HomeMy WebLinkAbout13.F.1. Derby Days Authorizations 13. F.1.
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Brad Eller, Recreation Supervisor
Mark McNeill, City Administrator
SUBJECT: Derby Days Authorizations
DATE: July 5, 2011
Comment:
Requests:
City Council has asked to consider 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 3 to August 7
Attached is a request for action and supporting information from the Shakopee Derby
Days Committee, and City 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. There will be two tents selling beer this year. "Tent A" will be
located where beer sales have been conducted in previous years - -at the top of the
hill overlooking the amphitheatre. This location will conduct beer sales until
12:00 AM (except that it will be closed during the teen dance on Thursday night)
A second beer tent (Tent B), will operate Thursday evening in the vicinity of the
Taste of Shakopee in the eastern parking lot, from 5 until 9 PM. It will also be
permitted to be open on Saturday until 11:59 PM.
All alcohol shall cease to be consumed in the Jaycees tent at 12:30 AM and the
park to be cleared by 1:00 AM. While there would be sales during the time of
the teen dance, the Police Department has received assurances from the Jaycees
that this will not pose an issue.
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; there have not been problems with it.
If there are damages due to this use, the Derby Days Committee will be
responsible for reimbursement.
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. (This location may be limited somewhat due to construction
activities related to the 1 Avenue improvements.)
5. 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 the closure of 10 Avenue from 1 PM to 5 PM on Sunday, August 7th
from Adams Street to Spencer Street, to accommodate the Derby Days parade.
The route is changed somewhat this year, in an effort to shorten the route, and to
address concerns with the previous marshalling area. The new route will have
the parade form in the Lions parking lot, and on 11 Avenue, west of Adams
Street). It will proceed north on Adams to 10 and go east to the Junior High
(formerly the High School building.
If the street reconstruction project which is currently underway west of Adams
Street and north of 10 is sufficiently complete, the detour for Adams Street
north of 10th Avenue will use Jefferson Street during the parade. If it is not,
detour traffic will need to be routed from Jefferson east to 10 and the
intersection of 10 and Adams will be split to share with parade traffic. (The
detour would then proceed north on Adams to 6th.)
8. Approve Fireworks display at sunset on Saturday, August 6th (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 City property (formerly known as the Monnen's property) for
staff /vendor parking, and public parking (if available) during the event. This
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. Previously, resident parking only on both sides of Bluff Avenue to
Dakota Street has been approved. However, it has proven difficult to enforce, as
some area residents have allowed guest parking as well. If this is to be approved,
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 be noted that the Taste of Shakopee will be operated by the Jaycees, rather than
by the Shakopee Chamber of Commerce, as has been the practice in previous years.
Representatives of the Derby Days Committee will be in attendance to answer questions
at the July 5 meeting.
Budget Impact:
Beginning this year, the City is making no direct financial monetary contributions.
However, the City has been keeping track of the "in- kind" expenditures that are incurred
by the City as a result of Derby Days. These are primarily for Police, Public Works, and
Parks and Recreation staffing costs. Those totaled $15,900 in 2010. 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.
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:
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
3 through Sunday, August I 2011.
f iklAsta
Brad Eller Mark McNeill
Recreation Supervisor City Administrator
MM:cn
CC: Jamie Polley, Parks, Recreation, and Natural Resources Director
Jeff Tate, Police Chief
Bruce Loney, Public Works Director
adoQ SHAKOPEE DERBY DAYS
o 6(5 Creating and celebrating community pride since 1987
A 501(c)(3) Non - Profit Organization
The Derby Days 2011 celebration will be held Wednesday, August 3 through Sunday, August 7. This volunteer committee
has been hard at work planning and implementing a safe and fun community festival.
New Events /Locations
• Pet Fair on Wednesday (6:30 -8:30 p.m.) along the trail behind the amphitheatre.
• Turtle Derby in the amphitheatre (Saturday, 10:30 a.m.).
• Kiddie Parade reverts to its previous route, starting at Levee Drive /Fuller Street, continuing along the bike trail
through Huber Park, and ending at the Family Fun Park. Line -up is at 9:30 a.m. and parade starts at 10 a.m.
• Silent Auction will be held from 5 -8:30 p.m. on Thursday, to be located under the 20' x 40' tent in the north
parking lot.
• Cornhole Bagz Tournament will be held Saturday, August 6 at 11 a.m. in the northern half of the north parking
lot.
• Beer Garden: A second beer garden will be added in the area north of the north parking lot (in the area of the
future picnic pad) on Thursday, Aug. 4 from 5 to 9 p.m. The second beer garden will also be open on Saturday,
Aug. 6 from 11 a.m. to end of cornhole bagz tournament. The cornhole bagz tournament will be enclosed in beer
garden fencing and the entire playing area will be part of the beer garden.
• The Parade route has changed. We will be staging in the Lions Park parking lot and tentatively 11 Avenue from
Adams Street to Jefferson Street (Derby Days would inform residents of its use). The parade will start on Tenth
Avenue and Adams Street and head east, ending at the Junior High School (Spencer Street). Date and time have
not changed.
Road Closures /Parking
Thursday, August 4 after 8:00 a.m. until Sunday, August 7 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.)
• Bluff Avenue between Main Street and emergency gate: handicap and permit parking only.
• Monnens property: Permit parking only.
• Levee Drive lot: Open for public parking.
• Derby Days will sign business Tots next to the park as "No Derby Days Parking."
Friday, August 5 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 6 from 10:00 a.m. to 5:00 p.m.
• 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 - 1 p.m.)
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
aoec SHAKOPEE DERBY DAYS
Va Creating and celebrating community pride since 1987
A 501(c)(3) Non- Profit Organization
Sunday, August 7 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) 11 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.
Shuttle Service
In order to provide improved access to the park for residents and to relieve parking constraints, Scott County Transit will
be providing shuttle service on Friday from 6 p.m. - 12:30 a.m. and Saturday from 12 p.m. - 12:30 a.m. Pick -up and drop -
off locations will be the parking lot west of the Scott County Court House (Fourth Avenue and Atwood Street), 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 Jay Whiting Wes Reinke
Shakopee Derby Days 2011 President Shakopee Derby Days 2011 Vice - President Shakopee Derby Days 2011 Secretary
(952) 445-5791
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
oet SHAKOPEE DERBY DAYS
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Creating and celebrating community pride since 1987
A 501(c)(3) Non - Profit Organization
Requested Duties for City Workers
Week of July 4 -8 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
Sunday, July 31:
• Tents will be installed in the afternoon.
Monday, August 1:
• 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 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.
Wednesday, August 3 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 main 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.
• Place as many free standing tire stands with handicap parking signs near Bluff Avenue gate as possible.
• Attach a channel post to the handicap sign near the trail leading to the Family Fun Park to allow a banner to be
hung.
Thursday, August 4 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 5 early a.m.:
• Empty garbage receptacles.
• Sweep Fillmore Street and parking lots at Huber Park.
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com
1110' ac„ SHAKOPEE -DERBY DAYS
Creating and celebrating community pride since 1987
A 501(c)(3) Non - Profit Organization
• 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 area, 5 picnic tables to main beer tent, 5 picnic tables to
Family Fun Park.
• Drop (1) barricade at parking lot west of Scott County Court House on Fourth Avenue and Atwood Street for
shuttle service.
• Drop (2) sets of portable bleachers in the north parking lot facing each other blocking off the cornhole bagz
tournament from each side (placed between the narrow points where the center islands stretch out into the lot).
Saturday, August 6 by 7:30 a.m.:
• Empty garbage receptacles.
• Sweep Fillmore Street and parking lots at Huber Park.
Sunday, August 7 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 7 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 8:
• 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
SHAKOPEE ERBY DAYS
s,s,;
s(S Creating and celebrating community pride since 1987
A 501(c)(3) Non - Profit Organization
Duties for Derby Days Committee
Sunday, July 31 afternoon:
• Start setting up the beer garden, support building tent, and Cash Bingo tent.
Monday, August 1 after 6 :00 p.m.:
• Put up lot closing signs at the pedestrian crosswalk at Huber Park and surrounding areas.
Tuesday, August 2 after 6 :00 p.m.:
• Set up Food Vendors in the grassy location between playground and stage.
Wednesday, August 3 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 4 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' Tots bordering the park.
Friday, August 5:
• Put up shuttle banners at various locations.
Saturday, August 6 after 11 :00 a.m.:
• Put up parkin restriction signs on Tenth Avenue from Adams Street to Spencer Street, Adams Street from Tenth
Avenue to lr Avenue, and (tentatively) 11 Avenue from Adams Street to Jefferson Street for the parade.
Sunday, August 7, a.m.:
• Tear down the tents, fencing, power cords, and remove.
PO Box 312 • Shakopee, MN 55379
www.shakopeederbydays.com • info @shakopeederbydays.com