HomeMy WebLinkAboutVIII-06 Special Event Designation with Temporary Liquor License - Rivertown Days City Council Memorandum
To: Mayor Fasbender & City Council Members
From: Paige Marschall Bigler, Recreation Program Specialist
Date: June 5, 2023
Item: Special Event Designation & Temporary Liquor License – Rivertown Days
Council Action Requested:
Designate 2023 Rivertown Days as a Special Event coordinated by the Hastings Area Chamber of
Commerce and Tourism Bureau from July 21 through July 23, 2023 and approve a three day on-sale
liquor license as part of the Rivertown Days Community Celebration.
Background Information:
Rivertown Days has been a successful community event for over 40 years and the Hastings Area
Chamber of Commerce & Tourism Bureau has made a request to have July 21 – 23 designated as a
special event. The 2023 event layout is similar to 2022, without a car show on Sunday. Management Staff
have been working with the Rivertown Days Committee and are supportive of the event.
City Staff are supportive with the following conditions:
• Traffic Management Plan submitted by a third-party vendor for City Staff review – detour route
and trailblazing implemented including delivery, setup and takedown.
• Traffic control vendor to provide metal fencing, similar to 2022. Fencing will run along Tyler St.
from the Mississippi River up to 2nd Street. Additional fencing available to fill areas that are not
blocked by a stage or entrance tent. An easily movable barricade near the small stage on Sibley
St. to block foot traffic but allow EMT access if necessary. Barricades at ally behind Lock & Dam
and one behind Hastings Social Tavern to deter alcohol beyond boundaries.
• Signage at both ends of 2nd St., mid-block 2nd-3rd on Sibley and Ramsey be similar in size/visibility
used for last summer’s downtown closures. ‘Road Closed Ahead’ signs at Vermillion/3rd,
4th/Sibley, 4th/Ramsey, and warning on Tyler both north and south of 2nd St. ‘No Right Turn’ sign
on frontage road just prior to 2nd St. and ‘No Right Turn’ and ‘No Left Turn’ sign north and south
of 2nd St. E. on Tyler Street.
• Event coordinators ensure there are way finding signs on Tyler St. and behind the Legion to
identify entrances.
• Advance notification to traveling public required along 2nd St. on approaches to closure area
(example: This road closed for event July 21st-23rd)
• Accessible parking spots to be identified and posted by RTD Committee.
• Security member positions in the alley behind Lock and Dam Eatery.
• Police Department requests two golf carts for shuttling police reserves.
• Access to and egress from the alcohol service areas must be staffed with private security
personnel at all times during service hours. Security personnel need not be uniformed but must
wear something that identifies them as SECURITY. Security personnel may be employees of the
event’s liquor license or volunteer staff.
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• Security personnel are expected to immediately report to the Hastings Police Department any
traffic safety issues, disorderly conduct, or criminal behavior that may affect the safety of the
event staff, attendees, or surrounding community.
• Identification checks must be made to ensure with the Minnesota alcohol consumption
possession statutes. Beer tent hours will be 5:00 p.m. – 11:00 p.m. on Friday, and 1:00 p.m. –
11:00 p.m. on Saturday. Last call at 10:30 p.m. on Friday and Saturday.
• Only alcoholic beverages allowed outside the bar/restaurant spaces from Chamber beer tent. List
of beverages provided to Police Dept. prior to the event.
• Alcoholic beverages are not permitted to leave Rivertown Days boundaries.
• Proof of insurance for the temporary liquor sales must be received by City staff in advance of the
event.
• Tent inspection by the Fire/EMS Department to address proper safety items in advance of the
event.
• Stages taken down by event volunteers after event Saturday night to allow space for car show on
Sunday.
• Public Works Department staff check electrical outlets at Jaycee Park prior to RTD weekend for
craft fair and food vendors.
• Public works department to provide water access for food vendors and the carnival at Levee Park
from hydrants. Public Works and RTD staff identify hydrants prior.
• Public Works to mow and mark off the grassy area past the boat launch in Jaycee Park for
additional parking.
• Parks Department connect with Mosquito Control District to spray for mosquitos in Jaycee and
Levee Park before RTD weekend.
• Parks Department to mow private property adjacent to Levee Park the Monday of Rivertown Days
weekend, prior to carnival set up.
• Parks Department will provide delivery and pickup of picnic tables to Jaycee Park and Levee Park.
• Parks Department will lock Levee Park restrooms and post closure signage.
• Parks Department will check garbage/recycling for pickup throughout Jaycee Park, Levee Park
and City owned receptacles in downtown area in the morning and afternoon, July 21-23. Event
volunteers to empty garages/recycling in the evenings, July 21-22.
• Any additional coordination with City Staff as requested to ensure a successful event.
Financial Impact:
Temporary on-sale liquor license fee of $75.00. City resources are committed to this event as part of the
annual budget and the City is listed as one of the event sponsors.
Advisory Commission Discussion:
N/A
Council Committee Discussion:
N/A
Attachments:
• Special Event Application and letter
• Traffic Management Plan
• Security Overview
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• Event layout
• Temporary Liquor license application
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CITY OF HASTINGS
DAKOTA COUNTY, MINNESOTA
RESOLUTION NO. 06 - -23
RESOLUTION APPROVING THE APPLICATION BY
HASTINGS AREA CHAMBER OF COMMERCE & TOURISM BUREAU
FOR A TEMPORARY ONE-DAY ON-SALE LIQUOR LICENSE
WHEREAS, Hastings Area Chamber of Commerce and Tourism Bureau, submitted a three-day
temporary on-sale liquor license application to serve liquor at the Rivertown Days event from July 21,
2023 through July 23, 2023; and;
WHEREAS, the Minnesota Alcohol Enforcement Division requires a resolution be passed to
approve the request; and;
WHEREAS, an application for a temporary on-sale liquor license has been presented; and;
WHEREAS, Hastings Area Chamber of Commerce & Tourism Bureau has paid the City’s
license fee.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hastings that the
temporary on-sale liquor license for Hastings Area Chamber of Commerce & Tourism Bureau is
approved.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF HASTINGS, MINNESOTA
THIS 5TH DAY OF JUNE, 2023.
ATTEST:
________________________________ _________________________________
Kelly Murtaugh, City Clerk Mary D. Fasbender, Mayor
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Special Event Application: Rivertown Days 2023
Attachment
General Event Information:
• Set up times & notes:
o We are asking that 2nd Street close to through traffic from Eddy Street to Tyler Street at
5 a.m. Friday, July 21st, 2023 for event set up. This would include Sibley from the Levee
Park parking lot to the ally north of 4th Street and Ramsey from the Levee Park parking
lot to the back of the Post Office. Levee Park parking lot would also close to traffic.
▪ Barricades and detour signs will be placed by Warning Lites at 5 a.m. (Traffic
management plan enclosed)
▪ Stages will begin set up by 7 a.m.
▪ Fencing will begin set up by 8 a.m.
▪ Food trucks arrive by 10 a.m. – scheduled electrical checks by 12 p.m.
o Stipes Carnival will start setting rides in the privately owned land north of Hastings
Family Service on Monday July 17th. Approval from Bob Abdo, private land owner has
been obtained. (email attached) We are asking for the use of the city owned land north
of Art Space Apartments for Carnival parking from Monday, July 17th – Sunday, July
23rd
o A permit for the closure of Jaycee Park boat launch has been approved for Saturday, July
22nd & Sunday, July 23rd Signs will be posted at the entrance of Lock & Dam road the
starting weekend of July 4th
o Volunteers will begin marking booths for arts & crafts vendors on Thursday, July 20th.
(Park will remain open to the public)
o Food vendors will need to be set up for electrical inspection in Jaycee Park by 1 p.m. on
Friday, July 21st.
o Arts and crafts vendors will start setting up in Jaycee Park Friday, July 21st from 5 p.m. –
9 p.m.
• Event Times:
o 2nd Street retailers would like to do a sidewalk sale while the event is being set up from
9 a.m. – 5 p.m..
o Music, carnival & food trucks on 2nd street & Levee Park
▪ Friday, July 21st 5:00 – 11:00 p.m. (Ticket required)
▪ Saturday, July 22nd 9:00 a.m. – 11:00 p.m. (Ticket required starting at 1 p.m.)
▪ Sunday, July 23rd 9 a.m. – 4 p.m. (Ticket NOT required)
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• Community Church Service at the Pavilion at 10 a.m.
• Carnival & food trucks from 11 a.m. – 4 p.m.
• Hastings Signs competition at the Pavilion at 2:00 p.m.
• Classic car show on 2nd Street – 11 a.m. – 4 p.m.
o Arts & Crafts Show in Jaycee Park (Ticket NOT required)
▪ Saturday, July 22nd 9 a.m. – 5 p.m.
▪ Sunday, July 23rd 9 a.m. – 4 p.m.
• Tear down:
o Stages will be torn down Saturday night. Street barricades will replace the two stages on
2nd Street to keep the street closed and allow for the classic car show on Sunday.
o The remaining event areas (arts & crafts, carnival, food trucks) will be cleared out
Sunday starting at 4:30 p.m.
• Admission:
o Tickets are required for activities within the fenced in area on enclosed map (2nd street
& Levee Park) for the following dates and times:
▪ Friday, July 21st, 2023 - 5:00 p.m. – 11:00 p.m.
▪ Saturday, July 22nd, 2023 – 1:00 p.m. – 11:00 p.m.
o Price:
▪ Presale - $15
▪ Gate - $20
▪ Kids 12 & under are free to attend
o Additional Admission Notes:
▪ There will be free family activities along with a sidewalk sale on 2nd St and in
Levee Park from 9 a.m. – 1 p.m. Tickets will not be required at this time.
▪ Activities on Sunday, including a classic car show, community church service,
access to the carnival and a singing competition are free to attend. No tickets
required.
▪ The arts & crafts fair in Jaycee Park is free to attend. Saturday, July 21st from 9
a.m. – 5 p.m. and Sunday, July 22nd from 9 a.m. – 4 p.m.
▪ Events around town may charge their own admission. Event organizers are
asked to submit these details to the Chamber of Commerce so they can be
posted on the Rivertown Days website. They are also asked to obtain necessary
permits from the city.
• Tents:
o All arts & crafts vendors will have a 10x10 tent that is required to be secured. This list
will be submitted to the city clerk in early June. We anticipate 10 vendors in Jaycee Park
and 30 on 2nd Street for the side walk sale.
o There will be a 3 beer tents, each 10x10.
o There will be 10x10 tents at the entrances under the Hwy 61 bridge and at 2nd Street &
Ramsey Street.
o Four food vendors will have 10x10 tents.
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• Traffic Management:
o Please see enclosed traffic management plan created by Warning Lites. Staff of
Warning Lites will deliver and pick up all detour, road closure signs & barricades.
• Trash & Recycling:
o See enclosed trash plan.
• Security:
o The chamber has hired P.T llc dba Beefcake Squad for security on Friday – Saturday
night. See enclosed security overview.
o Additional signage will be provided indicating where entrance and exits are per
feedback from the Hastings Police Reserves.
o An area of weakness for security is the carnival area. The Chamber asks that police
reserves give special attention to patrolling this area. Guests must be pointed to an
entrance to ensure they are IDed.
• Rivertown Days Sanctioned Events around town will need to submit for their own permits.
A list of sanctioned event applications will be provided to the city prior to the event.
• Permit fees:
o Arts & Crafts vendors are charged a $15 city permit fee.
o Concession stands that have not already paid for a yearlong permit are charged a
$25 city permit fee.
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2
2
1
1
Hastings Area Chamber of Commerce:
Rivertown Days 2022
Friday, July 15-Sunday, July 17
-WL to deliver advance warning
signage one week prior
-Deliver remainder in place by Friday
-WL to set up 5AM Friday 7/15
-Customer to take down Sunday 7/17
-WL to pick up Monday
Equipment List
2-Road Closed for Event Date / Time
20-Type III Barricades
5-Road Closed
6-Road Closed to Thru Traffic
1-Detour Right Enclosed
1-Detour Left Enclosed
2-Large Double Arrow
2-Type II Trail Closed Barricades
2-Road Closed Ahead
2-Detour Ahead
6-Detour Up / strut
2-Detour Left / strut
2-Detour Right / strut
4-Ped/Bike Detour Up / strut
3-Ped/Bike Detour Right / strut
3-Ped/Bike Detour Left / strut
2-Stop Signs / strut
7-Parade Boards
215-Pedestrian Barricades*
*seperate billing statement
TIII-RCTTT TO PREVENT MOTORISTS
FROM CUTTING THRU LOTS
4
DETOUR
1
DETOUR
THIS ROAD
CLOSED
FOR EVENT
7/15 5AM-
7/17 5PM
52
20
8
8
30
40
10
47
Additional for
customer use
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RTD 2023 Security Overview
Friday, July 21st
• 8 security guards: 4:30 p.m. – 12:00 a.m.
o 1 at Stage 61 entrance
o 1 at Stage 61 for band entrance
o 1 at Ramsey & 2nd
o 2 roaming
▪ Focus on beer tents
o 2 at the alley behind Lock & Dam and Graphic Design (1 on each end of the alley)
o 1 behind the Sibley Stage
• 1 security guard overnight: 12 a.m. – 8 a.m.
Saturday, July 22nd
• 8 security guards 12:30 p.m. – 5 p.m.
o 1 at Stage 61 Entrance
o 1 at Stage 61 for band entrance
o 1 at Ramsey & 2nd St
o 1 behind the Sibley stage
o 2 at the alley behind Lock & Dam and Graphic Design (1 on each end of the alley)
o 2 roaming
▪ Focus on beer tents
• 9 security guards 5 p.m. – 12 a.m.
o 2 at Stage 61 Entrance
o 2 at Ramsey & 2nd St
o 1 behind the Sibley stage
o 2 roaming
o 2 at the alley behind Lock & Dam and Graphic Design (1 on each end of the alley)
• 1 security guard from 12 a.m. – 8 a.m.
P.T. security
guards
P.T. security
guards
P.T. security
guards patrolling
Command
Center – Police
reserves patrol
carnival area
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12 Regular
2 Handicap
2 wash stations
2 Regular
3 Regular
(Need by 7.17)
2 Regular
Open the two
in Depot
Parking Lot
Open 2 under
the bridge
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Notes emailed to Danny –
Jaycee Park: 5 regular, 2 Handicapped & 2 sinks
• Needed by noon on 7.21
• These are placed near the walking path closer to the boat launch parking lot.
• Cleaning- Sunday July 23rd before 8 a.m.
Levee Park Parking Lot: 12 regular, 2 handicapped & 2 sinks
• Needed by 10 a.m. on 7.21 – the street closed at 5 a.m. 7.21, you can arrive anytime after that.
• These in the south west corner of Levee Park parking lot, same as last year. (see attached map)
• Cleaning - Saturday 7.22 before 8 a.m. and at 1 p.m. Sunday, 7.23 before 8 a.m.
• Please check sinks midday on Saturday
Hastings Riverwalk Path, near the Pavilion: 2 regular
• Cleaning Saturday 7.22 before 9 a.m. & Sunday 7.23 before 9 a.m.
Vermillion Frontage road – 2 regular
• Needed on 7.21 – the street closed at 5 a.m. 7.21, you can arrive anytime after that.
• Cleaning - Saturday 7.22 before 8 a.m. & Sunday, 7.23 before 8 a.m.
The dirt lot behind Art Space – 3 regular
• Needed by Monday, 7.17
Can we open all the restrooms that are left downtown for car shows as well?
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