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Home My WebLink About7.A.1. Huber Park Rental and Use Policies fJ,A; l CITY OF SHAKOPEE CONSENT MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Parks, Recreation, and Facilities Director Meeting Date: June 19, 2007 Subject: Huber Park Rental and Use Policies INTRODUCTION This agenda item seeks adoption of policies and procedures for th~ rental of Huber Park. Another item on tonight's agenda adopts changes to the fee schedule that sets the fees proposed in this policy. BACKGROUND AND DISCUSSION At the June 5 City Council meeting, Council reviewed draft policies and rental procedures for Huber Park. Since that time, we have attempted to incorporate the changes discussed at that meeting into the policies and procedures. The changes are highlighted with strikeout/underscore for easier reference. A few notes: . We had considerable discussion about the use of performer provided sound and light system. Apparently, this is a fairly sensitive issue for many performers as they like to use their own systems. After further discussion, we have come to the conclusion that it would be appropriate to allow other sound and light systems to be used with two primary conditions: 1. The sound and light system must be operated under the supervision of Shakopee staff to ensure appropriate sound levels. 2. Audio/video snakes or cables must not be run across the ground in the terraced seating area where they may be a trip hazard. . We met with Bill Michaelson from Total Rental to review the rental package options, Given the turf establishment that still needs to occur at the park, it would not be a good idea to promote significant tent rentals until early fall, but they could be accommodated this summer on pavement areas. The preliminary packages and prices are included in the rental. We will be finalizing these prior to promoting the rental packages. . After reviewing the tent area, we concurred that a grilling slab should be created if grilling becomes a popular option. This is something that can be added after we see the demand. Also, we came to the conclusion that requiring rental of a grill is not necessary, so long as the grill remains on a hard surface. Again, without turf, we won't be actively promoting tent rentals. . We have incorporated resident/non-resident rental periods and fees. . We have not had an opportunity to investigate having a contact for insurance policies, but if that need comes up, we would work with the renter and local agents. If you choose to move forward with approving these tonight, we would suggest that these be considered "interim" policies that carry through the summer of 2007. After we have more experience with the use of the park, it may be necessary to modify the policies and procedures prior to the 2008 season. RELATIONSHIP TO VISION A. Active and Healthy Community B. High Quality of Life REQUESTED ACTION If Council concurs, move to approve the Huber Park Rental and Use policies. ~-_.__..- Huber Park Rental and Use Policy 1~6.19.07 _Er2_1?.Q~~__P._ClJ~Y._._______._____..._...______..___.__._.__.._._.__._.___..._......___.._.._._._._.___..__......_.____._....._...._..._._.___.._.._.__..__._.._____..__.__.__.__.___.._...__.._.__._____...___._____.._.__.__..___ __H OJ:lIS otQp_~r~!!.Q!:I!B~_"t<!!.Jt2_':!r~___________.__________________________________________.___________________________ I. 6: 00_~.!!"..:_~_19: O_Q.e. m_,________________________________.____________________________________________________________ I. Rentals must conclude by 9:30 p.m. in order to provide adequate time for cleanup unless authorized under special permit. _~~~.Q_LP.~_s:!2.r_'!l_~!:I_~_~_~J~g~_____._.__________..___________________________.____________________________.___.___________________ Use of the Performance Stage is available for music, theater, speeches, religious activities, or other _p~~Q!"l!l~~~~_9.~_~~_~~~i~~L.Y'_'l~.!h~i2JIc:?~\!1_g!.~q~_!r.~!n~_~ts_:______________________..__________.________._____..__ . Content with vulg3r 13ngu3gc, nudity, violence, or scxu:11 overtones prohibited. . No performances that contain commercial advertisinq of i1leqal activities or advertisinq that is untruthful, misleadinq or deceptive. . No performances that contain content that miqht be interpreted as condoninq or solicitinq any unlawful act or conduct. . No performances that portray acts of violence, murder, sedition, terror, vandalism or other acts of violence aqainst persons or institutions. . No performances that have content that is defamatory (meaninq false statements of or concerninq a person, product or company that is likely to cause injury to the person's products or company's reputation). . No performances containinq personally abusive epithets that would be inherently likely to incite immediate physical retaliation. . No performances containinq content that depicts or describes sexual conduct in a patently offensive way. appeals to the prurient interest in sex or has no serious literary, political. artistic or scientific ._.______ va I ue. ___._.__.___.____..__._.___..___.__..____.__._.._.___.__.___.___._._.__.._.______..._._..__.._..____._.._.__._____.___.._..__._..__.______.____.. . If amplified audio or lighting is desired, ~use-4-house sound and light system is may be available for the rental.required. Perform3ncos m:1Y be supplemented with :1dditional sound and light by spcci31 under spcci::ll pormit.Any ~~ound and light system must be operated \3.y-Gf-under the direction supervision of City of Shakopee staff to ensure appropriate sound levels. In addition. use of the City's underqround audio snake to the mid-audience seatinq area is available. Under no circumstances may ____._<3 ucJiCl sl1<3kesClr c<3~les b~ rul10ver grClul1 dtbrougb th~ .t~rr<3~E::d....s;~atil1gar~Cl:_____________.____.______.____ · Helium balloons, free standing flowers, and other decorations are permitted. However, no tape, __.____a._cJh~~jy~~'._?!~p.L~?,_Cl.r_Cl!b..~rJY.I?~~_Cl1.i~~_~_I1~r~_D:}?y_Q.E?_LJ.?~_cJ,___.___.______.______.___________________________________ __~____p_ryj~~Cll_PY.r.Q!.~~b!l.ics_~!_~.Cl_~JLClJJCl~E?_~:U~y~p.~_~ia.lp.~r_f!:IlL_____._______________________________________ · Rental of the performance stage gives exclusive use of the stage only. The remainder of the seating __.____a..r:E?_?_~I19._P..<3.r~_l!l~~Lr_~~9ll1...QR.~_I1_ f 0 rgE?D_E?i.ClJ.P..Cl.r~_~~~_,_____.__._______________________.________.__________________ . Charqinq admission for events is prohibited. However, renters can "pass the hat" for donations. ..f.icl}l!:lR~c~.p!j.Cl.!!.EacK~g~~___________________________...____._.....___________________..._____._______________.___.____________ Picnics and other types of gatherings can be accommodated at the park under a special use permit. The _fgJj.Q'.:'{1Q.g_.Q~l!:l~~Jb_e._R\f..nJ~lr~~~R!i9.Q..r.~9Y.Lr:~D:}~_I}!?~____________.____________________________________________ · Picnics or receptions can be accommodated at the east side of the park in the designated _____pl~111~lr_l?~~R~Q!:l._9.r~9.:._Ibl?j_~.~gr.~??_~it~_~~b_~J~~tEj~.~~~l~~,_______.___________.__________.m_____________ I. Tent and table rental packages are only available through the City, in preliminary seating capacities and prices as follows: 0 Up to 90 (30X30 tent), $675 0 90-135 (30X45 tent), $890 0 120-180 (30X60tenQ, $1100 I . Tents will be set up and taken down for the renter. Tables and chairs will be delivered and stored at the site. but setup and take down is the responsibilitv of the renter. ________~___ ____ _____ ____ - _____________n_ ___ _____ __ ___ _ I I I I · Catering or self-prepared food is permitted, but must be coordinates! by the renter. A list of local I caterers is available. I . ------- . On-site grilling is permitted as part of food service at a picnic/receptionby speci31 permit. A~ I must be kept on hard surfaces and must not block access on trails and walk ways. port3ble towable I grilling unit p::lck3ge must be used ::lnd is avail3ble through the City at a cost of $130. The unit must _____rerQ_~I}_Q!lJb~_p_:;!r.~LTlg.Lol~..LJ.!i~c_~_'_____________________________.______._______________.__.___.___._________________ I · Amplified music is allowed under the tent, but must be maintained at volumes that do not exceed City I noise ordinances. I -----------------.---.---.-------..-----.-..-..----------_._-_.._-~-----_...._---_._-_.~._..-._.__..__.-...------_.._..-._.__..-....__._-_._-_._..._..~..__..~......_.-.-_._-_......~...__..__.---_.._- . Rental of a portable 12'X15' dance floor is available through the City at a cost of $160. I Amenities and Other Entertainment I ._______.____._.___.____._.____.___...._________.._.___.__._...__.._..._._._._._.._._.__._._._.__.._._.....__._.__.___._.__...__.._~_.__~_._.._._.__....___H_._.____...._._......_._......_....__._____.__ I .JlJfI~.t~bl~..!!lo2!l.~9J15~_?n (:U~tb.~in_B.~tCl~!~_~yt~~?_?!~_gIJJy_P_~E!!!H!~.cJ_~Y~2~.s;.i~_2e rQ:l_LL__.___._______________ \ Fireworks are only permitted by special permit and additional permits are required through the City's fire I department. I I Alcohol I ! --.--------.-----------------...-------------.--------.-----..----------.-..------------------------------------------- ~~~Lt'?LEri~9_~p_~n!~~_~_~U9~~_<!Qi'g.r:gi!}9_fl~~_~_1h~R~~it?_~r.~9__<?r_g.r:?_"j~!?~cJ:____._______.__._____________ The sale of beer, wine, and/or alcohol is prohibited. __~~~I!!}'_~I)_<:!J!~ffj~_<2_Q_l!tr21________________________________._________.______.________________________________ Security and traffic control may be required depending on the scope of the event as part of the rental permit. All costs for required services are responsibility of the renter. Portable Toilets/Trash Containers _.___...__.__._.__.___.____._.._._._._..____...__..__.____.._.___.___.__...___...~._._._......_..__.__._.__..__...~___..m_.._.~._.___.___._...__._..m.._...._._._..._..__._....__......m..~._._._.__._.m.__._...mm__._.m_...._.__.._...___.____.._._._.__ Additional portable toilets and trash containers may be required depending on the scope of the event as part of the rental permit. All costs for required services are responsibility of the renter. General Items ._....__._......m.....~.__._._.._._......__._.._._._._.~...._.~............_._~.m~_.._.._..~.._._.__.___.___.__.__._..~._.~._.._..~..._.._._....._~_.._._._._.__..~........_...__._._.._.._.....__.~._._...._.___...._....._.._....._._.~.__...__._......_~_._..~..._._..__.___....._......__._m_.___._._..._. Rentals described in this policy only provide limited exclusive use of the staqe and picnic/reception area. The remainder of the park is and must remain open for public use. Renters can expect the qeneral public to be in the Dark durina rental times. I Portions of the park are susceptible to floodinq, especially in the sprinq. Renters should take this into account when considerina Huber Park for their event. _9.~~Q::~PQfJb_E?~lt~J~.!b_~_.r~~P.2.1"l~i~~i!y_<:lf!h_~r~_I1!~E:____________________._____________________.___.______________.____ Vehicles are not permitted off of parking lot surfaces. Vehicles may drive to the stage on the designated I tra iliaJ t<:l_l:lD1Q~9._a n.~JQ9-9....QQJy.L but _1}1_l!.~!. bE?_p.arl<.E?9jQ.jhe_..p_Cli_U'2.t.cJ_~.rJ.O_g...LJ..~~_'________________________ Sale of food and/or beverages is allowed by special permit only, and would require a temporary food I license from the State. A COpy of the food license must be Drovided to the City. ~!~!fl!lg__~~!"Vi~~s ____________________._____________________________________________________._____ All rentals require a city-employed site host or sound technician during the event, including set up and take down. The City will work with renters to determine whether one or both are needed, and will be determined based on the scope of the event. The site host or sound technician will be available to assist _~illJ_y.2_l!r._~y.~.!lLJl1_~?j!~._b.2.~U~jncl uc! ed_ll1...tll.E?_@11!9Lf~_~.,______________._______._______________________________. Use of amplified sound or light system will require a sound and light technician at a rate of $25 per hour, with a minimum of a two hour period. Insurance .~...._._._..__.__._.......__._.___.....__...___._....._....___..._......._m.......__.._..._____.__.._.._....._.~_.._..~~_.._..__._._.._..___..._..~..__..___._._._m._.____.._.._...____._.___._.._._..____.._..____.__.._..__..__.._.._.._.__.__._......_______ A certificate of insurance n::lming the City 3S ::lddition3l1y insured meeting the City's insurance requirements is required for any activity that requires a special use permit under this policy. The certificate must meet the City's current insurance requirement. including but not limited to amenitioc or other entertainment ::lS described above, events open 3nd promoted to the gener::ll public, 3nd any private party . h,..,~. ! I I I I I Fees I ..------. I Rental of the performance stage is $50/hour for residents, businesses, churches, and civic orqanizations 1 located in Shakopee, and $75 per hour for non-residents and non-resident qroups, with a two hour I minimum. This fee includes a site host or sound technician.:________________ 1__ ~~~it~~~:~_s~~~~n~,atnh~~o~lilg~~ ~~~;~~1~~_~:t:_~f~~1~L~~~~7~~~~t~rt~; ~;_b~~~;l~l~:~~~_~os_t__~:________ I f~es fQr.J~f1Lr..E?Q~L~nd!~!?l~~.f.b_~j!..?_~!".~ the rE,3~p.Cl_Q?L~@Y_9J.Jb~_!".~Q.!~r:._____________.________________________ I Security, portable toilets, trash receptacles, and additional staffing as deemed necessary based on the I __?<?Clp.~()i.!~_~y~_IJL?l~.!b_E,3__!".~~P.9.0_~i.~j1jJY_9LLb_~..r:~.Q!E::!".,________________________._______________._________________________ 1__ ~~il~~_I~~~-~e~~~~~~~~ ~,e~~~~:t~~~:r~~s~~~_~:_~~I~m~~~~~_:_~_~~~~~~:~~~~:~~:~_~_:~:_t~:~:~_~~~_~~i~_~___ I I I A $100 refundable damaqe and cleanup deposit is required with each rental. If a renter or their activity causes damaae to orooertv. the renter will be resoonsible for full reoair and/or reolacement costs. I Re.!)tal Pro~ess ___________________________m______________________________ I I Rentals are available from May 1-0ctober 15. Rentals outside of this period may be accommodated I _ un d era s Qec i a I use pe rm it .__________________________________________________________________________________ Rentals for the upcoming calendar year are permitted beginning September 1 of the previous year for residents, businesses, churches, and civic orqanizations located in Shakopee, and October 1 for non- residents and non-resident qroups. If the first day of either month September 1 falls on a weekend or holiday, this date reverts to the first business day after the first of the month September 1. Ongoing annual _~~_n.!9J?_9.11<:j_~y~_QL~QJ~Y_~9_l1fir.rI1~Qcj_~g_Q~__!b~l~s!!'!!~J~y_~_l,Jg~?L.1~_.QL!b~_p.r:E?_I.'L()_~_?_y_~!'!!".:...______________________ __B~~.tCll~__<3!~_~yJj~_?.t._<?QQJ_~~fj~~!_~~r:I.'.~~~_~i~.:J~_~p_e.l?2Q!".~Qt?I?_~~~_~\I.'~J,~.r:iQ_!".i!y.QY~L!n?jUQ_Q!_fCl_~iQ.:.______._______ 1_A-H_~e.!JJ~I?_rI1!J.~!_~~_~QQfi!_rI1~.9 and pa id in fu 11_~9_9_?Y?_p.r..i()!tQJbe._e._Y..E?Q_t.______...____________.____._._.__..______.__.___.__.__ Rental of the performance stage is available ffi-for rentals as little as two hours and as lonq as the entire I ~the following increments: Sam 12 Noon, 12Noon 1:00 p.m., and '1:00 p.m. 10:00 p.m. Rental of the picnic/reception area is for the full day. If a picnic/reception is scheduled, only one rental of the 'I performance stage~ rental is permitted, unless the picnic/reception renter agrees in writing to allow other _~?~of the._~tag~cJ:!!ri.Qg_!b~!!~yent. All rentals must include setup and take down time. ______.__.___ I All rentals are final. Refunds or rescheduling due to rain or inclimate weather is not allowed. However, in I the event of floodinq, rentals would be rescheduled at a date and time that is convenient for the renter. If reschedulinq is not feasible a full refund will be aiven. I I I I I I I I I I \ I I I I I I I I