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HomeMy WebLinkAbout13.A.1. Derby Days Authorizations 13. A.I. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Brad Eller, Recreation Supervisor Mark McNeill, City Administrator SUBJECT: Derby Days Authorizations DATE: July 6, 2010 Comment: Requests: City Council has asked to give approval to a number of requests from the Derby Days Committee and City staff, related to this year's event. Background: The dates for Derby Days this year are from August 4 to August 8 Attached is a request for action and supporting information from the Shakopee Derby Days Committee, Chamber of Commerce, and staff. To summarize, the issues upon which the City Council is requested to act are as follows: 1. Authorize beer sales by the Shakopee Jaycees in Huber Park Thursday through Saturday night. This will allow for beer sales until 12:00 AM, for all alcohol to cease to be consumed in the Jaycees tent at 12:30 AM and the park to be cleared by 1:00 AM. 2. Authorize the extension of Huber Park hours to 1:00 AM on Friday and Saturday, from the normal 10 PM closing. This request has been approved in previous years, and very few complaints have been received regarding noise. Because of the 12:30 AM alcohol consumption deadline, the request is to allow the park to remain open until 1:00 AM. 3. Authorize the use of Huber Park without paying a usage fee and damage deposit. This was first approved by Council in 2008; we have not seen problems with it. 4. Allow handicap and parking by permit only on Bluff Avenue (between Main St. and the emergency gate. In addition, the gate that is located between the parking lot and Bluff Avenue is requested to be unlocked and be open, so as to load and unload. S. Authorize Placement of Derby Days advertising signage. These would be banners that would be placed at seven locations throughout the community. 6. Authorize the work requested of Public Works employees. See attached request from Derby Days. This includes placement of banners, barriers, fencing, moving picnic tables, garbage receptacles, emptying of garbage during the event, clean up of parade route. 7. Authorize closure of 10 Avenue from 1 PM to 5 PM on Sunday, August 8th from the Town Square Mall to Spencer Street, to accommodate the Derby Days parade. The parade marshalling area will be at Town Square Mall, and it will end at the Junior High. 8. Approve Fireworks display at sunset on Saturday, August 7th (riverfront). The fireworks would be discharged from the north side of the river on private property. The Shakopee Fire Department will assist. 9. Authorize the use of the Monnen's property for staff /vendor parking, and public parking (if available) during the event. This property was recently received by the City, and would provide space for the parking of approximately 25 vehicles. 10. Parking restrictions for the public would be enforced by means of existing ordinance in the Bluff Avenue area. The City Council has previously authorized parking on unpaved surfaces on private property in the vicinity of Huber Park. Councilor Matt Lehman, Liaison to the Derby Days Committee, has requested that resident parking only on both sides of Bluff Avenue be provided. If that is to be provided, the Council will need to provide authorization for temporary signage. Derby Days or the City will need to distribute permits to affected residents. It should also be noted that the "Taste of Shakopee" event (sponsored by the Shakopee Chamber of Commerce) will run from 5 PM until 9 PM, which extends one hour later in the evening than in previous years. Representatives of the Derby Days Committee will be in attendance to answer questions at the July 6 meeting. Budget Impact: The City's 2010 budget includes $4000 as a city contribution to Derby Days. However, as a result of previous Council budget discussions, staff was directed to advise the Derby Days committee that no direct monetary contributions would be made, beginning in 2011. For two years, the City has kept track of the "in- kind" expenditures that are incurred by the City as a result of Derby Days. These are primarily Police, Public Works, and Parks and Recreation staffing costs, and totaled $18,871.15 in 2009. That number is not all - inclusive—it did not include time spent by the City Clerk and City Administrator, nor the Fire Department assistance with setting up the beer tent or with fireworks. It is important to note that the concept of eliminating Derby Days would not provide a net savings to the City of all of those Derby Days expenses— employees would in non- overtime situations merely would refocus their work to other activities. However, the numbers do demonstrate the "fully loaded" costs of the Derby Days weekend. Relationship to Visioning: This supports Goal A, (Keep Shakopee a Safe and Healthy Community) and Goal D, (Maintain, Improve and Create strong partnerships with other public and private sector entities). Action Required: The Council should consider and approve the various requests of the Derby Days Committee and staff regarding the Derby Days weekend to be held Wednesday August 4 through Sunday, August 8" d , 2010. itik.f2_1) Brad Eller Mark McNeill Recreation Supervisor City Administrator MM:cn CC: Jamie Polley 11■!/:;-- x SHAKOPEE DERBY DAYS Saa!t, °e o` YS Creating and celebrating community pride since 1987 A 501(c)(3) Tax - Exempt Non - Profit Organization The Derby Days 2010 celebration will be held Wednesday, August 4 through Sunday, August 8. This volunteer committee has been hard at work planning and implementing a safe and fun community festival. New Events /Locations • Cash Bingo in the southwest corner of the north parking lot on Friday (4 -10 p.m.) and Saturday (10 a.m. — fireworks start time). Utilizes free standing 20x40 tent. • Movie in the Park on Wednesday night at dusk, after the Community Picnic. • Kiddie Parade will be held inside of the park this year. Line -up is at 9:30 a.m. and parade starts at 10 a.m. The parade starts at the Family Fun Park, will go down the bike trail through Huber Park, around the amphitheatre, and end at the support building /restrooms. • Shakopee Fast Money Auction at the Shakopee Auction Center on Saturday (10 a.m.). • Speedway Racing (radio control cars): 20x40 staked tent north of the lot south of support building /east of trail (on grass). Road Closures /Parking Thursday, August 5 after 8:00 a.m. until Sunday, August 8 at 2:00 a.m.: • 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.) • Derby Days is requesting City Council authorization of public parking by city ordinance in the Bluff Avenue area. • Bluff Ave. between Main St. and emergency gate: handicap and permit parking only. • Monnens property: Public and /or permit parking only. • Levee Dr. lot: Open for public parking. • DD will sign business lots next to the park as `no DD parking' Friday, August 6 from 6 :00 p.m. until 10 :00 p.m.: • Third Avenue from Sommerville Street to Lewis Street for the Fire Department Water Fights. Saturday, August 7 from 10 :00 a.m. to 5 :00 p.m. PO Box 312 • Shakopee, MN 55379 www.shakopeederbydays.com • info @shakopeederbydays.com DERBY PAYS • ° W e — SHAKOPEE • A tg 1 , Creating and celebrating community pride since 1987 A 501(c)(3) Tax - Exempt Non - Profit Organization • 10:00 a.m. to 5 :00 p.m.: Fillmore Street (north of Kassick's car entrance) on First Avenue for the Soapbox Derby (barricades moved closer to 101 /First @ pedestrian crossing- 1p.m.) Sunday, August 8 from 10 :00 a.m. to 5 :00 p.m.: • Shakopee Town Square Mall parking lot for Parade staging. • NOTE: 1 :00 to 5 :00 p.m. – Tenth Avenue from Shakopee Town Square Mall 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. Shuttle Service In order to provide improved access to the park for residents and to relieve parking constraints, Shakopee Transit, as an event sponsor, will be providing shuttle service on Friday from 6:30 p.m. - 12:30 a.m. and Saturday from 12:30 p.m. - 12:30 a.m. Pick -up and drop -off locations will be the Shakopee Community Center, former Gold's Gym parking lot, and Main Street and Bluff Avenue. On behalf of the entire Shakopee Derby Days Committee, we'd like to thank you for your consideration and support. Sincerely, Jack McGovern Wes Reinke Shakopee Derby Days 2010 President Shakopee Derby Days 2010 Secretary (952) 445 -5791 PO Box 312 • Shakopee, MN 55379 www.shakopeederbydays.com • info @shakopeederbydays.com SHAKOPEE DERBY DAYS SNaGRg � � v D-05 Creating and celebrating community pride since 1987 max, A 501(c)(3) Tax - Exempt Non- Profit Organization 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, let Lauri Glenn at the Shakopee Downtown Partnership at (952) 846 -7347 know. They will be going in front of City Council for the street closures. Derby Days will not be listing or endorsing any sidewalk sales on our calendar of events. In order to promote working together and a festival that benefits from collaboration within the community, Shakopee Derby Days has established a participation policy. Any entity that wants to either use the Derby Days name or that wants to add an event to the festival is subject to this policy. As always, if you have any questions, don't hesitate to contact me at the number listed below. On behalf of the entire Derby Days Committee, we'd like to thank you for your consideration and support. Sincerely, Jack McGovern Wes Reinke Shakopee Derby Days 2010 President Shakopee Derby Days 2010 Secretary (952) 445 -5791 PO Box 312 • Shakopee, MN 55379 www.shakopeederbydays.com • info @shakopeederbydays.com H KOPEE PERBY PAYS S A ' 01 . Creating and celebrating community pride since 1987 A 501(c)(3) Tax- Exempt Non - Profit Organization Requested Duties for City Workers Week of July 5— 9 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 17 Avenue o 17 Avenue and Spencer Street (southwestern corner by high school) o Holiday Station on Eagle Creek Boulevard o Southbridge — northwestern intersection o Chamber of Commerce o KleinBank Monday, August 2: • Mow common areas, Family Fun Park 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 8 -10 garbage containers used for free - standing tent weights by Bluff Ave. emergency gate. Please rinse with detergent before dropping off. These will be filled with water by the fire department. • Tents will be installed in the evening. • Place fence post, orange fencing, and sandbags by the front of the band shell for beer garden. Wednesday, August 4 by a.m.: • 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. • 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 Beer Garden. • Place "Road Closed to Through Traffic" and stop sign (large) by entrance to park on Fillmore Street near Riverside entrance. • Senior Olympics needs 8 -10 tables to remain at Memorial Park until after 12:30 p.m. Thursday, August 5 by 1 :00 p.m.: • Mow park as needed. • Place 25 picnic tables in north parking lot (location to be specified by Angie Whitcomb and Emily Strom). • Empty garbage receptacles. • Place 40 garbage receptacles in north parking lot. PO Box 312 • Shakopee, MN 55379 www.shakopeederbydays.com • info @shakopeederbydays.com 11/ DERBY DAYS ip' - Creating and celebrating community pride since 1987 A 501(c)(3) Tax - Exempt Non - Profit Organization Duties for Derby Days Committee Monday, August 2 after 6 :00 p.m.: • Put up lot closing signs at the pedestrian crosswalk at Huber Park and surrounding areas. • Start setting up the beer garden, support building tent, and Cash Bingo tent. Tuesday, August 3 after 6 :00 p.m.: • Set up Food Vendors in the grassy location between playground and stage. Wednesday, August 4 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 5 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 Third Avenue from Sommerville Street to Lewis Street 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 6: • Put up shuttle banners at various locations. Saturday, August 7 after 11 :00 a.m.: • Put up parking restriction signs on Tenth Avenue from Shakopee Town. Square Mall to Spencer Street for the parade. Sunday, August 8, a.m.: • Tear down the tents, fencing, power cords, and remove. PO Box 312 • Shakopee, MN 55379 www.shakopeederbydays.com • info @shakopeederbydays.com SHAKOPEE DERBY DAYS 0`( Creating and celebrating community pride since 1987 A 501(c)(3) Tax - Exempt Non - Profit Organization • 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 6 early a.m.: • Empty garbage receptacles. • Sweep Fillmore Street and parking lots at Huber Park. • Place (2) road barriers at Third Avenue between Sommerville Street and Lewis Streets (4 total) for the Water Fights. • Move 10 picnic tables from north lot to food vendor trail area, 5 picnic tables to Jaycees Beer Tent, 5 picnic tables to Family Fun Park. Saturday, August 7 by 7 :30 a.m.: • Empty garbage receptacles. • Sweep Fillmore Street and parking lots at Huber Park. • Put 6 garbage receptacles by the volleyball courts at the Eagles Club. Sunday, August 8 from Spencer Street to Shakopee Town Square Mall Entrance 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 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 on Tenth Avenue at entrance of the Shakopee Town Square Mall staging of the parade. Sunday, August 8 after parade: • Sweep the parking lot staging area in and around Shakopee Town Square. • Sweep Tenth Avenue from Shakopee Town Square to Spencer Street. Monday, August 9: • Pick up picnic tables, garbage receptacles, etc. • Return Derby Days banners to Jack McGovern (124 Sommerville Street S.). • Relax. Thanks! PO Box 312 • Shakopee, MN 55379 www.shakopeederbydays.com • info @shakopeederbydays.com