The URL can be used to link to this page

Home My WebLink About2017-04-05 P & R Set Agenda w-HandoutsCITY OF CENTERVILLE PARKS & RECREATION COMMITTEE AGENDA Wednesday, April 5, 2017 — 6:30 p.m. Italics = Set Agenda City Hall I. CALL TO ORDER 1. Roll Call II. APPROVE AGENDA III. APPOINTMENTS/PRESENTATIONS 1. Race Director Report, Ms. Kerri Kolstad, Wahoo! Adventures IV. APPROVAL OF MINUTES 1. Parks & Recreation Committee Minutes of March 1, 2017 V. UNFINISHED BUSINESS 1. GAGA Pit — Review Bids Received for Heavy Duty Steel Corner Braces (Tabled) 2. Fete des Lacs Festival Committee Meeting on March 27, 2017 Update — Admin. Ericson VI. NEW BUSINESS 1. Discussion — Selection of Wednesdays for Meetings 2. Park Cleanup & Earth Day 3. Park Facility Permit Application — Centennial Soccer Club — Use of LaMotte Park, Sunday — Thursday, 5-9: 00 p.m., April 2 — August 31, 2017 4. Special Event Permit Application — The Long Underwear Run/Walk (SK & 8K), Sponsored by Outrun Homelessness VII. UPDATES 1. Council Updates — Council Member Montain 2. Replacement of Audio Equipment 3. Review 5 Year P & R Projects List 4. Vacancies VIII. ACTION ITEMS IX. ADJOURNMENT *REMINDERS** Planning & Zoning Commission Meeting — April 4, 2017, 6:30 p.m. Parks & Recreation Committee Meeting — May 3, 2017, 6:30 p.m. City Council Meeting — April 12, 2017, 6:30 p.m. (Council Chambers) City Council Meeting — April 26, 2017, 6:30 p.m. (Council Chambers) Fete des Lacs — July 21, 22 & 23, 2017 Teresa Bender From: Butcher, Dawna (DOT) <dawna.butcher@state.mn.us> Sent: Friday, March 31, 2017 2:47 PM To: Teresa Bender Subject: Spring clean up Hey Teresa, We would like to pick up trash in the parks again this spring! I tried to email the person listed in the volunteer section of the website but it wouldn't go through (pbranch) Who should I contact? Last year we cleaned up Acorn and Tracie Mcbride. Thanks Dawna Butcher, LS Legal Description Unit MnDOT, Office of Land Management 395 John Ireland Blvd St. Paul, MN 55155 Office: 651-366-3507 This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http://www.symanteccloud.com PARK FACILITY PERMIT APPLICATION 1. Name/Address/Phone Number of Individual or Organization responsible for making this application: CherylLynn Berg Centennial Soccer Club Name Address 612/309-6838 Lino Lakes, MN 55014 Telephone Number City, State & Zip 2. Please describe your event/activity and identify the specific facility/field within the park you wish to use along with what you are asking from the City: Use of the soccer fields at Laurie LaMotte park for Centennial Soccer Club practices 3. What is the number of people that are involved in your eventlactivity? 10-15 4. What City facilities do you wish to use Acorn Creek Park Eagle Park Laurie LaMotte Memorial Park 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: Sunday - Thursday 5-9 PM April 2 - August 31, 2017 6. Is anyone charged a fee to watch or participate in your event? No 7. Have you used these facilities before? Yes If so, when? 2+ years ago 8. Are you requesting additional permits or City services? Yes X No (i.e., Road Closure(s), Temporary Liquor License(s), Fireworks Permit or Burning Permit, Use of lights, bathrooms or 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. CherylLynn Berg 3/14/17 Printed Name of Perso Signing Date Signature rrrrrrrrrrrrrrr■rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr a ■rrrrrrrrrrrrrrrrrr■ Office Use Only Permit approved by: Deposit required: Form number. 2013.01 PU Date: Receipt # Ir terz4& Toobti164f I&ql- Centerville Special Event Permit Application The Long Underwear Run/Walk (5K, & 8K) Submitted Monday, March 6, 2017 LTITLE, PURPOSE, AND BRIEF DESCRIPTION OF EVENT: General Background Information: • This running event was previously know as Outrun Homeless. This will be the third annual event to benefit the hungry and homeless held in Center- ville. All running/walking events are on the same day -Saturday September 23, 2017. The course will be set up on Thursday and Friday, September 21 st & 22th. This is the same course as the annual 2016 and earlier Centerville Festival of the Lakes runs. Cen- terville Parks and Recreation Committee has elected to alter their Fete des Lacs running course for 2017. We may revisit the decision to stick with the older course later in the year. • This is a fund raising event for No One Left Hungry Foundation. Marsha Marcussen is the founder and principle operating officer. She has established strategic relationship with and works in cooperation with Union Gospel Mission, a homeless shelter in St Paul. • This funds raised in 2015 and 2016 were used to provide shoes, sleeping bags, blankets and warm clothing to the homeless and to support homeless shelters in St Paul and Anoka. The funds raised in 2017 will be used for a similar purpose. • The 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 ben- efit 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. • The race committee members are all volunteers. One hundred percent of the funds raised, in excess of expenses, go directly to feed the hungry or support Minnesota non- profit organizations dedicated to transitioning the homeless to self sufficiency with pride and purpose. Page 1 of 14 New Application: This is a new application for 2017 CONTACT PERSON: Patrick Branch TELEPHONE: cell 703-501-6815 2.IDENTIFYING INFORMATION: Email p2branch@=ail.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 race events 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: 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 Hun= Foundation is affiliated with and runs a weekly soup kitchen at catholic parish in North Branch Minnesota, Page 2 of 14 Is this a non-profit organization? 501(c)3 status is pending approval from the IRS. We are an All Volunteer Committee. All "profits" will feed the hungry or 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 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 Ridge Lane, Centerville, MN 55038 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: Saturday September 23, 2017 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 21 -22a 2017.with final set up on Sgptember 23, 2017 from 6:00 to 7:00 - a.m.. Complete dismantle date and time: September 23, 2017 by 11:00 A.M. Schedule of events: • 6:00 a.m • 7:00 - 8:00 • 8:00 - 9:00 • 9:30 - 10:00 • 10:00 a.m. Set up Registration 5K and 8K Run/ Walk Awards Ceremony 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. Page 3 of 14 Anticipated number of participants: _110- 130 based on last years turnout and a true de- sire for growth. In 2016 we had 75 runners, 30 volunteers and 50 spectators. Spectators: 50 5.INSURANCE: Insurance certificate will be provided when it is available. Insurance is provided by American Family Insurance, Michael Giovinazzo Agent. 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.) &SANITATION: 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 reauired 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 Man- agement. Every reasonable effort will be made to make this a green event. We will use a recycling program similar to the Centerville Fete des Lacs Runs. Mr Greg Berger. a re- tired environmentalist with the state of Minnesota will oversee this function. Waste Management will be asked to 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 (in- dust --y standard TLOCATION: 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. _X_ If a route is involved, the places where buses, autos or other motorized vehi- cles need to be considered. C. If a route is involved, attach separate maps giving two or more alternate routes. Page 4 of 14 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. &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 hom 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 If yes, describe what system will be used to ensure that alcoholic beverages will be con- sumed by persons 21 years and older: Page 5 of 14 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 ex- ample: a cabaret license, etc. Attach all required licenses to this application• plea4g note that certain figensing may required by GIL-_County and State agencies. such as a Large Assemblyges of foo y License for gatherings over 1.000 people. some td handling licensing. GambUng License. Cabaret License. etc. It is your re ponsibutX ty check with the City Clerk or local authorities to determine what licensing is re- quired 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, veg- etables, 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 yet arranged All other foods and drink will be "r :packaged unless 1repared by a sponsor in their commercial kitchens We will provide water to the runs on the race course and at the finish line If Its, you will need a permit from the Anoka County Department of Environmental Health. Please attach a coRYof 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 runs 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. Page 6 of 14 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,2oossib_ly 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 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. 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: Page 7 of 14 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 a participants fee of approximately $30. Page 8 of 14 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: The Long Underwear Run/Walk (5K & 8K) DAY, DATE AND TIME: Saturday September 23. 2017 race start time 8:00 a.m. 1. PARKS AND RECREATION DEPARTMENT FINAL APPROVAL AND SIGN OFF Signature Date: Title 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 9 of 14 Signature Date: Reason(s) for revocation: Title 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 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: Title 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 Title Page 11 of 14 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 Date: Electrical: 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: Page 12 of 14 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 Date: Title 1. Trash containers required. (# 2. Portable toilets required. (# �) 3. Special animal clean up required. 4. Barricades provided, as available. (# 5. Cones provided, as available. (# J� 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 Page 13 of 14 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 14 of 14 RECEIVED MAR 14 2011 MIDWEST EVENTS PORTS n March 13, 2017 City of Centerville 1880 Main St Centerville, MN 55038 12 FiRo FTRUIV A,FER� errs On behalf of Midwest Events and FrontRunner Events we wish to thank the City of Centerville, MN for your hospitality in allowing us to again conduct our Shake Your Shamrock 8K and 5K runtwalk in the City on March 11th. The event was another success with the runners and it couldn't have happened without the support and cooperation from everyone involved with the race, the City of Centerville, Parks and Recreation Department and Centennial Lakes Police. A special thanks to Teresa Bender and Mike Ericson for taking the time to work with us on the final details of the event, the police on site keeping the runners safe. As in the previous years, many runners came up to tell us what a great running trail this is. They were impressed with the venue. We look forward to next year's race. Thank you for your support. z"' 4 71k� Terry Thompson Midwest Events 1890 Whitaker Avenue White Bear Lake, MN 55110 651-251-5494 Randy Fulton FrontRunner Events 1665 a St. White Bear Lake, MN 55110 March 2017 YEAR TO DATE Parks REVENUE March TOTALS BUDGET DIFFERENCE R 101-45201-34780 Recreation Fees $ $0.00 $0.00 R 101-45201-34781 8K Run $3,600.00 $3,600.00 R 101-45201-36200 Misc. Revenues $0.00 $0.00 ** R 101-45201-36260 Donations & Contributions $0.00 $000 TOTAL RECEIPTS $ - $0.00 $3,600.00 $3,600.00 YEAR TO DATE arks/Rec. Committee EXPENSES March TOTALS BUDGET minute raker E 101-45200-100 Wages and Salaries (GENERAL) $1,000.00 $1,00000 E 101-45200-122 FICA $100.00 $100.00 E 101-45200-438 Meeting Per Diem $1,600.00 $1,600.00 EXPENSES $ - $0.00 $2,700.00 $2,700.00 Parks/Rec Programs EXPENSES YEAR TO DATE March TOTALS BUDGET DIFFERENCE Warming House Attendants E 101-45201-100 Wages and Salaries (GENERAL) $ $911.91 $3,000.00 $2,088.09 E 101-45201-122 FICA $ - $69.77 $200.00 $130.23 E 101-45201-151 Worker s Comp Insurance Prem $ - $0.00 $300.00 $30000 E 101-45201-210 Operating Supplies $ - $40.97 $0.00 ($40.97) E 101-45201-300 Professional Services $ - $0.00 $0.00 $0.00 E 101-45201-300 Postage $ - $0.00 $100.00 $100.00 E 101-45201-370 Park Programs/Movies in Park $ - $825.00 $2,300.00 $1,475.00 E 101-45201-371 Music in the Park/ASCAP $ - $341.00 $2,500.00 $2,159.00 E 101-45201-373 8k Run/Walk $ - $481.57 $2,000.00 $1,518.43 E 101-45201-374 Park and Rec Reserve $ - $0.00 $0.00 $0.00 * E 101-45201-428 ACH Charges (on line fees) $ - $0.00 $0.00 $0.00 E 101-45201-441 Conf. & Schooling $ - $30.00 $0.00 ($30.00) EXPENSES $0.00 $2,700.221 1 $10,400.001 1 $7,699.78 1 TOTAL EXPENSES $0.00 $2,700,221 1 $13,100.001 1 $10,399.78