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VIII-13 Declare 2019 Rivertown Days as a Special Event and Temp. Liquor License
CityCouncilMemorandum To: MayorFasbender & CityCouncilMembers From: JulieFlaten, Interim CityAdministrator Date: May20, 2019 Item: 2019 RivertownDays CouncilActionRequested: Designate2019 Rivertown DaysasaSpecialEvent fromJuly18-22, 2019 andapproveathreedayon- saleliquorlicenseaspartoftheRivertownDaysCommunityCelebration. BackgroundInformation: RivertownDayshasbeenasuccessfulcommunityeventforover40 years andtheHastingsArea ChamberofCommerce & TourismBureauhasmadearequesttohaveJuly18 – 22 designatedasa specialevent. In2018significantchangesweremadetotheevent’slocationandlayout. Thesechanges werepositiveandprovidedforabettercommunityexperience. Staffhavebeenworkingwiththe RivertownDaysCommitteeandaresupportiveoftheeventmovingforwardsimilarto2018. Theamount ofin-kindCitycontributionwillremainessentiallythesameasinpreviousyears. InadditiontotheAgreement (attached) Staffissupportivebasedonthefollowingconditions: Accesstoandegressfromthealcoholserviceareasmustbestaffedwithprivatesecuritypersonnel atalltimesduringservicehours. Securitypersonnelneednotbeuniformedbutmustwearsomething thatidentifiesthemasSECURITY. Securitypersonnelmaybeemployeesoftheevent’sliquorlicense orvolunteerstaff. SecuritypersonnelareexpectedtoimmediatelyreporttotheHastingsPoliceDepartmentanytraffic safetyissues, disorderlyconduct, orcriminalbehaviorthatmayaffectthesafetyoftheeventstaff, attendees, orsurroundingcommunity. IdentificationchecksmustbemadetoensurewiththeMinnesotaalcoholconsumptionpossession statutes. Alcoholicbeveragesarenot permittedtoleave thefencedareaofLevee Park. ProofofinsuranceforthetemporaryliquorsalesmustbereceivedbyCitystaffinadvanceofthe events TentinspectionbytheFire/EMSDepartmenttoaddresspropersafetyitemsinadvanceoftheevents. AnyadditionalcoordinationwithCityStaffasrequestedtoensureasuccessfulevent. VIII-13 FinancialImpact: Temporaryon-saleliquorlicensefeeof $75.00. Cityresourcesarecommittedtothisevent aspartofthe annualbudget andtheCityis listed one oftheevent’ssponsors. AdvisoryCommissionDiscussion: N/A CouncilCommitteeDiscussion: N/A Attachments: RequestfromChamberofCommerce AgreementbetweentheCityofHastingsandtheHastingsAreaChamberofCommerce Layoutmapofevent VIII-13 VIII-13 VIII-13 VIII-13 VIII-13 VIII-13 AGREEMENTFORHASTINGSRIVERTOWNDAYS 6th dayofMay 2019THISAGREEMENTmadethis byandbetweentheCityofHastings, Minnesota, andthe HastingsAreaChamberofCommerce. WHEREAS, theHastingsAreaChamberofCommerce (Chamber) hasscheduledacommunityfestivalfor HastingsentitledRivertownDays, whichistobeheldonJuly 19 throughJuly 21, 2019; and WHEREAS, inthepasttheCityofHastings (City) hascooperatedwiththeChamberinitsproductionof RivertownDaysbyprovidingsomeassistance; and WHEREAS, bothpartieswishtoputinwritingtheagreementwhichhasbeenmadebetweentheparties. NOWTHEREFORE, itisagreedbybothpartiesasfollows: I. CONCESSIONFEES ThefeesforRivertownDaysparticipantstotheChamberare: EXHIBIT FOOD CITYPERMITFEE HastingsChamberMembers $125 $275 $25 Levee HastingsChamberMembers $125 $175 $15Jaycee Non-Member $300 $400 $25 Levee Non-Member $300 $300 $15Jaycee Arts & CraftsFairBooth $100 N/A $15 Jaycee Thereareadditionalfeesforelectricalhookupandforvehicleslargerthan16’. II. BUTTONSALES TheChamberwillbesellingRivertownDaysButtonsfor $each inadvanceand $5atthegate. Buttons willberequired forindividualsage12andolder foradmissiontothe LeveeParkarea onFridayand Saturday. Nobuttonswillbe required onSunday. Proceedsfrombuttonsalesareusedtopayforthe fireworksdisplay andoffsetotherexpenses. III. PICNICTABLES TheCity willprovideanadequatenumberofpicnictablestobedeterminedbytheCityandtheRivertown DaysCommitteeatJaycee Park and LeveePark andattheHighSchoolandRoadsideParktenniscourts. RivertownDaysCommitteewillcoordinatewith ParksDepartmentpersonnel. VIII-13 IV. INSURANCE A. CertificatesofInsurance TheChamberwillobtainandpresenttotheCitypriortoRivertownDayscertificatesofinsurancefrom eachofthefollowing: Fireworksprovider, FishingforLife, StipesShows (carnivaloperator), andany otherstheCitydeemsnecessary. Theorganizationsandbusinessesthataresponsoringsportsrelatedevents haveindicatedontheireventformsthatwaiversofliabilitywillbesecuredfromallsportsparticipants. EachcertificateofinsuranceshallnametheCityofHastings, theHastingsAreaChamberofCommerce, as AdditionalInsureds orCertificateHolders, whichevertheCitydeemsappropriate atnoadditionalcostto theCityofHastings. B. HoldHarmlessAgreement TheChamberagreestoindemnifytheCityandholditharmlessfromanyandallclaims, demands, lawsuits, orliabilityforsuchlossordamage, injury, death, andcostsandexpensesincidenttheretoarising outofallChamberactivitiesconnectedwith RivertownDays. PriortoRivertownDays, theCityshallbefurnishedwithanendorsementnamingtheCityasanadditional insuredontheChamber'spolicy. TheChamber'sinsurancepolicyshallnotbecanceledoritsconditions alteredinanymannerwithouttendayspriorwrittennoticetotheCityAdministratorofHastings. V. ELECTRICITY TheCitywillgivetherightsforuseofallelectricaloutletsinJaycee, LakeRebeccaandLeveePark. City willnotchargetheChamberforuseofsaid electricity. Citywillcheckallelectricaloutletsandstreetlights alongtheLockandDamRoadandLeveeParkareatoverifythattheyareinworkingorder. Ifneeded, any repairexpenseswillbesplitequallybetweenparties. Ifneeded, theCitywillallowtheuseofany temporaryportablelightingtheyownforilluminatingthebuttonsalesareaattheevententranceinLevee Parkparkinglot. Anyemergencyorstandbyelectricalservicearenecessaryduringtheeventtoservice eventvendors, these willbeattheChamber’scost. VI. WATER TheCitywillworkwiththeChambertoidentifyspecificfirehydrantlocationsthatwillbeofuseto facilitatingtheevent. Temporarywaterserviceaccommodationswillbeoutfittedonsaidhydrants bythe City, andtheCitywillhavethese connectionsavailablebyJuly15, 2019. TheCitywillalsoassistwith fillingtheFishingforLifetank, ifneeded. ii VIII-13 VII. MISCELLANEOUS The CitywillA.Inadditiontotheforegoing, theCityofHastingsagreestothefollowing: : ProvideinkindservicesoftheParks, Streets, PoliceandFireDepartments. Providetrashandlitterpickupbefore, duringandafterthefestival, whichwillbecoordinatedwith TennisSanitation. (Thisservicedonatedby TennisSanitationinaccordancewiththeirCityof Hastingsagreement.). TheParksDepartmentwillcoordinatedailycleanup. ProvidetwoParksDepartmentemployeesondutySaturdayandSunday, July 20th and 21st from 7a.m. to5p.m. Providebarricadeswhereappropriate. Erect "NoParking" and "HandicappedParking" signswhereneeded. Provide ambulance services andappropriatecoverageforFireworksDisplay on Saturday, July 20, 2019. Provide StreetsorParksDepartment personnelto mark/ropetheappropriategrassareasadjacentto LockandDamRoadforpublicparking. HavetheStreetsorParksDepartmentmowtheformertankfarm areatoaccommodateparking. HavetheParksDepartmentcontactMosquitoControlandarrangesprayingintheJayceePark & thLeveeParkareatheweekofJuly15, 2019. 10. Provideadequatepoliceprotectionduringthefestival. 11. Provideextragarbagebarrels andrecyclingbins at Jaycee andLeveePark andprovidepickup Saturdayafternoon. 12. Allowfor temporarysigns nolargerthan4’x8’ 3 -6weeksbeforetheevent. 13. Issuepermits toapprovedvendors. Policewillassistwithremovalofvendorswithoutpermits. All vendorsmustobtainconcessionslocationfromtheRivertownDaysCommittee. 14. ProvidetheChamberPresidentwithalistofcellphonenumberstoreachParks, Police, Fireand StreetsDepartmentstaff. Listwillremainconfidential. 15.AllowtheCarnivalOperatorandhiscrewtohavecamping trailersin LakeRebeccapark overnightthndasasecuritymeasurefromJuly15 – July22, 2019 TheChamberwillB. Inadditiontotheforegoing, theChamberagreestothefollowing: : 1. WorkwiththePoliceDepartmenttoarrangeforadequatetrafficandcrowdcontrolateach scheduledRivertownDaysevent. 2. ProvidetheCitywithalistofcontactpersonswithphonenumberswhoareresponsibleforthe variousareasandevents. 3. SecureallnecessaryCitypermitsandlicensesrequiredbyHastingsCityOrdinancesforanyandall activities duringRivertownDays. 4. Provideascheduleofevents andlistingofcontactsforeachevent forRivertownDays intheJuly st CityCouncilPacket. 5. Arrangefor allportabletoiletsatsanctionedRivertownDayseventswheretheydeemnecessary. 6. Coordinatewiththepolicedepartmentfor off-dutypolicereserveofficers, whoshallbeinuniform duringthefestival, wheretheRivertownDaysCommitteedeemsnecessary, exceptasprovidedby the Chamber. Mailoutallpermitstovendors. Communicate with downtownbusinessesandresidents aboutRivertownDaysandtheuseofLevee Parkandparaderoadclosures. iii VIII-13 INWITNESSWHEREOF, theCityofHastingsandtheHastingsArea ChamberofCommercehascausedthisAgreementtobeexecutedbyits MayorandCityClerkandChairoftheBoardandPresident, respectively, eachactingwithfullauthoritytobindeachpartyto thisagreement. CITYOFHASTINGS By___________________________________ MaryFasbender, Mayor By___________________________________ JulieFlaten, AssistantCityAdministrator/CityClerk HASTINGSAREACHAMBEROFCOMMERCE By___________________________________ AmyReents, ChairoftheBoard By___________________________________ KristineBarse, President iv VIII-13 SECURITYDUTIESAT LEVEEPARK & JAYCEEPARK RIVERTOWNDAYS 2019 July 19 – 20, 2019 1.DirecttrafficandkeepitrunningsmoothlyalongSecondStreet. Policewillmonitortraffictodetermine whetherornotroad closureisnecessary. Providea4waystopandtrafficcontrolonSecondStreetandLock & DamRd. 2.Preventcarsfromenteringlotsdesignatedasareasfor "permitparking" only. 3.Enforce beergardenareaandrulessetbyordinanceandagreementbetween the CityandRivertown Days, whichprohibits carryinginalcoholorconsumingalcoholwithoutawristband. 4.Patrollotstosupportandassist Reserves inmonitoringdesignatedparking (e.g. Disability ParkingandPermit Parking). 5.Watchforactivitiesthat may disruptthepeaceandtrytopreventanyillegalactivities. 6.StayincontactbycellularphoneorradiowiththeRivertownDaysSteeringCommittee. 7.Assistpublicordirectthemappropriatelywithanyquestionsorproblems. (Therewillbeaninformation tent attheriver.) 8.Alertandassistambulanceserviceincaseofanemergency. 9.Coordinateindividualsor Reservessothatanadequatenumberareworkingatalltimes. Thebusiesttimesare Saturdayeveningfrom6:00p.m. untilafterthefireworks and duringtheparade (Sunday@12:00 Noon). 10.Assistwithescortingnon-licensedvendorsoff City property andprivateproperty. 11.Othersecuritydutiesasdeemedappropriateby the ChiefofPolice. VIII-13 FINANCIALREQUESTFORRIVERTOWNDAYS AllCitystaffexpensesareabsorbedbyCitypayroll. Thosecostsincludeallstaffingexpensesincludingsecurity, ambulance, parksandpublicworksemployeesaswellaslifeguards. TheChamberhaswaivedeventfeesforthefollowingactivities. Thesearelistedinthescheduleofeventsatnocostto theCityofHastings. Co-EdKittenballTournamentSponsoredbyHastingsPark & RecreationDepartment CityofHastingsMachinery Additionalfeeshavebeenwaivedfor: ParadeentryfeeforCityCouncil TheChamberwillpaytheCityofHastingsapproximately $2,200forCityPermitsforvendors. TheCitywillalsoreceiverevenuefromelectricalinspectionsofthevariousvendors. vi VIII-13