City of 4APHY1 " 1` RE W\ ING CITY COUNCIL AGENDA REPORT TO: FROM: Honorable Mayor and City Council Members Lynn Nardinger, Deputy Director of Public Works Agenda Item No.: 8- J- 2 Meeting Date: February 22, 2016 ACTION REQUESTED: Approval of Private Use of Public Property for the Fall Festival of Arts. ATTACHMENTS: Request form and Estimate BACKGROUND: The annual Fall Festival of the Arts is scheduled for October 7-9 and consists of an exhibition of 100+ participating artists representing a variety of work. The festival includes canopied artist booths and food vendors. The businesses within the closed sections have access to the fronts of their stores, and organizers have met with Downtown Main Street ( DTMS) to make sure business owners had no concerns about this year's event. The event starts at sunup on Saturday and ends at sundown on Sunday. The downtown area will be closed off beginning at 5: 00 pm on Friday to allow time for vendors to set up. The event does bring additional business to some of the core area merchants. The Fall Arts Festival draws many tourists to town each year. DISCUSSION: Organizers of the Fall Festival of Arts have submitted the request to close Third Street from East Avenue to the entrance to the Mural Parking Lot, and Bush Street from Main Street to The alley south of Third Street. Public Works and Public Safety costs are estimated at $ 1, be billed to the event organizers. 113. 00 which will FUNDING SOURCE( S): N/ A ALTERNATIVES: 1) Approve Fall Festival of Arts Private Use of Public Property ( PUPP) Application. 2) Not Approve PUPP request. RECOMMENDATION: City staff has reviewed the request and recommended approval of the event. 8- J- 2
EVENT: I City of Fall Festival Of the Arts October 7-9 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 651-385- 3674 ( 7: 00 am to 4: 00 p. m.) For City Use Only Routing Information) Initial Date Rmh 1/ 15/ 16 Received from Applicant Rmh 1/ 15/ 16 Received by Public Works LMN 1-29- 16 GJR 02/ 01/ 16 TCS 2. 1. 16 RLR 2/ 1/ 16 Engineering Review Completed SMB 2/ 2/ 16 B& G Review Completed Rmh 2/ 2/ 16 Returned to Public Works Rmh 2/ 22/ 16 Routing Public Works Review Completed Police Department Review Completed Fire Department Review Completed Forwarded to Council for Approval Original to City Clerk
SECTION A General Information CITY OF RED WING PRIVATE USE OF STREETS, PARKING AREAS & PUBLIC PROPERTY Name: Agency: Address: Dan Guida Red Wing Arts Association 418 Levee Street City/State/Zip Red Wing MN 55066 E -Mail Address director@rwarts. org Work Phone: 651-388- 7569 Home: 651-388- 9610 FAX: 651-388- 3900 Name of Event: Fall Festival of the Arts Date( s) of Event: October 7, 2016 October 9, 2016 Event Times: From: 5: 00 p. m. To: 8: 00 p. m. Expected Attendance: 10, 000 Please provide a detailed description what your event entails: The annual Fall Festival of the Arts involves approximately 100 artist booths plus food vendors Set up in downtown Red Wing. Canopied artist booths are set up on city streets where artists Offer artwork for sale. Please list the public facilities, parks, streets, or public property you are requesting use of for this event: Streets blocked for the festival Bush Street from Main Street to the alley between 3rd and 4th West Third Street from East Avenue to the Mural Parking Lot
What are the General Liability insurance coverage limits of the Applicant? Per Occurrence: $ General Aggregate: $ 2, 000, 000. 00 2, 000, 000. 00 Who is the insurance agent for the Applicant? Name: Chris Raynor, Essi Address: 421 West Fourth Street Red Wing, Mn 55066 Phone: 651-388- 1705 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 7. 13. 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 Excess 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. Daniel P. Guida Applicant Applicant
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 1" = FT Main Street a Barricades V1 Street West Third 4 Barricades Street West Fourth I----------------- I ----------------- I---------------------------------------------------------------------- ------------------,------------------ 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
SECTION B Event Information Do you have any electrical needs?: No Do you need water service?: E] Yes FXi No Do you plan on having Portable Toilets? E] Yes ( Number) 10 El 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) City of Red Wing Pickup before 10: 00 a. m. on Sunday is important and very helpful. Recycling Containers are also needed Do you want any additional picnic tables? 1: 1 Yes ( Number) 12: 1 No If yes, where do you want the picnic tables placed? Are you requesting any street closures? E] Yes El No If yes, please list street(s) and requested closure times. Bush Street from Main Street to allev between 3rd & 4t". and West Third Street from East Avenue to the Mural Parkina Lot from 5om 10/ 7 thru 8pm 10/ 9 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, same as above What are your plans/ requests/ needs for assistance with crowd control, traffic control, and onsite emergency personnel/equipment?: ( i. e. Ambulance, fire truck, security, escorts. There is a cost for this service and the Police or Fire Department will provide this cost information) RWAA contracts with RWPD for secu
Cones and barricades are necessary for most major events. They are available for rental from the Public Works department. Attached is a rental information sheet. Will you provide your own cones / barricades or do you wish to rent them from Public Works? Provide Own Fx Rent from Public Works If renting, please list the number and type of cone / barricade you wish to rent. Number Type 8 Type 1 12' Barricades Type III 4' Barricades 9 Type III 8' Barricades Flashers for Barricades Drums Reflective Cones Number Type Stop Sign on Stand 1 No Left Turn Sign on Stand 1 No Right Turn Sign on Stand Closed to Thru Traffic Signs 1 Road Closed Sign Pedestrian Barricades 1 Gazebo 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: 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? Ex Public 0 Private If your event is open to the general public, will there be food or beverage sold or provided to the public? Ex Yes F No All food vendors, regardless of their status ( 501c3, etc.) must have a valid Food and Beverage License issued by the Minnesota Department of Health. You, as the applicant, are responsible for 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 - 651-201- 4500.
Public Works Department Public Works costs associated with the event: Estimate for this event is $ 1, 113. 00 for PW Labor/ Equipment, Signs, Barricades, Refuse Services And PD Labor & Sians Date Reviewed 1-29- 16 Recommendation Ex Approve Deny Please list any conditions associated with approval or reasons for staff denial: No concerns with past events. Public Works Director or designee' s signature: Lynn Nardinger Police Department Police Department costs associated with the event: See attached estimate for CSO and no parking sign costs. Reserve cost for overnight security is not included in this PUPP. Oraanizer will have to contact the police department to line ud security which will be billed directiv by the police department. Date Reviewed 02/ 01/ 016 Recommendation EX Approve Deny Please list any conditions associated with approval or reasons for staff denial: No concerns. No problems with past events. Police Chief or designee' s signature: Gordon Rohr
Fire Department Fire Department costs associated with the event: None Date Reviewed: 2. 1. 16 Recommendation Ex Approve Deny Please list any conditions associated with approval or reasons for staff denial: An emergency access road, 20' minimum width, shall be maintained throughout closed portions of Bush and W 3rd Streets for the duration of the event. Fire Marshal approval of the vendor displav configuration and emergency access road shall be required. Fire Chief or designee' s signature: Tom Schneider Engineering Department Engineering Department costs associated with the event: None Date Reviewed: 02-01- 2016 Recommendation EX Approve Deny Please list any conditions associated with approval or reasons for staff denial: No issues with past events. Make sure all barricades are reflective on both sides and set up properly City Engineer or designee' s signature: Ron Rosenthal Buildings & Grounds Buildings & Grounds costs associated with the event: None+ Date Reviewed: 2/ 2/ 16 Recommendation Ex Approve Deny Please list any conditions associated with approval or reasons for staff denial: None B& G Supt. or designee' s signature: Shawn Blaney
City of REPe' l G TO: Address: Dan Guida, Red Wing Arts Association 418 Levee Street Red Wing, Mn 55066 Event: Fall Festival of Arts - 10/ 7/ 16 thru 10/ 9/ 16 Estimate for Equipment, Supplies and Labor Requested. Units Item Price # of Days Cost 71 ea Type III - 8' Barricades/ flash 4. 00 each 1 84. 00 80 ea Type I - 12' Barricades 2. 00 each 0 48. 00 20 ea Type I - 12' Barricades/ flash 3. 00 each 0 18. 00 10 ea No Left Turn Sign 2. 00 each 0 6. 00 10 ea No Right Turn Sign 2. 00 each 0 6. 00 30 ea Road Closed Signs 2. 00 each 0 18. 00 20 ea Road Closed Ahead Sign 2. 00 each 0 12. 00 20 ea 1. 5 cy Dumpster 0 each 0 0 240 ea Event Refuse Containers 0 each 0 0 24 ea Event Recycling Containers 0 each 1 0 10 to Refuse Disposal 49. 45 per ton 0 49. 45 10 to CESC Charge 38. 05 per ton 0 38. 05 10 to MN SW Mngt Tax 8. 41 per ton 0 8. 41 20 ea Additional Refuse Services 20. 00 dumpster 0 40. 00 250 ea PD No Parking Signs 1. 00 each 0 25. 00 1. 50 hrs CSO Officer 45. 00 per hour 0 67. 50 60 hrs PW MI Labor - Gazebo 51. 25 per hour 0 307. 50 30 hrs Wheel Loader - Gazebo 45. 00 per hour 0 135. 00 60 hrs Pickup 12. 00 per hour 0 72. 00 0 0 0 0 0 0 Subtotal: $ 934. 91 Administrative Processing Fee: 178. 09 TOTAL: $ 17113. 00 Date: 1/ 28/ 2016 By: Rose M. Hanson Title: Public Works Specialist