HomeMy WebLinkAbout20180618 - VI-05 Resolution-Rotary Concert Event and Temporary Gambling Permit (2) City Council Memorandum
To: Mayor Hicks & City Council Members
From: Sarah Hodder, Deputy City Clerk/HR Technician
Date: June 14, 2018
Item: Special Event Request – Hastings Rotary Club
Council Action Requested: Consider the request by the Hastings Rotary Club for a Special Event
Designation on Thursday September 6-Friday September 7, 2018 for a concert featuring Hairball.
Background Information:
The Hastings Area Rotary Club is requesting exclusive use of Levee Park, the City’s downtown parking lot,
and part of Sibley Street located north of the alley adjacent to the American Legion Club for a special
event featuring live music with food and liquor vendors. The event organizers have indicated that they
have shared their proposed plan with the DBA President and Legion and Onion Grille representatives and
those entities are supportive of the Rotary’s requests.
Rotary’s request and map is attached for council review.
City staff has been working with the Rotary organizers on the logistics of the proposed event and
recommends consideration of the following as conditions should a special event be designated:
All items identified by the Rotary to be completed as indicated
Written confirmation has been acquired from private property owner of acceptance of Rotary’s
use of property for the event.
The City parking lot and the public spaces in front of the American Legion on Sibley Street, and
Levee Park will be reserved for exclusive use of the event organizers beginning at noon through
midnight on Friday September 7th.
Rotary will provide signage indicating one-way traffic in the alley from Ramsey to Sibley and
Tyler to Ramsey and Do Not Enter signs at the exit of those alleys
City staff will have signs made and posted to indicate parking restriction signs to warn public of
the lot closures. Signs will be installed by Wednesday, September 5th and costs incurred by the
City will be reimbursed by the Rotary according to the Special Event Policy.
Music will be from 5:00 PM-11:00 PM.
The alley north of Second Street will allow traffic one-way from west to east.
Medical service will be provided by Allina. Event organizers are to facilitate coordination between
Allina and City Fire/EMS staff in advance of the event. This should occur and conditions be
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confirmed in writing a minimum of 1 week in advance of the event. City Fire/EMS staff will not be
providing EMS service on site.
City restroom facilities will remain open but will not be staffed by City personnel. Additional port-
a-potties will be supplied by the Rotary.
Water access can be provided via City hydrant with a meter. Coordination on water access
between event organizers and City staff will occur the day before or the morning of the event.
Those costs will be borne by the Rotary.
The Rotary will need to complete all applicable paperwork to be issued a temporary liquor
license. Additionally, event organizers must comply with the conditions outlined by Chief Schafer
(or designee) with respect to private security and City Police assistance for the event. These
costs will be borne by the Rotary.
The Rotary will utilized trained and qualified public safety volunteers for event security in lieu of
Hastings PD services.
Neighborhood notification will be provided by the Rotary. This distribution will include the date
and times of the event/closures and will be done a week prior to the event.
All garbage generated on site will be disposed of by the Rotary’s contracted hauler, including City
cans that are currently provided in the special event area.
Any tents or other items which would need to be secured must be done through use of weights
(not stakes) and coordinated with our P&R Department liaison.
The City and Rotary will exchange contact information for any necessary communication on the
day of the event itself. Rotary will be asked to provide a primary contact person(s) who will be
able to make decisions regarding the event and logistics.
Event coordinators and City staff will conduct a meeting approximately two weeks in advance
with Rotary Decision makers and City staff to run through final logistics and questions.
Insurance certificate naming the City as an additional insured will be provided in the limits
provided by the City’s insurance agent.
In lieu of payment of fees for the Rotary’s exclusive use of Levee Park, the parking lot, and Sibley
Street north of the alley by the American Legion club, the City is listed as a primary sponsor of
the event.
Any other reasonable conditions as determined by staff.
Financial Impact:
The Rotary has requested complete waiver of any fees related to reserving Levee Park, the City’s parking
lot, and Sibley Street north of the alley by the American Legion Club. If that is acceptable to the City
Council, City staff recommends that the City of Hastings be listed as a primary sponsor of the event. This
would include the City’s name and logo on advertisements for the event. This coordination would be done
with the City's Communications staff.
There will be some fees associated with the event which will be charged back to the Rotary in alignment
with the City’s adopted fee schedule.
Advisory Commission Discussion:
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Council Committee Discussion:
Attachments:
Rotary’s Request
Map of Proposed event
Resolution
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City Council Memorandum
To: Mayor Hicks & City Councilmembers
From: Adeline Schroeder, Deputy City Clerk
Date: June 13, 2018
Item: Temporary One-Day Gambling Permit for Hastings MN Area Rotary Club on
September 7, 2018
Council Action Requested:
Approve the attached resolution approving a one-day temporary gambling permit for the
Hastings MN Area Rotary Club to be held at Hastings Levee Park, 20 Ramsey Street,
Hastings on September 7, 2018.
Background Information:
The Hastings MN Area Rotary Club has submitted an application for a one-day temporary
gambling permit for September 7, 2018.
Financial Impact:
The $25.00 fee has been paid.
Advisory Commission Discussion:
N/A
Council Committee Discussion:
N/A
Attachments:
Resolution
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CITY OF HASTINGS
DAKOTA COUNTY, MINNESOTA
RESOLUTION NO. 6- -18
RESOLUTION APPROVING THE APPLICATION BY
THE HASTINGS MN AREA ROTARY CLUB FOR A
TEMPORARY ONE-DAY GAMBLING PERMIT
WHEREAS, the Hastings MN Area Rotary Club has presented an application to the City of
Hastings for a one day temporary gambling permit on September 7, 2018 to be held at Levee Park,
20 Ramsey Street, Hastings; and;
WHEREAS, the Minnesota Alcohol and Gambling Enforcement Division requires a
resolution be passed to approve these request; and
WHEREAS, an application for a one day temporary gambling permit has been presented;
WHEREAS, the required fee of $25.00 has been paid.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hastings that
the Mayor and City Clerk are authorized and directed to sign this resolution and forward to the
appropriate agency, showing the approval of this application.
Ayes:
Nays:
Absent:
Whereupon said resolution was declared duly passed and adopted on the 19th day of June,
2018.
__________________________
Julie Flaten, City Clerk _______________________
Paul J. Hicks, Mayor
(SEAL)
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5/22/18
Mayor Hicks and City Council Members:
The Hastings Area Rotary Club and United Heroes League are requesting Council approval to
hold our 3rd annual evening concert at the Rotary Pavilion on Friday, September 7.
As in past years, our fundraising concert event would run from 5:00 PM to 11:00 PM. In
addition to live music, our event will include food vendors and alcoholic beverage sales. We
would utilize Levee Park and the adjacent downtown parking lot (see the enclosed site layout
and event plan).
In addition to requesting approval for use of the park and the parking lot, the Rotary Club and
United Heroes League is also requesting:
Waiver of the $300 rental fee for the Rotary Pavilion and surrounding park area
Allow use of four MN licensed police officers from other jurisdictions to provide
security for the event – subject to Hasting Police Department approval of the
police officers volunteering to provide security. (Last year’s Hastings PD invoice
for security was $2,050. Utilizing volunteer licensed police officers would allow
us to eliminate this expense and raise more money for community projects and
charitable activities.)
The Hastings Rotary Club and United Heroes League are committed to continuing to grow this
event and attract large crowds of supporters to enjoy our community’s downtown area and
beautiful riverfront amenities. All monies raised from this concert will be used to further the
Rotary mission of service to the community and for United Heroes League to provide support
for military families.
Sincerely,
Tom Montgomery,
Hastings Area Rotary Club President
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About Our Organizations
For over 36 years, Hastings Area Rotary Club members have
supported community charitable organizations, funded
community projects, and volunteered for community service
events. The Rotary Club provides annual financial support to
Hastings Family Service, the Lewis House shelter, United Way’s literacy program, and
scholarships for Hastings High School seniors.
In addition to envisioning, planning, and fundraising for the construction of the Rotary Pavilion,
the Rotary club has funded:
conversion of the railroad bridge over the Vermillion River gorge to a pedestrian
and bike crossing
installation of decorative bike trail signage
purchase of the viewing scope for the Mississippi River observation platform
re-decking of the Carpenter Nature Center raving overlook
Rotary member’s community service efforts include supporting and staffing over 70 annual
Let’s Go Fishing events - taking seniors on outings on the Mississippi and St. Croix rivers; annual
cleanup of Vermillion Falls and Old Mill parks; tree planting at the High School athletic fields;
and play structure assembly at the Lewis House.
United Heroes League is a Hastings based charitable organization
that actively works to ensure that children of military members
are afforded every opportunity to participate in sports. United
Heroes league has provided over $3 million worth of free sports
equipment, game tickets to college and professional sporting
events, cash grants, and summer camps to military families across
the US and Canada. Much more information about their mission, programs, and special events
can be found on their website at www.UnitedHeroesLeague.org .
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HASTINGS AREA ROTARY
Schedule of Events
Friday September 7th
o Warm up band or DJ
o Hairball
o VIP tent activities
5:00 to 8:00 PM
o Warmup Band or DJ
8:30 to 10:30PM
o Hairball
Levee Park and Adjacent Parking Lot Usage – requested to be closed for the music
event on September 7th from noon to midnight
Thursday Night preparations
Setup stage (would like to start as early as possible that evening) and start fencing
Friday preparations
Finish installing fencing around the perimeter as shown on the attached location
drawing.
Setup Beer Garden and Food Vendors
Complete stage and sound setup
Install Tents
Install required signage
Close off parking lot at noon Friday September 7th. CITY TO PREPOST NO PARKING
SIGNS BY WED MORNING (9/5).
Bring in port-o-potties and additional trash receptacles
After Event Clean-up
Friday night:
o Empty trash receptacles into contracted Tennis dumpster
o Pick up trash and litter in park
o Open up riverfront trail
o Remove chairs from pavilion seating area
Saturday – all cleanup to be completed by noon
o Take down event fencing
o Additional clean-up as needed
o Vendor to remove port-o-potties
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o Vendor to remove dumpster
o Vendor to disassemble and remove stage
Monday
o Vendor to pick up signage
Alcohol Sales and Vendors
Patrons will not be allowed to bring their own alcohol to event – coolers and bags will
be checked at the admission gates.
Alcoholic beverages will not be permitted to leave the park.
ID’s to be checked to ensure compliance with alcohol consumption laws. Wrist bands
will be used to verify compliance with age requirements.
Proof of insurance for temporary liquor sales will be provided to City staff.
Event Security
4 MN licensed police officers from other jurisdictions to provide security for the event –
subject to Hasting Police Department approval of the police officers volunteering to
provide security.
United Heroes League will be providing addition security. They will have a crew of 12
military personnel who are on leave that have extensive security background to
supplement the Police Department personnel.
Traffic Control
As required by City
Event Coordination
The American Legion Club and The Onion Grille have been contacted about the closing
of the Downtown parking lot. They both support the plan and the music event.
Permission has been granted by Bob Abdo for use of his property for the event.
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LEVEE PARK PLAN
CITY OF HASTINGS, MINNESOTA
1.02015-2 RIVERFRONT RENAISSANCE IMPROVEMENTS - PHASE 2
CHASKA, MN RAMSEY, MN MAPLEWOOD, MN BAXTER, MN ROCHESTER, MN
MANKATO, MN FAIRMONT, MN SLEEPY EYE, MN BURNSVILLE, MN WILLMAR, MN
AMES, IA SPENCER, IA DES MOINES, IA FARGO, NDΞBolton & Menk, Inc. 2014, All Rights Reserved
H:\HAST\T18107423\C3D\Phase 2\PLANS\11-1 Landscape Plan.dwg 8/26/15 9:33 am
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