HomeMy WebLinkAbout4.F.6. Authorize Street Closures and Other City Participation for 2014 Derby Days Consent Business 4. F. 6.
SHAKOI'EE
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Mark McNeill, City Administrator
DATE: 06/17/2014
SUBJECT: Authorize Street Closures and other City Participation for 2014 Derby Days (A, D)
Action Sought
Pass a motion approving the various requests for assistance of the 2014 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 2014 are from Thursday, July 31st through Sunday, August 3rd.
Attached is a request for action and supporting information from the Shakopee Derby Days (DD)
Committee. 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. Some of
this work will necessitate City action beginning in the days preceding the official start of
Derby Days.
2.Authorize beer sales by the Shakopee Jaycees in Huber Park Thursday through Saturday
night. As with last year, there will be two beer sales locations:
•Beer Garden One overlooks the amphitheater. That location will conduct sales until
11:59 p.m. each night.
•Beer Garden Two will serve the Taste of Shakopee from 5:00—9:00 p.m. on Thursday.
The location will be moved to the parking lot by the Huber Park Support Building, and
will be open from 11:00 AM until approximately 9:00 PM on Friday and Saturday.
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.
The Council should be aware that complaints have been received in the past about the
fencing which is used to control alcohol sales and consumption. The Police Department is
continuing to work with the Derby Days Committee and the Jaycees to resolve these issues,
which may include more open sales .
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 I1 th Avenue from Adams Street to Jefferson Street from 11:30 a.m. to 3:30
p.m. on Sunday, August 3rd 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 1s,,from 6 until 10 PM
12.Authorize the closure of Fillmore Street) north of the used car lot) on Saturday, August 2nd,
from 11:30 Am until 3:30 PM,for the Soap Box Derby races.
13. Waive any City licensing fees for food vendors.
Derby Days and the Police Department(with the assistance of the Fire Department) will
coordinate an Emergency Operations Plan.
One late change from what was listed in the memo. A "Strongman Competition" is tentatively
scheduled for 11AM on Saturday, August 2nd. It had been planned for the Pat Thielan recreation
area. It is now being planned for the City owned parking lot to the north of Valley Sports and the
Pullman Club, in the 1st Avenue Right of Way. Permission is sought to close and use this area. It
would also necessitate the use of grassy areas to the north of that lot, and adjacent to the CR 101
turn lane. Ownership of that grassed area is still being determined, but if a portion of it is under
City ownership, permission to use that for seating, and an event from the competition is
requested.
RECOMMENDATION:
We recommend approving the requested actions.
BUDGET IMPACT:
Again this year, the City is making no direct financial monetary contribution to Derby Days.
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, Public Works, and Parks and Recreation staffing during
the Derby Days week. In 2013, that figure totaled $11,428.50, but this figure does not include
any of the time for planning and preparation which is done by the City.
This 2013 figure also excludes expenditures and reimbursements relating to a large electrical
upgrade which was done for Huber Park, and for which Derby Days is making partial
reimbursement over time.
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 2014 Shakopee
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: 2014 Derby Days Requests
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Creating and celebrating community pride since 1988
A 501(c)(3) Non-Profit Organization
The Derby Days 2014 celebration will be held Wednesday, July 30th through Sunday,August 3rd.This volunteer
committee has been hard at work planning and implementing a safe and fun community festival.
New Events/Locations
• Bike Rodeo In the Levee Drive parking lot(Saturday, 10:30am-12:30pm)Stations for various checks on bikes,
bike registrations and bike safety.
• Strong Man Competition in the Pat Thielen Recreation Area and the north east parking lot of Huber Park
(Saturday, 1:OOpm-5:OOpm).
Road Closures/Parking
Wednesday,July 30 after 8:00 a.m. until Sunday,August 3 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 15 handicap spaces.
• Monnens property: Permit parking only.
• Levee Drive lot: For open parking and for the Bike Rodeo on Saturday.
• 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 1 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 2 from 10:00 a.m. to 5:00 p.m.
• Fillmore Street(north of Sky Motors car entrance)on First Avenue for the Soapbox Derby(barricades moved
closer to 101/First Avenue at pedestrian crossing at 1 p.m.)
Saturday,August 2 from 6:00 p.m. to after fireworks display
• Officer Fred Radde is proposing to Scott County to shut down County Road 101 from Spencer Street to the Lewis
Street Bridge. Detour would be from Spencer Street and First Avenue to Fourth Avenue,and Lewis Street Bridge
to Fuller Street, up to Fourth Avenue. Option 2 would be to attempt to put temporary stop signs on Fillmore Street
and First Avenue.
PO Box 312• Shakopee, MN 55379
www.shakopeederbydays.com•info @shakopeederbydays.com
S�at< cc SHAKOPEE DERBY DAYS
DL YS Creating and celebrating community pride since 1988
A 501(c)(3)Non-Profit Organization
Sunday,August 3 from 11:30 a.m. to 3:30 p.m.:
• Lions Park parking lot and Adams Street from 12th Avenue to 10th Avenue and (tentatively) 11th 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.
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 Shakopee Derby Days Committee is working with Officer Fred Radde to develop an emergency action 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 2014 President
(952)445-5791
PO Box 312•Shakopee, MN 55379
www.shakopeederbydays.com •info @shakopeederbydays.com
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0 S Creating and celebrating community pride since 1988
A 501(c)(3)Non-Profit Organization
Requested Duties for City Workers
Week of June 30—July 3 banner placement:
• 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 17th Avenue
o 17th Avenue and Spencer Street(southwestern corner by high school)
o Southbridge—northwestern intersection
o Chamber of Commerce
o KleinBank
Monday, July 28:
• 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.This is still being
worked on by Shakopee Police Department and the Shakopee Jaycees.There is a possibility of having the park
fenced with open park alcohol.
• Place extra orange fencing by the future picnic shelter for the new beer garden area.This is still being worked on
by Shakopee Police Department and the Shakopee Jaycees.There is a possibility of having the park fenced with
open park alcohol.
Tuesday,July 29:
• Tents will be installed in the evening.
Wednesday, July 30 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 15 picnic tables in the grassy area between the shelter and the band shell(small tent location),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, July 31 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.
• Place 30 pylon cones in the support building.
Friday,August 1 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
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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(1)sets of portable bleachers in the north parking lot on the north east side of the parking lot(placed
between the narrow points where the center islands stretch out into the lot).
• Drop (2)sets of portable bleachers in the Pat Thielen Recreation Area for the Strongman Competition (placed on
the north west side of the grounds by the trail).
• Place (4)garbage receptacles in the Pat Thielen Recreation Area for the Strongman Competition (placed on the
north west side of the grounds by the trail).
• Place fence posts, orange fencing, and sandbags in the Pat Thielen Recreation Area for the Strongman
Competition (placed on the north west side of the grounds by the trail). They are going to need enough for the
bottom area where the hills are.
Saturday,August 2 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 3 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 3 after parade:
• Sweep the parking lot staging area in Lions Park.
• Sweep Adams Street from 12th Avenue to 10th Avenue and 10th Avenue from Adams Street to Spencer Street.
Monday,August 4:
• 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
Ilk�� SHAKOPEE DERBY DAYS
D y5 Creating and celebrating community pride since 1988
A 501(c)(3) Non-Profit Organization
Duties for Derby Days Committee
Monday, July 28 after 6:00 p.m.:
• Put up lot closing signs at the pedestrian crosswalk at Huber Park and surrounding areas.
Tuesday, July 29 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, Cash Bingo tent and the Strong Man tent.
Wednesday, July 30 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, July 31 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 Fillmore.
• 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.
Friday,August 1 after 11:00 a.m.:
• Put up parking restriction signs on Tenth Avenue from Adams Street to Spencer Street,Adams Street from Tenth
Avenue to 12'h Avenue,and (tentatively) 11th Avenue from Adams Street to Jefferson Street for the parade.
Sunday,August 3 after Parade
• Tear down the tents,fencing, power cords,and remove.
PO Box 312 •Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
Shakopee Derby Days 2014 shakopeederbydays
Shakopee / Days
�: Tentative Schedule of Events shakopeederbydays.com
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Unless otherwise noted, all events are located at Huber Park in Shakopee
Handicap Parking: By controlled entry at Main Street and Bluff Avenue. Public Parking: Downtown streets and Levee Drive lot.
Pedestrian Crossing:Via the tunnel located on First Avenue and Holmes Street(west of Paragon Bank)or at the intersection of First
Avenue/County Road 101.
Wednesday,July 30 Saturday,August 2
5-9 p.m.International Festival 7:30-8:30 a.m.Yoga in the Park with Jill
Sponsors:Shakopee Diversity Alliance Sponsor:Jill Sand Consulting
6-8:30 p.m.Shakopee Pet Fair 8 a.m.-12 a.m.Food Concessionaires
Sponsor:Shakopee Community Education 8:30 a.m.Pedal Pull(Confirm)
Thursday,July 31 Sponsor:Shakopee Jaycees
9:30 a.m.5K Turf Run(Canterbury Park)
10-11:30 a.m.Senior Olympics(Lions Park) 10 a.m.Kiddie Parade
Sponsor:Shakopee Parks&Recreation Line-up:9:30 a.m.at Fuller St.and Levee Dr.
5-8 p.m.Business Expo Sponsor:O'Brien Dental Care
Sponsor:Eckert Dental 10 a.m.-8 p.m.Market Fair
5-9 p.m.Taste of Shakopee 10 a.m.-8 p.m.Family Fun Park
Sponsor:Shakopee Jaycees
10:30 a.m.Turtle Derby
5-9 p.m.Family Fun Park Sponsor:Shakopee Parks&Recreation
5-9 p.m.Beer Garden(Confirm) 10:30 a.m.Bike Rodeo(NEW)(Still tentative—Confirm)
Sponsor:Shakopee Jaycees Supporting Sponsor:Venture Crew 051
5-10 p.m.Food Concessionaires 11 a.m.Diaper Derby/Toddler Trot
Dusk-Movie in the Park Sponsors:St.Francis Regional Medical Center and Allina Health Clinic-
Supporting Sponsor:Shakopee Parks&Recreation Shakopee
Friday,August 1 11 a.m.(?)Sawdust Pile Grab(Confirm)
11 a.m.Strongman Competition(NEW)(Still tentative—Confirm)
10-11:15 a.m.Summer Carnival Games(Lions Park) 11 a.m.-12 a.m.Beer Garden(Main)(Confirm)
Sponsor:Shakopee Parks&Recreation Sponsor:Shakopee Jaycees
3-8 p.m.Market Fair 12:15 p.m.Prize Bingo(Turtle's Social Centre)(Confirm)
3 p.m.-12 a.m.Food Concessionaires 12:30 p.m.Punt,Pass,Kick Competition(Confirm)
4 p.m.Dodgeball Derby(Youth)(Confirm) Sponsor:Shakopee Jaycees
4-10 p.m.Cash Bingo 1 p.m.Bags Tournament
Supporting Sponsor:Shakopee American Legion Supporting Sponsor:Link Lumber
4:30 p.m.Music by Portrait on Fire 2-5 p.m.Balloon Show by Hermey the Clown
Sponsor:Pamir Entertainment Ages 10 and under
5-8 p.m.Balloon Show by Hermey the Clown Family Fun Park
Ages 10 and under 2 p.m.-Dusk-Cash Bingo
Family Fun Park Supporting Sponsor:Shakopee American Legion
Sponsor:Sandalwood Studios&Suites
3 p.m.Soapbox Derby(Confirm)
3-9 p.m.Family Fun Park Supporting Sponsors:Fastenal,Link Lumber,Lowe's,Jay Whiting,
5 p.m.-12 a.m.Beer Garden(Main)(Confirm) Associated Mechanical
Sponsor:Shakopee Jaycees 5 p.m.Music by Tonic Sol-fa
6:45 p.m.Music by The Tim Mahoney Band Sponsors:St.Francis Regional Medical Center,Emerson Process
Sponsors:Ryan Companies,All Saints Senior Living,Finish Line Management,Finish Line Chiropractic
Chiropractic 8:15 p.m.Music by The Johnny Holm Band
7 p.m.Dodgeball Derby(Adults)(Confirm) Dusk-Fireworks
7 p.m.Water Fights(Fuller St.between Second and Third Avenues)
(Confirm) Sunday,August 3
9:30 p.m.Music by Smokescreen 1:30 p.m.Parade(Tenth Ave.from Adams to Spencer St.)
3-7 p.m.Splashtacular(SandVenture Aquatic Park)
Sponsor:Shakopee Parks&Recreation
• Still confirming times/dates on notated events with event chairpersons,but all returning events are anticipated to be at similar dates and times.
Last Modified May 21,2014