HomeMy WebLinkAbout10.F.1. Consider Street Closures and other City Particiaption for 2013 Derby Days 011.111 General Business 10. F. 1.
SHAKOPEE
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Mark McNeill, City Administrator
DATE: 07/16/2013
SUBJECT: Consider Street Closures and other City Participation for 2013 Derby Days
Action Sought
Pass a motion approving the various requests for assistance of the 2013 Derby Days Committee
relating to park hours, hours of alcohol sales, assistance by City employees, signage, waiver of
certain fees, and other related Derby Days activities.
BACKGROUND:
The dates for Derby Days in 2013 are from Wednesday, July 31st, to Sunday, August 4th.
Attached is a request for action and supporting information from the Shakopee Derby Days (DD)
Committee. To summarize, the issues upon which the City Council is requested to act are as
follows:
1. Authorize the work requested of Public Works employees. See attached request from Derby
Days. This includes placement of banners, barriers, fencing, picnic tables, garbage
receptacles, emptying of garbage, and the cleanup of parade route - related trash.
2. Authorize beer sales by the Shakopee Jaycees in Huber Park Thursday through Saturday
night. As with previous years, there will be two beer sales locations:
• Tent A overlooks the amphitheater. That location will conduct sales until 12:00 a.m.
(except for Thursday, when it will be closed).
• Tent B will serve the Taste of Shakopee from 5:00 — 11:00 p.m. on Thursday and will
be open on Saturday until needed, but no later than 11:59 p.m.
All alcohol shall cease to be consumed in the Jaycees tents at 12:30 a.m. and the park is to
be cleared by 1:00 a.m.
3. Authorize the extension of Huber Park hours to 1:00 a.m. on Friday and Saturday from the
normal 10:00 p.m. closing. This relates to the 12:30 a.m. alcohol consumption cutoff
referenced in #2 above.
4. Authorize the use of Huber park without paying a fee and damage deposit.
5. Allow handicap and parking by permit only on Bluff Avenue between Main Street and the
emergency gate. In addition, the gate is requested to be unlocked for DD related use.
6. Authorize placement of DD advertising signage. These would be banners placed at seven
locations throughout the community.
7. Authorize the closure of Lion's Park parking lot, Adams Street (10th Avenue to 12th
Avenue), and 11th Avenue from Adams Street to Jefferson Street from 11:30 a.m. to 3:30
p.m. on Sunday, August 4th to accommodate the DD parade staging, and the parade route
itself on 10th Avenue from Adams Street to Spencer, from 1 PM until 5 PM
8. Approve fireworks display at sunset on Saturday, August 3rd (riverfront). Discharge of the
fireworks will be from the north side of the river on private property. The Shakopee Fire
Department will assist and the County will assist with river traffic.
9. Authorize use of the park property in the northeast corner of Huber Park (the former
Monnen 's property) for staff /vendor parking or public if necessary.
10. Parking restrictions for the public shall be enforced by means of existing ordinance in the
Bluff Avenue area, and will allow for private parties to charge for parking.
11. Authorize the closure of Fuller Street from Second to Third Avenues for fire department
water fights, on Friday, August 2nd, from 6 until 10 PM
12. Authorize the closure of Fillmore Street) north of the used car lot) on Saturday, August 3rd,
from 11:30 Am until 3:30 PM, for the Soap Box Derby races.
Derby Days and the Police Department (with the assistance of the Fire Department) will
coordinate an Emergency Operations Plan.
RECOMMENDATION:
We recommend approving the requested actions.
BUDGET IMPACT:
This year, the City has made no direct financial monetary contribution to Derby Days, although
earlier in 2013 the City Council approved a separate request for assistance for funding the
upgrading of Huber Park's electrical service.
The City does annually keep track of in -kind expenditures that are incurred as a result of assisting
Derby Days. This is primarily for Police, and Parks and Recreation staffing. In 2012, the amount
totaled $10,136, a figure which does not include City Clerk, City Administrator, Public Works, or
Fire Department employee time. The City also contributed $10,500 to fireworks in 2012.
RELATIONSHIP TO VISIONING:
This supports Goal A, "Keep Shakopee a safe and healthy community where residents can pursue
active and quality lifestyles." And Goal D, "Maintain, improve, and create strong partnerships
with other public and private sector entities."
REQUESTED ACTION:
If the Council concurs, it should, by motion, approve the various requests of the 2013 Derby Days
committee listed in this memo.
cc: Bruce Loney, Public Works Director
Jamie Polley, Parks, Recreation and Natural Resources Director
Jeff Tate, Police Chief
Attachments: Shakopee Derby Days 2013
SHAKOPEE DERBY DAYS
aK °F�
Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
The Derby Days 2013 celebration will be held Wednesday, July 31 through Sunday, August 4. This volunteer committee
has been hard at work planning and implementing a safe and fun community festival.
New Events /Locations
• Shakopee Diversity Alliance International Festival will be held Wednesday July 31 from 5 — 9 PM
• Miniature golf will be held at Huber Park from 5 — 9 PM July 31, - August 3
• Senior Olympics (Thursday, 10 -11:30 a.m.) moves back to Lion's Park.
• Dodgeball Derby will be allowing adults to participate
• Scott County Historical Society will be having an Amazing Shakopee History Race Saturday Aug. 3 at 10 AM
• North parking lot will be open to handicapped parking except for Thursday August 1 (Taste). Entry at Bluff Ave.
Road Closures /Parking
Thursday, August 1 after 8:00 a.m. until Sunday, August at 2:00 a.m.:
• Bluff Avenue residents are allowed to use their property for paid parking, per a City Council vote in June 2011.
• Fillmore Street will be shut down north of resident lot entry. At 2:00 p.m. on Thursday, we will move barricades to
just below Riverside Liquors parking entrance outlet, with the exception of Saturday. On Saturday, we will close
Fillmore Street north of the pedestrian crossing from approximately 1:00 — 5:00 p.m. for the Soapbox Derby.
• Parking behind the buildings north of First Avenue and west of Fillmore Street will be regulated during the festival.
Event staff parking only will be allowed on the north side of the parking lot next to the park (signs will be posted).
Residential /business parking will be allowed on the south side of this lot (signs will be posted). (Exception — see
Soapbox Derby times.)
• Bluff Avenue between Main Street and emergency gate: Permit parking only and handicap spaces that are
available.
• Monnens property: Permit parking only.
• Levee Drive lot: Open for public parking.
• Derby Days will sign business lots next to the park as No Derby Days Parking."
• Resident Parking Only on Bluff Avenue to keep the fire lane open.
Friday, August 2 from 6:00 p.m. until 10:00 p.m.:
• Fuller Street from Second to Third Avenues for the Fire Department Water Fights.
Saturday, August 3 from 10:00 a.m. to 5:00 p.m.
• Fillmore Street (north of car lot entrance) on First Avenue for the Soapbox Derby (barricades moved closer to
101 /First Avenue at pedestrian crossing at 1 p.m.)
Sunday, August 5 from 11:30 a.m. to 3:30 p.m.:
• Lions Park parking lot and Adams Street from 12 Avenue to 10 Avenue and (tentatively) 11 Avenue from
Adams Street to Jefferson Street for Parade staging.
• NOTE: 1:00 to 5:00 p.m. — Tenth Avenue from Adams Street east to Spencer Street for the Parade.
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
11111P SHAKOPEE DERBY PAYS
S h CRS
Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
The Shakopee Derby Days Committee is requesting the following exemptions /temporary rule changes for Huber Park:
• That no alcohol be brought into the park during the Derby Days festival. The Jaycees will be selling beer in the
beer garden Thursday — Saturday night.
• On Friday and Saturday night, the bands be allowed to play in the band shell until midnight.
• Waive damage deposit and usage fee.
• On Friday and Saturday, extend park hours until 1 a.m.
Emergency Action Plan
The Derby Days Committee is asking that the emergency action plan be presented to the Shakopee Fire Department, to
keep all parties informed of the plan. Under this plan, a "unified command" will be established, designating a point person
from the police department, fire department, and Shakopee Derby Days Committee to monitor weather and make
decisions pertaining to cancellations and postponements.
On behalf of the entire Shakopee Derby Days Committee, we'd like to thank you for your consideration and support.
Sincerely,
Jack McGovern
Shakopee Derby Days 2013 president
(952) 445 -5791
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
11110° SHAKOPEE DERBY DAYS
So D�RarS
Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
Requested Duties for City Workers
As soon as possible:
• Put up Derby Days banners at the following intersections:
o Fence by Lewis Street and County Road 69
o Holiday Station on Marschall Road and 17 Avenue
o 17 Avenue and Spencer Street (southwestern corner by high school)
o Southbridge — northwestern intersection
o Chamber of Commerce
o KleinBank
Monday, July 29:
• Mow common areas, Pat Thielen Recreation Area, future picnic shelter pad, unmaintained area between
playground and stage.
• Ensure ample restroom supplies (note that contract cleaning service may need to increase visits during peak
times).
• Place fence posts, orange fencing, and sandbags by the front of the band shell for beer garden.
• Place extra orange fencing by the future picnic shelter for the new beer garden area.
Tuesday, July 30:
• Tents will be installed in the evening.
Wednesday, July 31 by a.m.:
• Place road barriers (8) at the entrance of Huber Park by the pedestrian crossing area.
• Place 10 garbage receptacles by support building, 10 garbage receptacles by stage and tent.
• Place 10 picnic tables in the food court area between the playground and the band shell (new small tent location),
5 picnic table to South parking lot by support building and 10 in the main beer garden.
• Place "Road Closed to Through Traffic" and stop sign (large) by entrance to park on Fillmore Street near
Riverside entrance.
• Place as many free standing tire stands with handicap parking signs near Bluff Avenue gate as possible.
• Bring a loader to Huber Park to move boxes of cords to designated areas.
Thursday, August 1 by 1:00 p.m.:
• Mow park as needed.
• Place 25 picnic tables in north parking lot (location to be specified by Mandy Harrison of the Shakopee Jaycees).
• Empty garbage receptacles.
• Place 40 garbage receptacles in north parking lot.
• Add 10 handicap signs in grassy area between Fillmore and Main Street by emergency entrance. Place 10
(minimum) additional handicap signs at support building.
• Mark parking area for handicapped parking along emergency access area between Bluff Ave and Filmore St.
• Place 30 pylon cones in the support building.
• Last year city workers kindly marked and filled in any holes at the Pat Thielen Recreation Area, in the southwest
corner of the field for our Dodgeball Derby we are requesting that this be done again this year.
Friday, August 2 early a.m.:
• Empty garbage receptacles.
• Sweep Fillmore Street and parking lots at Huber Park.
• Place (2) road barriers at Fuller Street between Second and Third Avenues (4 total) for the Water Fights.
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
111/' SHAKOPEE DERBY DAYS
S LRgV
4(S Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
• Move 10 picnic tables from north lot to food vendor area, 5 picnic tables to main beer tent, 5 picnic tables to
Family Fun Park.
• Drop (2) sets of portable bleachers in the South parking lot Filmore St. side (note new location) facing each other
blocking off the bagz tournament from each side (placed between the narrow points where the center islands
stretch out into the lot).
Saturday, August 3 by 7:30 a.m.:
• Empty garbage receptacles.
• Sweep Fillmore Street and parking lots at Huber Park.
• Place road barriers (2) at the intersection of Fuller Street and Levee Drive for the Kiddie Parade.
Sunday, August 4 from Spencer Street to Adams Street along Tenth Avenue by 10:00 a.m.:
• Place all garbage receptacles along parade route, 2 on opposite corners of each intersection and 1 on every
block of the route.
• Place 8 -10 cardboard garbage receptacles at parade staging area.
• Drop 25 cones at parade staging area by youth building.
• Drop 7 -8 free - standing tire stands at parade staging area (3 in rear lot, 3 in lot near aquatic park, 2 by youth
building).
• Place road barriers on both the north and south side of all intersections.
• Place extra road barriers (6) to shut down Spencer Street and then put (3) more road barriers at entrance of Lions
Park.
Sunday, August 4 after parade:
• Sweep the parking lot staging area in Lions Park.
• Sweep Adams Street from 12 Avenue to 10 Avenue and 10 Avenue from Adams Street to Spencer Street.
Monday, August 5:
• Pick up picnic tables, garbage receptacles, etc.
• Return Derby Days banners to Jack McGovern (124 Sommerville Street S.).
Thanks!
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
! SHAKOPEE DERBY DAYS
Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
Duties for Derby Days Committee
Monday, July 29 after 6:00 p.m.:
• Put up lot closing signs at the pedestrian crosswalk at Huber Park and surrounding areas.
Tuesday, July 30 after 6:00 p.m.:
• Set up Food Vendors in the grassy location between playground and stage.
• Start setting up the beer garden, support building tent, and Cash Bingo tent.
Wednesday, July 31 between 9:00 a.m. and 3:00 p.m.:
• Set up Food Vendors in the grassy location between playground and stage.
• Put up pedestrian crossing banners and signage.
Thursday, August 1 after 8:00 a.m.:
• Shut down the entrance to Huber Park north of the resident and business access. At approximately 2 p.m., entry
will be regulated and barricades moved further south on Filimore.
• Put up parking restriction signs on Fuller Street from Second to Third Avenues for the Water Fights.
• Put up signs indicating that:
o Event Staff Parking only will be allowed on the north side of the parking lot south of the support building.
o Residential Parking signs on south side of this lot.
o No Derby Days Parking signs in businesses' lots bordering the park.
Saturday, August 3 after 11:00 a.m.:
• Put up parking g restriction signs on Tenth Avenue from Adams Street to Spencer Street, Adams Street from Tenth
Avenue to 12 Avenue, and (tentatively) 1 1 th Avenue from Adams Street to Jefferson Street for the parade.
Sunday, August 5, a.m.:
• Tear down the tents, fencing, power cords, and remove.
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com