CITY COUNCIL AGENDA REPORT. Honorable Mayor and City Council Members. Lynn Nardinger, Deputy Director of Public Works

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1 City of RE NG CITY COUNCIL AGENDA REPORT TO: FROM: Honorable Mayor and City Council Members Lynn Nardinger, Deputy Director of Public Works Agenda Item No.: 8- G- 1 Meeting Date: March 28, 2016 ACTION REQUESTED: Motion to Approve Private Use of Public Property ( PUPP) Application for the Father's Day Classic Car Show on Sunday, June 19th, ATTACHMENTS: PUPP Application and Estimate BACKGROUND: This request is from the Phantom' s Motor/ Model Club for June 19th from 8: 00 a. m. to 4: 00 p. m. The Car show will be on 3rd Street from East Avenue to just short of Plum Street at the entrance to the City parking lot, and Bush Street from Main Street to 4th Street. Applicants are also requesting use of the Mural Parking Lot to display cars. These streets and the parking lot will need to be closed during this time. Public Works and Public Safety costs are estimated at $ Club Members have acquired the use of barricades and road closed signs from Aslakson' s Blacktopping Service. Public Works staff has informed the applicants of the construction project on Main Street, and will update them of any signage requirements or changes necessary prior to their event. The applicant has not yet provided a certificate of insurance for this event. DISCUSSION: This event involves very little participation from the City. It has occurred in the past, and has been very successful. The organizers have done a good job with the previous events, and we anticipate the same this year. An event such as this does bring tourist and participant dollars to the community and provides positive exposure for the City and its amenities. ALTERNATIVES: 1.) Approve Request 2.) Deny Request RECOMMENDATION: Approve request 8- G- 1

2 EVENT: Fathers Day Classic Car Show ISunday, City of June 19 DATE: 2016 RENG Application for Private Use of Public Property Events Please complete the attached application for private use of public property with as much detail and return it to the City Clerk' s Office or the Public Works Office as soon as possible. Please keep in mind that City Staff will need time to consider your application, and to complete their comments. In some instances, applications need to be approved by the City Council as well as City Staff. Therefore, your application needs to be returned to the City AT LEAST 30 DAYS PRIOR TO YOUR EVENT/ ACTIVITY/ PROJECT. Applicants making requests for EVENTS are asked to complete Sections A, B & C. In the event that food service is a part of your event/ activity, you MUST contact Minnesota Department of Health for their authorization. If you have any questions concerning your application, please feel free to contact Public Works at ( 7: 00 am to 4: 00 p. m.) For City Use Only Routing Information) Initial Date Rmh 3/ 8/ 16 Received from Applicant Rmh 3/ 8/ 16 Received by Public Works LMN Public Works Review Completed GJR 03/ 14/ 16 TCS RLR 3/ 15/ 16 Engineering Review Completed SMB 3/ 15/ 16 B& G Review Completed Rmh 3/ 15/ 16 Returned to Public Works Routing Police Department Review Completed Fire Department Review Completed Forwarded to Council for Approval Original to City Clerk

3 SECTION A General Information CITY OF RED WING PRIVATE USE OF STREETS, PARKING AREAS & PUBLIC PROPERTY Name: Agency: Arlan Vollan & Tom Loauai Phantom' s Motor/ Model Club Address: 2328 Goodhue Street, PO Box 340 City/State/Zip Red Wing, MN E -Mail Address vollan@redwing. net or tomloquai@yahoo. com Work Phone: Home: FAX: Name of Event: Fathers Dav Classic Car Show Date( s) of Event: 6/ 19/ / 19/ 2016 Event Times: From 8: 00 a. m. To: 4: 00 p. m. pected Attendance: Please provide a detailed description what your event entails: Car show on West Third Street ( includina Mural Parkina Lot) and Bush Street downtown Red Win Classic cars on disolav and music by DJ Please list the public facilities, parks, streets, or public property you are requesting use of for this event: Downtown core area West Third Street from East Avenue to the entrance to the Mural Parking Lot, Bush Street from Main Street to West Fourth Street and the Mural Parking Lot for displaying cars

4 What are the General Liability insurance coverage limits of the Applicant? Per Occurrence: $ General Aggregate: $ 1, 000, , 000, Who is the insurance agent for the Applicant? Name: Mustv Barnhart Aaencv Bob Kubes Address: 910 Main Street Red Wing, MN Phone: On behalf of the Applicant, I hereby certify that all of the foregoing statements are true and accurate to the best of my knowledge. Applicant makes this application in accordance with City Code, Section Applicant acknowledges that, prior to the granting of this permission by the City, Applicant will be required to furnish proof of insurance with General Liability insurance limits of at least $ 1, 000, 000 per occurrence and $ 2, 000, 000 general aggregate limit ( coverage limit requirement may be satisfied by a General Liability policy in combination with an cess Liability or Umbrella Liability policy). The Applicant's insurance coverage must be primary, written on an Occurrence" basis and MUST list the City of Red Wing as an additional insured. Applicant agrees to defend, indemnify and hold harmless the City and its officials, employees and agents from any liabilities, judgments, losses, costs or charges ( including attorneys' fees) incurred by the City as a result of any claim, demand, action or suit relating to any bodily injury ( including death), loss, or property damage caused by, arising out of, related to or associated with use of the property by Applicant, its guests or invitees resulting from this application and its use. I further understand that the City may charge a fee for the use of the public property. In no event will I acquire any rights, title, or interest in the public property whatsoever; and the City may cancel my use of the property any time with or without prior notice to me. I further understand that in granting this permit the City is not waiving compliance with other ordinances or the requirements to obtain any other permits and, further, that I am responsible for obtaining any other permits required by law from other appropriate governmental entities. Applicant shall insure that all public property is restored or left in an acceptable condition. I certify that I have the authority to bind Applicant to the above terms. Applicant Applicant

5 City of Red Wing PLOT PLAN INSTRUCTIONS TO APPLICANT For street closures, please show the location and distance of all buildings in relation to street / alley right- of-ways Clearly indicate area of requested use. For parades, please use the plot plan to show streets requested for parade route. 0 Indicate North in Circle Scale V = FT Main Street Plus barricades at all Barricades N N entrances to the Mural Parking Lot, including ALL alleys Mural Parking Lot West Third Street ' Vehicle Entrance West Fourth Street I/We certify that the proposed use will conform to the dimensions and uses shown above and that no changes will be made without first obtaining approval. Property Owner( s) of site and structure Signature of Owner Date

6 SECTION B Event Information Do you have any electrical needs?: Do you need water service?: No Yes Do you plan on having Portable Toilets? x No Yes ( Number) 2 0 No you will need to rent them from a licensed vendor please contact Public Works for a list) Refuse collection arrangements? to keep costs down, containers will be delivered to one location. Event organizers may move them to desired locations. All containers must be returned to the delivery location for service and for pick up at end of event) Citv of Red Win Do you want any additional picnic tables? Yes ( Number) If yes, where do you want the picnic tables placed? Are you requesting any street closures? 3 0 No Intersection of Bush & West Third 0 No Yes If yes, please list street( s) and requested closure times. Bush Street from Main to West Fourth Street. West Third Street from East Avenue to entrance to Mural Parkina Lot, and the Mural Parkina lot from 7: 00 a. m. to 4: 00 p. m. Oraanizers are workina with Aslakson' s Blacktopping to provide required signs and barricades as they have in the past Are you requesting no parking prior to and/ or during your event? If yes, please list requested street( s)/ time( s) below. (city ordinance requires that the notice of no -parking restrictions must be posted 20 hours before the no -parking starts. There is a cost for this service and the Police Department will provide this cost information) Yes Bush & Third Streets as listed above, and the Mural Parking Lot from 7: 00 a. m. to 4: 00 p. m. Organizers would like to provide no parking signs/ posts for this, and will work with PD for appropriate Wordina, time and other reauirements for our no oarkina needs. What are your plans/ requests/ needs for assistance with crowd control, traffic control, onsite emergency personnel/ equipment?: ( i. e. Ambulance, fire truck, security, escorts. this service and the Police or Fire Department will provide this cost information) No crowd control required and There is a cost for

7 Cones and barricades are necessary for most major events. They are available for rental from the Public Works department. own cones / Attached is a rental information sheet. Will you provide your barricades or do you wish to rent them from Public Works? Provide Own Rent from Public Works If renting, please list the number and type of cone / Number Type Type 1 barricade you wish to rent. Number Type 12' Barricades Stop Sign on Stand No Left Turn Sign on Stand Type III 4' Barricades Type III 8' Barricades No Right Turn Sign on Stand Flashers for Barricades Closed to Thru Traffic Signs Drums Road Closed Sign Reflective Cones Pedestrian Barricades If you are providing your own, please list the company you are acquiring the signs from and the number of type of signs you plan to use: Aslakson Blacktopping Service will be providing all signs and barricades needed, including the No Parkina Sians Event organizers are reminded that, if you are renting signs/ barricades from the City, you are responsible to pick up, set up, take down and return all signs and barricades necessary for your event. Police Department staff will review the placement to ensure safety and enforceability. SECTION C Food & Beverage Is your event open to the general public, or is it a private event? Public 0 Private Yes F If your event is open to the general public, will there be food or beverage sold or provided to the public? All food vendors, regardless of their status ( 501c3, etc.) No must have a valid Food and Beverage You, as the applicant, are responsible for License issued by the Minnesota Department of Health. verifying that all vendors providing food or beverage during your event have obtained the proper license. Food and Beverage Licenses can be obtained by contacting the Minnesota Department of Health at

8 Public Works Department Public Works costs associated with the event: Estimate of $95.00 for Refuse/ Recvclinq Disposal and picnic tables. Date Reviewed: Recommendation ElApprove M Deny Please list any conditions associated with approval or reasons for staff denial: Event organizers need to check with City Staff a week before event to see if any additional signage Is needed because of the construction in the area. Public Works Director or designee' s signature: Lynn Nardinger Police Department Police Department costs associated with the event: No costs estimated or attached. Date Reviewed: 03/ 14/ 16 Recommendation ElApprove M Deny Please list any conditions associated with approval or reasons for staff denial: No problems in the past. Organizers should check with CSO Vonbargen for sign wording and proper Dostina. Oraanizers will be responsible for removal of all sianaae after event. Police Chief or designee' s signature: Gordon Rohr

9 Fire Department Fire Department costs associated with the event: None Date Reviewed: Recommendation ElApprove M Deny Please list any conditions associated with approval or reasons for staff denial: Fire Chief or designee' s signature: Tom Schneider Engineering Department Engineering Department costs associated with the event: None Date Reviewed: Recommendation ED Approve M Deny Please list any conditions associated with approval or reasons for staff denial: The Main St. Reconstruction project may need the use of 3rd & Bush Streets depending on project Phasing. A better alternative for this car show would be to use Bush ( 3rd to 5t") & 4t" ( Plum to E Ave). If 3rd & Bush are the preferred Streets for this event, please check with Enaineerina Dept. by 5/ 1 for City Engineer or designee' s signature: Info. on 3rd & Bush availability. Ron Rosenthal Buildings & Grounds Buildings & Grounds costs associated with the event: None Date Reviewed: 3/ 15/ 16 Recommendation ElApprove M Deny Please list any conditions associated with approval or reasons for staff denial: None B& G Supt. or designee' s signature: Shawn Blaney

10 City of REPe' l G TO: Arlan Vollan & Tom Loquai, Phantom' s Motor/ Model Club Address: 2328 Goodhue Street, PO Box 340 Red Wing, MN Event: Fathers Day Classic Car Show - 6/ 19/ 2016 thru 6/ 19/ 2016 Estimate for Equipment, Supplies and Labor Requested. Units Item Price # of Days Cost 8 ea Event Refuse Containers each ea Refuse Disposal - Minimum each ea MN SW Mngt Tax each ea Picnic Tables each Subtotal: Administrative Processing Fee: TOTAL: Date By: Title: 3/ 10/ 2016 Rose M. Hanson Public Works Specialist