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Home My WebLink About2014-06-18 PACKET 04.M. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM #� � DATE 6/18/2014 0 . PREPARED BY: City Clerk Caron Stransky . ORIGINATING DEPARTMENT DEPARTMENT HEAD ************************************************ COUNCIL ACTION REQUEST Consider approving Strawberry Fest events contingent on outlined conditions. STAFF RECOMMENDATION Approve the events contingent on the outlined conditions. SUPPORTING DOCUMENTS � MEMO/LETTER: Memo from Caron Stransky. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMEN i City Administrator �� Date *********************�************�************* Cottage � Grove � Pride andPKOSperity Meet TO: Honorable Mayor and City Council Ryan Schroeder, City Administrator FROM: City Clerk Caron Stransky Deputy Public Safety Director Pete Koerner DATE: June 3, 2014 RE: 2014 STRAWBERRY FESTIVAL SPECIAL EVENT Introduction The Cottage Grove Strawberry Fest Committee Inc., has applied for a special event permit for the 2014 Strawberry Fest to be held June 19, 20, and 21. A special event permit is required for any large indoor or outdoor concert, fair/show, festival, carnival, rally, party, etc. A permit is not required for weddings, birthdays, graduation parties, any event attended by fewer than 300 persons, golf tournaments, or "any event that is held on publicly owned property and involves the review or approval by the government entity or agency controlling that property through a permit, agreement, or other approval process". Application Review. Upon review of the application, it has been determined that the event is exempt from obtaining a formal Special Event Permit because it is being held on publicly owned property and the organization is required to obtain permits from the City's Parks and Recreation Department and from the School District. No Special Event Permit fee is required. NOTE ON OUR CITY ORDINANCE: The rationale behind the ordinance exempting events on publicly owned property from having to obtain a formal Special Event Permit is that the City (or other governing body) has a presence in the planning process and can impose conditions through the facility use permit to accomplish the same thing. Event Activities The application reports that the event will be a community festival and will have a variety of events similar to past years. The event agenda for the 2014 Strawberry Festival identifies the following activities (see event schedule for all events attached): • Food vendors • Carnival • Parade • 5K Run • Live music/bands • Beer gardens • Softball tournament 2014 Strawberry Festival June 3, 2014 Page 2 of 5 Helicopter Rides Fireworks, etc. Event Location The application includes the use of Kingston Park, Lamar Ball Fields, and Grey Cloud Elementary. A majority of the events will be held at Kingston Park. The carnival will be on Grey Cloud Elementary School property and the softball tournament will be held at the Lamar Ball Fields. Facility/park permits have been obtained by the Strawberry Festival Committee. Struwberry Fest 2014 Event Map Discussion Public Notice A notice was mailed to all property owners who reside within 500-feet of the facility informing them of the special event and the schedule of events. An event map was also provided to the property owners. Event Lopistics 2014 Strawberry Festival June 3, 2014 Page 3 of 5 The City regulates special events because the events have the potential to impact neighboring properties, City services, and the health and safety of the general public. With an event of this scale, a sound event management plan is critical. Hours of Operation Thursday, June 19 4:00 pm to 10:00 pm Friday, June 20 2:00 pm to 12:00 midnight Saturday, June 21 8:00 am to 12:00 midnight Noise The application requests approval of amplified live music from 7 pm to 10 pm on Thursday, June 19, from 8 pm to midnight on Friday and Saturday, June 20 and 21. The fireworks demonstration will be on Saturday around 10:00 p.m. It is recommended that the music and firework show request be granted an exception to the noise ordinance. Temporary Sta.pe The applicant is contracting for the installation of a temporary stage. A building permit and any associated fees are required to construct the temporary stage. Tents The applicant will have numerous tents at the event. Building permits and any associated fees are required for all tents over 750 square feet. All tents used shall meet the requirements listed in the Uniform Fire Code. Proof of the fire retardancy treatment for all tents must be provided for inspection. lncident Action Plan The applicant and the Public Safety Department discussed the Incident Action Plan (IAP) for instances of severe weather and emergencies. The applicant will coordinate with Public Safety. The plan will include evacuation routes, evacuation signage, and the will utilize Grey Cloud Elementary for a temporary shelter. Securitv The applicant and the Public Safety Department discussed site security. Based on projected attendance estimates, it is recommended that two uniformed police officers be required at the beer garden/band location on Thursday from 7 pm to 10 pm and four uniformed police officers on Friday and Saturday from 8 pm to midnight. EMS/First Aid The applicant and the Public Safety Department will coordinate a medical service plan and the applicant will have a first aid booth. Traffic and Emergency Lanes The applicant shall designate and maintain adequate egress and ingress entrances on streets adjacent to the event's property to prevent traffic from stacking on adjacent roadways and property. 2014 Strawberry Festival June 3, 2014 Page 4 of 5 The applicant shall be responsible for maintaining all fire and emergency lanes located within the event held property. These fire and emergency lanes shall be designated by the Public Safety Department. Sanitation The applicant Elementary. shall provide additional portable toilets at Kingston Park and Grey Cloud Food Sa/es The Strawberry Festival will have food vendors at location. It is required that on-site food sales be licensed and inspected by the Washington County Health Department. Alcohol Sales The St. Paul Park/Newport Lions Club and the Cottage Grove Lions have obtained temporary "On Sale" intoxicating liquor licenses for the event. A fence will be placed around the perimeter of the outdoor beer tent to be located contiguous to the paved parking lot. Selling, serving or dispensing liquor to a person under the age of twenty one (21) years of age is prohibited. Persons twenty one (21) years of age or older purchasing alcoholic beverages shall be issued a wristband for identification purposes. The applicants will be required to obtain proof of age for purchasing or consuming liquor by: a. Valid driver's license or identification card issued by Minnesota, another state, or a province of Canada, which includes the photograph and date of birth of the licensed person. � c. Military identification card issued by the United States Department of Defense, or In the case of a foreign national, from a nation other than Canada, by a valid passport. There shall be no sale or display of alcoholic beverages after 12 midnight. Glass containers No glass containers shall be used, displayed, or allowed in the event or perimeter parking lots. Waste Collection A sanitation firm will provide 35 collection containers and additional dumpsters at the location. Staff will empty containers throughout the festival event. Fencinq In addition to fencing at Kingston Park in the main parking lot, it is recommended that snow fence be added on the east side of the parking lot behind the pavilion. Fireworks 2014 Strawberry Festival June 3, 2014 Page 5 of 5 The applicant is proposing a fireworks display on Saturday night at about 10:00 pm. The Fire Marshal will review the plan and inspect the site on Friday. The Fire Department will station a grass rig at the site during the fireworks. Parade The applicant also submitted a parade permit request for Saturday, June 21 from 10:30 am to noon. The parade route begins at Cross Roads church on the corner of 80t" Street and Jamaica Ave. Leaves church lot and heads east on 80t" Street. Left turn and heads north on Jamaica Ave to Indian Blvd. Parade then heads east on Indian Blvd ending at Cottage Grove Middle School. Applicant will request assistance from police reserves for traffic control. Barricades will be requested from Public Works. 5K Race The applicant also submitted a 5K race permit. The race will be held on Saturday, June 21 from 8 am to 9 am. Police reserves will assist with traffic control where race crosses Jamaica Ave. Additional staff will be along route. Cottage Grove Parks and Recreation is coordinating the race. Public Safety approved the route for the race. Insurance The applicant will be required to provide proof of insurance by submitting a certificate of insurance naming the City of Cottage Grove as an additional insured and the limits must be in the amounts outlined in City Code Title 5-5-10. Recommendation Staff recommends that the Council approve the event to be held by the Cottage Grove Strawberry Fest, Inc., in compliance with the conditions outlined in this memorandum. /cs Attachment '�'m�`'� H e �G��- '�`m�''� H e �ti' Q .�- �0�� Ca�a e ��av�e � � � �. , �� . 2oia nww 2ou Rww ��9@� �- � trau��er �es� �'uent c�ec�u� ��9e� �- � ,�� ,�� 7lurpc�, June tgfl STRAWBERRIES FOR SALE (Information Booth) — SPONSORED BY AFTON APPLE ..........................................................................................................................................................................4 PM — 8 PM STRAWBERRY FEST INFORMATION BOOTH — SPONSORED BY WALMART — COTTAGE GROVE ........................................................................................................................................................4 PM — 8 PM HAPP-E-HILL EXPRESS TRAIN RIDES —($2.00 per person) — PROVIDED BY HAPP-E-HILL EXPRESS ...........................................................................................................................................4 PM — 9 PM BUNGEE TRAMPOLINE —($1.00 per person) — PROVIDED BY ARCADE HIGHWAY ........................................................................................................................................................................4 PM — 9 PM FOODVENDORS ..................................................................................................................................................................................................................................................................................4 PM — 10 PM CARNIVAL......................................................................................................................_............................................................................................................................._......................................4 PM — 10 PM KID POWER PEDAL TRACTOR PULL —(Waiver-signing 5:30 PM) — SPONSORED BY LSP COTTAGE GROVE LP ......................................................................................................................5:30 PM — 8 PM BAND —"FREE & EASY" —(Main Stage) — COMMUNITY NIGHT ...................................................................................................................................................................................................1 PM — 10 PM �ay, 9une za� STRAWBERRIES FOR SALE (Information Booth) — SPONSORED BY AFTON APPLE ..........................................................................................................................................................................2 PM — 8 PM STRAWBERRY FEST INFORMATION BOOTH — SPONSORED BY WALMART — COTTAGE GROVE ........................................................................................................................................................2 PM — 8 PM FOODVENDORS .............................................................................................................................................................................................................................................................................2 PM — MIDNIGHT BEER GARDENS — SPONSORED BY ST. PAUL PARK/NEWPORT LIONS CLUB ..............................................................................................................................................................................2 PM — Mi�NisHi WINE BAR — SPONSORED BY COTTAGE GROVE LIONS CLUB .....................................................................................................................................................................................................2 PM — Mi�NisHi BUNGEE TRAMPOLINE —($1.00 per person) — PROVIDED BY ARCADE HIGHWAY ........................................................................................................................................................................2 PM — 9 PM HELICOPTER RIDES — PROVIDED BY MN HELICOPTER INC ..............................................................................................................................................................................................................4 PM — 9 PM MINI GOLF — SPONSORED BY COTTAGE GROVE LIONS CLUB ...........................................................................................................................................................................................................4 PM — 9 PM CARNIVAL......................................................................................................................_............................................................................................................................._..................................4 PM — Mi�NisHi TOP CHEF CONTEST —(Registration 5:00 PM, Event 6:00 PM, Winners announced 1:30 PM) — SPONSORED BY ANCHOR BANK and ........................................................................................................ TENNIS SANITATION ROLL OFF LLC ............................................................................................................................................................................................................................................5 PM —1:30 PM CHALK WALK —(Registration 5:45PM, Event 6:OOPM, Winners 1:OOPM) — SPONSORED BY COTTAGE GROVE RECREATION DEPARTMENT................................................................................................................................................................................................................................................._..................................6 PM —1 PM BAND —"MAIDEN DIXIE" —(Main Stage) — SPONSORED BY ST. PAUL PARK/NEWPORT LIONS CLUB ..................................................................................................................................8 PM — Mi�NisHi Saturday, `lune2�sf MEN'S SOFTBALL TOURNAMENT —(Lamar Complex) — SPONSORED BY COTTAGE GROVE RECREATION DEPARTMENT .............................................................................................................................8 uM 5K RACE & WALK —(Registration 1 uM) — SPONSORED BY COTTAGE GROVE RECREATION DEPARTMENT ...............................................................................................................................................8 uM STRAWBERRIES FOR SALE (Information Booth) — SPONSORED BY AFTON APPLE ........................................................................................................................................................................8 uM — 10 PM STRAWBERRY FEST INFORMATION BOOTH — SPONSORED BY WALMART — COTTAGE GROVE ......................................................................................................................................................8 uM — 10 PM KIDS IK —(10 & under) —(Registration 9:15 uM) — SPONSORED BY CG RECREATION DEPARTMENT ...........................................................................................................................................9:15 uM BUSINESS EXPO —(Set-up time will be available from 8:00 uM to Expo Opening) — SPONSORED BY 3M .........................................................................................................................10 uM — 4:30 PM WALL CHALLENGE — PROVIDED BY SFC HAYES & MINNESOTA ARMY NATIONAL GUARD ......................................................................................................................................................10 uM — 4:30 PM BUNGEE TRAMPOLINE —($1.00 per person) — PROVIDED BY ARCADE HIGHWAY ......................................................................................................................................................................10 uM — 9 PM ULTIMATE WATER BALLOON GAME — PROVIDED BY WATER WARS .............................................................................................................................................................................................10 uM — 9 PM MINI GOLF — SPONSORED BY COTTAGE GROVE LIONS CLUB .........................................................................................................................................................................................................10 uM — 9 PM CARNIVAL......................................................................................................................_............................................................................................................................._................................ IO AM — MIDNIGHT FOODVENDORS ............................................................................................................................................................................................................................................................................ IO AM — MIDNIGHT BEER GARDENS — SPONSORED BY ST. PAUL PARK/NEWPORT LIONS CLUB ............................................................................................................................................................................10 uM — Mi�NisHi WINE BAR — SPONSORED BY COTTAGE GROVE LIONS CLUB ...................................................................................................................................................................................................10 uM — Mi�NisHi GRANDE DAY PARADE —(corner 80�h/Jamaica to CG Middle School) — SPONSORED BY 3M .............................................................................................................................................................10:30 uM 50151 LEGION CENTRAL GARRISON — SPONSORED BY HERRINGER COMPANIES .......................................................................................................................................................................10:30 uM — 4 PM HELICOPTER RIDES — PROVIDED BY MN HELICOPTER INC ..........................................................................................................................................................................................................12 PM — 10 PM FIRE TRUCK DISPLAY — SPONSORED BY COTTAGE GROVE FIRE DEPARTMENT ............................................................................................................................................................................... NooN — 3 PM WHACK-A-CAR —($I.00 per person) — SPONSORED BY COTTAGE GROVE FIRE DEPARTMENT .................................................................................................................................................... NooN — 4 PM STRAWBERRY FEST AMBASSADOR WELCOME, CANDIDATE INTRODUCTIONS & PARADE AWARDS —(Main Stage) ...............................................................................................................................12:30 PM AMBUSH MAKEOVER SELECTION —(Main Stage) — SPONSORED BY BELISSIMO SALON & DAY SPA ...........................................................................................................................................................I PM DOGGIE DASH —(Check-in 2:30 PM at Information Booth) ........................................................................................................................................................................................................................I PM CO-ED SOFTBALL TOURNAMENT —(Lamar Softball Complex) — SPONSORED BY CG RECREATION DEPARTMENT ..................................................................................................................................... I PM MEN'S HOME RUN DERBY —(Lamar Sohball Complex) — SPONSORED BY WERNER ELECTRIC COMPANY ................................................................................................................................................I PM PETTING FARM — SPONSORED BY AFTON APPLE ......................................................................................................................................................................................................................_...... I PM — 5 PM STRAWBERRY PIE EATING CONTEST —(Main Stage) —(Check-in I:00 PM at Information Booth) — SPONSORED BY RENEWAL BY ANDERSEN ............................................................................................................................................................................................................................................. 1:15 PM TALENT SHOW —(Main Stage) —(Check-in 2:00 PM — Info Booth) — SPONSORED BY COTTAGE GROVE AREA CHAMBER ......................................................................_.......................................2:15 PM PET SHOW —(Registration I PM) — SPONSORED BY AIMEE'S PAMPERED PET PARLOR, CHUCK & DON'S PET FOOD OUTLET . .................................................................................................................. LA'POOCH PET SALON and PARK GROVE PET HOSPITAL ..........................................................................................................................................................................................................2 PM — 3:30 PM TEDDY BEAR BAND —(Main Stage) — SPONSORED BY WALMART — COTTAGE GROVE ....................................................................................................................................................................... 3:30 PM HOT AIR BALLOON RIDES —($3 per person & weather permitting) — SPONSORED BY RE/MAX PROFESSIONALS .....................................................................................................................1 PM — 9 PM AMBUSH MAKEOVER REVEAL —(Main Stage) — SPONSORED BY BELISSIMO SALON & DAY SPA ...........................................................................................................................................................1:30 PM BAND —"SELL OUT STEREO" — SPONSORED BY NORTHERN TIER ENERGY .............................................................................................................................................................................8 PM — Mi�NisHi FIREWORKS — SPONSORED BY SOUTH WASHINGTON COUNTY BULLETIN ..............................................................................................................................................................................................10:30 PM ?�fainSfce�eEvenfs?�roa�ucfion— SPONSORED BY VERIION/WIRELESS WORLD & JOHN S. GERMO INSURANCE AGENCY s�►y, 9�.z� STRAWBERRY FEST INFORMATION BOOTH — SPONSORED BY WALMART — COTTAGE GROVE .......................................................................................................................................................8 uM — NooN STRAWBERRIES FOR SALE (Information Booth) — SPONSORED BY AFTON APPLE .........................................................................................................................................................................8 uM — NooN CARNIVAL......................................................................................................................_............................................................................................................................._...................................... I I uM — 4 PM HELICOPTER RIDES — PROVIDED BY MN HELICOPTER INC ............................................................................................................................................................................................................ I I uM — 4 PM �ro►� �� COTTAGE GROVE STRAWBERRY FEST AMBASSADOR CORONATION and RECEPTION —(Park High School — 8040 80�h Street) Reception immediately following at American MotorSports Bar & Grill — 1240 East Point Douglas Road South ...........................................................................................................6:30 PM — 10 PM COTTAGE GROVE STRAWBERRY FEST BUTTON RAFFLE DRAWING — SPONSORED BY CG STRAWBERRY FEST ............................................................................................................................................8 PM �� ;�, ,� � -a- � � �.� -...` �.,� o ., 0 � � Grey Cloud Helicopter U � Rides t � � � > o .� 3 • � � , t �, ';,; 4 x:v � a r -�..< ^�t . 21 i Z � � ro�� q � p � y p � a _ ,.0 d o y a 3' R 'ri U ei � 'f !s � � � t �-= A L 9 j O G a o � b0 ', p Qa F^ � � y' _� p C, '.�. � � �� W . 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