HomeMy WebLinkAbout5.F.8. Authorize street closures, rule waivers and various in-kind contributions to Derby Days 11111111111 Consent Business 5. F. 8.
SJ-IA OPEE
TO: Mayor and City Council
FROM: Kris Wilson, Assistant City Administrator
DATE: 06/16/2015
SUBJECT: Authorize Street Closures, Rule Waivers and Various In-Kind
Contributions to Derby Days (D)
Action Sought
The Council is asked to authorize requested street closures,rule waivers and various
in-kind donations to the 2015 Derby Days celebration.
Background
This year's Derby Days celebration is scheduled for Thursday, July 30 through
Sunday, August 2 in Huber Park and various other locations around the City.
The Derby Days Board has submitted the attached list of requests for parking, road
closures, various rule, ordinance and fee waivers, and other in-kind support from
the City's Public Works, Police, Fire and Parks & Recreation departments. The
requests are very similar to those of past years.
Budget Impact
Non-reimbursed staff time devoted to the Derby Days celebration generally totals
approximately $12,000, based on previous years' data.
Relationship to Vision
This item relates to Goal D: Maintain, improve and create strong partnerships with
other public and private sector entities.
Recommendation
I recommend approval of the requests.
Requested Action
The Council is asked to authorize the requested street closures, rule waivers and
various in-kind donations to the 2015 Derby Days celebration, as outlined on the
attached.
Attachments: 2015 Derby Days Requests
The Derby Days 2015 celebration will be held Thursday, July 30th through Sunday,August 2nd. This
volunteer committee has been hard at work planning and implementing a safe and fun community festival.
New Events/Locations
• None so far this year.
Discontinued Events/Locations
• Pet Fair
• Turtle Derby
• Bike Rodeo
• Strongman Competition
Event Schedule (see attached)
DD Board and Chairs (see attached)
Logistical Schematic (see attached)
Road Closures/Parking
Thursday, 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—seeSoapbox Derby times.)
• Bluff Avenue between Main Street and emergency gate: Permit parking only and 15 handicap
spaces.
• City Property along Bluff Ave (Monnens property : Permit parking only.
• Levee Drive lot: For open 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 from Market Street to emergency
gate.
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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.
• Huber Park North east parking lot to be partially handicapped parking on Friday and Saturday with
signage showing how to get to handicapped parking and where it is.
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. and after fireworks display
• Request Shakopee Police Department to stop traffic at the intersection of First Avenue and
Fillmore Street after the band and fireworks end to let people cross the street.
Sunday,August 3 from 11:30 a.m. to 3:30 p.m.:
• Lions Park parking lot and Adams Street from 12th Avenue to 10tnAvenue and 11thAvenue from
Adams Street to Jefferson Street for Parade staging.
• NOTE: 1:00 to 3:00 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/approval of guidelines from the City:
• That no alcohol be brought into the park during the Derby Days festival. The Jaycees will be selling
beer in the beer garden Thursday thru Saturday night.
• On Friday and Saturday night, the bands be allowed to play in the band shell until midnight with last
call at 11:45pm.
• Waive damage deposit and usage fee for Huber Park.
• On Friday and Saturday, extend park hours until 1 a.m.
• Waive any City licensing fees for food vendors
• Requests access to the Huber support building garage to use as an event headquarters.
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Shakopee Police Department
Traffic Control
• Shakopee PD will provide overview with#of officers
• Shakopee PD will provide General Patrol
• Pedestrian Crossing Signs and Security Lighting
• Shakopee Derby Days requests that Shakopee Police Department start the parade and facilitate
some intersections.-specify or per permit?
• Stop traffic immediately after fireworks for pedestrian crossing at Somerville, as in 2014.
Shakopee Fire Department
'Derby Days and it's vendors will file the required permits for tents, fireworks and parade
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.
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Requested Duties for City Workers
Week of July 6-10 banner placemen and park preparation:
• Put up Derby Days banners at the following intersections:
• Fence by Lewis Street and County Road 69
• Holiday Station on Marschall Road and 17th Avenue
• 17th Avenue and Spencer Street (southwestern corner by high school)
• Southbridge—northwestern intersection
• Chamber of Commerce
• KleinBank
• Trim bushes in the park at the top of the stairs, all sides of the building and the main trail to the
performance stage.
No later than Friday, July 24
• Call for utility locates in preparation for fence staking/install on Tuesday (allowing min. 2 bus.days)
Week of July 28th
• Trim bushes in the park at the top of the stairs, all sides of the building and the main trail to the
performance stage.
• Mow and trim as needed (bushes, common areas, Pat Thielen Area, future picnic pad, park shelter
area.
Monday, July 28:
• Provide key for Huber Park support building to DD president and have key checkout form
completed.
• Record any pertaining electric meter readings.
• Ensure ample restroom supplies (note that contract cleaning service is only provided once each
day, per City cleaning contract. Cleaning beyond this will be the duty of DD or by the request of
DD, the cleaning company can visit more than once per day at a cost of$85 per visit
• Place fence posts, orange fencing, and sandbags by band shell for placement around the park as
per open park alcohol policy.
Tuesday, July 29:
• Tents will be installed in the evening.
• Install fencing stakes according to attached map reviewed by PW and approved by Council
• Unlock emergency gate.
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 main beer tent.
• Place 15 picnic tables in the grassy area between the support building 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. (DD would like to designate 22 spots for handicap only)
• Bring a loader to Huber Park between lam-11 am (time designated by public works) to move boxes
of cords to designated areas.
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Thursday, July 31 by 1:00 p.m.:
• Place 25 picnic tables in north parking lot(location to be specified by Elizabeth Beaumont of the
Shakopee Jaycees).
• 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 over near the Bluff gate
• Drop off(2) Handicapped signs with right arrow.
Friday,August 1 early a.m.:
• Empty garbage receptacles and re-distribute from the north lot by putting 10 in food vendor area,
10 in open grass between support building and stage, 10 to beer tent, 5 to fun park.
• 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.
• Move picnic tables from north lot to the following areas: 6 picnic tables to main beer tent, 5 picnic
tables to Family Fun Park, 6 to the rear of amphitheater seating, 3 between support building and
stage in grassy area, remove remaining 5 from park
• Drop (1) sets of portable bleachers in the south 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).
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.:
• No later than Sunday a.m., provide youth building key to parade chair for the sole use of parade
costume changes and organization, not for public restroom use.
• 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.
• 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.
Aug. 4-6
• Pick up picnic tables, garbage receptacles, etc.
• Return Derby Days banners to Jack McGovern (124 Sommerville Street S.).
• Re-lock Bluff Ave emergency gate
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