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HomeMy WebLinkAbout9C Waiver Request Community Events Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 27, 2017 AGENDA #: 9C PREPARED BY: ANGIE BARSTAD, RECREATION COORDINATOR PRESENTED BY: ANGIE BARSTAD, RECREATION COORDINATOR AGENDA ITEM: CONSIDER APPROVAL OF A COMMUNITY EVENT FEE WAIVER FOR: 1. 2017 PRIOR LAKE GROWERS ASSOCIATION FARMERS MARKET 2. 2017 PRIOR LAKE ATHLETICS FOR YOUTH 3. 2017 PRIOR LAKE AMATEUR BASEBALL ASSOCIATION DISCUSSION: Introduction The purpose of this agenda item is to request City Council approval of a community event fee waiver or adjustment for three community event applicants. History On March 14, 2016 the City Council approved a community event ordinance which set guidelines and a process for the issuance and revocation of event permits. This ordinance also established fees in an effort to recover some of the expenses the city incurs supporting community events. A fee waiver process was also included so that applicants could request a waiver of the costs and fees associated with City services. Waivers may only be approved by the City Council and should meet the public purpose guidelines outlined in the ordinance(attached). As part of the budget process, a series of new fees were included as part of the revenue projections for 2017 to help diversify the City’s revenue base. Fees set forth by the City fee schedule that impact community events include application fees, fees for tournaments, and the rental of Main Avenue and other community assets, such as athletic facilities. In some cases, event fees include cost recovery for the staff time associated with the event (e.g., police officer over-time for security, maintenance staff time for setting up barricades and clean up, etc.) These revenue sources were approved by the City Council in December 2016. Current Circumstances In 2016, staff monitored all community events and tracked the potential fees and actual costs to gain an understanding of what such events actually cost the city. In preparation for the upcoming summer season, Recreation has worked with several organizations on the community event permit process. As community event applications have come in this year, 2 staff reviewed the event requirements and communicated to the applicants the fees set forth in the city’s fee schedule(attached). To date, these applicants have requested community event fee waivers. They are: 1. Prior Lake Growers Association Farmers Market has filed a fee waiver application asking that the Facility Usage Fee, for the closing of Main Street, of $300 per week, for 17 weeks for a total of $5100 and City Supplies fee of $1360 be waived. 2. Prior Lake Athletics for Youth (PLAY) has filed a fee waiver application asking the tournament fees of $300 per athletic complex, per day, per tournament totaling $14,100 for 9 tournaments, be waived or reduced. 3. Prior Lake Amateur Baseball Association (PLABA) has filed a fee waiver application asking the tournament fees of $300 per athletic complex, per day, per tournament totaling $2700 for 2 tournaments, be waived. Waiver applications outlining the justification for the request are attached. Each request should be considered individually. From a legal perspective, the waiver of one does not set a precedence for the waiver of another. Moreover, the city council could retain a lesser fee than called for by the ordinance should they deem it appropriate. Representatives from the organizations are expected be in attendance should the Council want to hear from them. Conclusion The City Council should consider the issues identified below and provide staff with direction regarding how the Council wishes to proceed. All, some or none of the fees can be waived with Council approval. ISSUES: The city council should expect the Prior Lake Chamber of Commerce to request a fee waiver for Lakefront Days. It is also possible that the Prior Lake Rotary who presently pays virtually all costs associated with the annual Music Fest event. Last year that amount was $15,000 paid for by the Rotary. As another example, the Vikings Winterfest reimbursed the city for a significant amount of costs for that event. There are inevitably police department costs for these events. For the Farmer’s Market, despite the signage there is an occasional vehicle that must be towed under the supervision of a police officer. For tournaments the police involvement often occurs because of parking issues. People will leave their vehicles on the park property increasing the likelihood of damage to the turf and landscape sprinkler system as well. 3 The council has historically encouraged community events. Local businesses benefit from these events due to the consumption of goods and services by the consumers who come to participate of watch the events. By the same token we are a community who seeks to control its local government expenses and especially property tax increases. The purpose of these fees is to diversify revenue sources and mitigate tax increases. The argument can also be made that these fees will simply be passed on to the property owners who already support the city budget and now must pay a higher player fee to participate in these events. FINANCIAL IMPACT: As part of the 2017 budget process, the City Council approved revenue in the amount of $15,300 for tournament fees for all sports organizations. The majority of this revenue was identified from PLAY tournaments, since they hold the most events. If the City Council waives the fees, additional revenue from other sources or a corresponding cut in expenses would need to be identified. ALTERNATIVES: 1. Motion and Second to accept the waiver of fees as requested or as amended by the city council. 2. Motion and Second to waive all fees as requested by the organizations. 3. Motion and Second to defer this item and direct the staff to prepare additional information on this topic. Business Regulations Prior Lake 315 p1 SECTION 316 COMMUNITY EVENTS SUBSECTIONS 316 100 FINDINGS 316 200 DEFINITIONS 316 300 CLASSIFICATIONS 316 400 FEES AND COSTS 316 500 PERMIT REQUIRED 316 600 APPLICATION 316 700 PERMIT CONDITIONS 316 800 ADDITIONAL REQUIREMENTS 316 900 RESPONSIBILITY OF SPONSOR 316 1000 VIOLATIONS OR COMPLAINTS 316 1100 ENFORCEMENT 316 1200 REVOCATION 316 100 FINDINGS The City of Prior Lake recognizes the value of community events in building a vibrant and healthy community The City promotes regular and active use of public property and encourages a wide variety of community events The purpose of this Section is to provide guidance to event organizers to ensure a safe and successful event and to ensure that a Approval or denial of community event permits are considered using an open inclusive and transparent method based on uniform criteria b Appropriate insurances and licenses are obtained and the City s risk exposure is properly evaluated c Adequate protection of public health safety and welfare of citizens is provided for d Adequate staffing levels are in place Community events can often exceed the City s capacity to provide usual City services Regulations are necessary to ensure that such events are conducted with sufficient consideration given to public safety issues including among other considerations the impact of such events on parking and vehicular traffic within the City and expenditure of City funds All events are subject to all applicable federal state and local rules and regulations 316 200 DEFINITIONS For purposes of this Section the following terms shall have the following meanings Community Event or Event is defined as a gathering of at least 25 individuals on City property or in a City facility open to the public assembled with a common purpose Community events include but are not limited to concerts fairs carnivals circuses parades athletic tournaments flea markets marathons walkathons festivals races bicycle events celebrations or any other gathering or events of similar nature Community events also include the use of any City property or facility for a commercial venture regardless of the number of individuals involved in the project Business Regulations Prior Lake 315 p2 Person is defined as a natural person association organization club group formed for a common purpose partnership of any kind limited liability company corporation or any other entity Ord Amd 116 25 publ 12 17 2016 Premises is defined as the City property and or facilities used for the event Sponsor is defined as the person who finances and is responsible for an event Vendor is defined as someone who offers or sells goods or services 316 300 CLASSIFICATIONS The City shall assign each event a group number pursuant to the following classifications If an event qualifies for more than one group it shall be assigned to the lowest group number for which it qualifies The classifications are established for purposes of evaluation and issuance of the event permit and for fee and cost applicability Group I Prior Lake City Government Any event co sponsored by the City of Prior Lake including but not limited to City co sponsored or hosted programs events and public meetings City co sponsorship or hosting of an event must be approved in advance by the City Council Group II Prior Lake Civic Non Profit Agencies Any event sponsored by a civic or non profit agency which is based in or serves the community of Prior Lake A civic or non profit group is considered to be based in or serving the community of Prior Lake if it s mailing address is in the City or in the Prior Lake Savage school district boundaries Group II includes but is not limited to Prior Lake Savage School District Prior Lake Rotary Prior Lake Youth Athletic Associations Prior Lake Chamber of Commerce and Prior Lake based religious organizations Group III Prior Lake Residents and Businesses Any event sponsored by a resident commercial organization or business located or residing in the City of Prior Lake Group IV Other Any event sponsored by any other person including but not limited to League of Women Voters political meetings rallies or conventions etc 316 400 FEES AND COSTS The sponsor shall be responsible for all fees and costs related to the event 316 401 Application Fee An application fee shall be submitted to the City along with the completed application The application fee shall be in the amount set forth in the City Fee Schedule for the year in which the application is submitted 316 402 Facility Usage Fee A facility usage fee shall be submitted to the City after the event permit has been approved but prior to its issuance The facility usage fee shall be in the amount set forth in the City Fee Schedule for the year in which the permit is issued 316 403 City Costs The sponsor shall be responsible for all costs incurred by the City in relation to the event including any damage that may occur as a result of the event The costs include but are not be limited to the following Business Regulations Prior Lake 315 p3 a Electricity b Water c Use of City equipment d Staff time for street closures posting of no parking signs assistance with crowd control delivery set up and tear down of equipment etc e Repair and restoration for any damage to public or private property f Additional police and or fire protection or other City services 316 404 Deposit After the event permit has been approved but prior to its issuance the sponsor shall deposit with the City a cash escrow for the costs incurred by the City in conjunction with the event costs The City shall deduct from the escrow all costs actually incurred Any portion of the escrow not retained by the City shall be returned to the sponsor within 60 days of the completion of the event The amount of the escrow shall set by the City based upon an estimate of the costs to be incurred by the City and the damage that may occur The estimate is only an estimate and does not limit the responsibility of the sponsor to pay all costs incurred by the City If the costs exceed the escrow the City may at any time require that additional funds be paid into the escrow Regardless of whether additional funds are paid into the escrow if the costs exceed the escrow after the event is complete the City shall invoice the sponsor for the difference The invoice shall be paid within 30 days of receipt 316 405 Waiver The application fee shall be waived for Group I and Group II events In addition any sponsor may request waiver of any costs or fees imposed by this subsection Waivers may only be approved by the City Council and shall meet the public purpose expenditure guidelines as follows a promotes the health safety and welfare of the city and b does not have as its primary objective the benefit of a private interest 316 500 PERMIT REQUIRED An event permit is required to hold a community event within the City 316 501 Exceptions An event permit is not required for the following a Community events sponsored by the City of Prior Lake b Funerals and funeral processions c Non commercial private events held in City facilities or on City property such as weddings graduation parties or reunions Note private events requesting public services will be billed for those services Ord Amd 116 25 publ 12 17 2016 316 600 APPLICATION A complete application shall be submitted to the City at least 45 days but no more than 270 days in advance of the event except that certain large scale annual events approved in advance by the City Council Lakefront Days co sponsored by the Chamber of Commerce and Music Fest sponsored by Rotary may apply up to 360 days in advance of the event Application forms are available at the City The application shall indicate the proposed priority classification identify the premises to be used provide projected revenues and expenses as well as prior year revenues and expenses if applicable include all other information requested by the City and shall be accompanied by an application fee Business Regulations Prior Lake 315 p4 316 601 Issuance The City Manager or his her designee may approve or deny the event permit or the event permit may be referred to the City Council for approval or denial 316 602 Evaluation Criteria The criteria listed below will be used in evaluating each event permit in relation to costs waivers street closures and other conditions and or regulations Please note that not all criteria apply to every event a Event classification as set forth in subsection 316 300 b Event has wider community benefit beyond supporting organization c Event is marketed beyond Prior Lake with the potential to attract visitors from a broader region that will contribute to the local economy d Event is presented by proven organization and supported with sufficient volunteers e Prior year and projected revenues and expenses f Event will build enhance community g Event meets public purpose expenditure guidelines i promotes the health safety and welfare of the city and ii does not have as its primary objective the benefit of a private interest h Events that have previously received approval will be required to provide a recap of the previous event to include estimated attendance marketing and economic benefit i Number and type of comments or complaints relating to the event and whether such comments and complaints have been substantiated j Extensiveness of street closures for event 316 603 Scheduling Upon receipt of a complete application the City will tentatively place the event on the calendar if the requested date s are available Once placed on the calendar the event will only be removed if the application is withdrawn or denied There is no assurance the City will be able to accommodate future recurring events on the same or similar dates 316 604 Grounds for Denial An event permit may be denied based on any reasonable facts or circumstances relating to public health safety and welfare including but not limited to the following a The type of event is not permitted by zoning or other law statute rule or regulation b The location of the community event would cause undue hardship for adjacent businesses or residents c Another community event has already been approved at the same time requested by the sponsor or so close in time as to cause traffic congestion or to create a situation where the City is unable to meet the needs to provide for law enforcement and other City services for both community events d The community event is of a size or nature that requires the diversion of too many public safety officers to properly police the event site and contiguous areas and or that allowing the community event would unreasonably deny public safety protection to the remainder of the City and its residents Ord Amd 116 25 publ 12 17 2016 e The time route hours location or size of the community event could cause a threat to public safety interference with normal traffic flow congestion or inconvenience to the public f The location of the community event will interfere with previously scheduled construction or maintenance work g Failure to provide a completed application and fees or providing false or misleading information h The sponsor fails to comply with liability insurance requirements or the sponsor s Business Regulations Prior Lake 315 p5 insurance lapses or is canceled i The sponsor fails to agree to abide or comply with all of the conditions and terms of the community event permit and this Section j The community event would seriously inconvenience the general public s use of public property services or facilities k The community event would create or constitute a public nuisance l The community event could cause significant damage to public property or facilities m The event is contrary to the promotion of health safety and welfare of the City n The community event would engage in or encourage participants to engage in illegal acts o The sponsor is a minor at the time of the event p The sponsor hosted a previous event that violated this Section q The sponsor has delinquent fees charges or other outstanding financial claims with the City 316 605 Appeal of Denial Any sponsor aggrieved by a decision of the City Manager or his her designee in relation to issuance of an event permit may appeal the decision to the City Council Such appeal shall be taken by filing with the City Manager within ten 10 days after date of the decision a written statement requesting a hearing before the City Council and setting forth fully the grounds for the appeal A hearing shall be held within thirty 30 days of receipt of the request Notice of the hearing shall be given by the City Manager in writing setting forth the time and place of hearing Such notice shall be mailed postage prepaid to the sponsor at his her last known address at least five 5 days prior to the date set for hearing 316 700 PERMIT CONDITIONS The City may attach such reasonable conditions to the event permit as are deemed necessary to protect the public health safety and welfare including but not limited to the following a Location and hours during which the event may be held b Sanitation availability of potable water c Security crowd management d Parking and traffic issues e Emergency event notification and evacuation plan f Clean up of premises and surrounding area trash disposal g Lighting h Fire service safety i Temporary construction barricades fencing j Removal of advertising promotional materials k Noise levels l Alcohol consumption m Notification of surrounding businesses property owners regarding street closures and event related restrictions n Any other conditions which the City deems necessary 316 800 ADDITIONAL REQUIREMENTS 316 801 Rules and Regulations All events are subject to all applicable federal state and local laws rules and regulations 316 802 Permits Licenses Approvals The sponsor shall obtain all permits licenses and or approvals required by all applicable federal state and local laws rules and regulations Business Regulations Prior Lake 315 p6 for the event including but not limited to liquor licenses and electrical permits Ord Amd 116 25 publ 12 17 2016 316 803 Maintenance of public property The sponsor shall keep the premises in a sanitary condition remove all trash during and after the event and provide adequate portable toilets if needed Sponsor shall instruct all vendors about recycling requirements and shall provide receptacles for collection of recyclables Sponsor shall be responsible for repair of any damages to any private or public property resulting from the event 316 804 Street Closures Street closures must be approved by the City Manager or his her designee in advance Considerations in determining whether to approve a street closure shall include but not be limited to effects on public safety effects on traffic duration and frequency of closures other events already permitted and effect on City services or work 316 805 Insurance Sponsor and vendors shall maintain the insurance required by the City for the event and shall provide proof of such insurance to the City 316 806 Maintenance of Animals Sponsor may be permitted to allow cattle horses and other approved animals on the premises if approved with the event permit The permit may allow animals on the premises for a reasonable period before and after the particular show or event The animals shall be maintained in a humane and orderly fashion so as to not cause a disturbance to the public Sponsor shall clean up the premises of any animal waste or feed immediately after the conclusion of the event 316 807 Waivers The City may require waivers from participants in any community event If such waivers are required the sponsor shall provide them to the City prior to participation No person shall be permitted to participate in the event without providing a signed waiver 316 808 Noise In no circumstances shall the event exceed a noise level of 65 decibels as measured at any lot line of the property on which the event is held as lot line and property are defined in City Code Section 1101 400 Ord Amd 116 25 publ 12 17 2016 316 809 Notice The City may require written notification of neighboring property owners or tenants If such notice is required it shall be provided to all properties within 500 feet of each lot line of the property on which the event is held as lot line and property are defined in City Code Section 1101 400 and shall include the name of the event the name of the sponsor the date time and hours of the event and the name and phone number for a contact person Ord Amd 116 25 publ 12 17 2016 316 900 RESPONSIBILITY OF SPONSOR The sponsor shall be responsible to ensure that the event activities and participants shall not violate the terms of the event permit or any federal state or local law rule or regulation 316 1000 VIOLATIONS OR COMPLAINTS Permit violations nuisance complaints code enforcement issues or violations of any law rule or regulation attributed to an event may be grounds for denial of future event permits for the sponsor Business Regulations Prior Lake 315 p7 316 1100 ENFORCEMENT Any violation of this Section or of an event permit issued pursuant to this Section is subject to enforcement by any or all of the following a If it is a violation that affects the public health safety and welfare it is hereby declared a public nuisance and is subject to all of the enforcement provisions of Section 605 of the City Code b Any violation is grounds for revoking the event permit or denying future applications for an event permit c Any violation shall constitute a misdemeanor and may be prosecuted as such d Any violation may result in retention of all or a portion of the deposit or recovery of additional costs 316 1200 REVOCATION a The City staff may recommend revocation of an event permit to the City Manager The City Manager shall review the recommendation and the reasons supporting the recommendation and may revoke the event permit The City Manager shall provide written notice of the revocation in person or by mail to the sponsor or a representative of the sponsor The revocation shall be effective immediately upon receipt of notice and if the event has not completed it shall immediately cease operations The notice shall inform the sponsor of the right to appeal the decision of the City Manager to the City Council b Any sponsor aggrieved by the revocation may appeal to the City Council Such appeal shall be taken by filing with the City Manager within ten 10 days after date of issuance of the written revocation notice a written statement requesting a hearing before the City Council and setting forth fully the grounds for the appeal The City Manager may in his or her sole discretion stay the revocation of the event permit pending the appeal A hearing shall be held within thirty 30 days of receipt of the request Notice of the hearing shall be given by the City Manager in writing setting forth the time and place of hearing Such notice shall be mailed postage prepaid to the sponsor at his her last known address at least five 5 days prior to the Adopted Ord 116 03 pub 03 19 16 New 2017 Fees Group Application Fee *Usage Fee At Cost invoicing for staff & equipment Group I –Prior Lake City Government No Charge 1/1/2017 No Charge Group II -Prior Lake Civic/Non-Profit Agencies No Charge 1/1/2017 Determined per event Group III –Prior Lake Residents and Businesses $50 1/1/2017 Determined per event Group IV –Other: Any activity sponsored by any other person $100 1/1/2017 Determined per event *Per event, per location O PRIove CITY OF PRIOR LAKE COMMUNITY EVENT FEE WAIVER APPLICATION NE PLEASEPLEASE SUBMIT COMPLETED WAIVER APPLICATION TO: Recreation Department 4646 Dakota St.SE Prior Lake, MN 55372 or via email at abarstad@cityofpriorlal(e.com Applicant Name: riCP.da 1MV1 `R(odd(p La)& Orci(ors Ossacm 1 1 Name of Agency/Organization sponsoring event:: Daytime Phone: (Alternate Phone: Fax: Name of Event: I U I II(1 (IV I 5S60(A U/) Event Date: Proposed Classification Group: Classifications Group I-Prior Lake City Government Group II—Prior Lake Civic/Non-Profit Agencies Group III—Prior Lake Residents and Businesses Group IV—Other:Any event sponsored by any other person Fee(s)requesting to be waived: Facility Usage Fee$ 51c-D ( t—I w2Q GSJ City Supplies—Barricades,Cones,Picnic Tables,Garbage Barrels$ 3 0 Public Works Staff Fee$ —1 Police Fee$ Fees are estimates and may change.Actual costs for staff hours determined after event. Reason for fee waiver request: I e T1 Applicant(s): Printe Name: Karla Haugen Market Manager/Owner To Whom It May Concern: The Prior Lake Farmers Market has been a dynamic event in Prior Lake for the past fourteen years.When starting the market my goal was to bring a fresh& wholesome event to the residents of Prior Lake (and surrounding south of the river communities). Our market boasts some of the best selection of food, produce,and locally created products across all markets in MN.Additionally,we were the first market south of the river. It was my desire to create an event that brought people together: neighbors could come for a cup of coffee,and create community each Saturday morning.When approached by the City of Prior Lake to move the market to Main Street, I was told this was in an effort to revitalize the downtown&bring business to this area of town.The market has done just that. I am very proud to say that in the fourteen years the market has run there have been zero incidences be it food, safety, etc. I have worked extremely hard to create a fun, diverse, and most of all safe event.Years prior to the city event policy I have required each of my vendors to hold appropriate insurance, as well as department of health and agriculture licensing needed for each vendor. I have also carried insurance for the market as a whole.We have worked hard to insure that this is a safe event for the community where people can relax and enjoy. Each Saturday we shop at Lunds for the supplies for the coffee booth, and the checkout ladies tell me all they hear all day is how amazing the market is, or that a patron is headed there to meet a friend for breakfast. My goal was to bring something good to the community I live in; rather than taking money and business elsewhere. For many of the start up years my family and I spent hours each week,and money,promoting the market and planning ways to make it better.When approached by surrounding communities to move the market to their town I rejected these offers because I feel so strongly about keeping the experience in my own community. It is my hope and/or request that the following fees will be waived: Facility Usage City Supplies I am happy to pay to the public works staff for putting out the no parking signs on Friday. As you see in the attached budget,we operate on a very small budget. I have intentionally kept it that way as I strive for fiscal responsibility both personally and in my own businesses. Thank you for your consideration &feel free to contact me with any questions, Karla Prior Lake Farmers Market Yearly Budget Credits: Annual Vendor Fees &Sponsors: $15550 Daily Vendor Fees: $500 Total: $16050.00 Debits: Market Manager Hours: 340 hours/Year $20/hr= $6800 Storage: $900 Chamber Membership: $175 Insurance: $250 MN Grown Directory: $60 Advertising: $3200 Music: $3000 Market Workers: $1550 Tents: $300 Total: $16235 Final Toal: $ -185.00 F PRIp`' CITY OF PRIOR LAKE COMMUNITY EVENT APPLICATION U f' PLEASE SUBMIT COMPLETED APPLICATION TO: NNEs°P Recreation Department 4646 Dakota St.SE Prior Lake, MN 55372 or via email at abarstad@cityofpriorlake.com r Applicant Name: {1 LL(b Q 011(:I 1 V1M V k n Name of Agency/Organization sponsoring event*: Address ;- ,E-Mail Address: Daytime Phone: _ Alternate Phone: Fax: Name of Event: ak o 1 rAq f V 5 01(t( it Proposed Classification Group: Classifications Group I - Prior Lake City Government: Any event sponsored by the City of Prior Lake including, but not limited to, City Council, Board and Commission meetings, City sponsored/co-sponsored or hosted programs, events and public meetings.Application Fee: $0 Group II —Prior Lake Civic/Non-Profit Agencies: Any event sponsored by a civic or non-profit agency which is based in or serves the community of Prior Lake. A civic or non-profit group is considered to be based in or serving the community of Prior Lake if it's mailing address is in the City or in the Prior Lake-Savage school district boundaries. Group II includes but is not limited to, Prior Lake-Savage School District, Prior Lake Rotary, Prior Lake Youth Athletic Associations, Prior Lake Chamber of Commerce and Prior Lake-based religious organizations. Application Fee: $0 Group III—Prior Lake Residents and Businesses:Any event sponsored by a resident, commercial organization or business located or residing in the City of Prior Lake. Application Fee: $50 Group IV—Other:Any event sponsored by any other person, including but not limited to, League of Women Voters, political meetings, rallies or conventions, etc. Application Fee: $100 Note: Prior Lake residents and businesses may NOT make reservations for non-Prior Lake based residents and businesses. Application fee is due at time of application submittal. All other fees and deposit are due when the application is approved before a permit can be issued. It Date(s)of Event(include setup/tear down): mcyj o O1 7 — 0 Event Times(include setup/tear down): From: fJ« QI'1 To: ) - UU Poi Expected Attendance: UYt YrIaA/ Please provide a written communication from the organization who is sponsoring the event which authorizes you,the applicant,to apply for this Community Event permit on its behalf. Please provide a detailed description of your event along with a map of event site including designated areas for bad weather and emergencies. Include all the activities of your event(attach a separate sheet or brochure if necessary). Please also note if there will be music,sound amplification,or any other noise impact, including the hours and locations. Please list the location(s)parks,streets,or public prop rty ou are requesting use for this event: Do you need picnic tables,cones and/or arricades? Circle one} es No Note:these are available for use on an as-available basis from the Parks Maintenance Department.A refundable deposit is required.You should plan to pick up and return this equipment. If you or your volunteers cannot pickup and return this equipment, please attach a letter requesting that these services be provided and detailing why your organization cannot perform them. Note that there will be a cost associated with this service. Please check the items you wish to use: Cones Number needed Grcnic Tables Number needed(Limited quantity available) arbage Cans(limited quantity available) - Are there food vendors or food service activities at your event?(Circle one) YES NO Food service license?(Circle one)YES NO Note:The applicant is responsible for collecting applicable licenses and assuring that all participants are properly licensed and insured. Do you have any electrical needs?(Circle one) YES NO If yes please describe below. Note:There is a cost associated with this item. Note:The State Electrical Inspector must be contacted for an inspection during event setup/prior to the event starting. Do you need water service?(Circle one) YES 0NO If yes, please describe below. Note:There is a cost associated with this item. Do you plan on having Portable Toilets?(Circle one) YES NO If yes, number rented Note:All downtown events require use of portable toilets at$50 per event. For all other events,applicant will need to contract/rent them from a licensed vendor. Please describe refuse collection arrangements: Note:Applicant will need to contract directly with the vendor for this item. Will alcohol be served?(Circle one) YES NO Note: if alcohol service is a part of your event/activity,you must obtain a liquor license. Please note that there is an additional fee and additional insurance requirement related to alcohol service. Are you requesting any street closures?(Circle one) YES NO If yes, please list street(s)and requested closure times. Note:There may be a cost associated with this. SQW' kq 1 n r 1 ( .U n Are you requesting that parking restrictions be implemented prior to and/or during your event? Circle one)Y S NO If yes, please list requested street(s)/time(s)below Note:City ordinance requires that the notice of parking restrictions must be posted a specified number of hours before the parking restrictions take effect.There is a cost for this service. Will you be having outdoor amplified sound or music at your event? Circle one) YES NO Please describe your plans/request/needs for assistance with crowd control,traffic control,overnight security, and onsite emergency personnel/equipment(i.e. ambulance,fire truck,security,escorts.): fi IA Have you attached your emergency action plan?See attached example i.e. in case of bad weather identifying evacuation and shelters and an emergency contact at the event.) Circle one) YES NO Name/Phone of person on ite that is in charge or evacuating the area: afb, Are there any additional services requested by the city department?If so, please list: tla QUESTIONS: PLEASE CONTACT THE RECREATION DEPARTMENT AT abarstad@citvofpriorlake.com OR AT 952-447-9820. SIGNATURE PORTION OF APPLICATION: Please note that all information contained in this application is considered public data and will be treated as such by the City of Prior Lake. This form can be filled out and sent to the City of Prior Lake electronically,however,a signature of the applicant is needed. This can be accomplished by printing the signature page and mailing separately with a check for the fees or hand delivering the page with the check for applicable fees to the Recreation Department at the City of Prior Lake.At this time, the City is unable to accept signatures and funds electronically. APPLICANT'S STATEMENT: Applicant agrees to comply with City Code Section 316 and all relevant provisions of Federal,State and local laws, rules and regulations. Applicant agrees to comply with all conditions and addendums to this permit. Applicant agrees that in the event Applicant's application is granted by the City,Applicant shall 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 or any of its officials,employees or agents 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 this application,the event and/or the use of City property or facilities by the Applicant of the Applicant's guests or invitees,except to the extent caused by the sole negligence,gross negligence or willful misconduct of the City or its officers,employees or agents. I hereby certify that all of the foregoing statements are true and accurate to the best of my knowledge. I further understand that the City may charge a fee for the community events.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 laws, rules or regulations and,further, that I am responsible for obtaining any other prequired permits or licenses. Applicant(s): Printed Name: Pv r44awle/i Signature: OFFICE USE ONLY Fees: Application Fee: Date Paid: Deposit: Date Paid: Additional Fees or Costs: Date Paid: Alcohol Permit: Insurance: Public Works Comments: Police Department Comments: Fire Department comments: Additional Requirements: Permit Approved: Permit Denied: Date: By: o C P'ryoJl s.n-thy Q e-1 0 .SP Pi Ii 11fr 'p `r ,'v r'sCarypllq4 Ue*s GO CUS+aav(S nr inSfakl -b W001 -4«uPr, a YIceCs-bfioOOs arl Vire e W mmec iafelN . C In -AN ecffi SPcarN Unirqfm YrnJb) Is(aOlhd av C e nc s anc Cus rnr aye ewcvak- She cu\-n oq oar Cqpet- j4 j v ers . Ob-6, v chan nn Mffqffi( 5i] UO(flc4q-5 Call Fo- IS- f.l 1 J1.11 _3 is Y ci Jl r e-I r CITY OF PRIOR LAKE COMMUNITY EVENT FEE WAIVER APPLICATION n,,w,vrso• PLEASE SUBMIT COMPLETED WAIVER APPLICATION TO: Recreation Department 4646 Dakota St.SE Prior Lake, MN 55372 l or via email at abarstad@cityofpriorlake.com Applicant Name: VL(.7( Name of Agency/Organization sponsoring event: L_ Address E-Mail Address: < Daytime Phone: Alternate Phone: Name of Event: S^^ (o r -wr^s`S Event Date: -see- Proposed Classification Group: GY`OC•k Classifications GrQuDA--P-rices-L-ake_City Government Group II-Prior Lake Civic/Non-Profit Agencies Group III-Prior Lake Residents and Businesses Group IV-Other:Any event sponsored by any other person Fee(s) requesting to be waived: Facility Usage Fee$_300 per athletic complex, per day,per tournament(see attached) City Supplies-Barricades,Cones,Picnic Tables,Garbage Barrels$ Public Works Staff Fee$ Police Fee$ Fees are estimates and may change.Actual costs for staff hours determined after event. Reason for fee waiver request: G IttiC `t V S J/" SO 400 h`el(' 0 1G.) ' 4-ci pe" r vl ko c) R. 0 Applicant(s): Printed Name: 1 ' — Signature d iTo Dates #of Facilities #of D. PLAY-Baseball 5/5-5/7 2 3 $1,800 PLAY-Baseball 5/12-5/14 3 3 $2,700 PLAY-Baseball 5/19-5/21 2 3 $1,800 PLAY-Baseball 6/2-6/4 1 3 $900 PLAY-Baseball 6/9-6/11 2 3 $1,800 PLAY-Baseball 6/16-6/18 2 3 $1,800 PLAY-Baseball 6/23-6/25 3 - 3 $2,700 - MBTState 7/147/16 21 3 $1,800 a...................... TOTAL: 14 T Angie Barstad From: Geister, Randy < Sent: Thursday, February 16, 2017 12:09 PM To: Greg Skluzacek;Angie Barstad Cc: Gratz, Dan; Scott Erickson; Lee and Julie Bernick Subject: P.L.A.Y. Expenses/Investments into City of PL Fields Attachments: Copy of Field Investment_City of Prior Lake.xlsx Hi Greg and Angie - I am providing the attached and the information below for your reference, if there is anything that you feel is in error or missed please let me know. This is in response to your inquiry on items that P.L.A.Y. has been involved. Attached is a list of items over 500K that pertain directly to the City of PL. These investments show how P.L.A.Y.is committed to working with the community to improve the facilities and our members (both youth and their parents) and their sport experience at the Fields and Courts. Since these fields are also used by City programs and School programs and general community members-the enhancements we have provided have been used by many and we appreciate any and all cooperation with the city on these items. This list does not show our General Maintenance of the Fields -in particular at Ponds and Ryan where we spend 80%of our time in field repair and prep. (Annual Costs for these is shown below) Items under our General Maintenance would be items like... Personnel - summer and tourney help to keep fields in playable condition on daily basis Field Product such as: Field Dry-Agriline conditioner- Chalk- Mound/Plate Clay Equipment- Side by Side, Golf carts, Striper for painting lines, Paint, drags,Water removal, etc. Other- such as additional Port-a-Pots and parking/shuttle service provided during key times on tourney dates. Here is the lump sum for those items by year since we began providing our own Maintenance services. 2011 - $25,400 2012 - $24,200 2013 - $29,100 2014 - $26,521 2015 - $28,026 2016 - $23,286 Total $156,533 The reason we went to caring for this on our own was that the P.L.A.Y. Exec. Board was given an option at the time by City of PL in Fall of 2010 - that services could continue to be provided by the city but it would have been at the cost of nearly 4 times the cost we have been able to provide with similar service. We plan to continue this type of service into the future as long as members can afford it and we partner with the City and Schools on their allowing us to care for fields and provide enhancements. P.L.A.Y. Summer and Fall sports have invested a lot into the Maintenance program and with the addition of a new building at Ponds. - we expect to continue providing successful services at a reduced rate to our members. Our pians are to continue to invest in facilities as needed with the help of the city and schools as our community grows. Forward planning would be encouraged in this area to reclaim the best type of facilities available while providing safe, above average quality programs for our members. i The Prior Lake Facility Fee that recently went into affect will compromise some of these services, upgrades and limit our offerings in the future. Not to mention the number of people that come to our community on these weekends and do business in our area. Thank you. Randy Geister P.L.A.Y.Admin.Director 2 J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J J a a a a a a a a a a a a n. a s n. a n. a n. a a a a a a a a a a a a a. 4- 4- 4- 4- 4- 4- 4- 4- 4- 4--. 4- 4- 4- 4- 4- 4- 4--. 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 4- 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 u u u u u u u u u u u u u u u u u u u u u u u u u u u u u u u u u uu OA c N YN ai 4- Y m L L fn OcoEa N C L Q. a) 4- ° COp > C 'N C O O O aJ C ON N E C N p U N u C t0 c0 a1 v c c 1 v On in m ctEQf0EUO — UO N a rl N ri = U o` O m a1 s 4 4- Y NOUC LO Q OA X00 Xw u ' s- C N aN C C C w O ri 4- O a) M O N M a d O O O O a N aN, X CO C4 d 'O C O O- CL c0 + a C X > ' p L f6 C N 00cA (0 N O N m C ' a L L or C cpp +N J C O °`s O N N co 4- C crdC C Q ° U L 'a N L C r I O N L +1 4- C p p + O c OA W N ° ° L ° w p F' O +J d C 40- O O N j N f0 - N a d O N C C O C co c0 O 0 u Z "O hM0 © t° 000 OM C ate+ a1 a) a) > E N > O c U = O p 'a 'a O ,, co X + m co L, 4- -p -a -a co — o O N Eco ° Oa to a cCvc 0 o + a : a m u uC9 O „on 4-1 Co>- Op 2 U +r W a) -a U EC W0C OcCtoaA aO p vou o an p voctA ° `^ O "a O C O cv o nUC v o iiY m aEaurr r cc o o m t0 00 0 0 0 In 0 0 0 0 ri 0 o In O O M O 0 to o In In m t- 0 0 0OOOInlO0000ri0000mI- O O It O w O N N i- N N N m rl O O ryj tO o0 O 00 O O O I, w O O Ln L6 4 N LO w t0 l0 m ri ,n u1 O O a 00 . w N l0 M r-1 00 N Lr ri O rl Lr) O d tri O tO N 4 d -ti d o0 It, 00 M Iln M a) r-I V). 00 00 V). r-I V} V). to V} N ri V4 V). 00 00 N r-I ri ri r-I ri r-I O V V i/} V} V L SZ N 0A +' > > > > Q > 0A L L L L > W > C -0 L L C C > C C Q. > > M CO M 0 U O O O O w 0 C- Q- 0- CL 0 O m a) Q- CL 0 0 0 a) O O ri irri L a Q z z z Z g Q ¢ a Q Q a z a Q v Z z o 0 0 O ri N O O O O Ln ri d m noori 1D N '-q Ln M In O o0 ri 00 \ \ \ N ri Mm M M r I N N N M N rH N ri N N c'I N N N ri ri 0 0 0 0 N N d\' 00 O O OU cnN00 0) O d O O O O O O ri r-I r-I O O O O O O O 00 O O N N N N N N N N N N N ri O O N J J J J J J J OO L L L L L L L O O O O O O O O !'I nJ. a n im a aL a s 0 0 0 0 0 0 0 0 Ln Ln u U U U U U U U l U O O L 0 a W O bD aa0c a- a Q 0 c ca M co M O Co L cr C a 0m +• 'io ro N = o t0 a m r 0 0' H N r.{ a m0 ( O L n3 Y 0 a N O ' 0 a) , O c c cn c oCL N O Q O fcc° O Y l6 O L L C 0c a0c v O O o o Ln O O o 0 0 0 o m o 0 0 o m ni of IZr o o d Zt rn D .-i O O o Ln Ln rn F, oo 1.6 o rn t-D Oi d d Ct d c-1 N 1 N N m 0 N a) La) C C00NNCCO U M M Q U W a) a) Q Q (n It Ln lD t, ri ri rl r1 O O O O N N N N p4 ?RIO CITY OF PRIOR LAKE COMMUNITY EVENT FEE WAIVER APPLICATION ESb T PLEASE SUBMIT COMPLETED WAIVER APPLICATION TO: Recreation Department 4646 Dakota St.SE Prior Lake,MN 55372 or via email at abarstad@cityofpriorlake.com Applicant Name: Name of Agency/Organization sponsoring event: / 13 ,t e,t a • Address /E-Mail Address: Daytime Phone: Alternate Phone: Fax: Name of Event:Pr(t SS can P Event Date: %J(_7 Proposed Classification Group: (6,e, r Classifications Group I-Prior Lake City Government Group II-Prior Lake Civic/Non-Profit Agencies Group III-Prior Lake Residents and Businesses Group IV-Other:Any event sponsored by any other person Fee(s)requesting to be waived: 1441 Facility Usage Fee$ City Supplies-Barricades,Cones,Picnic Tables,Garbage Barrels$ Public Works Staff Fee$ Police Fee$ Fees are estimates and may change,Actual costs for staff hours determined after event. Reason for fee waiver request: AS /tom?_ y k) N"f fZ-012. 1//a'C-'S /Yfi2/s+...!'RA c r+.i's -c L"??e o. l"5.ac`..o s.G., "''7 rt•e..S, Applicant(s): Printed Name:Signature: i rtzro CITY OF PRIOR LAKE COMMUNITY EVENT FEE WAIVER APPLICATION PLEASE SUBMIT COMPLETED WAIVER APPLICATION TO: Recreation Department 4646 Dakota St.SE Prior Lake,MN 55372 or`via jjemail at abarstad@cityofpriorlake.com Applicant Name: Name of Agency/Organization sponsoring event: E.._&cv- t4 W Lw-Lwt- Baa-_ SGC Address `E-Mail Address: Daytime Phone: ` Alternate Phone: (Fax: (\ Name of EventEvent Date: u LA — Proposed Classification Group: Classifications Group I-Prior Lake City Government Group(l-Prior Lake Civic/Non-Profit Agencies Group III-Prior Lake Residents and Businesses Group IV-Other:Any event sponsored by any other person Fee(s) requesting to be waived: Facility Usage Fee$ City Supplies-Barricades,Cones,Picnic Tables,Garbage Barrels$ Public Works Staff Fee$ Police Fee$ Fees are estimates and may change.Actual costs for staff hours determined after event. Reason for fee waiver request: Applicant(s): Printed Name:Signature: Angie Barstad From: Sent: Wednesday, February 08, 2017 12:11 PM To: Angie Barstad Cc: Subject: FW:City of Prior Lake - Fee Waiver application for 2017 MBT (PLABA) Attachments: doc20l7O2O8l2O831.pdf Hi Angie, Attached is the City of Prior Lake Fee Waiver Application that I am submitting on behalf of PLABA for this summer's MBT State Tournament,July 14-16. I understand that the City is planning to charge a substantial "usage"fee for the fields/parks going forward. I'm not sure how that will all work but I know PLABA is pretty much the sole caretaker of Memorial Park(less the garbage and bathrooms) Quite honestly, if we have to pay the fees that the City is requesting, we'll probably stop hosting this event. It's a lot of work and if the City of Prior Lake fees are going to be roughly half of what we net on the event, it's not worth doing. This tournament brings in roughly 40-50 "out of town" teams and their fans. Conservatively,thats a couple of thousand people that come to town to eat at the restaurants and shop at the stores. I think the local businesses might miss this influx of business. Please let me know when these applications are going to be presented or reviewed, as I would like to attend this meeting. I'd appreciate the opportunity to state our case in front of those decision makers that thought this"fee"was a good idea. Mark Schroeder PLABA- President i Angie Barstad Subject: FW: City of Prior Lake - Fee Waiver application for 2017 MBT(PLABA) Original Message----- From: Greg Skluzacek Sent: Wednesday, February 08, 2017 2:23 PM To:Angie Barstad <abarstad@CityofPRIORLAKE.com>; Lori Olson<lolson@cityofpriorlake.com> Subject: RE: City of Prior Lake- Fee Waiver application for 2017 MBT(PLABA) As for PLABA, and their letter below,we do clean the bathrooms, pickup garbage (that includes blowing/sweeping the entire grandstand and concession area). In addition to that, we also roll the field once a year and aerate, top-dress and over-seed the field on regular basis,fertilize and treat the field for insects and weeds as needed, and maintain all the lighting and most of the maintenance on the buildings,fencing, and equipment. They mow the field, (field only, we mow the rest of the park)drag and chalk the infield, maintain the foul lines, and handle the concessions. We take care of all irrigation repairs at Memorial Park Greg Original Message----- From: Sent:Wednesday, February 08, 2017 12:11 PM To:Angie Barstad <abarstad@CityofPRIORLAKE.com> Subject: FW: City of Prior Lake- Fee Waiver application for 2017 MBT(PLABA) Hi Angie, Attached is the City of Prior Lake Fee Waiver Application that I am submitting on behalf of PLABA for this summer's MBT State Tournament,July 14-16. I understand that the City is planning to charge a substantial "usage"fee for the fields/parks going forward. I'm not sure how that will all work but I know PLABA is pretty much the sole caretaker of Memorial Park(less the garbage and bathrooms) Quite honestly, if we have to pay the fees that the City is requesting, we'll probably stop hosting this event. It's a lot of work and if the City of Prior Lake fees are going to be roughly half of what we net on the event, it's not worth doing. This tournament brings in roughly 40-50 "out of town"teams and their fans. Conservatively,thats a couple of thousand people that come to town to eat at the restaurants and shop at the stores. I think the local businesses might miss this influx of business. Please let me know when these applications are going to be presented or reviewed, as I would like to attend this meeting. I'd appreciate the opportunity to state our case in front of those decision makers that thought this"fee"was a good idea. Mark Schroeder 1 20 1 6  TO U R N A M E N T S To u r n a m e n t Da t e s # of  Co m p l e x # of  Da y s To u r n i e  Fe e Co s t At t e n d a n c e PL A B A 7 / 7 / 2 0 1 6 1 1 $ 3 0 0 $ 3 0 0 35 0 PL A Y ‐Ba s e b a l l 5 / 1 3 ‐5/ 1 5 2 3 $ 3 0 0 $ 1 , 8 0 0 50 0 + PL A Y ‐Ba s e b a l l 5 / 2 0 ‐5/ 2 2 2 3 $ 3 0 0 $ 1 , 8 0 0 50 0 + PL A Y ‐Ba s e b a l l 6 / 3 ‐6/ 5 2 3 $ 3 0 0 $ 1 , 8 0 0 50 0 + PL A Y ‐Ba s e b a l l 6 / 1 0 ‐6/ 1 2 3 3 $ 3 0 0 $ 2 , 7 0 0 50 0 + PL A Y ‐Ba s e b a l l 6 / 1 7 ‐6/ 1 9 1 3 $ 3 0 0 $ 9 0 0 20 0 + PL A Y ‐Ba s e b a l l 5 / 6 ‐5/ 8 2 3 $ 3 0 0 $ 1 , 8 0 0 70 0 PL A Y ‐So f t b a l l 6 / 4 ‐6/ 5 1 2 $ 3 0 0 $ 6 0 0 80 0 To u r n a m e n t  co s t  wa s  es t a b l i s h e d  by  mu l t i p l y i n g  th e  nu m b e r  of  da y s  ti m e s  th e  nu m b e r  of  co m p l e x e s  re s e r v e d . 20 1 6  FA R M E R ' S  MA R K E T Ev e n t  To t a l  PD   Ho u r s Ho u r l y  Ra t e To t a l  PD   Co s t To t a l  PW   Ho u r s PW  OT   Ho u r s Ve h i c l e   Co s t s To t a l  PW   Co s t s To t a l  Ci t y   St a f f  Co s t Bi f f s Ba r r i c a d e s Total  City  Cost Facilty  FeesTotal Event  Cost Fa r m e r s  Ma r k e t $ 0 1 6 . 5 $ 1 1 0 $ 6 3 1 $ 7 4 1 $ 8 1 7 $ 1 , 3 6 0 $ 2 , 9 1 7 $ 5 , 1 0 0 $ 8 , 0 1 7 In  20 1 6 ,  st a f f  tr a c k e d  th e  co s t s  as s o c i a t e d  wi t h  th e  Fa r m e r ' s  Ma r k e t . Th e  in f o r m a t i o n  ab o v e  is  wh a t  th e  Fa r m e r ' s  Ma r k e t  wo u l d  ha v e  pa i d  in  20 1 6  sh o u l d  th e  20 1 7  fe e s  ha v e  be e n  ap p l i e d .