CR 92-93 Lot 300 Community Events•
April 17, 1992
USE OF LOT 300 FOR COMMUNITY EVENTS AND CELEBRATIONS
Proposed Action
Staff recommends adoption of the following motion, Move to
authorize the use of lot 300 for the 1992 Main Street Days
celebration.
Adoption of this motion will allow Hopkins Community
Promotions and the Hopkins Jaycees to use Lot 300 for the
Mainstreet Days celebration.
Overview
In August of 1991, the City Council authorized the use of
Lot 300 for the 1991 Heritage Days festival. Council
further directed that prior to the 1992 events the use of
Lot 300 was to be re- examined by the City Council.
The 1991 Heritage Festival was held on Lot 300.
Unfortunately the event was poorly attended and was not
fully utilized due to the poor weather conditions at that
time. It can be concluded that the 1991 Heritage Days
celebration was not a good test of the impacts of using Lot
300.
Based upon the 1991 experience, staff is recommending that
the lot be utilized for the Main Street Days celebration and
monitored for impacts. Again, it is hoped that this
festival will provide a better test from which to judge its
impacts.
Primary Issues to Consider
o What are the benefits of using this lot?
o What are the negatives associated with the use of
Lot 300?
o Has the City received any feedback on the use of
Lot 300 for the 1991 Heritage days?
o What alternatives exist concerning this request?
Supporting Documentation
o Staff analysis of issues
o Map showing location of Lot 300
Steven C. Mielke, City Manager
Council Report # 92 -93
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Page 2
Council Report 91 -93
Use of Lot 300
Staff analysis of issued
The following are comments relating to the primary issues to
consider:
o What are the benefits of the use of this lot?
The primary benefit of using Lot 300 for this festival is
that it is not adjacent to the residential single family
neighborhood. While noise will still reach the residential
neighborhoods to the North, it is hoped that in this
location the stage and sound will be less disruptive to the
neighborhoods and thus less complaints will be received.
Since the lot is blacktopped, it will provide a better
surface for the activities to be conducted. Oftentimes on
previous locations a simple rainfall would turn the lot into
mud. It is not anticipated that this would be the case
since this is a hard surface parking lot in excellent
condition.
With the lot being adjacent to Downtown Park, and the
location of the Farmer's Market, it will allow for a nicer
location from an amenities standpoint.
The volunteer organizations involved in this request do not
wish to move away from the Downtown area. Their experience
in other locations has proven to be less successful than
being in the Downtown, therefore, they wish to be as close
to the Downtown as possible.
o What are the negatives of the use of Lot 300?
The Public Works Department has indicated skepticism on the
use of Lot 300 for tent facilities. The placement of the
tent requires pounding of stakes into the asphalt surface of
the parking lot. This will eventually lead to a quicker
deterioration of the public parking lot. While this may or
may not be a good idea, the conscious knowledge that
additional public dollars will be necessary to maintain this
lot in the future should be understood.
This location, as well as the previous location, causes
disruption of business activities due to the loss of
parking.
This lot is used by people for long -term parking and would
be disrupted during the days of the festival. It would be
•
page 3
Council Report 92 -93
Use of Lot 300
necessary to decide how to handle long -term parking ind this
location.
o What feedback has been received regarding the use
of Lot 300 for Heritage Days?
General feedback from last year was both positive, negative
and undecided.
While the Festival was rained out, it did not provide for a
good test of this lot for a major celebration. The tent
dance was poorly attended and the level of noise was
diminished. The organizers indicated a desire to use this
site for next year's activities.
Staff has heard some complaints from surrounding businesses
due to the disruption and loss of parking. The use of this
facility for Mainstreet Days, Raspberry Festival, and
Heritage Days will cause the parking issues to be
exacerbated in 1992.
The maintenance and disruption to the parking lot was less
than expected. The tent stakes repaired rather easily and
Public Works did not find any major maintenance issues
associated with the use on this facility. The longer term
use may cause this concern to receive more attention.
o What alternatives exist for this issue?
The organizers of Mainstreet Days have indicated a desire to
utilize this site for its 1992 festival. The Jaycees and
Raspberry Festival have both indicated a desire to use this
site for their activities in 1992 as well.
Should the Council decide not to allow the use of Lot 300,
the organizers of these events would need to locate an
alternative site which would satisfy their needs. Since the
organizers wish to be on or near Main Street, other parking
lots could be considered as alternatives. The business and
noise concerns would exist in any of these locations. An
alternative to a Downtown parking lot would be to locate the
facilities at Central Park or the pavilion. From the
organizers' perspective this alternative is less desirable
due to its proximity. Noise concerns and neighborhood
disruption would continue to be an issue, however, it may be
minimized in the pavilion. The use of the pavilion has been
ruled out by the organizers mainly for acoustic reasons.
•
page 4
Council Report 92 -93
Use of Lot 300
The use of Mainstreet for the tent and other activities
would be an alternative, but the disruption to Mainstreet
activities may be too great to justify the erection of a
tent and other facilities.
Staff is recommending that Lot 300 be utilized at least
through Mainstreet Days.
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PERMIT #
Name of Special Event HOPKINS MAINSTREET DAYS
Applicant's Name HOPKINS COMMUNITY PROMOTIONS Hoare Phone No.93 - 5 8 38 (BOB)
Address 1015 MAINSTREET HOPKINS MN 55343 Work Phone No.935-8115
Precise location of the proposed Special Event LOT 300 and 8TH - 11TH Avenues ON
MAINSTREET.
Starting Date and Time MAY 8TH
4 0::::
Date and Time MAY 10TH 1:00 AM
• ted Number of Persons Attending the Special Event 4,000
Will alcoholic beverages be sold or allowed to be consumed: Yes x No
If yes, City License # APPLIED FOR
Please Provide the Following Information (Use a separate sheet if necessary):
1. Will emergency vehicles have access to the site? Yes x No
If no, please explain: ALTHOUGH BARRICADES WILL BE USED THERE SHOULD BE PEOPLE
TO TEAR THEM DOWN IF THE NEED ARISES.
2. The number and location of sanitary facilities: WE ANTICIPATE 12 PORTABLE TOILETS
WITH 10 BY THE TENT AND 2 ON MAINSTREET
3. mere will people park who attend the Special Event: I anticipate all lots will
be used however we will supply additional signage suggesting ramp parking.
4. Will security be provided at the special event? Yes X
Explain Security arrangements:
CITY OF HOPKINS
SPECIAL EVENT
APPLICATION FOR PERMIT
City Use Only
:00 PM TENT SET UP 7:00 AM
LOT 300
No
TO BE NEGOTIATED WITH THE HOPKINS POLICE DEPT.
SPECIALI.FRM
--4/28/89
SPECIAL EVENT APPLICATION
5. If applicable, the location of loud speakers or public address system:WE WILL
USE LOT 300 FOR A PA SYSTEM AND SPEAKERS AS WELL AS VARIETY OF MUSICAL ACTS.
6. Description and use of any temporary structure which will be accessible to the
public: ONE 60 X 140 FT. TENT IN LOT 300 AS WELL AS SEVERAL 20 X 20 FT TENTS ON
MAINSTRmsT
7. If necessary, how will drinking water be provided? NO WATER WILL BR PROVTnFD
HOWEVER A NUMBER OF VENDORS WILL BE AVAILABLE IN LOT 300
8. How will refuse be disposed of: (TTY wTLT. PRnvini CONTATNPRS
9. Will the Special Event require the use of the stage? Yes x No
If yes, has an Equipment Use Agreement been completed? Ye]ETTIN(, No
10. Will the Special Event require the closing of any streets? Yes X No
If yes, has a Street Closing application been completed? Yes X No
11. Does the Special Event include a parade? Yes No X
If yes, City Permit #
(Parades do not require a seperate street closing permit)
Those events which are not sponsored by the City shall file with the City a Public
Liability insurance policy, or evidence thereof, in the amount of $600,000 for one
claimant and $600,000 for any number of claimants.
The applicant and the City shall be named as joint insured on the liability policy.
This permit may be rendered void if any of the following conditions are found to exist
at the site of the special event:
1. The commission of the crime of assault, disorderly conduct, or breach of the
peace by any person present;
2. The consumption or possession of alcoholic beverages by any person who is younger
than the legal drinking age.
ROUTING /APPROVAL (Please check Y
1. y Traffic Department
2. Y 9 N 0 Police Department
3. YIN 0 Fire Department
Y 9 N 9 City Manager
No) : Le ha I r o Corele744
is i'ie, C°'S G' i e CPS ;, et roUic &
(� I c
u1 c(! t1`T L L1 v vv-)
When completed send 1 copy to each department and 1 copy to applicant.
SPECIAL2,FRM
4/28/89