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HomeMy WebLinkAbout13.B.2. Derb Days Committee Requests for 2008 . J 3. (3. 2.- · CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Derby Days Issues DATE: June 12,2008 Comment: Requests: City Council has asked to act on a number of requests from the Derby Days committee to accommodate the celebration, to be held July 31 st_August 3rd. Background: For the first time, most Derby Days activities are proposed to be held at Huber Park. Attached is a request for action and supporting information from the Shakopee Derby Days Committee, and City staff. To summarize, the issues needing direction from the City Council are as follows: 1. Authorize beer sales by the Jaycee's in Huber Park Thursday-Saturday night. 2. Authorize extending Huber Park hours to midnight on Friday and Saturday. Discussion: Normal park closing hours are 10pm. There have been requests by the Derby Days Committee in the past to extend beer sales to 11 pm, but approval was with considerations to neighborhood residents because of concerns about noise. This is the first time that a request has been made to extend Derby Days operations to midnight. The impact on neighbors adjacent to Huber Park should be considered. 3. Request to use Huber Park without paying a usage fee and damage deposit. Discussion: See attached memo from Park and Rec. staff about this issue. 4. Allow food vender parking on Bluff A venue during the Taste of Shakopee from 2-8pm. Also, authorize the gate between the parking lot and Bluff A venue to be opened to load and unload. Discussion--Previous Huber Park event discussions with neighbors have led to an agreement that parking will not be encouraged on Bluff A venue. Note that the Derby Days committee is offering to sign the area as vender parking only, or any other type of signage that the Council might require. 5. Authorize sign placements advertising Derby Days at 7 locations throughout the community. Discussion: Because this is an event with community wide interest, these signs are allowed but permits must be issued. (?? Check with Mark Noble?? What is required for this?) 6. Work requested by Public Works employees- Discussion--See attached request from Derby Days. This includes placement of banners, barriers, fencing, moving picnic tables, garbage receptacles, emptying of garbage containers during the event, and pre- and post-parade work on the parade route. 7. Authorize parade route to be held on 4th Avenue between Gorman Street and Fuller Street. Discussion: According to the information from Derby Days, 10th A venue as a route is no longer feasible, as the route was too lengthy for certain marching units and the Town Square Mall was no longer available for staging. 8. Electrical Costs Discussion: Derby Days Committee would be responsible for electrical costs incurred at Huber Park. Our recommendation is that staff compares the electrical consumption during a typical summer weekend with the power cross for this same weekend. An alternate would be to have a separate meter installed by Shakopee Public Utilities. 9. Other Actions See that attached memorandum from the Park and Rec. staff regarding other Issues. Other informational items: Car show-The Council has previously approved a bi-weekly Classic Car Cruise as proposed by Bryan Turtle and the Boy Scout Troop, to be included on Friday, August 1 st. It is my understanding that the car show traditionally associated with Derby Days will be incorporated into a larger Downtown Classic Car Cruise. Fireworks-- These are proposed to be held Saturday night across the river from Huber Park, rather than the area in the vicinity of the Community Center/Junior High. Jack McGovern, co-chair of Derby Days, will be in attendance to answer questions at the June 1 ih meeting. Relationship to Visioning: This supports Goal A, (Active and Healthy Community) and Goal C, (Great Place for Kids to Grow Up). Action Required: The Council should give direction to Derby Days Committee and staff regarding 'permissions for Derby Days weekend. , 1U2 UloU~ Mark MeN eill City Administrator MM:cn CC: Brad Eller Jamie Polley . ..,0 '/, , Shakopee Derby Days Inc. 501(C)(3) Non-profit Organization May 27, 2008 Dear Business Owners and Residents: Derby Days 2008 Celebration will be held July 30th and run through August 3rd. This VOLUNTEER committee has been hard at work trying to plan and run a safe and fun community festival. The following events and/or locations have been moved: . Bingo will be held at the Pullman Club, located at 124 1st Ave W. Day and time have not changed. . Fireworks are moving and so are the day and location. The big show will be down at Huber Park and will start SATURDAY at 9:45 p.m. Bring your lawn chairs and your oohs and aahs! . The Parade route has changed. We will be staging at the Shakopee Public Works building and heading west on Fourth Avenue. The parade will end on Fuller Street. Day and time have not changed. The following is a list of road closures to host our festival: NEW Thursdav Julv 31 after 8:00 a.m. until Sundav August 3 at 2:00 a.m.: . Filmore Street will be shut down at the Pedestrian walkway in the Park. . Parking behind the buildings South of 1 st Ave and West of Filmore Street will be open during the festival. Handicap and Permit Parking will only be allowed on the north side of the parking lot next to the park. (Signs will be posted). ResidentiallBusiness parking will be allowed on the south side ofthis lot (Signs will be posted). (Exception- see Soapbox Derby times) . NEW Fridav August 1 6:00 pm. until 10:00 p.m.: . 2nd Ave to 3rd Ave on Fuller Street for the Fire Department Water Fights NEW Saturday August 2 from 9:00 am to 10:00 am: . Levee Drive at Fuller to the Park (including the Parking Lot) for the Kiddie Parade 9 a.m. to 5:00 p.m.: . Parking lot at the end of Levee drive, West side of the 101 Bridge for the Train (DNR approved the trail closing) 10:00 a.m. to 5:00 p.m. . Filmore Street (north of Art's car entrance) at l.t Ave for the Soapbox Derby NEW Sunday August 3 from 10:00 a.m. to 5:00 p.m.: . Gorman Street from the entrance of the Engineering Building to 4th Ave. for Parade Staging. . Parking lots and behind the buildings of the Public Works and Engineering Buildings. . NOTE- 1:00 to 5:00 PM 4th Ave from Gorman Street west to Fuller Street for the Parade We are also looking for the following exemptions 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. We tentatively plan on bringing these street closures to the City Council meeting 3rd week of June. If you have any questions or concerns, please do not hesitate to call Jack or myself before then. On behalf of the entire Derby Days Committee, we'd like to thank you for your consideration and support. Sincerely, Derby Days Co-Chairs Sandy Doherty Jack McGovern Home 952-445-9130 or threegamesandy@ao1.com Work 445-5791 or Home 445-0937 , ';, . "1 .. ... ~ ~"'T'" A 5010 Tax Exempt Non-Profit Organization Website: www . shakopeederbygg,ys. com June 4,2008 Dear Downtown Business owners on Lewis Street, We are contacting you in regards to Derby Days and street closures. If you are planning on having any sidewalk sales and need any streets closed, you will need to bring this closure up to the City Council. Derby Days will not be listing or endorsing any Sidewalk Sales on our Calendar of events. As always, if you have any questions, don't hesitate to contact Jack or myself at the numbers listed below. On behalf of the entire Derby Days Committee, we'd like to thank you for your consideration and support. Sincerely, Derby Days Co-Chairs Sandy Doherty Jack McGovern Home 952-445-9130 or threegamesandy@aol.com Work 445-5791 or Home 445-0937 \ \ . ... r .... ,.. .lJ1i t'" Shakopee l>erby Days Inc. a 501(C)(3) Non-profit Organization REQUEST FOR STREET AND PARKING LOT CLOSURES June 9, 2008 Please find enclosed a copy of the notice concerning all closing of streets and parking lots. This notice has been given to all downtown businesses and residents in the effected ar(;1as. Derby Days will not be responsible for any closures due to Sidewalk Sales. A notice stating this was given to the downtown business on Lewis Street. We are also looking for the following exemptions 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-extend the park hours to Midnight. . Being able to use Huber Park without paying a usage fee and a damage deposit . Would the Food Vendors for the Taste on THURSDAY night only be able to park on Bluff street during the hours of2:00 pm to 8:00 pm- so the food vendors can load and unload their products during the Taste. Could the gate be opened from 2:00 pm to 4:30 pm and 7:30 pm to 8:30 pm to load and unload? We are open to making any type of signage on Bluff Street and other surrounding areas. Just let us know where and we can make them up. We are working with the businesses next to the park in regards to putting up 2' x 4' "No parking signs" being put up in their lots. Also putting up "Residential Parking only" on the south side of the back lot. These will be bright orange and on sandwich boards. We are also looking at the following sign placement (same as last year): All have been approved by the businesses. Signs at the following intersections: Fence by Lewis Street and 69 Holiday Station on Marshall and 17th Ave 17th & Spencer (Southwestern corner by HS) Holiday Station on Eagle Creek Blvd Southbridge- Northwestern intersection Chamber of Commerce Klein Bank ... I Requested duties for City Workers Week of Julv 7th - 11th banner placement: >- Put up Derby Days Banners at the following intersections: Fence by Lewis Street and 69 Holiday Station on Marshall and 17th Ave 17th & Spencer (Southwestern corner by HS) Holiday Station on Eagle Creek Blvd Southbridge- Northwestern intersection Chamber of Commerce Klein Bank Wednesdav July 30 bv am: >- Place fence post, orange fencing and sand bags by the front of the band shell for Beer Garden >- Place road barriers (8) at the entrance of Huber Park by the Pedestrian Crossing area. >- Supply a large trailer (preferably without wheel wells) for Jack to haul power cords in Thursdav Julv 31 bv 1 :00 l>m: ~ Place 30 picnic tables in parking lot by (to be determined by Carol Schultz) and 20 in the grassy area between the shelter and the band shell. ~ Place 30 garbage receptacles in parking lot by the shelter >- **Put Handicap signs on the North side of the Parking lot next to the park. (behind the Business Complex) >- Place 10 pylon cones in the parking lot by the shelter Fridav August 1 earlv am: >- Empty garbage receptacles >- Sweep Filmore Street and parking lots at Huber Park >- Place (2) road barriers by the Corners of 2nd & 3rd Avenue and Fuller (4 total) for the Water Fights. Saturdav August 2 bv 7:30 am: >- Empty garbage receptacles ~ Sweep Filmore Street and parking lots at Huber Park >- Put 6 garbage receptacles by the Volleyball courts at the Eagles Club >- Place road barriers (2) at the intersection of Fuller and Levee Drive for the Kiddie Parade >- Place road barriers (2) at the entrance to the Parking lot at the end of Levee Drive (west side of the 101 bridge) for the train Sunday August 3 from Gorman Street to Fuller Street along 4th Ave bv 10:00 am: >- Place all garbage receptacles along parade route, 2 on opposite corners of each intersection and 1 on every block of the route. >- Place road barriers on both the north and south side of all intersections >- Place extra road barriers (3) to shut down Gorman Street and then put (3) more road barriers at the southern entrance of the Engineering Building for Staging of the parade >- Need a bobcat on the north side of the river for drilling holes for the Fireworks Sundav August 3 after parade: >- Sweep the parking lot staging area in and around the Public Works and Engineering Buildings >- Sweep 4th Avenue from Gorman to Fuller Street Mondav August 4: >- Pick up picnic tables, garbage receptacles, ect >- Return Derby Days banners to Sandy's house (1053 Dakota St) REST! , \ DUTIES FOR DERBY DAYS COMMITTEE Tuesdav July 29 after 6:00 pm: 0/ Put up lot closing signs at the Pedestrian Cross walk at Huber Park Wednesday July 30 after 5:00 PM~ 0/ Set up Food Vendors in the lot closest to the Shelter area 0/ Start setting up the Beer Garden and tent Thursdav Julv 31 after 8:00 a.m.: 0/ Shut down the entrance to Huber Park 0/ Put up parking restrictions signs on 2nd Avenue to Alley on Fuller Street for the Water Fights 0/ Put up signs indicating that Handicap and Permit Parking will only be allowed on the north side of the parking lot next to the park. Residential Parking signs on south side of this lot. No Parking signs in businesses lots bordering the park. Fridav August 1 after 8:00 a.m.: 0/ Put up parking restrictions signs at the intersection of Fuller Street and Levee Drive for the Kiddie Parade 0/ Put up parking restriction signs at the parking lot at the end of Levee drive, West side of the 101 Bridge Saturday August 2 after 11 :00 a.m.: 0/ Put up parking restriction signs on 4th Ave from Gorman to Fuller Street for the parade 0/ Put up parking restriction signs on Gorman from 4th Ave to the southern entrance to the Engineer Building 0/ Put up trail closing signs from the 101 Bridge to the end of Huber Park for the Train route Sunday August 3 AM: 0/ Tear down the tent, fencing, power cords and remove jf 76,ia.i:f~. F'~~ ~ Shakopee Derby Days 't' Schedule of Events NEW LOCATION! HUBER PARK- DOWNTOWN SHAKOPEE (unless otherwise noted) The only parkin!! at Huber Park is handicap parking. Otherwise, park on any downtown street and cross at the intersection of First A venue and Highway 101 or take the tunnel located on 1 st Ave and Holmes Street (West of Paragon Bank). Form's available on our web site www.shakopeederbydays.com or at the Community Center DD Kiosk Wednesday July 39th 10:00 AM Senior Olympics Memorial Park Sponsored by Shakopee Parks and Rec Thursday July 31st 10:00 AM - 8:00 PM Book Sale 5:00 PM - 10:00 PM NEW Beer Garden Open Shakopee Library Sponsored by Shakopee Jaycees Sponsored by the Friends of the Library 5 :00 PM Shakopee Little Miss Program 5:00 PM - 9:00 PM Family Fun Park Sponsored by 5:00 PM - 7:30 PM Taste of Shakopee 7:00 PM - 10:00 PM FREE Teen Dance Sponsored by the Chamber of Commerce Music by TK Sound DJ Service 5:00 PM -7:30 PM Business Expo Sponsored by Shakopee Parks & Rec Sponsored by Eckart Dental 8:00 PM - 11 :00 PM Food Vendors Friday August 1st 10:00 AM - 11:30 AM Carnival Games 5:00 PM - 8:00 PM Classic Car Show Lion's Park NEW LOCATION 3rd Avenue Fuller to Scott Street Sponsored by Shakopee Parks & Rec Car CruiSe to follow 10:00 AM - 5:00 PM Book Sale Sponsored by PCL Construction Shakopee Library 5:00 PM - 9:00 PM Family Fun Park Sponsored by the Friends of the Library 5:00 PM - 9:00 PM NEW 3rd Lair Skateboard Contest 10:00 AM - 12:00 PM Food Vendors Sponsored by Petland, Valley Sports, Verizon Wireless, 12:00 PM - 7:00 PM Market Fair Vendors A1lina Clinic and Sandlewood Suites Sponsored by Shakopee Heritage Society Supporting Sponsors: Shakopee Parks and Recreation 2:00 PM 2-Person Golf Tournament 5:00 PM - 12:00 PM Beer Garden Stonebrooke Golf Course Sponsored by Shakopee Jaycees Sponsored by Stonebrooke Golf Course 7:00 PM FREE Water Fights 5:00 PM - 8:00 PM FREE Balloon Show 2nd Avenue and Fuller Street by the Eagles Club by Henney the Clown Sponsored by Voyager Bank Family Fun Park 7:00 PM - 12:00 PM FREE Street Dance Sponsored by Klehr Hearing Music by Sponsored by Shakopee Jaycees Thank you to all the local business who help sponsor this event. Special thanks goes to our main sponsors- Canterbury Park, M & I Bank, City of Shakopee and Shakopee Jaycees! * Shakopee Derby Days 1'l' Schedule of Events Saturday August 2nd 8:00 AM - 12:00 AM Food Vendors 8:30 AM FREE Kids Pedal Pull 11 :00 am to 1 :00 pm FREE Czech Concertina Club Concert Sponsored by Shakopee Jaycees Sponsored by 9:00 AM Volleyball Tournament 11:00 AM -12:00 AM Beer Garden Eagles Club 2nd Ave and Fuller Street Sponsored by Shakopee Jaycees Sponsored by Shakopee Eagles Club 12:00 PM - 1 :30 PM FREE Ice Skate Races 9:00 AM 3-on-3 Basketball Tournament Ice Arena 1255 Fuller St. SACS School, 2700 17th Avenue East 12:30 PM - 4:30 PM FREE Train Rides Sponsored by SACS School Sponsored by Bill's Toggery, Betti Lu's, 9:00 AM - 1:00 PM FREE Car Seat Clinic Arnie's Friendly Folks, & Pablo's Mexican Rest. St. Francis Front Park Lot, 1455 St. Francis Ave 1:00 PM - 3:00 PM FREE Juggling Classes Registration Required: 952-403-2000 Sponsored by Once Upon a Child 10:00 AM - 7:00 PM Market Fair Vendors 1:00 PM - 4:00 PM Bingo Sponsored by the Shakopee Heritage Society NEW LOCATION-Pullman Club l24l8t Ave W 9:30 AM 5K Turf Run Sponsored by Klein Bank Canterbury Park Supporting Sponsor: Shakopee Valley Lions Sponsored by Canterbury Park 2:00 PM - 4:00 PM FREE Admission Ice Arena Open House Supporting Sponsors: Park Nicollet, 1255 Fuller St. S Family Chiropractic of Shakopee, 2:00 PM - 5:00 PM Karaoke Contest TC Running Co. & Renegade Running Club Sponsored by: Shakopee Florist 10:00 AM FREE Kiddie Parade 3:00 PM Soap Box Derby NEW LOCATION Line up- Levee Drive & Fuller St. Registration begins at 2:00 PM Sponsored by O'Brien Dental Care Sponsored by Supporting Sponsor: Tikes n Tots Shelley Ben Supporting Sponsors: Link Lumber, Arrow Ace Hardware, 10:00 AM - 3:00 PM Ice Cream Social Schilz Ornamental Iron, Raceway Park, and Shakopee HS Stans Museum & Garden Cheer Squad and Jeff and Becky Jerve 235 South Fuller Street 7:00 PM - 12:00 PM FREE Street Dance Sponsored by Scott County Historical Society Music by 10:00 AM - 4:00 PM Book Sale Sponsored by Shakopee Jaycees Shakopee Library 9:45 PM NEW Fireworks Display Sponsored by the Friends of the Library Sponsored by M & I Bank, Cub Foods, Shakopee Public 10:00 AM - 9:00 PM Family Fun Park Utilities 10:30 AM FREE Sawdust Pile Sponsored by Bift's Sunday August 3rd 1:30 PM Parade 4:30 PM Punt, Pass, & Kick Competition NEW LOCATION Registration begins at 4:00 PM 4th Ave from Gorman to Fuller Street Muenchow Fields Sponsored by: Federal Credit Union, M & I Bank Sponsored by Shakopee Parks and Rec & Shakopee Jaycees 3:30 PM -7:00 PM Splashtacu1ar Shakopee Residents Y2 Off Daily Admission Shakopee SandVenture Swimming Pool 11 th A venue and Adams Street (Lion's Park) Bring your lawn chairs and enjoy the Festival! , ~ 'r J aJ" !>I~ i ..... ;. ~~ .,- . . 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CITY OF SHAKOPEE Memorandum To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Director of Parks, Recreation & Natural Resources Brad Eller, Recreation Supervisor Subject: 2008 Derby Days Celebration Proposal Date: June 17,2008 INTRODUCTION Derby Days volunteer co-chairs Sandy Doherty and Jack McGovern have been in contact with City staff (Parks and Recreation, Public Works, Police) to meet and discuss proposed changes to the 2008 Derby Days celebration. The most significant change discussed was the proposed move of the majority of events from the downtown area to Huber Park. The co-chairs also are proposing a change in the parade route from 10th Ave. to 4th Ave. BACKGROUND Sandy Doherty expressed to City Parks and Recreation staff that she has been under increased pressure from downtown businesses to move Derby Days activities from the downtown area. Apparently, the parking challenges and road closures affect the business owners negatively. Sandy contacted Parks and Recreation staff at the conclusion of the 2007 Derby Days events and expressed that she would like to discuss the use of Huber Park for Derby Days 2008 during the 'off season'. Sandy also shared that she has been under increased pressure to shorten the parade route (from town square mall to current Jr. High) in order to increase marching band participation. Bands simply won't participate with the current length of the parade route. Sandy also said that the Town Square Mall management is not interested in allowing the parade floats to stage for the event prior to it beginning in 2008. This has prompted Derby Days volunteers to seek a new parade route. DISCUSSION Damage Deposit and Rental of site- Rentals of Huber Park currently are charged a $100 damage deposit for a minimum 2-hour event. The events charged this deposit range from 2-6 hours. Derby days is significantly longer and has the potential for increased damage to the park. Staff is in support of charging a refundable $1000 damage deposit. An alternative to charging the damage deposit is to develop an agreement with Derby Days to repair any damages to the park within a specified time frame. Requiring or waiving the rental fees and/or damage deposits is to be decided by Council. Additional Items Discussed with Derbv Davs Beer Garden- staff has met and feel that the proposed beer garden location would be feasible and would provide the least amount of damage in a turfed area where the people will still have a view of the stage. The Police Department recommended 'double deep fence' in order to regulate the beer tent, but not obscure view. The beer trailer would be located on the upper paved trail in order to protect turf. Other accessible trails are available. A couple of portable restrooms are proposed by Derby Days chairs at this location. The Jaycees are interested in a 12 a.m. closure, for which Council will need to provide guidance. The park hours end at 10:00pm River Snow Fence- The Police Department and other staff feel that fencing along the river implies a level of liability. Due to the vast area, participants could find a way around it just by walking further. Fencing along the river was not used during the 150th and is not recommended. Power- Derby Days would incur costs based on comparing the power usage to the 2007 power bills from regular and event use. Derby Days would incur costs associated with setup of auxiliary power (2- 100 amp circuits in support building). Derby Days could also be required to install a separate meter from SPUC to track their power usage. Train Ride- Derby Days would have volunteers regulating the DNR state trail on either end to keep it clear/warn of pedestrians and bikes. DNR must grant permission for this use. Taste of Shakopee- Proposed to use the lower parking lot, staff believes it would be feasible for vendors to temporarily park in the grass 'rodeo area'. No driving on the trail would be allowed and would need to be regulated by Derby Days volunteers. Staff will allow parking in the rodeo area for vendors only if Council concurs. Support Building- Derby Days co-chairs would be issued a set of keys by the current check out policy. Fillmore St. Closure- Derby Days has said they would barricade this entry, but not enough information was available for staff to support any proposed plan to regulate. Volunteers constantly staffed this area for the 150th to insure handicap and resident parking was the only permitted parking usage. Staff feels this intersection needs a solid plan. Fireworks- Permission from landowner across river would need to be secured and the County would need to close the river for a period of time. Staff felt this was a good location for fireworks during the 150th and could be so again for Derby Days. Pedestrian Crossing- Staff recommends Derby Days documents promote public crossing at 1st Ave. Members of the Police Department would be present at peak times (Fireworks) and periodically at Fillmore St. if needed. AL TERNA TIVES 1. Require Derby Days to submit a $1000 refundable damage deposit and waive park rental fee. 2. Enter into an agreement with Derby Days to repair any damages to the property within one month of the event and waive the damage deposit and park rental fee. 3. Pay park rental fee of $50/hour and require $1000 refundable damage deposit. 4. Pay park rental fee of $50/hour and enter into an agreement with Derby Days to repair any damages to the property within one month of the event REQUESTED ACTION Require Derby Days to submit a $1000 refundable damage deposit and waive park rental fee.