HomeMy WebLinkAbout4.F.5. 2012 Derby Days Authorizations L l• F. 5,
CITY OF SHAKOPEE t.
To: Mayor and City Council
From: Brad Eller, Recreation Supervisor, Mark McNeill, City Administrator
Meeting Date: July 17, 2012
Subject: 2012 Derby Days Authorizations
MEMORANDUM
ACTION SOUGHT:
In this memo, it is recommended that the City Council take the following action:
Pass a motion approving the various requests for assistance of the 2012 Derby
Days Committee relating to park hours, alcohol sales, assistance by City
employees, signage, fees, and other related Derby Days activities.
INTRODUCTION;
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 in 2012 are from August 1 (Wednesday) to August 5
(Sunday).
Attached is a request for action and supporting information from the Shakopee Derby
Days Committee. To summarize, 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 (DD). This includes placement of banners, barriers, fencing,
picnic tables, garbage receptacles, emptying of garbage, and the cleanup of
parade route - related trash.
2. Authorize beer sales by the Shakopee Jaycees in Huber Park Thursday through
Saturday night. As with previous years, there will be two beer sales locations:
• Tent A overlooks the amphitheater. That location will conduct sales until
12:00 AM (except for Thursday, when it will be closed).
• Tent B will serve the Taste of Shakopee from 5 -11 PM on Thursday and will
be open on Saturday until needed, but no later than 11:59 PM.
All alcohol shall cease to be consumed in the Jaycees tents at 12:30 AM and the
park is to be cleared by 1:00 AM.
3. Authorize the extension of Huber Park hours to 1:00 AM on Friday and Saturday
from the normal 10 PM closing (as in past years. This relates to the 12:30 AM
alcohol consumption deadline).
4. Authorize the use of Huber Park without paying a fee and damage deposit.
5. Allow handicap and parking by permit only on Bluff Ave. between Main St. 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 Adams St. (Lion's Park entry to 10 Ave.) and 10 Ave.
from Adams St. to Spencer St. from1 PM to 5 PM on Sunday, Aug. 5, to
accommodate the DD parade. The parade will utilize Lion's Park for staging.
8. Approve fireworks display at sunset on Sat., Aug. 4 (riverfront). Discharge is from
the north side of the river on private property. Shakopee Fire will assist and the
County will assist with river traffic.
9. Authorize use of the former Monnen's property for staff /vendor parking or public if
available.
10. Parking restrictions for the public shall be enforced by means of existing
ordinance in the Bluff Ave. area. Council has previously authorized parking on
unpaved, private property and in 2011 permitted owners to charge a fee. Staff
saw minimal use of pay parking.
BUDGET IMPACT
The City makes no direct financial monetary contribution to Derby Days, although this
year there is a separate request for assistance on the funding of electrical service.
The City does keep track of in -kind expenditures that are incurred as a result of assisting
Derby Days. These are primarily for Police, and Parks and Rec staffing. In 2011, this
totaled $10,694, a figure which does not include City Clerk, City Administrator, Public
Works, or Fire Department employee time.
RECOMMENDATION:
We recommend approving the requested actions
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).
ACTION REQUIRED:
If the Council concurs, it should, by motion, approve the various requests of the 2012
Derby Days committee listed in this memo. 1 wu
t Ako Brad Eller Mark McNeill
Recreation Supervisor City Administrator
CC: Jamie Polley, Parks, Recreation and Natural Resources Director
Jeff Tate, Police Chief
Bruce Loney, Public Works Director
atoe SHAKOPEE DERBY DAYS
o ;YS Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
Requested Duties for City Workers
Week of July 2 -6 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 Southbridge — northwestern intersection
o Chamber of Commerce
o KleinBank
Monday, July 30:
• 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.
• Place extra orange fencing by the future picnic shelter for the new beer garden area.
Tuesday, July 31:
• Tents will be installed in the evening.
Wednesday, August 1 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, August 2 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 3 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.
• 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 (2) sets of portable bleachers in the north parking lot facing each other blocking off the bagz tournament
from each side (placed between the narrow points where the center islands stretch out into the lot).
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
a� SHAKOPEE DERBY DAYS
SH C o
o 1( Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
Saturday, August 4 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 5 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 5 after parade:
• Sweep the parking lot staging area in Lions Park.
• Sweep Adams Street from 12 Avenue to 10 Avenue and 10 Avenue from Adams Street to Spencer Street.
Monday, August 6:
• 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
SHAKOPEE DERBY DAYS
D�RaYS
o Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
The Derby Days 2012 celebration will be held Wednesday, August 1 through Sunday, August 5. This volunteer committee
has been hard at work planning and implementing a safe and fun community festival.
New Events /Locations
• Senior Olympics (Thursday, 10 -11:30 a.m.) changes days from Wednesday to Thursday and moves to Huber
Park.
• Dodgeball Derby in the Pat Thielen Recreation Area (Friday, 5 p.m.).
• Yoga on Saturday (7:30 -8:30 a.m.) in the grassy seating area near the amphitheatre.
• Punt, Pass, Kick (Saturday, 12:30 p.m.) moving to the Pat Thielen Recreation Area at Huber Park.
Road Closures /Parking
Thursday, August 2 after 8:00 a.m. until Sunday, August 5 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: Open for public 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.
Friday, August 3 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 4 from 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 Avenue at pedestrian crossing at 1 p.m.)
Saturday, August 4 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
so ot
SHAKOPEE DERBY DAYS
s� CRg'(
o 3YS Creating and celebrating community pride since 1988
A 501(c)(3) Non - Profit Organization
Sunday, August 5 from 11:30 a.m. to 3:30 p.m.:
• Lions Park parking lot and Adams Street from 12 Avenue to 10 Avenue and (tentatively) 1 1 th 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 2012 President
(952) 445 -5791
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com