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Home My WebLink About20100706 - VI-02AGREEMENT FOR HASTINGS RIVERTOWN DAYS S THIS AGREEMENT made this 6th day of July 2010, by nd between the City of Hastings, Minnesota, and the Hastings Area Chamber of Commerce. WHEREAS, the Hastings Area Chamber of Commerce (Chamber) has scheduled a community festival for Hastings entitled Rivertown Days, which is to be held on July 15 through July 18, 2010; and WHEREAS, in the past the City of Hastings City has cooperated with the Chamber in its production of Rivertown Days by providing some assistance; and WHEREAS, both parties wish to put in writing the agreement which has been made between the parties. NOW THEREFORE, it is agreed by both parties as follows: I. CONCESSION PEES The fees for Rivertown Days participants to the Chamber are: EXHIBIT FOOD Horne based $150 NIA Non -Profit $150 $300 Hastings Chamber Members $125 $250 Non - Member $300 $400 Arts &Crafts Fair Booth $80 CITY PERMIT FEE $25 $25 $25 $25 Included There are additional fees for electrical hook up and for vehicles larger than 1, H. SHUTTLE BUS Due to the low number of riders in past years, no Shuttle Bus Service will be offered this year. M. BUTTON SALES The Chamber will be selling Rivertown Days Buttons for 2 each. Buttons will be required for individuals age 12 and older for admission to the Lake Rebecca and Jaycee Park areas on Friday and Saturday. No buttons will be sold on Sunday. Proceeds from button sales are used to pay for the fireworks display. ITT. PICNIC TABLES The City Will provide are adequate number of picnic tables to be detenmined by the City and the Rivertown Days Committee at Jaycee and Levee parrs and at the High School and Roadside Parry tennis courts. Rivertown Days Committee will coordinate with pans Department personnel. 0 V. INSURANCE A. Certificates of Insurance The Chamber will obtain and present to the City prior to Rivertown Days certificates of insurance from each of the following: pyrotechni ian, Timberworl s Lumbedack Shows, Dishing for Life, Disc Dogs, Rich wieber's Bicycle Stunt Shows, Stipes Shows. (carnival operator), Twin City Power Boat Association, Hastings Jaycees and any ethers the City deems necessary. waivers of liability will be secured from all sports participants. Each certificate of insurance shall name the City of Hastings, the Hastings Area Chamber of Commerce, as Additional Insureds or Certificate Holders, whichever the City deems appropriate at no additional cost to the City of Hastings. B. Hold Hannless Agreement The Chamber agrees to indemnify the City and hold it harmless from any and all claims, demands, lawsuits, or liability for such loss or damage, injury, death, and oasts and expenses incident thereto arising out of all Chamber activities connected with Rivertown Days. Prior to Rivertown Days, the City shall be furnished with an endorsement naming the City as an additional insured on the Chamber's polio. The Chamber's insurance policy shall not be canceled or its conditions altered in any manner without ten days prior written notice to the City Administrator of Hastings, V1. ELECTRICITY The City will give the rights for use of all electrical outlets in Jaycee, Labe Rebecca and Levee Parks. City will not charge the Chamber for use of said electricity. City will cheep all streetlights along the Loeb and Dam Road and Levee Park area to verify that the lights are in working order. If needed, the City will allow the use of any temporary portable lighting they own for illuminating the button sales area at the junction of Second and Loeb and Dam Road. City will allow the Chamber at Chambers expense, to acid additional outlets in Jaycee Park. V WATER The City will allow vendors access to all fire hydrants along the Loeb and Daum Road and near the Levee Park trail. City will have connections available on Jaycee Park hydrants by July 13, 2010 and in Levee Park by July 1 , 2010. Since there will be lumber] ack show this year, the City will need to provide afire hose to fill the lumber] aek tank from the hydrant. They will also assist with filling the Fishing for Life tank, if needed. VI MISCELLANEOUS A. In addition to the foregoing, the City of Hastings agrees to the following; Tie it, wild, 1. Ensure the grass is cut at Levee Park prior to the arrival of Arts and Crafts vendors on Friday, July 16'. 2. Provide in kind services of the P arks, Streets, Police and Fire Departments. 3. Provide trash and litter pickup before, during and after the festival, which w ill be coordinated with Waste Management — Hastings its service donated by Waste Management - Hastings). The Parks Department will coordinate daily clean up. 4 . Provide two Parks Oeparnent employees on duty Saturday and Sunday, July 1 7th and 1 8th from a.m. to 5 p.m. 5. Provide barricades where appropriate. 6 . Erect "No Parking' and "Handicapped Parking" signs where needed. 7. Provide ambulant services for the Power Boat Faces and appropriate coverage for Fireworks Display on Saturday, July 17, 2010. 8 . Provide Streets or Parks Department personnel to mark rope the appropriate grass areas adjacent to Lock and Dam Road for public parking. 9 . Have the Streets or Parks Department mow the fon n x tank farm area to accommodate parking and P the Lake Rebecca side of the road to accommodate the carnival. 10. Have the Parks Department contact Mosquito Control and arrange spraying in the Jaycee Park area the week of July 12' 11. Provide adequate police protection during the festival. 12. Provide extra garage barrels at Jaycee and Levee Parks and provide pickup Saturday afternoon. 13. Erect several temporary signs no larger than ' X ' (famished by the Chamfer) approximate) - weeks before the event and take them down after the festival. 14. Issue permits to approved vendors. Police will assist with removal of vend without permits. All vendors must obtain concessions location from the Ri ertown Days Committee. 15. Provide the Chamber President with a list of cell phone numbers to reach Parks, Police, Fire and Streets Department staff. List will remain confidential. 16. Provide financial assistance for first aid services and portable toilets and expenses incurred for lifeguards on duty during the Teen Fight Event at the Ratings Aquatic Center. (See page viii B . In addition to the foregoing, the Chamber agrees to the following: The Chamber will. 1. work with the Police Department to arrange for adequate traffic and crowd control at each scheduled Fivertown Days event. 2 . Provide the City with a list of contact persons with phone numbers who are responsible for the various areas and events. 3. Secure all necessary City permits an licenses required by Hastings City Ordinances for any and all activities during Rivertown Days, 4. Provide a schedule of everts for Rivertown Days (see enclosed). 5 . Arrange for all portable toilets at sanctioned Rivertovn Days events where they deem necessary. 6 . Coordinate with the police department for off-duty Police preserve officers, who shall be in unif nn during the festival, where the Rivertown Days Committee deems necessary, xc t a provided b the Jaycees. � P 7 . Coordinate with the police department for Explorer Scout services clueing the festival, 8 . Coordinate all waste containers and recycling with Waste Management-Hastings. 9 . Coordinate with the Jaycees to ensure fencing is placed along road in Jaycee Park to define the beer garden area. Said area will be located starting at the food vending area and extending to the boat launch from the road to the river. 10. Mil out all permits to vendors. V111. SCHEDULE of EVENTS A. A schedule of events to date is included with this agreement. Any events submitted after the date of this agreement will be submitted to the City for approval. IN VI IESS WHEREOF, the City of Hastings and the Hastings Area Chamber of Conuneree has caused this Agreement to be executed by its Mayor and City Clerk and Chair of the Beard and President, respectively, each acting with full authority to bind each party to this agreement. CITY of HASTINGS By Paul Dicks, Mayor By Melanie I esl o Lee, City Clerk HASTINGS AREA C ER of COMMERCE By Dee B ergsehneider, air of the BoarT Michelle Jaeo , President iv SECURITY DUTIES AT JAYCEE & LEVEE PARIS AREAS RWERToVV DAYS 2010 July 1 - 1 1. Direct traffic and keep it ruining smoothly along Second Street. Police will monitor traffic to determine whether or not road closure is necessary. 2. Continue to direct traffic to designated parking lots filling the first lots before proceeding to the next. 3. Prevent cars from entering lots designated as areas for "permit parking' only. 4. Enforce the defined beer garden area and rules set by ordinance and agreement between the City and Riverton Days, which prohibits outside coolers after 6:00 p.m. 5. Patrol lots to support and assist Explorers in monitoring designated parking e.g. Handicapped Parking and Permit Parking). 6. Watch for activities that may disrupt the peace and try to prevent any illegal activities. 7. Stay in contact by cellular phone or radio with the Riv rto n Days Steering Committee. 8. Assist public or direct them appropriately with any questions or problems. (There will he an information tent at the river.) 9. Alert and assist ambulance service in case of an emergency. 10. Coordinate individuals or reserves so that are adequate number are wor a t all tunes. The busiest time is Saturday evening from 6;00 p.m. until after the fireworks and during the parade (Sunday @ 12:00 PM). 11. Assist with escorting non - licensed vendors off City property and private property. 12. other security duties as deemed appropriate by the Chief of Police. RIVERTOWN DAYS EVENTS Arts & Crafts Bass Blow Out Beer Garden Bike Corral Bingo Black Dirt Theater Canoe Birding Tour Do-Ed Kittenball Tournament Coliseum Sports Bar & Grill Concessions & Fireworks Downtown Sidewalk Sale Dugarel's Tent Dance Eagle ##2212 Events Fishing Clinic* Fishing for Life Trout Pond Family Fun Run Flee Market Get Nuts Hastings Sings 2616 Helicopter Rides (Pending Kids Karnival Medallion Hunt Minnesota Disc Dog Club Minnesota Herpetological Society Minnesota Zoomobile Pancake Breakfast Parade Police K -9 Demonstrations Rich Valley RC Flying Demonstration Chamber Office (Michelle Jacobs Jake Lden Jeff Kivi Paul Vieth Senior Center, Laurie Thrush Andy Langenfeld Kevin Smith H.E.P. Jared Fiewrellen Barb Zetwick Chamber Office (Karen Spicer) Bob Hollenbeck, Kevin Hoesnhen Jessie Ritter Jamie Bentjen, Kevin Person Jared Flewellen Jeff Wynne Mike Lavin Pat Wagner Ttia Mills Chuck & Kelly Sp vin Chris Webb Fiver of Life Church, Geri Geiken Edina Fealty, Bandy Becker 11r'1iey Brue ,fan Larson Alec Methodist Church, Jerry Matula Hastings Chamber of Commerce Mike Schmitz and Joe Kegley Dan Knack 651- 437 -6775 651 - 226 -0305 851 -430 -3247 651-437-8536 551 -438 -9759 512 - 227-2853 651 -437 -8304 651-480-6181 651-437-9083 651 - 437 -677 51 - 433 -7949; 51 -480 -6283 651 -480 -6663, 651 - 755 -9530 651-438-2228 612-310-9742 851 -480 -6181 651-235-5132 651-319-8005 51 - 437 -4449 651 -438 -6887; 651 - 335 -9466 651 -228 -6979 - Chunk; 61 2- 262 -0892 - Kelly 763 - 639 -4986 651- 437 -3965; 567 - 283 -4676 651 - 437 -2121 rnndiscdog.com 567 - 283 -4391 952 -431 -9228 851- 437 -2719; 651- 983 -3039 651-437-6775 651 -480- 2318; 851- 436 -2307 651 -248 -6391; 651 - 738 -8302 Vi Rich v ieber's Bicycle Stunt Shows Rica Wieber 763- 421 -4227 River Events C hamber Office 651 - 437 -6775 School House Square Events Tire O'Brien 651-438-9191; 612-237-7318 Stipes. Shows Barry Stipe 612-867-1517 Teen Might Aquatic Center, Darble Johnsen 651-480-6179; 651 - 775 -6766 Tennis Tournament Margaret Cox, Women's Tennis League 651 -437 -1926 Timberworks Lumberjack Shover Suzanne M. Hestedt- Hadley 715 - 634 -9757 Tour De Hastings Bike Ride Bruce Petersen 651- 437 -9307; 612 - 565 -9629 Twin City Power Boat Races Jerry Se l l ner 651-451-6186; 651 -214 -7712 Vermillion Falls Walking Tour LeDu Historic Estate, Jessica Bl rbrauer 651-- 437 -7055 Whatever Floats Your Beau Bandy Spring 651-437-9201 Worship by the Fiver Ryan 1owlear 651-210-6422 YMCA Dunk Races Mike Lavin 651 -319 -8905 Xi FINANCIAL REQUEST FOR RIVERTOWN DAYS Portable I estrooms on Public Property — Approximately $2,500 Golf Carts for security — Approximately $750 Total to F iverto n Days from City - $3,250. All City staff expenses are absorbed by City payroll. Those costs include all staffing expenses including security, ambulance, parks a nd public works employees as well as lifeguards. The Chamber has waived event fees for the following activities. These are listed in the schedule of events at no cost to the City of Hastings. Youth light at the Hastings Family Aquatic Center Co-Ed Kittenball Tournament sponsored by Hastings Parr & Recreation Deparrtr ent Mouth Fishing Clinic Sponsored by Hastings Parrs & Recreation Department The Chamber will pay the City of Hastings approximately $1,600 for City Permits for vendors. Viii