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CR 91-281 Winter Fun FestivalDecember 12, 1991 Council Report: 91 -281 ua ,e21#/' WINTER FUN FESTIVAL APPLICATION APPROVAL Proposed Action Staff recommends adoption of the following motion: "Move to authorize the City Manager to negotiate and approve the application request from the Hopkins Jaycees for their Winter Fun Festival ". Overview The Hopkins Jaycees have submitted a permit application for their Winter Fun Festival scheduled for January 18 & 19, 1992. The activities included in this festival range from softball, broomball and hockey tournaments to an ice fishing contest and a tent dance. Staff thought that since this large festival was new to the city, the Council should review it to insure they are fully aware of the activities proposed for this festival. Analysis of Primary Issues o What events are planned for this festival? o What effect do the events have on the city? o Will city labor be required for the event? o What is staff's recommendation? Analysis of Secondary Issues o What restroom facilities will be provided? o How will parking at the Pavilion be handled? o What security measures will be taken? o How does this affect our special event policy? Supporting Information o Analysis of Primary Issues. o Analysis of Secondary Issues. Lee Gustafson, Public Works Director A 0 Council Report: 91 -281 Page 3 o Bon Fire: Saturday, 7:00 - 8:00 p.m. - Effect on city: Event is proposed to be held on the east side of the Pavilion close to the tent. - Labor Required: Approximately 2 hours for Public Works assistance, and also monitored by Fire department. Staff Recommendation: Approve event contingent upon fire being completely contained within a metal base approved by staff and in a location to be determined at a later date. o Tent Dance: Saturday, 8:00 p.m.- midnight Effect on city: Tent is proposed to be heated and set up on the east side of the Pavilion adjacent to the 3rd base fence line of field #1. Jaycees have stated they will comply with any requirements the city has for this event. Labor Required: Plow out area and locate utilities. 6 Hours required. Staff Recommendation: Approve event with contingencies. Complete wood floor with wood walkways to paths in order not to damage our newly seeded turf. Provide their own generator for power. o Snowmobile Radar Run: Sunday, 11:00 a.m. - 4:00 p.m. - Effect on city: Held on Shady Oak Lake. Contestants would have to park in the beach parking lot and drive their snowmobiles across park land to get to the lake. Event will need City of Minnetonka approval. - Labor Required: Parking lot clean up - 3 hours Staff Recommendation: Approve event contingent on securing permission from the City of Minnetonka. o Coloring Contest: Sunday, 2:00 - 4:00 p.m. Effect on city: Will be held at Shady Oak Beach - Labor Required: None. Staff Recommendation: Approve event. o Snow Sculpturing Contest: Saturday and Sunday - Effect on city: Will be held all over town, exact locations not known. Labor required: Not known at this time. Staff Recommendation: Approve event contingent upon event not taking place on public property. Council Report: 91 -281 Page 2 Analysis of Primary Issues In order to analyze these events in an easy manner the events are listed below one by one followed by an analysis of all issues. o Softball Tournament: Saturday, 8:00 a.m. until finished. - Effect on city: Event will be held on field #1 at Central Park, and will not damage our newly reconstructed field. No snow will be removed for the field. - Labor required: Approximately 2 -4 hours will be required to clear snow away from the bleachers and from other areas. Staff Recommendation: Approve event. o Volleyball Tournament: Saturday, 8:00 a.m until finished. - Effect on city: Event will be held on field #4 of Central Park, and will not damage our fields. No snow will be removed from the fields. - Labor required: None Staff Recommendation: Approve event contingent upon using portable standards for nets, nothing driven into ground. o Broomball Tournament: Saturday, 8:00 p.m. until finished. Effect on city: Event will be held on the outdoor hockey rink at Central Park. Event will require the city to prohibit free skating for the entire day. - Labor required: Move nets back and forth from Pavilion t outdoor rink. Approximately 2 hours. Staff recommendation: Approve event and post notice of rink use for that day. o Mite Hockey Tournament: Saturday, 12:00 - 6:00 p.m. Effect on city: None. Jaycees have purchased hours youth hockey that they had previously contract for. Labor Required: None additional. Staff Recommendation: Approve event. from o Ice Fishing Contest: Saturday, 12 :00 - 2:00 p.m. Effect on city: Event will be held on Shady Oak Lake, and will require us to completely plow out the parking lot at the beach. Lot usually only has an access road plowed to the buildings during the winter. City of Minnetonka permits will be needed for beer, food, and the event. Labor required: Plowing 4 hours and 2 front end loaders Staff Recommendation: Approve event contingent upon approval from the City of Minnetonka, and DNR if necessary. Council Report: 91 -281 Page 4 Analysis of Secondary Issues o What restroom facilities will be provided? The Jaycees have proposed to have 6 outdoor facilities for the Pavilion area and Shady Oak Beach. The facilities at Central Park will probably not get used much since people will be able to go into the Pavilion and the park shelter to use a restroom that is heated and has running water. Staff therefore feels that an additional Pavilion attendant will be needed for most of Saturday to keep things in order. How will parking at the Pavilion be handled? Parking at the main Pavilion lot will be overloaded on Saturday due to all the events that are taking place at the same time. Staff recommends that the Jaycees be required to specify using the Katherine Curren lot in all of their advertisements. All Jaycees organizers should be required to park in the north lot of Central Park to reduce the burden on the other two lots. o What security measures will be taken? The Jaycees will be hiring private security officers Saturday night, during the tent dance. o How does this affect our special event policy? This event meets the definition of a special event in our policy, and as such the organizers will have to meet all the conditions set forth in the city's policy.