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HomeMy WebLinkAbout2016-06-01 PACKET 11.A. Cottage J Grove ��er� Pride and Qro�P�rity Me�t C I t�/ C O U I'1 C I I REGULAR AGENDA Acfion Request Form 11 .A. Meeting Date 6/1/2016 Department Administration Title of Request Strawberry Fest Events Staff Recommendation Authorize 2016 Strawberry Fest events on public property contingent on compliance with staff recommendations. ATTACH MENTS: Description Type Upload Date Staff Memo and Recommendations Cover Memo 5/24/2016 Public Notice Mailing Exhibit 5/24/2016 Schedule of Events and Map Exhibit 5/27/2016 Cottage � Grove �here Pride and PCOSPerity Meet To: Honorable Mayor and City Council Members From: Neil Belscamper, Deputy City Clerk Date: May 24, 2016 Subject: Strawberry Fest Events Cottage Grove Area Strawberry Festival, Inc. has applied for a special event permit for the 2016 Strawberry Fest. Our City Code allows an exemption from the formal Special Event permit process and fee for "Any event that is held on publicly owned property, public or railroad right of way and involves the review or approval of the government entity or agency controlling that property through a permit, agreement or other approval process." This review/approval process for holding the event on public property allows for the exemption from the formal Special Event permit and is essentially the same process without charging the $100.00 permit fee. Any requirements and fees for other City Services, Building Permits, etc., still apply. Major event activities are similar to past years with most events taking place at Kingston Park and Lamar Fields, in addition to the Parade, and the 5K Race & Walk. Public Notice A notice was mailed on May 20 to all residents residing within 500 feet of Kingston Park informing them of the event and that its approval would be considered at the 6/1/2016 Council Meeting. Hours of Operation Events are tentatively scheduled during the following timeframes: Thursday, June 16, 4 p.m. to 10 p.m. Friday, June 17, 2 p.m. to Midnight Saturday, June 18, 7 a.m. to Midnight Sunday, June 19, 10 a.m. to 4 p.m. Monday, June 20, 6 p.m. to 10:30 p.m. Noise The application requests approval of amplified live music until Midnight on Friday and Saturday. The fireworks demonstration is scheduled for Saturday at 10:30 p.m. Staff recommends granting an exemption to the noise ordinance for the music and firework display. Building Permits Building and Electrical Permits and any associated fees are required for the temporary stage, tents over 750 square feet, electrical hookups, and any other usage as required by the uniform building code, state statute, or local ordinance. In addition, all tents must meet the requirements listed in the Uniform Fire Code. Proof of the fire retardant treatment for all tents must be provided for inspection. Incident 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 will utilize Grey Cloud Elementary for a temporary shelter. Security The applicant and the Public Safety Department discussed site security. Based on projected attendance estimates, the Public Safety Department will supply four uniformed police officers on Friday and Saturday from 8 p.m. to 12:30 a.m. for the outdoor dances/bands. 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 must designate and maintain adequate egress and ingress entrances on streets adjacent to the event to prevent traffic from stacking on roadways and property. The applicant is responsible for maintaining all fire and emergency lanes located within the event property. These fire and emergency lanes will be designated by the Public Safety Department. Sanitation The applicant must provide and adequately maintain additional portable toilets at Kingston Park and Grey Cloud Elementary. One portable toilet for every 240 estimated attendees is required. Food Sales All on-site food sales locations must be licensed and inspected by the Washington County Health Department. Alcohol Sales The St. Paul Park/Newport Lions 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. During the bean bag tournament, alcohol will be allowed on the tennis courts until 5 p.m. After 5 p.m., all alcohol must be kept in the perimeter of 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 license holders 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. b. Military identification card issued by the United States Department of Defense, or c. A valid passport. No sale or display of alcoholic beverages will be allowed after midnight. Glass Containers No glass containers will 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 event. Fencing In addition to fencing at Kingston Park in the main parking lot, snow fence must be added on the east side of the parking lot behind the pavilion. Fireworks The applicant is scheduling a fireworks display on Saturday night at 10:30 p.m. The Fire Marshal or designee 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 at 10:30 a.m. The parade route begins on 80th Street between Jenner and Jamaica Avenues, heads north on Jamaica to Indian Boulevard, then east on Indian Boulevard to Cottage Grove Middle School. The applicant is requesting assistance from the police reserves for traffic control and barricades from Public Works. 5K Race The applicant also submitted a 5K race permit. The race will be held on Saturday at 8:00 a.m. Police reserves will assist with traffic control where the race crosses Jamaica Ave. Additional staff will be along the route. Cottage Grove Parks and Recreation is coordinating the race. Public Safety approved the route for the race. Insurance The applicant has provided proof of commercial general liability insurance as outlined in City Code Title 5-5-10. As Cottage Grove Area Strawberry Festival, Inc. has declared they have no employees and own no automobiles, the requirements for Workers' Compensation coverage and Automobile coverage specified under this section of the Code will not be required. Recommendation Approve the event contingent on compliance with the conditions outlined in this memo and all other applicable state and local statutes. PUBLIC NOTICE City of Cottage Grove Dear Resident, An application has been filed with the City of Cottage Grove by the Cottage Grove Area Strawberry Festival, Inc., for their annual community festival to be held June 16 thru 20. Most of the events will take place at Kingston Park and Grey Cloud Elementary School and this notice is being mailed to residents within 500 feet of these locations. Live music will take place at Kingston Park on June 17 and 18 until midnight. For more information on the proposed events, go to the Strawberry Fest website at www.cottaqeqrovestrawberryfest.com. Please note that some scheduling is subject to change. The City Council will consider the application at their June 1, 2016 regular meeting at 7:00 p.m., at Cottage Grove City Hall, 12800 Ravine Parkway South, Cottage Grove, where residents can attend and provide input. Dated: May 20, 2016 Joe Fischbach City Clerk jfischbach@cottage-grove.org � � � � � tage Gr Strawberry Fest p�' O jr Qk G � oJ� � � �� O� 1� i� .,1, � �� ON�E SWEE�T D�AL E��� ��e , 76rurs�a�,�une f6fti STRAWBERRIES FOR SALE—(Information Booth)—SPONSORED BV AFTON APPLE.......................................................................................................................................................................................................4 PM—8 PM STRAWBERRV FEST INFORMATION BOOTH—SPONSORED BV WALMART...........................................................................................................................................................................................................................4 PM—8 PM BUNGEE TRAMPOLINE —($1.00 per person)—PROVIDED BV ARCADE HIGHWAV..........................................................................................................................................................................................................4 PM—9 PM FOODVENDORS..................................................................................................................................................................................................................................................................................................................4 PM— 10 PM CARNIVAL............................................................................................................................................................................................................................................................................................................................4 PM— 10 PM KID POWER PEDAL TRACTOR PULL—(Registration 5:30 PM, Event 6:00 PM)—SPONSORED BV LSP COTTAGE GROVE LP...............................................................................................................................................5:30 PM TALENT SHOW—(Main Stage)—(Check-in 6:30 PM at Info Booth, Event 1:00 PM)—SPONSORED BV SWC BULLETIN.....................................................................................................................................................6:30 PM MINNESOTA SINGS—(Main Stage)—(Check-in 6:30 PM at Info Booth, Event 1:00 PM)—SPONSORED BV ORAL SURGERV CENTER.................................................................................................................................6:30 PM �ri�a�,June t�th STRAWBERRIES FOR SALE—(Information Booth)—SPONSORED BV AFTON APPLE.......................................................................................................................................................................................................2 PM—8 PM STRAWBERRV FEST INFORMATION BOOTH—SPONSORED BV WALMART...........................................................................................................................................................................................................................2 PM—8 PM ULTIMATE WATER BALLOON GAME —PROVIDED BV WATER WARS..................................................................................................................................................................................................................................2 PM—8 PM BUNGEE TRAMPOLINE —($1.00 per person)—PROVIDED BV ARCADE HIGHWAV..........................................................................................................................................................................................................2 PM—9 PM FOODVENDORS..............................................................................................................................................................................................................................................................................................................2 PM—Midnight BEER GARDENS—SPONSORED BV ST. PAUL PARK/NEWPORT LIONS CLUB................................................................................................................................................................................................................2 PM—Midnight MARGARITA BAR—SPONSORED BV COTTAGE GROVE LIONS CLUB..............................................................................................................................................................................................................................2 PM—Midnight CARNIVAL........................................................................................................................................................................................................................................................................................................................2 PM—Midnight TOP CHEF CONTEST—(Registration 5:00 PM, Event 6:00 PM,Winners announced on Main Stage 1:30 PM)—SPONSORED BV ANCHOR BANK and ................................................................................................................... TENNIS SANITATION & ROLL OFF LLC.....................................................................................................................................................................................................................................................................5 PM—1:30 PM BAND—"CROOKED DICE"—SPONSORED BV LEAFLINE LABS........................................................................................................................................................................................................................................ 5 PM—1 PM CHALK WALK—(Registration 5:45 PM, Event 6:00 PM,Winners announced at 1:00 PM)—SPONSORED BV COTTAGE GROVE RECREATION DEPARTMENT.............................................................................5:45 PM—1:00 PM BAND—"RHINO"—(Main Stage)—SPONSORED BV TENNIS SANITATION &ROLL OFF LLC...................................................................................................................................................................................8 PM—Midnight SaEur�a�,June 18fh 5K RACE &WALK—(Registration 1 AM,Event 8:00 AM)—SPONSORED BV COTTAGE GROVE RECREATION DEPARTMENT........................................................................................................................................................1 AM MEN'S SOFTBALL TOURNAMENT—(Lamar Complex)—SPONSORED BV COTTAGE GROVE RECREATION DEPARTMENT.................................................................................................................................................................8 AM STRAWBERRIES FOR SALE—(Information Booth)—SPONSORED BV AFTON APPLE.......................................................................................................................................................................................................8 AM—8 PM STRAWBERRV FEST INFORMATION BOOTH—SPONSORED BV WALMART...........................................................................................................................................................................................................................8 AM—8 PM AMERICANRED CROSS BLOOD MOBILE ..............................................................................................................................................................................................................................................................................9 AM—3 PM KIDS IK—(Age 10& under)— (Registration 9:15 AM,Event 9:30 AM)—SPONSORED BV COTTAGE GROVE RECREATION DEPARTMENT.........................................................................................................................9:15 AM STRAWBERRV FEST MARKETPLACE—(Set-up time will be available from 8:00 AM to Marketplace Opening).........................................................................................................................................................10 AM—4:30 PM HAPP-E-HILL EXPRESS TRAIN RIDES—($2.00 per person)—PROVIDED BV HAPP-E-HILL EXPRESS............................................................................................................................................................................10 AM—8 PM BUNGEE TRAMPOLINE —($1.00 per person)—PROVIDED BV ARCADE HIGHWAV........................................................................................................................................................................................................10 AM—8 PM ULTIMATE WATER BALLOON GAME—PROVIDED BV WATER WARS................................................................................................................................................................................................................................10 AM—1 PM CARNIVAL......................................................................................................................................................................................................................................................................................................................10 AM—Midnight FOODVENDORS............................................................................................................................................................................................................................................................................................................10 AM—Midnight BEER GARDENS—SPONSORED BV ST. PAUL PARK/NEWPORT LIONS CLUB..............................................................................................................................................................................................................10 AM—Midnight MARGARITA BAR—SPONSORED BV COTTAGE GROVE LIONS CLUB............................................................................................................................................................................................................................10 AM—Midnight GRANDE DAV PARADE—(corner 80'h/Jamaica to Cottage Grove Middle School)—SPONSORED BV 3M..............................................................................................................................................................................10:30 AM STRAWBERRV FEST AMBASSADOR WELCOME and PARADE AWARDS—(Main Stage�...............................................................................................................................................................................................................12:30 PM PIE EATING CONTEST—(Main Stage)—(Check-in 12:30 PM at Info Booth, Event I:00 PM)—SPONSORED BV COTTAGE GROVE AREA CHAMBER OF COMMERCE................................................................................12:30 PM BEAN BAG TOURNAMENT—(Tennis Courts next to the Pavilion)—PROVIDED BV COTTAGE GROVE LIONS CLUB.....................................................................................................................................................................I PM AMBUSH MAKEOVER SELECTION —(next to Information Booth)—SPONSORED BV BELISSIMO SALON &DAV SPA.....................................................................................................................................................................I PM CAR SHOW—SPONSORED BV BELLA PI11A and GRAPHIC RESOURCES......................................................................................................................................................................................................................... I PM— 4 PM PETTING FARM —SPONSORED BV AFTON APPLE.............................................................................................................................................................................................................................................................I PM— 5 PM PET SHOW—(Registration I:00 PM,Event 2:00 PM at Pet Show Tent)—SPONSORED BV AIMEE'S PAMPERED PET PARLOR, CHUCK&DON'S PET FOOD OUTLET. .......................................................................................... LA'POOCH PET SALON and PARK GROVE PET HOSPITAL.........................................................................................................................................................................................................................................I PM—3:30 PM ACME MAGIC SHOW—(Main Stage)—SPONSORED BV RENEWAL BV ANDERSEN.................................................................................................................................................................................................... 2 PM—2:40 PM STORVSTROLL—PROVIDED BV PARK GROVE LIBRARV................................................................................................................................................................................................................................................. 2:30—4:30 PM TEDDV BEAR BAND—(Main Stage)—SPONSORED BV WERNER ELECTRIC............................................................................................................................................................................................................................ 2:45 PM ACME MAGIC SHOW—(Main Stage)—SPONSORED BV RENEWAL BV ANDERSEN............................................................................................................................................................................................... 3:40 PM—4:20 PM BINGO—PROVIDED BV STONE SOUP THRIFT SHOP...........................................................................................................................................................................................................................................................4 PM—1pm DOGGIE DASH—(Registration 3:30 PM at Information Booth, Event 4:00 PM)—SPONSORED BV HERRINGER COMPANIES................................................................................................................................................3:30 PM HARMONICA SHOW —(Age 8&Older)—(Main Stage)—SPONSORED BV XCEL ENERGV................................................................................................................................................................................ 4:30 PM—5:10 PM ACME MAGIC SHOW—(Main Stage)—SPONSORED BV RENEWAL BV ANDERSEN.................................................................................................................................................................................................... 5:20 PM—6 PM AMBUSH MAKEOVER REVEAL—(Main Stage)—SPONSORED BV BELISSIMO SALON &DAV SPA...............................................................................................................................................................................................6:30 PM HOT AIR BALLOON RIDES—($3 per person &weather permitting)—SPONSORED BV RE/MAX PROFESSIONALS........................................................................................................................................................1 PM—9 PM BAND—"UNCLE CHUNK"—SPONSORED BV ST PAUL PARK/NEWPORT LIONS CLUB................................................................................................................................................................................................1 PM—Midnight FIREWORKS—SPONSORED BV NORTHERN TIER.......................................................................................................................................................................................................................................................................10:30 PM ?l�lain Sfa�e Even6°Pro�ucfion— SPONSORED BV VERIION WIRELESS/WIRELESS WORLD OF COTTAGE GROVE and JOHN S. 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