES 3,750 requested from Dead Broke on 12-2 by Admn Erlcsw 6 2016/17 * Upgrade eqUIpMent Audio -mixers, s krs etc. YES - 2,000 2,000 Tom Lee to purchase new equip. 7 2017 LED lights for Rink NO Grant from elecMc company? 8 2017 Gaoa Ball Pit TBD NO 9 2017 Resurface Bball Ct McBride Park NO Need Bids see Al Pole slopestowrt not levet-thin mill overh 101 2017 Picnic Tables Various Parks NO Replace Wor purchase additional ill 2017 Shoreline restoratloi Trailside Paris NO 12 2017 Fishina Pier Centerville Lake NO DNRIAnoka County 13 2017 Fishing Pier Pelger Lake NO DNR/Anoka County 14 2017/18 Irrigation Hidden Spring Park NO 15 2017/18 Irrigation Acorn Creek Paris NO 18 2017/18 Irri ation Comer Stone Park NO 171 2017/18 IrrWation McBride Park NO ial 2017/18 Drinking Fountain Acorn Creek Park NO 9,500 19 2017/18 Drinidng Fountain McBride Paris NO 20 2017/18 Remodel/replace Warms House NO 21 2017/18 Roof for Ice Rink NO Donations sponsor, rants -need bid 22 2017/18 Restore Sprina Hidden S ring Park NO Restore - need source of water 23 24 * See Action Items 251 Cownmlfte Meas 261 Arborist for City Parks 271 Upgpde landscaping (locations?) 28 Facelift for Cornerstone fountain, neW new bids ease Pole? 2g Pickleball Courts - can use existing tennis courts• will need fencing as of January 4, 2017 PROPOSED PARK IMPROVEMENT PROJECTS 5 YEAR PLAN as of January 4, 2017 14,01 A 6 C D E F 30 COMPLETED PROJECTS 31 32 33 34 Dec. 2017 Drainage Lamotte Bail Fields YES See 5-12-16 letter from L. Walsc 35 June 2015 Electrical Im roveLaurie LaMotte Park YES 7-8-15 - on City Council Agenda 36 June 2015 Drinking Fountain Laurie LaMotte Park YES attached to WarmingHouse 37 July,2014 Basket Ball Court Laurie LaMotte Park YES Hockey Rink 38 Park Benches 2 Q Traiiside Park alorm trail 39 Park Benches 1 Ea le Park by Tennis Court 40 Park Benches 1 Q LaMotte Park by Volleyball Court 41 Park Benches 1 A Lamotte Park by Playground 42 Se t. 2013 Vollevtoll Court LaMotte Park 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 as of January 4, 2017 14,01 0E_;Wff�,6rd1ffl;7 teryiffe Centerville Special Event Permit Application Paddle de Fete Paddle Board / Canoe / Kayak Race July 23, 2017 Submitted February 16, 2017 LTITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: General Background Information: • This is a new event being proposed for Fete de Lacs 2017. This event has been coordi- nated with the Fete committee and with Parks and Recreation Committee. • The Paddle Board. canoe, and kayak races will begin and end at Trail side Park on Cen- terville Lake The start and finish line will be in close proximity to peer used by the Bald Eagle Waterski Show. • The course will be a triangular shaped route on Centerville Lake set up using GPS points. The nominal distance is a 3K course. If there is enough interest we may also set up a one mile course for less experienced paddlers. The event will be timed, how- ever this is more of a fun event and less of a race. Overall best times will be recognized. • The course will be set up on Thursday and Friday prior to Fete de Lacs 2017. • This is a fund raising event for No One Left Hungry Foundation. Marsha Marcussen is the founder and principle operating officer. She has established a strategic relationship with and works in cooperation with Union Gospel Mission in St. Paul. The money is used to feed and/or provide warm clothing to the homeless. • 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 requesting a waiver to all park fees and deposits. New Application: This is a new application for 2017 Page 1 of 14 CONTACT PERSON: Patrick Branch TELEPHONE: cell 703-501-6815 2.IDENTIFYING INFORMATION: Email 122branch@mail.com 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 Foundation, Event Coor- dinator 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, Foundation Director) 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 organizational- ly 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 Foundation. Spon- sors are to be determined. Organization/Business/Agency/Affiliation: Centerville Main Street Merchants are inde- pendent business in Centerville. Other than co -hosting this event, they are not otherwise affiliated. No One Left Hungry Foundation is affiliated with and runs a weekly soup kitchen at the Catholic. parish in North Branch Minnesota. Is this a non-profit organization? yes. 501(c)3 status is pending. We are an All Vol- unteer Committee. All "profits" 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 Page 2 of 14 Title and functional responsibility with regard to the event: Marsha Marcussen Race Director - Overall responsibility for the event and the founda- tion. c/o American Family Insurance 1883 Main Street, Centerville, MN 55038 Phone:651-426-1658 Patrick Branch event coordinator. 1618 Hunters Rid eg Lane. Centerville, MN 5038 Phone: 703-501-6815 Michael Giovinazzo, Coordinator, Centerville Main Street Merchants, c/o American Family Insurance 1883 Main Street, Centerville, MN 55038 Phone 651-426-1658 4.REQUESTED EVENT COMPONENTS: Date requested: July 23,2017 Alternate date: None Requested hours of operation: _Time is yet to be determined. The actual time will be coordinated with the Bald Eagle Waterski Show so that these events are complimentary and not conflicting. The estimated times for this event is 12:00 p.m. To: 2:00 p.m. Per- mit 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 20 - 21& with final set up on July 23 from 11:00 to 12:00.- a.m.. Complete dismantle date and time: July 23, 2017 prior to the waterski show, also a Fete des Lacs event. 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: _75 (best guess based on similar events turnout.) Spectators: 50 5.INSURANCE: This is a Centerville Fete des Lacs events and insurance falls under the City's umbrella policy. Attach to this application either an insurance policy or a certificate of insurance including the policy num- ber, 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 classi- fied as first amendment expressive activity, insurance requirements can be waived under certain circum- stances.) 6.SANITATION: Page 3 of 14 Attach your "Plan for clean-up/Material Preservation". Include number, type and location of trash contain- ers 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 Pian: Please waive the deposit. These events will start and finish in Trailside Park. The sanitation plan will be coordinated with the Waste Management. Every reasonable effort will be made to make this a green event. Portable toilets will be coordinated with other fete de lacs events. If additional portable toilets are necessary they will be provided by and paid for by this event. 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" draw- ing. A. _X_ If a route is involved, the beginning and finish area with arrows. B. _ If a route is involved, the places where buses, autos or other motorized vehicles need to be considered. C. If a route is involved, attach separate maps giving two or more alternate routes. D. Entertainment or stage locations (grandstand operators should provide you with a "to scale" drawing.) E. _na—Alcoholic beverage concession area. F. _ Non-alcoholic concession area. G. _ 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. —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) Page 4 of 14 U. Other - Please describe. &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, s._� 1 1. 1' 1 1 If yes, describe what system will be used to ensure that alcoholic beverages will be con- sumed by persons 21 years and older: If yes, describe how, where, when and by whom the alcoholic beverages will be served: _ If a casino parry, 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 ex- ample: a cabaret license, etc. Attach all required licenses to this application. Elm= 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 toes of food handling licensing. Gambling License. Cabaret License. etc. It is your resRonsibuity to check with the City Clerk or local authorities to determine what licensing is re- 1juired prior to submitting this application. 0 Will food and/or non-alcoholic beverages be served? Yes Page 5 of 14 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, veg- etables, fish or peeled and cut fiuit. Food item: This area is still to be determined. There may be post event food and drink. We may find a sponsor to do this for us, but that is not yet arranged, All other foods and drink will be prepackaged unless prepared by a sponsor in their commercial kitchens. We will provide water to the participants at the finish line. 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 con- trol: Security and crowd control will be worked out with the Centennial Lakes Police Department. Following the pattern use by the Centerville Fete des Lacs. If the event is to occur at night, describe how you are going to light the event area in or- der 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 have not worked out the details vet, but there will be _ watercraft on the lake monitoring the safety of the paddlers. All participants will be required to wear a US Coast Guard approved Personal Flotation Device (PFD) Attach to this application a copy of your building permit(s) if you are installing any elec- trical 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; enclo- sures (and tables within those closures); tents, air supported structures, canopies, or fabric shelters. Page 6 of 14 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: IO.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 Page 7 of 14 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: 13YEE 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: The fees charged for this event will be the same as the fees charged by the CitYof Centerville for the annual Fete de Lacs running events Currently that fee is $20 for child (18 and under) and $30 for an adult. 14.If a donation is requested on a purely voluntary basis, describe how you intend to in- form 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: Paddle de Fete, 3K Paddle Board, Canoe and Kayak Race. DAY, DATE AND TIME: Sunday July 23 1:00 pm race start time 1. PARKS AND RECREATION DEPARTMENT Page 8 of 14 FINAL APPROVAL AND SIGN OFF Signature Date: Title Please check or use NIA (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 Date: Reason(s) for revocation: Title TO BE REVIEWED/APPROVED AND SIGNED BY AFFECTED CITY DEPARTMENT HEADS Page 9 of 14 2. PARKS AND RECREATION DEPARTMENT Special Events Coordinator: Date: Initial/sign-off- 3. POLICE DEPARTMENT Approved by: Signature Date: Title 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 Date: 1. Dance and/or live entertainment. List types or permits or licenses required: Page 10 of 14 Title 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 re- quired. 5. FIRE DEPARTMENT Approved by: Signature Date: Title 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 Page 11 of 14 Approved by: Date: Electrical: Signature Title 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, in- cluding bleachers, scaffolding, grandstand, reviewing stands, stages, or plat- forms. 2. Permit(s) attached. 3. Other provisions as may be required by this department: 7. PARKS AND RECREATION DEPARTMENT Approved by: Signature Date: Title 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. Page 12 of 14 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) re- quired and attached. 8. Other provisions as may be required by this department: 9. STATE, COUNTY AND CITY HEALTH DEPARTMENT Approved by: Signature Date: Title 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 14 Page 14 of 14