HomeMy WebLinkAbout11/03/2016Meeting Location: Municipal Center
City of Apple 7100 147th Street West
Valley Apple Valley, Minnesota 55124
November 3, 2016
PARKS AND RECREATION ADVISORY COMMITTEE
INFORMAL MEETING TENTATIVE DISCUSSION ITEMS
6:00 p.m.
1. Fee Schedules and Adjustments
A. Valleywood Golf Course
B. Arenas
C. Recreation
2. Park Hours
3. Special Event Guide and Application
4. Adjourn
PARKS AND RECREATION ADVISORY COMMITTEE
REGULAR MEETING TENTATIVE AGENDA
7:00 p.m.
1. Call to Order
2. Approval of the Agenda
3. Audience —10 Minutes Total Time Limit —For Items Not on this Agenda
4. Approval of the September 2016 Minutes
5. Agenda Items
A. Cortland Park Update (verbal)
B. Park Hours
C. Cobblstone Lake Park West Update (verbal)
D. Division Updates and 2017 Fee Schedules
1.) Park Maintenance
2.) Arenas
3.) Valleywood Golf Course
4.) Recreation
a.) Special Event Guide and Application
b.) Senior Center Update
E. Approval of the 2017 Meeting Schedule
6. Adjourn
NEXT REGULARLY SCHEDULED MEETING - Tentative:
Thursday January 5, 2017 6:00 p.m. (Informal)
5 minutes
10 minutes
5 minutes
5 minutes
10 minutes
5 minutes
10 minutes
10 minutes
10 minutes
15 minutes
5 minutes
7:00 p.m. (Regular)
Regular meetings are broadcast, live, on Charter Communications Cable Channel 180.
(Agendas and meeting minutes are also available on the City's Internet Web Site
www.cityofapplevalley. org)
CITY OF APPLE VALLEY
PARKS AND RECREATION ADVISORY COMMITTEE
September 1, 2016
Minutes of the September 1, 2016, Apple Valley Parks and Recreation Advisory Committee.
PRESENT: Parks and Recreation Advisory Committee Acting Chair Patrick Sullivan;
Committee Members, Josh GatIke, Boyd Montgomery, Jessica Montgomery, and
Brenton Schulz, Parks and Recreation Director Barry Bernstein; Parks
Superintendent Tom Adamini; Recreation Manager Susan Muelken, Golf Course
Manager Jim Zinck, Arena Manager Brian Christianson, Administrative
Coordinator Dorene Perkins Morn, and Recreation Supervisor Steve Skinner.
ABSENT: Chair Lee Strom and Committee Member Noel Hammill
ITEM 1. Committee Acting Chair Sullivan called the meeting to order at 7:00 p.m.
ITEM 2. Approval of Agenda
MOTION: by Gaffke, seconded by B. Montgomery to approve the agenda as
presented
VOTE: Yes — 5, No — 0
ITEM 3. Audience — 10 Minutes Total Time Limit — For Items Not on the Agenda
No one present.
ITEM 4. Approval of the July 2016, Minutes.
MOTION: by B. Montgomery, seconded by J. Montgomery, to approve the
July 21, 2016, meeting minutes as presented.
VOTE: Yes — 5, No — 0
ITEM 5.A. Agenda Items — Introduction of New Recreation Manager
Director Bernstein introduced the City of Apple Valley Recreation Manager Susan Muelken.
Ms. Muelken joined the Parks and Recreation Department in August 2016. She has been
with the City of Plymouth for approx. five years where she managed a 350-seat banquet
room, a field house, and field rentals. Prior to Plymouth, she was a Recreation Supervisor
with the City of Apple Valley.
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CITY OF APPLE VALLEY
PARKS AND RECREATION ADVISORY COMMITTEE
September 1, 2016
ITEM 5.B. Agenda Items — Cobblestone Lake Park
Director Bernstein presented an update. Due to a Metropolitan Council Livable
Communities Grant deadline many of the park features must be completed by December 31,
2016.
Hoisington Koegler Group, Inc., concept design plans include a jet fountain on the cement
orb. Staff has met with a water fountain construction company, recognizing the safety
concerns with the rock rip rap and utilizing the water resources already available yet still
achieving the visual benefit, recommend that a fountain in the lake would be a better option.
With the pergola and additional bench space, staff believes the cement orb will offer an
enhanced view of the lake, a performance area, as well as spectacular area for photo shoots.
MOTION: by B. Montgomery, seconded by Gaffke, accepting staff
recommendation to alter the concept plan and have the water
feature in the lake and not on the orb.
VOTE: Yes — 5, No — 0
ITEM 5.C. Agenda Items — Cortland Neighborhood Park — Concept Plan
Director Bernstein reported 50 — 70 people attended the Cortland Neighborhood Park Open
House community meeting August 10, 2016. In attendance were Director Bernstein, Park
Superintendent Adamini, Landscape Engineer from Hoisington Koegler Group, and
Playground Equipment Representative Mike Dorsey.
The park is approx. 5.5 acres within the Cortland Development. The property was recently
accepted by the City, once the water ponding and grading issues were resolved. Park concept
development plan was created after the neighborhood meeting. The play structure will be
one of the larger structures in the city system. Intent is to keep the park an informal play area
and not a scheduled organized sports area.
The park is identified as a neighborhood park. Typically, picnic shelters are not located in a
neighborhood park, but because of its size and the number of people it will serve, the plan
includes a shelter. Amenities anticipated this fall include the trail, play apparatus, and half -
court basketball
ITEM 5.D. Agenda Items — Park Hours
Director Bernstein Presented. Kelley Park has been a virtual reality mobile application hot
spot and the Police Dept. reports several people in the park after park hours. This has caused
staff to question whether the current park ordinance is relevant to today's park use. Many
parks are in residential areas, intent is to remain a good neighbor, as well as address the
needs and uses of the park.
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CITY OF APPLE VALLEY
PARKS AND RECREATION ADVISORY COMMITTEE
September 1, 2016
Reviewed were:
• changing trends,
• existing ordinance,
• surrounding community park hours,
• historical context,
• rationale for night-time closure,
• changing circumstances,
• new demands to use parks outside current park hours, and
• policy challenges.
Staff requested the Committee address the following at the November meeting:
• does the Committee want to propose a change to park hours,
• what would those new hours be,
• do we categorize different parks differently,
• should an in transit provision be included?
ITEM 5.E. Agenda Items — Division Updates
Over the course of the next few meetings, Director Bernstein will be introducing to the
Committee, Recreation staff and what they do within the department.
Recreation Supervisor Steve Skinner presented an overview of his background and
responsibilities. He oversees the aquatic program and operations for Apple Valley
Family Aquatic Center and Redwood Pool, Redwood Community Center and rental
operations, concession operations for Johnny Cake Ridge Park, Apple Valley Community
Center staff operations, and warning houses/outdoor skating programs.
Committee and staff complimented Recreation Supervisor Skinner on his work and
thanked him for a great job.
Golf Course Manager Zinck gave a brief update as to where the golf course is at this time.
He reported a very busy year; weather has impacted the number of rounds. Staff has just
completed a string of eighteen events in twenty days; club championship, leagues end -of -
season functions, weddings, and outings. A lot of the seasonal employees are leaving for
college.
The fee structure was adjusted and patron card numbers went from 238 in 2015 to 358 in
2016. Season passes went from 153 in 2015 to 170 in 2016. Valleywood is seeing a lot of
loyalty and repeat customers.
Crews are working on special projects like cleaning up around the old clubhouse site as well
as the annual projects such as aerating the greens. Four of the five parking lot lights are in.
Park Superintendent Adamini recapped projects done in conjunction with regular routine
duties. These include:
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CITY OF APPLE VALLEY
PARKS AND RECREATION ADVISORY COMMITTEE
September 1, 2016
• Painting of Alimagnet shelter building, gazebos at Kelley and Cobblestone Lake
parks,
• Disc golf course wooden stair case replaced by Twin City Tree Trust work crew,
• Deep tine aerator work done at Quarry Point Park,
• Dugouts installed at Hayes Field #7,
• Replacement hockey rink at Delaney Park, and
• Landscaping in front of Apple Valley Community Center done as an Eagle Scout
project.
Other projects include fall turf work, baseball operations, striping football and soccer fields.
Will be shutting down buildings for winter, as well as pulling in the dock, taking down sun
shades, pruning pathway routes, etc. Staff is evaluating how the quantity of play affects
quality of the field(s). They're working to find a balance between use, field conditions, and
maintenance needs.
Arena Manager Christianson reported the arenas are going into their busy season. He
reminded the Committee of the locker room discussion previously brought forward at an
informal meeting. Staff met with school district officials and determined the school district
has no interest in going forward at this time with the addition of locker rooms at Hayes Park
Arena or the remodeling of the Sport Arena locker rooms.
Sports Arena opens October 22 for Open Skate. It's also the first day of the Learn -to -Skate
session. Girls High School practice starts October 31 and Boys practice starts two weeks
later. Two consignment sales have been booked in the Arena.
ITEM 6. Adjourn
Committee notification: Apple Valley Chamber of Commerce is planning a September 30,
2016, Oktoberfest at Kelley Park. More details will be available soon.
There being no further business, the Parks and Recreation Advisory Committee meeting was
adjourned.
MOTION: by B. Montgomery, seconded by Gaffke, to adjourn the meeting at
8:14 p.m.
VOTE: Yes — 5, No — 0
Respectfully Submitted,
Dorene Perkins Morin, Administrative Coordinator
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CITY OF APPLE VALLEY
PARKS AND RECREATION ADVISORY COMMITTEE
September 1, 2016
Approved by the Apple Valley Parks
and Recreation Advisory Committee
on Nov. 3, 2016.
Patrick Sullivan, Acting Chair
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... ITEM: 5, B,
City of Apple PARKS & RECREATION ADVISORY
Valley COMMITTEE MEETING DATE: November 3, 2016
y SECTION: Regular Agenda
ITEM DESCRIPTION:
Park Hours - Amendment to Chapter 95, Section 95.04 Regulating Park Hours
STAFF CONTACT: DEPARTMENT/DIVISION:
Barry Bernstein, Director Parks and Recreation Department
Action Requested
Motion to recommend an Amendment to Chapter 95, Section 95.04 Regulating Park Hours
Summary
City Council has asked the Parks and Recreation Advisory Committee to review Chapter 95,
Section 95.04 Regulating Park Hours and recommend any necessary changes. Attached is a
presentation outlining the issues and survey data from area communities.
Background
The matter of park hours was previously presented at the May 2015 Parks and Recreation Advisory
Committee meeting. At that time the Committee recommended an amendment to Chapter 95,
Section 95.04 regulating park hours to allow earlier park access. The suggested revision was
motivated primarily due to persons entering or utilizing the park to walk or exercise their family
pets prior to the 7:00 a.m. park hour restriction.
City Council has asked the Parks and Recreation Advisory Committee to revisit their review of
Chapter 95, Section 95.04 Regulating Park Hours and recommend any additional changes needed
to address the evolution of park users as a whole. At the September 2016 meeting the Committee
was presented information and asked to come back to the November meeting with discussion and a
possible recommendation.
The original ordinance was written for the most part in the early 1980s when Apple Valley was a
bedroom community with little late night or early morning traffic. The community has evolved
significantly since then and is now home to many young professionals who keep varied work
schedules. They want access to recreational areas during non-traditional hours. The questions is
how do we accommodate them and yet advocate public safety?
Several area communities were asked to provide their park hours for reference. All surveyed cities
have a similar ordinance that closes the parks overnight. A couple of the cities have a central park
with special hours. Minneapolis has the in -transit provision that allows travel through the parks at
all hours.
Staff is seeking a recommendation from the Parks and Recreation Advisory Committee to take to
City Council.
S: P kft. PR C II-J-16.dxx
DMPM
10/10/2016
Changing Trends in
Public Park Use
Accommodating Emerging Park Activities
During Non -Traditional Times of Day
Existing Ordinance
95.04 Hours: Parks shall be opened at 7:00 a.m. and
closed at 10:00 p.m., except the use of city -owned
and operated lighted tennis courts and lighted
athletic fields shall be permitted until 11:30 p.m. No
person other than a city agent, employee or police
officer acting in his or her official capacity shall be
in any park during the hours the park is closed.
Note: Some older park signs still have previous
language of Sunrise to 10:00 pm creating some
confusion for early morning users.
Other City Park Hours
Eagan: Open 500 am to I1:00 pm
Burnsville: Open 5:00 am to I OAO pm
Pak uc s.w In to r:.won
Lakevlllc Open 6:00 am to I0fl0 pm
Rosemount: Open 6:00 am to 10.00 pm
ue W...e a..ro nmom
Earmingtan: Open ]:00 am to 11:00 pm
Minneapolis: Open 6:00 am to 10:00 pm (unlit areas)
antra roman sea wrn pnna+aoanew.
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lPaul: OlpenDaylgtfol1b0pm
Bloomington: Open30omr.bmne,rw�
Minutes Before Sunrise to 10:00 pm
Eden: Op.,
Open mto am 101m pm
EdiMine Open O;p am to mt am
Minnetonka: Open 5:00 am to 10:00 pm
uenrea rry: Open
6:00aka to 10:00 pan me
Woodbury: Open 6:00 am to 10:00 pm
10/10/2016
Historical Context
Existing ordinance written at a time when the City
was a bedroom community and there was a sense
that nothing good would be happening in a park
after 10:00 pm.
Early morning activity or use of the park space
wasn't as common.
Parks were generally in residential areas and didn't
abut commercial properties with later hours of
operation
Rationale for Night-time
Closure: Issues for Neighbors
• Many parks abut residential properties that could
be bothered by noise or light generated in the park
(particularly when park parking lots and vehicles
are involved)
• Some neighborhoods are very sensitive to activity in
bordering parks and actively call in violations
• Want to discourage undesirable behaviors like
public drinking, indecent activity, encampment, or
holding late -night parties
Rationale for Night-time
Closure Issues for Park Users
• There are public safety concerns over having
people in parks after dark
• Parks could become targets for criminals to target
unsuspecting park users for assault or robbery
• Parks are generally not well lit and the natural
terrain offers a wide variety of trip and fall hazards
• Low visibility can create surprise and possibly
problematic encounters with pets being walked
2
10/10/2016
Changing Circumstances
• Our community has grown significantly with parks
very near commercial areas and social norms and
behaviors are also changing.
• Increased focus on health and wellness has
encouraged people to exercise when they have
free time, even if it is after dark.
• Changes in school enrollment and transportation
policies mean more children using paths to get to
school bus stops in early morning.
• virtual reality of mobile applications changes how a
public space is "used"
New Demands to Use Parks
Outside of Current Park Hours
• People exercise / walk pets before work in morning
• More people using pedestrian / bike pathways as
transportation corridors and need to travel outside
of the park hours to go to work or school
• More clubs / organizations using parks for group
activities (exercise groups, churches), some at non-
traditional hours
• Emerging non-traditional uses like Pokemon Go
where users may not be interested in park amenities
and expect 24x7 access
Policy Challenges
• We need to enforce our ordinances consistently
• Residential property owners abutting parks have
established expectations of peace and quiet in the
parks after 10:00 pm
• People looking to use parks outside of existing hours
in non-traditional ways will likely be unhappy with
ordinance and enforcement efforts
10/10/2016
Policy Options
Questions
Is a change to the general hours of operation in
some or all parks to accommodate emerging non-
traditional park use demands necessary?
If a general change is appropriate, what new hours
of operation are desirable for what parks?
Should all of the parks have the some hours or
operation or should some form of categorization
with different hours be implemented?
Is an " in transit' provision used by Minneapolis an
appropriate exception to allow undelayed night-
time travel through parks?
Minneapolis
General Park Mo.,,
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•00 ITEM: 5.®.2.
PARKS & RECREATION ADVISORY
City of Apple
Valle COMMITTEE MEETING DATE: November 3, 2016
y SECTION: Regular Agenda
ITEM DESCRIPTION:
Sports Arena and Hayes Park Arena — 2016-2017 Fee Proposal
STAFF CONTACT: DEPARTMENT/DIVISION:
Brian Christianson, Arena Manager Parks and Recreation Department
Action Requested
Motion recommending City Council approval of the Sports Arena and Hayes Park Arena
2016-2017 Fees as proposed and grant Parks and Recreation Director or designee the latitude to
adjust fees for promotions.
Summary
Following, are the recommended ice rates for the 2016-2017 skating season at the Apple Valley
Sports Arena and Hayes Park Arena.
2014 - 2015 2015 — 2016 2016 - 2017
Prime Time 5:00 a.m. — 9:59 p.m. $215 $215 $215
Non -Prime Time 10:00 p.m. — 4:59 a.m. $170 $170 $170
These rates are tax included. Staff is proposing no increase for prime time ice rates. Based on the
below referenced neighboring facilities, this will keep Apple Valley in the average range.
The current rate of $170 per hour for non -prime time ice rental hours is in the high range and staff
proposes leaving this consistent with 2016-2017 rates to remain competitive in the adult hockey
league market.
Prime -Time Ice Rental Survey Results
2015 - 2016
2016-2017
1. Lakeville
$225 + tax
$225 + tax
2. Eagan
$210 + tax
$215 + tax
3. Rosemount
$205 + tax
$205 + tax
4. Burnsville
$220 + tax
$220 + tax
Apple Valley Sports Arena and
Hayes Park Arena Rentals, Etc.
Category 1
per hour
Category 2
per hour
Category 3
per hour
Category 4
per hour
Winter Ice Rental — prime time
None
$215
$215
$215
Winter Ice Rental — non -prime time
None
$170
$170
$170
Summer Ice Rental
None
$160
$160
$160
Turf Rental
None
$95
$95
$95
Skating Lessons (8 half-hour lessons)
None
$90
$90
$90
Skating Lessons -Private Lessons
None
$115
$115
$115
Skating Lessons-Parent/Child Lessons
None
$115
$115
$115
Skating Lessons -Power Edge
None.
$75
$75
$75
Skate Pass (multiple admissions card)
':on
$30
$30
$30
Tennis Court Rental — Adult
Vone
None
$12
$12
$12
Tennis Court Rental — Youth
Tennis League
$10
$10
$10
None
$5/wk
$5/wk
$5/wk
Tennis Ball Machine Rental
None
$5
$5
$5
Public Open Skate
None
$4/person
$4/person
$4/person
Skate Sharpening
None
$4
$4
$4
Skate Rental
None
$2/session
$2/session
$2/session
Laces, Tape or Other Misc
None
$4
$4
$4
Mouthguard
None
$5
$5
$5
000
**000
:00 ITEM: 5. D.3.
City of Apple PARKS & RECREATION ADVISORY
Valle COMMITTEE MEETING DATE: November 3, 2016
y SECTION: Regular Agenda
ITEM DESCRIPTION:
Valleywood Golf Course Fee Schedule - 2017
STAFF CONTACT: DEPARTMENT/DIVISION:
Jim Zinck, Golf Manager Parks and Recreation Department
Action Requested
Recommend City Council approval of attached fees for Valleywood Golf Course and grant Parks
and Recreation Director or designee the latitude to adjust golf course fees for promotions.
Summary
Attached you will find the proposed 2017 fee schedule for Valleywood Golf Course. We are
proposing a few changes to the fee schedule, particularly concerning season passes. As in
previous years, we request that the committee provide that the Parks and Recreation Director or
designee continue to be allowed latitude to adjust golf course fees for promotional rates as needed
to be market competitive and enhance revenue.
October 27. 2016
2016 YEAR END VALLEYWOOD SUMMARY
AND 2017 FEE PROPOSAL
Valleywood has continued to evolve into a true multi -use facility. In addition to golf outings and
private party and event rentals we continue to host the Frozen Apple Winter Concert Series, the
Apple Valley Wine Club as well as the Apple Valley Rotary Club weekly breakfast. Although
the space is somewhat limited for larger functions or most weddings (seating capacity of 160), it
is an ideal setting for smaller weddings and events and particularly well suited for larger golf
outings.
We continued to target promotional golf pricing during those times that previously had been very
slow for tee times. By doing this we are attracting more golfers during off peak times while
continuing to get top dollar for green fees during peak times. These promotions are such that
they will continue to grow in popularity. In fact our morning day break special has become so
popular that we are going to reduce the time it is available on Fridays in order to maximize
potential revenue.
We intend to continue to expand our promotional reach for both golf and event space rental in
the coming years by better utilizing these opportunities; Including, but not limited to community
outreach, improved website presence, email promotions and targeted on course promotions.
The patron card system continues to be an unqualified success. Both residents and non-residents
fully embraced the patron program, resulting in 358 patron cards sold in 2016. We intend to
continue with the patron program as it has been structured for the last few years. With residents
breaking even with the first use of their patron card and non-residents needing a handful of
rounds before they start seeing a true discount.
Below is some summary information of the 2016 season as well as our goals and fee proposal for
the 2017 season.
Total Rounds of Golf:
2010:
33,113
2013:
30,165 2016: 33,500 (estimate)
2011:
31,123
2014:
32,564
2012:
33,612
2015:
33,880
We have seen a steady growth in the number of rounds played over the last 7 years with the only
anomaly being the impact of terrible weather on the 2011 & 2013 seasons.
Season Passes:
162 total season passes:
14
Regular adult
11
Senior Weekday
60
Senior 7 Day
59
Executive
18
Junior
The popularity of the Executive pass has been fantastic. Not only are we capturing customer
loyalty in a very hard to reach age demographic. But, these pass holders tend to spend a lot of
additional dollars in our food and beverage department and as a percentage have very few league
players. The popularity of the Executive and Senior passes has caused us some concern as far as
their residency. The young professionals are moving out of their original (parents) residents and
are relocating to neighboring communities but would like to remain as season pass holders at
Valleywood. On a similar note, we are seeing a number of our long time senior pass holders
retiring to neighboring communities. We feel it would be irresponsible of us to not provide an
avenue for these loyal, long term customers to continue to purchase a season pass. As such, we
are proposing offering season passes to non-residents. We propose that we charge non-residents
120% the resident rate for a season pass.
Patron Card Holders:
2014
2015
2016
Resident:
111
ill
155
Non -Resident Sr/Jr:
106
82
151
Non -Resident:
51
45
52
Total Patrons
268
238
358
Revenue
Overall revenue continues to steadily increase. Totals for the last 6 years and estimated total for
this season: Keep in mind that the new clubhouse opened in September of 2012.
2010:
$1,118,263
2013:
$1,166,806 2016:1,350,000 (estimate)
2011:
$1,023,864
2014:
$1,289,090
2012:
$1,088,935
2015:
$1,387,000
2016 YEAR END VALLEYWOOD SUMMARYAND 2017 FEE PROPOSAL
2016 Accomplishments:
• Saw an increase in our patron card sales form 238 (2015) to 358 in 2016.
• Hosted nine wedding receptions and 6 ceremonies.
• Gave away golf clubs to 37 different kids as a part of our clubs for kids program.
• Completed reconstruction project of the old clubhouse site by adding a new practice
green as well as an expanded area for outdoor weddings and events.
• Revamped staff training methods by streamlining training modules and engaging
returning staff in the training process.
• Reduced available dates for non -golf events to better coordinate and execute events.
2017 Goals:
• Change our season pass policies to enable non-residents to purchase passes at 20% more
than the price for residents.
• Restrict season pass use on weekends and holidays before 11:00 A.M.
• Provide discount pricing on pass rounds prior to 11:00 A.M. on weekends and holidays.
• Continue to work to improve employee recruitment and retention.
• Implement new POS system that includes a guest reward program and an option of credit
card acceptance on golf carts.
• Continue outreach to local businesses and community organizations targeting both golf
opportunities as well as non -golf related uses of the clubhouse.
Food and Beverage Goals for 2017
• Streamline banquet options particularly for golf events to provide fewer options to the
outing coordinators (90% of golf outing choose one of two buffets for their events) .
• Streamline daily menu to reduce inventory needed on hand by evaluating sales data from
the last couple of years and removing slow selling items from the menu..
• Continue to take advantage of volume discount purchase to reduce per item costs,
particularly on beer purchases.
• Refine on course (beverage Cart) options to better engage golfers in both on course and
post round Food & Beverage purchases.
2016 YEAR END VALLEYWOOD SUMMARYAND 2017 FEE PROPOSAL 3
Valleywood Fee Proposal (Fee changes highlighted in BLUE)
Valleywood Golf Course
2016
Patron
2016
Non -Patron
Proposed
2017
Patron
Proposed
2017
Non -Patron
Green Fees —18 Hole Reg M-F
$30
$33
$32
$35
Green Fees — 18 Hole Sr/Jr M-F
$24
$27
$24
$27
Green Fees — 18 Hole Sa-Su
$38
$41
$40
$43
Green Fees — 9 Hole Reg M-F
$19
$22
$20
$23
Green Fees — 9 Hole Sr/Jr M-F
$18
$21
$18
$21
Green Fees — 9Hole Sa-Su
$22
$25
$22
$25
Green Fees — Patron Card — resident
$20+tax
N/A
$20+tax
N/A
Green Fees — Patron Card —
non-resident
$40+tax
N/A
$40+tax
N/A
Green Fees — Patron Card — senior
$30+tax
N/A
$30 + tax
N/A
Season Pass — resident
$900+tax
$900+tax
$900 + tax
$900 + tax
Season Pass Non -Resident
$1080 + tax
$1080 + tax
Season Pass — Senior (55 + — 7 Day)
$850+tax
$850+tax
$850 + tax
$850 + tax
Season Pass — Sr. 5-day non-resident
$1020 + tax
$1020 + tax
Season Pass — Senior (55 + - 5 Day)
$600+tax
$600+tax
$600+ tax
$600+ tax
Season Pass — Sr. 7 — day non-resident
$720 + tax
$720 + tax
Season Pass — Executive (18-35 yrs)
$450+tax
$450+tax
$450 + tax
$450 + tax
Season Pass — Executive non-resident
$540 + tax
$540 + tax
Season Pass — Junior (17 and under)
$450+tax
$450+tax
$450 + tax
$450 + tax
Season Pass — Add'1 Spouse
$450+tax
$450+tax
$450 + tax
$450 + tax
Season Pass — - Add'l Junior
$450+tax
$450+tax
$450 + tax
$450 + tax
Cart Rental —18 Holes Power Car
$34
$34
$34
$34
Cart Rental — 9 Holes Power Car
$20
$20
$20
$20
Cart Rental — Pull Cart
$5
$5
$5
$5
Practice Range — Lg Bucket of Balls
$8
$8
$8
$8
Practice Range — Med Bucket of Balls
$5
$5
$5
$5
Range Card — Ten Lg Buckets of Balls
$65
$65
$65
$65
Banquet Room Rental
Su-Th 75/hr
Fri — 125/hr
Sat—175/hr
Su-Th 75/hr
Fri — 125/hr
Sat — 175/hr
Su-Th 75/hr
Fri —125/hr
Sat—175/hr
Su-Th 75/hr
Fri —125/hr
Sat — 175/hr
• 7 day Season pass holders will be charged $30 for 18 holes and $15 for nine holes prior to
11:00 A.M. Saturdays, Sundays and Holidays
• Non -Residents will be able to purchase season passes for 20% more than the resident rate.
• Season passes are not eligible to be used during private tournaments and fundraising events.
• Junior Passes are available to residents and non-resident juniors for the same price and
include a 10 bucket punch card for the driving range
2016 YEAR END VALLEYWOOD SUMMARYAND 2017 FEE PROPOSAL
:::0
00000
:::•
City of Apple
Valley
ITEM DESCRIPTION:
Recreation Fee Schedule - 2017
ITEM: 5. D.4.
PARKS & RECREATION ADVISORY
COMMITTEE MEETING DATE: November 3, 2016
SECTION: Regular Agenda
STAFF CONTACT: DEPARTMENT/DIVISION:
Susan Muelken, Recreation Manager Parks and Recreation Department
Action Requested
Recommend approval of the 2017 Recreation Fees as presented and grant Parks and Recreation
Director or designee the latitude to adjust the fees for special promotions.
Summary
Staff is advising no adjustments of the 2016 Recreation Fees and is seeking a recommendation to
proceed with the proposed 2017 Recreation Fee Schedule.
Background
The fee schedule covers everything from the sale of a ping-pong ball to rental of Apple Valley
Community Center tournament facilities. Also included are fees for the Senior Center, Redwood
Community Center, Family Aquatic Center, and Park Facilities. The rates allow Apple Valley to
remain competitive and yet sustain income revenue to cover expenditures. A copy of the
Recreation Fee Schedule is attached for review.
PARKS AND RECREATION FEES January - December 2017
Category:
1. All City sponsored activities and programs.
2. Activities and programs of recognized Apple Valley civic and community service non-
profit organizations.
3. Non-commercial groups and individuals.
4. Private industry, commercial and profit making organizations or individuals who operate
activities for profit not co -sponsored by the City.
Apple Valley Community Center
Rental
Category 1
per hour
Category 2
per hour
Category 3
per hour
Category 4
per hour
Multi -Purpose Room #1 or #2
None
$12
$18
$30
Multi -Purpose Room #1 & #2
None
$17
$32
$42
Arts & Crafts Room 41 or #2
None
$12
$18
$30
Arts & Crafts Room #1 & #2
None
$17
$32
$42
Exercise/All Purpose Room
None
$17
$32
$42
Play Room (preschool classroom)
None
$17
$32
$42
Kitchen
None
$12
$18
$30
Basketball Court -hour
None
$30
$60
$100
Basketball Court - day
None
$85/day
$300/da
$500/day
PickleballorBadmintonCourt -hour
None
$10
$15
$25
Volleyball Court - hour
None
$20
$40
$75
Volleyball Court - day
None
$60/day
$200/day
$375/day
Full G -hour
None
$50
$100
$180
Full Gym - day
None
$150/day
$425/day
$800/day
Damage Deosit-general usage
None
$150/event
$150/event
$150/event
Damage Deposit -
toumament/dances/lar a events
None
$500/event
$500/event
$500/event
Tournament Package
1 Full Gym + Multi -Purpose Room
None
N/A
N/A
$900/day
Redwood Community Center Rental
Category 1
per hour
Category 2
per hour
Category 3
per hour
Category 4
per hour
Set Up"Glean Up HERIF-8
N-one
$25
$2-5
&M
Redwood Room
None
$25
$35
$45
Oak/Kitchen Room
None
$25
$35
$45
Maple Room
None
$25
$35
$45
Redwood + Oak/Kitchen
None
$45
$65
$85
Redwood + Oak/Kitchen + Maple
None
$55
$70
$110
Damage Deposit - without alcohol
None
$150/event
$150/event
$150/event
Damage Deposit - with beer and/or wine
None
$500/event
$500/event
$500/event
Outdoor Pool - minimum 2 hours-50 people
None
$75
$75
$75
Outdoor Pool - add'l -25 people
None
$25
$25
$25
1IPage
PARKS AND RECREATION FEES January — December 2017
Category:
1. All City sponsored activities and programs.
2. Activities and programs of recognized Apple Valley civic and community service non-
profit organizations.
3. Non-commercial groups and individuals.
4. Private industry, commercial and profit making organizations or individuals who operate
activities for profit not co -sponsored by the City.
Apple Valley Senior Center Rental
Category 1
per hour
Category 2
per hour
Category 3
per hour
Category 4
per hour
Set Up/(lean Up Hetis
*on
W
&30
&30
Yellowstone Room #1, 2 or 3
(Fri -Sat)
None
$40
$50
$75
Yellowstone Room #1, 2 or 3
(Sun-Thurs)
None
$30
$40
$60
Yellowstone Room - Full
(Fri -Sat)
None
$75
$120
$175
Yellowstone Room - Full
(Sun-Thurs)
None
$50
$90
$150
Kitchen (up to 3 hours)
None
$40/event
$50/event
$60/event
Kitchen (3+ hours)
None
$80/event
$100/event
$120/event
Glacier Room
None
$30
$50
$60
Yosemite Room
None
$30
$50
$75
Dance Floor - Half
None
$200
$200
$200
Dance Floor - Full
None
$300
$300
$300
Damage Deposit—
without food and/or alcohol
None
$150
$150
$150
Damage Deposit —
with food and/or alcohol
None
$500/event
$500/event
$500/event
Police Officer —
(last 4 hours if alcohol is served)
$260/event
$260%vent
$260/event
$260/event
2 1 P a g e
PARKS AND RECREATION FEES January —December 2017
Category:
1. All City sponsored activities and programs.
2. Activities and programs of recognized Apple Valley civic and community service non-
profit organizations.
3. Non-commercial groups and individuals.
4. Private industry, commercial and profit making organizations or individuals who operate
activities for profit not co -sponsored by the City.
Park Facilities/*Equipment Rental
Category 1
per day
Category 2
per day
Category 3
per day
Category 4
per day
Park Shelter — large
None
$60
$60
$60
Park Shelter — small
None
$40
$40
$40
Park Building
None
$60
$60
$60
Park Building - damage deposit
None
$100/event
$100/event
$100/event
Picnic Equipment — resident
None
$5
$5
$5
Picnic Equipment — non-resident
None
$10
$10
$10
Picnic Equipment — damage deposit
None
$25/event
$25/event
$25/event
Chuckwa on Cooker
None
$30
$30
$30
Chuckwa on Cooker- damage deposit
None
$25/event
$25/event
$25/event
Extra Picnic Tables (delivered to park)
None
$10/table
$10/table
$10/table
Watercraft Storage Rack — resident
None
$45/season
$45/season
$45/season
Watercraft Storage Rack — non-resident
None
$55/season
$55/season
$55/season
Pickleball (outdoor ball for sale)
None
$3/each
$3/each
$3/each
Ping Pong Ball (for sale)
None
$.50/each
$.50/each
$.50/each
* Park Shelter/Equipment reservations are accepted, for the current year, beginning the first
business day of the year.
31Page
PARKS AND RECREATION FEES January — December 2017
Category:
1. All City sponsored activities and programs.
2. Activities and programs of recognized Apple Valley civic and community service non-
profit organizations.
3. Non-commercial groups and individuals.
4. Private industry, commercial and profit making organizations or individuals who operate
activities for profit not co -sponsored by the City.
Apple Valley Family Aquatic Center
Rental
Category 1
per hour
Category 2
per hour
Category 3
per hour
Category 4
per hour
Outdoor Pool
None
$700
$1000
$2000
Picnic Table (3 hour block of time)
None
$25/3 hrs
$25/3 hrs
$25/3 hrs
Apple Valley Teen Center Rental
Category 1
Category 2
Category 3
Category 4
Birthday Party (3 hour block of time)
None
$25/3 hrs
$25/3 hrs
$25/3 hrs
Fields and Facilities Rental, Etc.
Category 1
per day
Category 2
per
Category 3
per day
Category 4
per day
..,. Youth Tatif.ent Field
None
cdayt,,ll
��4-5/Yield
.1
Qy75/fieit1
N110d
Youth Tournament Field *
None
$45/field
$75/field
$150/field
Tournament Field Striping
None
$50/field
$50/field
$50/field
Athletic Complex Concession Area
(per building)
None
$45/day
$75/day
$100/day
Portable Restroom
None
market rate
market rate
market rate
Portable Restroom — special cleaning
None
market rate
market rate
market rate
Add'l Maintenance Staff Person
None
$30/hour
$50/hour
$60/hour
State Tournament Fee
None
$25/team
$25/team
$25/team
Sports Camps — half day (under 4 hrs)
None
$50/field
$65/field
$80/field
Sports Camps— full day (over 4 tins)
None
$100/field
$125/field
$150/field
Adult Soccer/Baseball Field —half day
(under 4 hrs)
None
$50/field
$65/field
$80/field
Adult Soccer/Baseball Field — full day
(over 4 hrs)
None
$100/field
$125/field
$150/field
Field Lights (per field)
None
$15/hour
$15/hour
$15/hour
Locates — Electrical or Irrigation Head
None
market rate
market rate
market rate
Kelley Park Music Adjustment (off)
None
$40
$40
$40
General Usage Athletic Field
(per field)
None
$30/2 hours
$45/2 hours
$65/2 hours
* Does not include maintenance fee
4 1 P a g e
PARKS AND RECREATION FEES January —December 2017
Category:
1. All City sponsored activities and programs.
2. Activities and programs of recognized Apple Valley civic and community service non-
profit organizations.
3. Non-commercial groups and individuals.
4. Private industry, commercial and profit making organizations or individuals who operate
activities for profit not co -sponsored by the City.
Recreation
Admissions/Program/Concessions
Category 1
Category 2
Category 3
Category 4
Adult Open Badminton
N/A
$4
$4
$4
Adult Open Basketball
N/A
$4
$4
$4
Adult Open Pickleball
N/A
$4
$4
$4
Adult Open Volleyball
N/A
$4
$4
$4
Adult Open Table Tennis
N/A
$4
$4
$4
Adult Athletics Ten -Admission Card
resident x 1st card
N/A
$35
$35
$35
Adult Athletics Ten -Admission Card
non-resident x Ist card
N/A
$40
$40
$40
AVFAC Individual Admission
N/A
$9
$9
$9
AVFAC Group Admission (25+)
N/A
$8.50
$8.50
$8.50
AVFAC Ten -Admission Card —
resident x Istcard
N/A
$75
$75
$75
AVFAC Ten -Admission Card —
resident x 2nd card
N/A
$65
$65
$65
AVFAC Ten -Admission Card —
resident x 3rd card
N/A
$55
$55
$55
AVFAC Ten -Admission Card —
resident x 4th card
N/A
$45
$45
$45
AVFAC Ten -Admission Card —
non-resident
N/A
$85
$85
$85
Redwood Individual Admission
N/A
$4.00
$4.00
$4.00
Redwood Pool — Ten -Admission Card
- resident x 1 st card
N/A
$34
$34
$34
Redwood Pool — Ten -Admission Card
— resident x 2nd card
N/A
$31
$31
$31
Redwood Pool — Ten -Admission Card
— resident x 3rd card
N/A
$27
$27
$27
Redwood Pool — Ten -Admission Card
— resident x 4d card
N/A
$23
$23
$23
Redwood Pool — Ten -Admission Card
— non-resident
N/A
$36
$36
$36
Swimming Lessons (8 level 1-6
lessons)
N/A
$59
$59
$59
Swimming Lessons (8 parent/child or
tadpoles lash lessons)
N/A
$39
$39
$39
51Pa,,e
PARKS AND RECREATION FEES January —December 2017
Category:
1. All City sponsored activities and programs.
2. Activities and programs of recognized Apple Valley civic and community service non-
profit organizations.
3. Non-commercial groups and individuals.
4. Private industry, commercial and profit making organizations or individuals who operate
activities for profit not co -sponsored by the City.
Recreation
Admissions/Program/Concessions
Category 1
Category 2
Category 3
Category 4
Swimming Lessons (private % hour)
N/A
$25
$25
$25
Swimming Lessons (semi -private 1/2
hour)
N/A
$13
$13
$13
Freedom Days Fun Run (race) —
pre -registration
N/A
$7
$7
$7
Freedom Days Fun Run (race & shirt)
— pre -registration
N/A
$15
$15
$15
Freedom Days Fun Run (race) —
event day -registration
N/A
$15
$15
$15
Freedom Days Fun Run (race & shirt)
event day -registration
N/A
$25
$25
$25
Preschool Recreation Program
N/A
market rate
market rate
market rate
Preschool Open Gym
None
None
None
None
Youth Programs — Outside Contractor
market rate
market rate
+ 20%
market rate
+ 20%
market rate
+ 20%
Volleyball League — Co Rec
N/A
market rate
market rate
market rate
Volleyball League — Women's Rec
N/A
market rate
market rate
market rate
Volleyball League — Women's Power
N/A
market rate
market rate
market rate
Softball League — Single Game
N/A
market rate
market rate
market rate
Softball League — Doubleheader
N/A
market rate
market rate
market rate
Basketball League — 3x3
N/A
market rate
market rate
market rate
Basketball League — 5x5
NIA
market rate
market rate
market rate
Table Tennis League
N/A
market rate
market rate
market rate
Kickball League
N/A
market rate
market rate
market rate
Wiffleball League
N/A
market rate
market rate
market rate
Soccer League
N/A
market rate
market rate
market rate
Concession Sales
market rate
market rate
market rate
market rate
** Athletic league rates are based on expenses, number of games, length of season and officiated
vs self -officiated games.
6 1 P a g e
000
:::0:
*00 ITEM:
City of Apple PARKS & RECREATION ADVISORY
Valley COMMITTEE MEETING DATE:
SECTION:
ITEM DESCRIPTION:
Special Event Permit Guide and Application
STAFF CONTACT:
Susan Muelken, Recreation Manager
Action Requested
10 =IL1,y1JJ:121N 11P/B11012R
November 3, 2016
Regular Agenda
Parks and Recreation Department
Recommendation in regards to the proposed Special Event Permit Guide and Application.
Summary
Staff is seeking a recommendation to proceed with the proposed Special Event Permit Guide and
Application. Once approved, the guide would be put in place for 2017 special events
Background
Currently, there are several large special events hosted by outside organizations that take place in city
parks. In an effort to streamline the process for those events and in preparation for future requests,
staff has compiled a permit guide and application for those who would like to hold such events in
Apple Valley parks. The application is designed to gather as much information as possible about a
proposed event to assure adequate city resources and attendees safety.
kppie
vallp
SPECIAL EVENT PERMIT GUIDE
PLEASE TAKE TIME TO REVIEW THE INSTRUCTIONS CONTAINED IN THIS GUIDE BEFORE YOU BEGIN
COMPLETING THE PERMIT APPLICATION FORM(S).
Completed Special Event Permit Applications must be received no later than forty-five (45) days prior to the
event start date. In general, any organized event involving the use of, or having impact upon public property,
street areas or the temporary use of private property in a manner that varies from its current land use, requires
a permit.
Special Event Permits are required for any event with an anticipated attendance of 100 persons or greater; any
event lasting more than one day, any event requesting a fireworks display or tent/canopy permit; any event
requesting a sound amplification allowance; any event requesting city services and/or any event requesting
street or trail closures.
It is our goal to provide event organizers guidance in planning safe and successful event that create a minimal
impact on the communities and residents surrounding the events.
THERE ARE NO SHORTCUTS TO THE PROCESSING OF A SPECIAL EVENT PERMIT APPLICATION. PLEASE
SUBMIT YOUR APPLICATION A MINIMUM OF SIXTY (60) DAYS PRIOR TO YOUR EVENT.
TABLE OF CONTENTS
PAGE
CONTACT INFORMATION
3
SPECIAL EVENT PERMIT GUIDE — PUBLIC PROPERTY EVENT
4
GENERAL INFORMATION
5-6
FEES
7-8
POLICIES
SAFETYAND SECURITY
9
INSURANCE
9
WEATHER
9
TENTICANOPY
10
GROUND STAKING
10
VENDOR
10
AMPLIFIED SOUND
10
VEHICLE USE
10
ALCOHOL, TOBACCO AND ILLEGAL SUBSTANCES
10
SANITATION
11
WASTE REMOVAL
11
SIGNAGE
11
KEYIDAMAGE DEPOSIT RETURN
12
RENTERS RIGHTS AND RESPONSIBILITIES
13
SPECIAL EVENT PERMIT APPLICATION — PUBLIC PROPERTY EVENT
INSTRUCTIONS
IA-2A
I
APPLICATION
3A-14A
Revised 10116
• SPECIAL EVENT PERMIT GUIDE
CONTACT INFORMATION
SPECIAL EVENTS —ON PUBLIC PROPERTY
Park facilities are available to rent for family get-togethers, office outings and special events. All Special Event
Permit Applications are on a first -come, first -served basis, are subject to approval by the City of Apple Valley's
Parks and Recreation Department and require a Special Use Permit.
Special Event Permit Applications for events utilizing public property can be printed from the City of Apple
Valley's website at www.cityofapplevalley.org or picked up at:
Apple Valley Community Center
14603 Hayes Road
Apple Valley, MN 55124
and submitted to
Attn: Special Event Permit Applications —Susan Muelken
City of Apple Valley, Parks & Recreation Department
7100 W. 1472h Street
Apple Valley, MN 55124
For more information, please call (952) 953-2300.
NOTE., Acceptance of your permit application should in no way be construed as final approval of your special
event application request.
Revised 10116
• SPECIAL EVENT PERMIT GUIDE
SPECIAL EVENT PERMIT GUIDE— PUBLIC PROPERTY EVENT
The following pages include the City of Apple Valley's Special Event Permit Application as well as instructions
and policies regarding use of public property for events. Information provided includes contact information, the
reservation process, park facilities and amenities as well as facility use regulations, fees, and service charges.
PERMITS & RESERVATIONS
City parks are a favorite place for special events, family get-togethers and office outings. Park facilities are
available to rent provided that such rentals do not interfere with regular scheduled programs or city sponsored
special events. Rental requests are accepted on a first -come, first -served basis beginning the first working day in
January of each year and are subject to approval by the City of Apple Valley's Parks and Recreation Department.
TYPES OF PERMITS
PRIMARY PERMIT
Special Event Permit
Required for any event with an anticipated attendance of 100 persons or greater;
any event lasting more than one day, any event requesting a fireworks display or
tent/canopy permit; any event requesting a sound amplification allowance; any
event requesting city services and/or any event requesting street or trail closures..
SECONDARY PERMITS
Fireworks Display Permit
Required for the use of any fireworks or pyrotechnics.
Tent/Canopy Permit
Required for all tents over 200 sq ft and canopies over 400 sq ft in size.
Recreational Fire Permit
Required for any recreation fires outside established fire pits or grills.
Signage Permit
Required for any sign, billboard or banner directing attention to an event.
City Council Permit
Required for horses or animals (excluding household pets).
NON-REFUNDABLE PERMIT FEE & DEADLINE
As stated above, all permit applications are accepted beginning in January of each year. However, there are
specific minimum filing deadlines for rentals and permits. The permit fee must be submitted with the permit
application and is non-refundable.
PERMIT APPLICATION
PERMIT FEE
DEADLINE
Special Event Permit (size: 100-500 participants)
$50 (non-refundable)
60 day in advance
Special Event Permit (size: over500 participants)
$100 (non-refundable)
60 day in advance
Secondary Permits
Varies
Varies
CANCELLATION AND REFUND POLICY
Be sure of your date and location before submitting your permit application. Once approved and processed, no
refunds will be issued for cancellations made less than fourteen (141 days prior to the event. Cancellations must
be in written form; verbal cancellations will not be accepted. It is the responsibility of the Event Organizer to
ensure that the cancellation notice has been received. All cancellations will be charged a minimum 20%
cancellation fee.
No refunds will be made for cancellations due to weather conditions except extreme weather (severe
thunderstorms, tornado watches or warnings).
Revised 10116
SPECIAL EVENT PERMIT GUIDE
GENERAL INFORMATION
PARK FACILITIES
Reservations and special event permit applications for park facilities listed below will be accepted beginning the
first working day in January of each year. Park buildings can accommodate groups of up to 65 people. Some
open-air facilities can accommodate groups of up to several hundred people. To view park buildings and
shelters, visit our website at www.citvofapplevalley.org.
All groups wishing to use a City of Apple Valley park or open space for a large group event must apply for a
permit and pay permit fee in advance of their event. The permit fee is in addition to the park facility rental and
service fees. Events will only be allowed if they are not in conflict with existing City events, programs and/or
services.
Furthermore, all event applicants must provide insurance coverage for the event per City requirements naming
the City of Apple Valley as 'additionally insured.' Insurance requirements are: $1 million/personal injury, $1
million/property damage, $2 million general aggregate. Proof of insurance —'Certificate of Liability' must be
provided 14 days prior to the event or risk cancellation.
SPECIAL EVENT GUIDELINES
GENERAL EVENTS
• Facility use is not available for sales events unless granted specific City approval.
• Events are restricted to established public hours and to the dates, times and facility areas specified in
the permit.
• Event organizer(s) or designee is required to be on site during the entire event including event set-up
and clean-up.
• Event organizer(s) must be 21 and older.
• Event organizer(s) must retain a copy of the issued permit during the entire time of the event and show
it upon request.
• Event organizer(s) is responsible for providing adequate first aid staff and equipment.
• Event organizer(s) assumes full responsibility for any damages to the facility/equipment or any unlawful
acts committed.
• Motorized vehicles are to remain in designated parking lots and roadways. They are NOT allowed on
park turf, trails or fields.
• Use of any fireworks or pyrotechnics requires prior approval due to safety and site concerns. Permits are
required.
• Use of tents/canopies requires prior approval due to safety and site concerns. Permits are required for
all tents over 200 square feet and canopies over 400 square feet in size. All tents/canopies must be
shown on a site map.
• Use of stakes or spikes requires Gopher 1 locates at least 3 days before an event at the applicants
expense.
• Attachment of any objects, signs, banners or other materials to trees, shrubs or other park features is
prohibited.
Revised 10116
SPECIAL EVENT PERMIT GUIDE
• Any signs posted by the event organizer(s) requires prior approval and must be in compliance with City
Code requirements. All signs must be removed from park property at the conclusion of the event.
• Sound amplification (music or public address) requires prior approval and must be in compliance with
City Code requirements.
• Inclusion of vendors selling merchandise, concessions and/or activities (i.e., inflatable jumpers) at an
event requires prior approval. All vendors must have appropriate permits/licenses from the County
and/or State.
• Event organizer(s) is responsible for the provision of sufficient sanitation and waste removal for the
event. Equipment and services may be rented independently or through Apple Valley Parks &
Recreation. Delivery and services must be approved by the Parks & Recreation Department. Portable
restrooms should meet minimum ADA requirements for events.
• Costs incurred promoting and marketing events prior to issuance of an approved permit from the City
and changes/modifications relative to the event from the City are at the sole expense and risk of the
event organizer.
RUN/WALK EVENTS
In addition to the rules and regulation listed above, event organizers of run/walk events must also comply with
the following:
• Once run/walk route has been approved a detailed traffic control plan must be provided at least one
month prior to event showing location and type of traffic control signs.
• Authorized police personnel must be provided at all intersections requiring traffic control. Organization
is responsible for coordinating coverage with the Police Dept. as well as for payment of coverage.
• Volunteers must be provided to monitor barricades at all intersections not requiring police personnel.
• A notification letter may be required to be sent to businesses and residents in the affected event areas.
The City will specify details, approve the notification and provide the address list. Evidence will be
required that the notification process was completed.
• Street closures/trail use must be posted a minimum of 3 days in advance in compliance with City policies
and will include 'date & time' for 'proposed event & event name' on streets and trails.
Revised 10116
SPECIAL EVENT PERMIT GUIDE
FEES
City parks are a favorite place for special events, family get-togethers and office outings. Park facilities are
available to rent provided that such rentals do not interfere with regular scheduled programs or city sponsored
special events. Rental requests are accepted on a first -come, first -served basis beginning the first working day in
January of each year (unless otherwise indicated) and are subject to approval by the Parks and Recreation
Department.
FACILITY FEES
CATEGORYI
C4TEGORY2
C4TEGORY3
C4TEGORY4
Kelley Park -Stage & NE lawn area
• Reservations: minimum 90 day advance reservation
?/hr, ?/day
?/hr, ?/day
?/hr, ?/day
• Park Hours 7a.m-10 p.m.
• Music Adjustment (off)
None
$40
$40
$40
• Damage Deposit
$200.00
$200.00
200.00
Johnny Cake Ridge Park
• Reservations: beginning January 1
• Rental Hours (2 hour minimum required)
$110.00/hr
$135.00/hr
$170.00/hr
• Park Hours 7a.m.-11:30p.m.
$125.00/hr
$160.00/hr
$200.00/hr
• Concession Area
None
$45/day
$75/day
$100/day
• Damage Deposit -
$400.00
$400.00
$400.00
Quarry Point Park
Reservation: maximum 90 day advance reservation
• Rental Hours (2 hour minimum required):
Park Hours 7a.m.-11:30p.m.
$49.00/hr
$62.00/hr
$80.00/hr
• Concession Area
None
$45/day
$75/day
$100/day
• Damage Deposit
$200.00
$200,00
$200.00
Hayes Park
• Reservations: beginning JanuaryI
• Rental Hours (2 hour minimum required)
$75.00/half
$78.00/half
$100.00/half
• Park Hours 7a.m.-10p.m.
$130.00/full
$135.00/full
$170.00/full
• Damage Deposit
$100.00
$100.00
$100.00
Cobblestone
• Reservations: beginning February 15
• Rental Hours (2 hour minimum required):
Monday -Sunday, 7a.m.-10 p.m.
$40.00
$50.00
$65-85
• Damage Deposit
$100.00
$100.00
$100.00
'taxes are included in the rates indicated.
Revised 10116
e • � SPECIAL EVENT PERMIT GUIDE
SERVICE & EQUIPMENT FEES
1
z
3
a
Electricity —if available atfacility(per day)
$35
$40
Tournament Field Striping
None
$50/field
$50/field
$50/field
Youth Tournament Field
None
$45
$75
$100
State Tournament Fee
None
$25/team
$25/team
$25/team
Sports Camps— half day (under 4 hours)
None
$50/field
$65/field
$80/field
Sports Camps — full day (over 4 hours)
None
$100/field
$125/field
$150/field
Adult Soccer Field— half day (under 4 hours)
None
$50/field
$65/field
$80/field
Adult Soccer Field —full day (over 4 hours)
None
$300/field
$125/field
$150/field
General Usage Athletic Field
None
$30/2 hrs
$45/2 hrs
$65/2 hrs
Field Lights (per field)
None
$15/hour
$15/hour
$15/hour
Locates— Electrical or Irrigation Head
None
market
market
market
Portable Toilet Cleaning — existing units and rental units (per unit per event)
market
market
market
market
Portable Toilets— Regular additional Units (per unit/per event)
market
market
market
market
Portable Toilets— ADA additional Units (per unit/per event)
market
market
market
market
Garbage Carts —55 gallon barrels (per barrel / per event)
$10
$15
Garbage Removal (per hour)
$30
$35
*taxes are included in the rates indicated.
PERSONNEL FEES
RESIDENT
NON-RESIDENT
Police personnel (per officer / per hour)
varies
varies
Fire personnel (per fire crew / per hour)
varies
varies
Parks & Recreation personnel (per supervisor / per hour)
varies
varies
*taxes are included in the rates indicated
Revised 10116
• X.A19912&W SPECIAL EVENT PERMIT GUIDE
POLICIES
SAFETY & SECURITY POLICIES
• The Apple Valley Police and Fire Departments will determine if and how many Public Safety personnel
will be required at an event. All emergency personnel costs associated with the event will be the
responsibility of the event organizer.
• Event organizer is responsible for providing the following items. Note, submitted materials are subject to
review and approval by the Police and Fire Departments.
o Event site map,
o First aid plan,
o Emergency/severe weather evacuation plan,
o Run/Walk route map with traffic control points, if applicable.
• Police Department Considerations (phone: 952-953-2700):
o Estimated attendance
o Traffic Control (event ingress/egress, traffic control/street closures)
o Location and time of event
o Event Activities
• Fire Department Considerations (phone: 952-953-2600):
o Estimated attendance
o Fireworks or pyrotechnics (secondary permit required)
o Tents/Canopies in excess of 200/400 square feet (secondary permit required)
o Cooking —excessive heat, spark or open flame (secondary permit required)
INSURANCE POLICY
• All event applicants must provide insurance coverage for the event per City requirements naming the
City of Apple Valley as 'additionally insured.'
• Insurance requirements are: $1 million/personal injury, $1 million/property damage, $2 million general
aggregate.
• Proof of insurance —'Certificate of Liability' must be provided 14 days prior to the event or risk
cancellation. Certificate show the City of Apple Valley as 'additionally insured.'
WEATHER POLICY
• Events, programs and/or facilities may be cancelled or postponed by the City of Apple Valley if it
determines that weather conditions are unsafe for participants, conducting the activity will have a
severe and lasting impact on the facility or crews are unable to maintain safe access to a facility due to
accumulations of ice, snow or water.
• Unless canceled by the City of Apple Valley, no refunds will be made for cancellations due to weather
conditions except extreme weather (severe thunderstorms, tornado watches or warnings, blizzards).
Revised 10116
SPECIAL EVENT PERMIT GUIDE
TENT/CANOPY POLICY
• Permits are required for all tents over 200 square feet and canopies over 400 square feet in size.
• The Inspection Division (phone: 952-953-2588) must review and approve all tent/canopy permit
applications. Tents and/or canopies shall comply with the Minnesota State Fire Code (MSFC), Section
105.6.43 and Chapter 24.
• A complete application includes the following:
o A Site Plan
✓ Location of tent/canopy
✓ Size of tent/canopy
✓ Parking and Fire lane provisions
✓ Distances to structures and lot lines
✓ if applicable, provide an interior plan showing exiting/signs, stage location and size, fire
extinguishers, trash collection, seating, electrical/exit lighting, heating and floor covering.
o Completed Form
o Fee
• A copy of the rental company's Business Tax Certificate must be provided.
GROUND STAKING POLICY
• Use of stakes or spikes requires Gopher 1 locates at least three days prior to the event. Costs associated
with this service are the applicants responsibility. Damage to turf, trail, infields, water lines or other
utilities due to stakes or spikes will be charged to the event organizer.
VENDOR POLICY (MERCHANDISE, FOOD, ACTIVITY)
• Inclusion of vendors selling merchandise, concessions and/or event activities (i.e., inflatable jumpers) at
an event requires prior approval.
• All vendors must have appropriate permits or licenses from the County and/or State and have said
permits or licenses during the entire time of the event and show it upon request. As well, a copy of the
company's Business Tax Certificate must be provided.
• Merchandise/Food vendors are allowed in designated areas only. Placement of merchandise/food
vendors must be pre -approved by the Parks & Recreation Department.
AMPLIFIED SOUND POLICY
• Sound amplification (music or public address) requires prior approval and must be in compliance with
City Code requirements.
VEHICLE USE POLICY
No person shall park or stop any motor vehicle at any place in a park, except in designated parking areas
or upon a public street. They are NOT allowed on turf, trails or fields. Damage to turf, trail, infields,
water lines or other utilities due to driving in non -designated areas will be charged to the event
organizer.
Revised 10/16
SPECIAL EVENT PERMIT GUIDE
ALCOHOL, TOBACCO & ILLEGAL SUBSTANCES POLICY
• No distilled spirits shall be allowed in any park, excluding Valleywood Golf Course. Distilled spirits may
be purchased from, consumed, possessed or displayed within Valleywood Golf Course in accordance
with its liquor license under this code and state law. Distilled spirits are distilled beverages containing
ethyl alcohol or hydrated oxide of ethyl including, but not limited to: whiskey, rum, brandy, gin, tequila,
vodka, schnapps, and liqueur including all dilutions and mixtures thereof.
SANITATION POLICY
• Event organizers are responsible for the cleaning of any existing on -site portable restrooms as well as
the coordination and rental of any additional portable restrooms and/or hand -washing stations that are
needed. Use of these items may require the Event Organizers to meet ADA regulations.
• Additional portable restrooms and/or hand -washing stations maybe contracted through Apple Valley
Parks & Recreation or through an independent rental company. A copy of the rental company's Business
Tax Certificate must be provided.
• Cleaning of existing portable restrooms is coordinated through Apple Valley Parks & Recreation
Department. Event organizer is responsible for cleaning fees.
• Portable restroom delivery and placement must be pre -approved by the Parks & Recreation
Department.
•s• r
ESTIMATED a OF
PEOPLE ATTENDING
e
NUMBER OF EVENT HOURS
1
2
3
4
5
6
7
8
100-250
2
2
2
2
2
3
3
3
250-500
2
3
3
4
4
4
4
4
500-750
4
4
5
5
6
6
8
8
750-1000
4
4
6
6
6
8
8
8
2000
5
7
8
8
12
13
13
14
3000
7
8
10
12
16
16
18
18
4000
10
12
16
18
20
24
24
24
5000
12
16
16
20
24
28
30
32
WASTE REMOVAL POLICY
• Event organizers are responsible for the removal of all waste related to the event and any related fees.
This includes but is not limited to emptying of trash bins and the removal of waste from the event site
and other affected areas.
• Waste removal may be contracted through Apple Valley Parks & Recreation or through an independent
rental company. A copy of the rental company's Business Tax Certificate must be provided.
• Delivery and placement of any waste removal equipment must be pre -approved by the Parks &
Recreation Department.
Revised 10116
SPECIAL EVENT PERMIT GUIDE
SIGNAGE POLICY
• No sign shall be erected, installed, constructed or painted in the city, except in compliance with Code of
Ordinances Chapter 154-Land Usage. The application for a sign permit shall be made upon forms
provided by the City of Apple Valley
• Event signs may not be attached to trees, buildings, street signs, street lights, traffic lights, light poles,
utility boxes, fire hydrants or other existing, permanent structures.
• Event signs placed within a City road right-of-way must be in compliance with City Code requirements.
• Do not place event signs on County and/or State right-of-ways without first receiving County and/or
State approval.
• All signs posted by the event organizers must be removed from park property at the conclusion of the
event. Any signs left behind will be subject to additional clean up fees.
KEY/DAMAGE DEPOSIT RETURN POLICY
• The key/damage deposit made at the time of your facility reservation will be refunded within four (4)
weeks following the:
o Return of the facility key. Note, If a facility key is issued and not returned, the key/damage
deposit will not be refunded.
o End date of your event if a facility key was NOT issued.
• Please note that a prorated amount of the deposit may be retained if the event runs over the contracted
time, site clean-up is required and/or there are any damages. To ensure return of the full deposit, please
complete the following that apply:
o Clear picnic tables of all trash/debris and return tables to original positions.
o Clear floor and adjacent grounds of trash/debris.
o Remove all decorations, banners and any signage. All tape, string or other fasteners should
also be completely removed.
o Place all trash/debris in appropriate receptacles.
o Ensure that no intentional damage or vandalism occurs at the facility during your
reservation.
Revised 10/16
SPECIAL EVENT PERMIT GUIDE
RENTER'S RIGHTS AND RESPONSIBILITIES
• Groups with permits have the right to enjoy their site for the time indicated on the permit. Individuals or
groups without permits must relinquish the area when proof of a valid permit is presented. If no permit
for a site is presented, the facilities are available on a first -come first -serve basis.
• The individual named on the permit and the group in whose name the permit is issued shall be held
jointly responsible for any use to which a facility is put under the permit granted and shall accept
responsibility for all damages done to City property.
• The applicant needs to be in attendance at the event during the time specified on the permit and have it
in their possession. Permits are non -transferable.
• The City of Apple Valley is not responsible for loss of personal property by individuals or groups when
Park and Recreation facilities are being used for a permitted activity.
• Fire and safety regulations of the City of Apple Valley and the State of Minnesota must be observed at
all times.
• In the event of an emergency or injury, call 9-1-1.
• Application must include set-up time and clean-up time. The use of the facility shall be restricted to the
space and time(s) specifically allowed on the permit. All activities shall cease in sufficient time to
completely vacate rental facilities approved on the permit. If activities are not concluded by the time
approved on the permit, the group shall be subject to additional rental fees.
• All groups shall leave the park facilities in the same order and condition in which they are found.
• Applicants are required to move, at their expense, any rubbish (materials, equipment, furnishings...) that
cannot be contained in the trash receptacles provided. If rubbish is not removed by the time approved
on the permit, the group shall be subject to additional service fees.
• Leashed pets are allowed in all parks in all areas except on playground structures, athletic fields/courts
and in park buildings. Owners must pick up and dispose of excrement in waste receptacles provided.
• In the event of damage to the premises, the damage will be documented and any repair bills will be
invoiced to the individual/group named on the permit application.
• The renter assumes responsibility for all activities conducted, including but not limited to:
o Conveying and if needed enforcing all information, policies and procedures to all parties
involved in the event (including all vendors and sponsors).
o Supervision and control to prevent injury or damage.
o Maintenance of the premises during the scheduled use.
o Cleaning of refuse and debris and disposing in trash receptacles after the completion of the
event.
o Security to maintain order.
Persons using the outdoor park areas at any City park will be held responsible for observing Apple Valley
Parks & Recreation's Park Ordinances. Please share relevant park information with your guests prior to
scheduled use.
If any of the above is not followed, the City of Apple Valley may immediately terminate your event, retain the
damage deposit, in part or whole, and the privilege to rent an Apple Valley park facility may be revoked.
Revised 10116
SPECIAL EVENT PERMIT APPLICATION
City of Apple Valley Parks & Recreatbn
Special Events Permit Application — Public Property Event
❑ Event Security and Emergency Coverage
❑ Street Closure
POLICE
❑ Evacuation Plan
DEPARTMENT
Print Name
Title
Signature
Date
❑ Event Security and Emergency Coverage
❑ Fireworks Display Permit
❑ Tent/Canopy Permit
FIRE
❑ Recreational Fire Permit
DEPARTMENT
Print Name
Title
Signature
Date
❑ Street Closure
PUBLIC WORKS
Print Name
Title
DEPARTMENT
Signature
Date
❑ Special Events Permit Application
❑ Secondary Permits
❑ Tent/Canopy Permit
❑ City Council Permit
PARKS AND
❑ Signage Permit
RECREATION
❑ Portable Restroom/Handwashing Station(s)
DEPARTMENT
❑ Sanitation/Trash Service
Print Name
Title
Signature
Date
SPECIAL EVENT PERMIT APPLICATION
SPECIAL EVENT PERMIT APPLICATION — PUBLIC PROPERTY EVENT
It is our goal to provide event organizers guidance in planning safe and successful events that create minimal
impact on the communities and residents surrounding the events. Park facilities are available to rent for special
events provided that such rentals do not interfere with regular scheduled programs or city sponsored special
events. A written permit is required for all groups/individuals renting a park facility or part of a facility.
Special Event Permits are required for any event with an anticipated attendance of 100 persons or greater; any
event lasting more than one day, any event requesting a fireworks display or tent/canopy permit; any event
requesting a sound amplification allowance; any event requesting city services and/or any event requesting
street or trail closures.
PERMIT APPLICATION PROCESS
1. All rental requests are accepted on a first -come, first -served basis beginning the first working day in
January of each year. Submission of a permit application constitutes a request to use park space for the
purpose of an event and does not guarantee approval.
2. Complete the required permit application and the appropriate secondary permits.
3. Submit the completed permit application(s) with all applicable fees and required documentation in
accordance with the prescribed permit deadline — forty-five (45) days prior to event date.
4. Failure to submit fees and requested documentation will be considered an incomplete application.
Incomplete applications will not be processed.
5. Forms of payment accepted: Cash, Check, Discover, Mastercard, VISA or American Express. Checks
should be made out to "City of Apple Valley."
6. All proposed rentals/events are subject to approval of the Apple Valley Parks & Recreation Department.
7. Permits will be issued to adults only.
8. Permits are non-transferrable to any person or organization.
9. Rules, regulations and restrictions unique to each site/facility may apply.
10. Costs incurred promoting and marketing events prior to issuance of an approved permit from the City
and changes/modifications relative to the event from the City are at the sole expense and risk of the
event organizer.
11. For more information please contact the Apple Valley Parks and Recreation Department at (952) 953-
2300.
NOTE: Acceptance of your permit application should in no way he construed as final approval of your special
event application request.
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
INSTRUCTIONS
PERMIT SUBMISSION
Please submit your completed permit application to the City of Apple Valley Parks and Recreation Department
located in Apple Valley Community Center (14603 Hayes Road) or via e-mail to:
smuelken@city of applevalley.ore.
You may also mail your application to: Attn: Special Event Permit Applications —Susan Muelken
City of Apple Valley, Parks & Recreation Department
7100 W. 1471h Street
Apple Valley, MN 55124
NON-REFUNDABLE PERMIT FEE & DEADLINE
All permit applications are accepted on a first -come, first -serve basis beginning the first working day in January
of each year; however, there are specific minimum filing deadlines for rentals and permits. The permit fee must
be submitted with the permit application and is non-refundable.
PERMIT APPLICATION
PERMIT FEE
DEADLINE
Special Event Permit (size: 100-500 participants)
$50 (non-refundable)
60 day in advance
Special Event Permit (size: over500 participants)
$100 (non-refundable)
60 day in advance
Secondary Permits
Varies
Varies
CANCELLATION AND REFUND POLICY
Be sure of your date and location before submitting your permit application. Once approved and processed, no
refunds will be issued for cancellations made less than fourteen (14) days prior to the event. Cancellations must
be in written form; verbal cancellations will not be accepted. It is the responsibility of the Event Organizer to
ensure that the cancellation notice has been received. All cancellations will be charged a minimum 20%
cancellation fee.
No refunds will be made for cancellations due to weather conditions except extreme weather (severe
thunderstorms, tornado watches or warnings).
THERE ARE NO SHORTCUTS TO THE PROCESSING OF A SPECIAL EVENT PERMIT APPLICATION. PLEASE
SUBMIT YOUR APPLICATION A MINIMUM OF SIXTY (60) DAYS PRIOR TO YOUR EVENT.
Revised 1012016 ��.
SPECIAL EVENT PERMIT APPLICATION
SPECIAL EVENT PERMIT APPLICATION - PUBLIC PROPERTY EVENT
SECTION 1: CONTACT INFORMATION
Organization Name:
Type of Organization: ❑ Corporation ❑ Gov't ❑ Non -Profit
❑
Other
Mailing Address:
(StreetAddress)
(City)
(State)
(zip)
HOST
ORGANIZATION
Physical Address:
(StreetAddress)
(City)
(State)
(zip)
Primary Phone Number: ( 1
Fax Number: ( )
Website Address: http:H
Name & Title:
EVENT
Mailing Address:
(StreetAddress) (City) (State)
(zip)
ORGANIZER
Primary Phone Number: ( )
Cell Phone Number: (
)
Fax Number: ( )
E-mail Address:
Name & Title:
SECONDARY
Mailing Address:
(StreetAddress) (City) (state)
(zip)
ORGANIZER
Primary Phone Number: ( )
Cell Phone Number: (
)
I
Fax Number: ( 1
E-mail Address:
I
Name & Title:
ON -SITE
Mailing Address:
(StreetAddress) (City) (State)
(zip)
CONTACT
Primary Phone Number: ( )
Cell Phone Number: (
1
Fax Number: ( 1
E-mail Address:
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 2: EVENT INFORMATION
Event Name/Title:
Type of Event: ❑ concert ❑ ceremony ❑ Run/Walk ❑ Fundraiser
❑ Festival ❑ Wedding ❑ Other
Event Description (detailed):
EVENT DETAILS I Is this an annual event? ❑ Yes ❑ No
Is this a multi -day event? ❑ Yes ❑ No
Event Start Date: Event End Date:
Is the event open to the public or private? ❑ Public ❑ Private
Is there an admission fee? ❑ Yes ❑ No
What is the anticipated attendance? Overall:
What was the previous year's attendance? Overall:
Daily:
Daily:
*If you are requesting street closures please refer to Section 8 to provide all street closure information.
How many days will your organization require to: Set -Up: Tear Down:
Event Set -Up Date: Event Set -Up Time: to
(Day of week) (Date)
EVENT Event Start Date: Event Start Time: AM /PM
SET-UP& (Day of Week) (Date)
TEAR -DOWN
Event End Date: Event End Time: AM /PM
(Day of Week) (Dote)
Event Tear Down Date: Event Tear Down Time: to
(Day of Week) (Date)
If your event requires multi -day set-ups and tear downs, please attach an additional sheet of paper
with the above requested information for each day.
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 3: LOCATION & STAGING
Are you requesting use of a City park facility? ❑ Yes ❑ No
Contact Apple Valley Parks & Recreation for park facility availability information — (952)9539-2300.
Park Facility Name:
Park Facility Address:
LOCATION
DETAILS
The following areas of the Park Facility will be used at the event (please mark all that apply):
❑ Building ❑ Pavilion/Picnic Shelter ❑ Playfield ❑ Rink ❑ Court
❑ Play Structure ❑ Stage ❑ Trail ❑ Other
Please attach your Site Plan / Map to your Application Packet.
The following items will be used at the event (please mark all that apply).
Note: Staking requires Gopher 1 locates.
STAGING
❑ Amplified Sound/Music ❑ Dance Floor(s) ❑ Tents/Canopies ❑ Stage(s)
DETAILS
❑ Bleacher(s) ❑ Live Entertainment ❑ Electricity ❑ Other
If any of the above items will be used, please indicate their location on your attached Site Plan / Map.
Use of the above items may require the Event Organizer to meet ADA regulations.
Event Organizer must obtain health permits from all caterers/food vendors.
Note: Alcohol policy.
The event will include the following (please mark all that apply):
❑ Non -Profit Food Vendors ❑ Pre -Packaged Food/Beverage Items
❑ Professional Catering ❑ Retail Food Vendors ❑ Other
CATERING /
If a professional caterer will be hired for this event, please provide the following information
FOOD VENDOR
and attach copies of the company's Business Tax Certificate, Liability Insurance Certificate
DETAILS
and Health Certificate.
Company Name: Contact Name:
Mailing Address:
(Street Address) (City) (state) /Zip)
Physical Address:
(Street Address) (City) (State) (Zip)
Primary Phone Number: ( ) Fax Number: ( )
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 4: PARKING & SHUTTLE SERVICE
Please describe Public Parking arrangements. (Please indicate location(s) on Site Plan/Map)
PARKING
DETAILS Please describe VIP, Event Staff and/or Volunteer Parking arrangements. (Please indicate
location(s) on Site Plan /Map)
Will a shuttle service be provided from parking areas to the event site? ❑ Yes ❑ No
If yes, please describe the shuttle plan. (Please indicate pick-up and drop-off location(s) on Site
Plan / Map)
SHUTTLE
If providing a private shuttle service, please provide the following information and attach
SERVICE
copies of the company's Business Tax Certificate, Liability Insurance Certificate and
DETAILS
Minnesota State License.
Company Name:
Mailing Address:
Physical Address:
(StreetAddress)
(StreetAddress)
Primary Phone Number:
Contact Name:
(City)
(City)
Cell Phone Number:
Fax Number: ( ) E-mail Address:
Revised 1012016
(State) (Zip)
(State) (Zip)
SPECIAL EVENT PERMIT APPLICATION
SECTION 5: SANITATION & WASTE REMOVAL
Event Organizers are responsible for the 'event' cleaning of existing on -site portable
restrooms as well as for arranging the rental of any additional portable restrooms and/or
hand -washing stations and related fees. Use of these items may require the Event Organizers
to meet ADA regulations. Portable restroom delivery/placement must be pre -approved.
(Please indicate location(s) of portable restrooms on Site Plan / Mop)
❑ Host Organization will contract portable restrooms and/or handwashing stations
through an independent, professional company.
❑ Host Organization will contract portable restrooms and/or handwashing stations
RESTROOM I through Apple Valley Parks & Recreation Department
FACILITY If contracting with an independent rental company, please provide the following
DETAILS information. A copy of the rental company's Business Tax Certificate must be attached.
Company Name: Contact Name:
Mailing Address:
(StreetAddress) (City) (State) (Zip)
Physical Address:
(StreetAddress) (City) (state) (Zip)
Primary Phone Number: ( ) Cell Phone Number: ( )
Fax Number: 1 ) E-mail Address:
Event Organizers are responsible for arranging the removal of all waste related to the event
and related fees. This includes but is not limited to emptying of trash bins and removal of
waste from the event site. Delivery and placement of any waste removal equipment must be
pre -approved. (Please indicate location(s) of waste carts/bins on Site Plan/Map)
❑ Host Organization will contract waste removal through an independent,
professional company.
❑ Host Organization will contract waste removal through Apple Valley Parks &
WASTE Recreation Department.
REMOVAL If contracting with an independent sanitation company, please provide the following
DETAILS information. A copy of the rental company's Business Tax Certificate must be attached.
Company Name: Contact Name:
Mailing Address:
(StreetAddress) (City) (State) (Zip)
Physical Address:
(StreetAddress) (City) (State) (Zip)
Primary Phone Number: 1 ) Cell Phone Number: ( )
Fax Number: ( ) E-mail Address:
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 6: EMERGENCY SERVICES — POLICE & FIRE
Event Organizers are responsible for coordinating event security and emergency coverage
with the Apple Valley Police Department. The Police Department will determine if and how
many police resources will be required at an event. All Police Department costs associated
with the event are the responsibility of the event organizer.
Police Department Phone Number: 952-953-2700
❑ Event attendance:
❑ Event will require traffic control:
POLICE ❑ Event ingress/egress
❑ Street closures
❑ Other
❑ Event will host the use of:
❑ fireworks/pyrotechnics (date/time: J
❑ helicopter ingress/egress
❑ mock Gunfire and/or use of weaponry for special effects
❑ Other
Event Organizers are responsible for coordinating event safety and emergency coverage
with the Apple Valley Fire Department. The Fire Department will determine if and how
many fire resources will be required at an event. All Fire Department costs associated with
the event are the responsibility of the event organizer.
Fire Department Phone Number: 952-953-2600
❑ Event attendance:
❑ Event will include tents and/or canopies:
FIRE ❑ tents over 200 square feet
❑ canopies over 400 square feet
❑ Event will host the use of:
❑ fireworks/pyrotechnics (date/time: )
❑ helicopter ingress/egress
❑ mock Gunfire and/or use of weaponry for special effects
❑ Other
Event Organizers are responsible for providing an emergency evacuation plan. Please attach
EVACUATION an additional sheet of paper with the requested information. Evacuation plans are subject to
PLAN
review and approval by the Apple Valley Police Department.
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 7: EMERGENCY SERVICES - MEDICAL
All events are required to have a First Aid Station on -site. All costs associated with the event
are the responsibility of the event organizer. (Please indicate location(s) on Site Plan/Map)
In the event of an emergency:
❑ Event Organizer / On -Site Contact will call 9-1-1.
❑ Event Organizer will provide / arrange for an ambulance company to be on site.
❑ Event Organizer will provide / arrange for a medical doctor, registered nurse and/or
EMT staff to be on site.
If providing an ambulance company, please provide the following information and attach
copies of their Business Tax Certificate, Liability Insurance Certificate and MN Drivers License.
Company Name:
Contact Name:
Mailing Address:
(Street Address) (City) (State) (Zip)
MEDICAL Physical Address:
PLAN
(Stree[Address) (City) (State) (Zip)
Primary Phone Number: ( 1 Cell Phone Number: j
Fax Number: ( 1 E-mail Address:
If providing a medical doctor, registered nurse and/or EMT staff, please provide the following
information and attach a copy of their identification credentials.
Company Name:
Contact Name:
Mailing Address:
Physical Address:
(Street Address) (City) (State) (Zip)
(streeraddress) (City) (State) (Zip)
Primary Phone Number: ( 1 Cell Phone Number:
Fax Number: ( 1 E-mail Address:
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
STREET
CLOSURES
Revised 1012016
SECTION 8: STREET CLOSURE(S) 8r TRAIL USE
Please keep in mind that streets must be closed from intersection to intersection; streets cannot be
closed mid -block. Event Organizer is responsible for posting Temporary 'No Parking' signs according to
requirements.
Please list the streets, from intersection to intersection, you would like closed for your event. Your Site
Plan/Map must show all streets and closures. Street closures are subject to review and approval by
the Apple Valley Police Department.
Space is provided for three (3) entries. If you need more space please attach an additional sheet of
paper with the requested information. It may be necessary for the Event Organizer to obtain a
Professional Traffic Plan.
(1) Street Name:
From (cross street):
To (cross street):
Type of Closure: ❑ Street Closure ❑ Sidewalk Closure
Closure Start Date: Closure Start Time:
Closure End Date:
(2) Street Name:_
From (cross street):
To (cross street): _
Type of Closure:
Closure Start Date:
Closure End Date:
(Day of Week) (Date)
Closure End Time:
(Day of Week) (Date)
❑ Street Closure ❑ Sidewalk Closure
(3) Street Name:_
From (cross street):
To (cross street): _
Type of Closure:
Closure Start Date:
Closure End Date:
(Day of Week) (Date)
(Day of Week) (Dote)
Closure Start Time:
Closure End Time:
❑ Street Closure ❑ Sidewalk Closure
(Day of Week) (Date)
(Day of Week) (Date)
AM /PM
AM /PM
AM /PM
AM /PM
Closure Start Time: AM /PM
Closure End Time: AM /PM
SPECIAL EVENT PERMIT APPLICATION
SECTION 8: STREET CLOSURE(S) & TRAIL USE
Please list the trails you would like to use for your event. Your Site Plan/Map must show all anticipated
trail use. Trail use is subject to review and approval by the Apple Valley Parks and Recreation
Department.
Space is provided for three (2) entries. If you need more space please attach an additional sheet of
paper with the requested information. It may be necessary for the Event Organizer to obtain a
Professional Traffic Plan.
(1) Park/Trail Name:
Start Date: Start Time: AM /PM
TRAIL USE
(Day of week) (Dote)
End Date: End Time: AM /PM
(Day of Week) (Dote)
(2) Park/Trail Name:
Start Date: Start Time: AM /PM
(Day of Week) (Date)
End Date: End Time: AM /PM
(Day of Week) (Date)
Does Host Organization have its own barricade equipment? ❑ Yes ❑ No
If not, please indicate how Host Organization will meet all barricade requirements.
BARRICADE
❑ Host Organization will rent barricade equipment from a private company.
EQUIPMENT
Host Organization will set-up and tear down barricade equipment.
❑ Host Organization will rent barricade equipment from a private company.
Private company will set-up and tear down barricade equipment.
The City of Apple Valley requires that all affected residents/businesses both on and adjacent
NOTICE OF
to a proposed street closure be notified of such a street closure.
TEMPORARY
STREET
A notification letter may be required to be sent to businesses and residents in the affected
CLOSURE
event areas. The City will specify details, approve the notification and provide the address
list. Evidence will be required that the notification process was completed.
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 9: SITE PLAN/MAP INSTRUCTIONS
All site plans/maps must be submitted using 8 Y2" x 11" or 8 %:" x 14" white paper. All
applicants are required to submit a detailed Site Plan/Map.
Site plans/maps must include a directional sign showing North, South, East and West. Site
SITE PLAN/MAP plans/maps must also include a key showing the use of symbols for people, vehicles, first aid
INSTRUCTIONS station(s), cooking station(s), food tables, tent(s)/canopies, stage(s), platform(s), barricades,
etc.
If using Computer Assisted Generation (CAG) for the site plan/map please ensure the use of
Fonts no smaller than size 11.
SECTION 10: MISCELLANEOUS
ANIMALS
If animals will be present, food service canopies/tents must be at least fifty (50) feet away. It
wilt also be required that Event Organizer provides portable hand -washing stations.
Will there be any kind of animals at this event (e.g. petting zoo, pony rides, etc.)?
❑ Yes ❑ No If yes, please indicate the location of the animals on the Site Plan/Map.
INFLATABLES
Will there be any kind of inflatables at this event (e.g. moonwalk, obstacle course, etc.)?
❑ Yes ❑ No If yes, please indicate the location of the inflatables on the Site Plan/Map.
MISCELLANEOUS I ELECTRICITY
Will access to electricity be required for this event? Note: location of electrical access points
may impact event site plan.
❑ Yes ❑ No
KEY AND/OR DAMAGE DEPOSIT RETURN
The key and/or damage deposit made at the time of your facility reservation will be
refunded within four (4) weeks following the:
• Return of the facility key. Note, If a facility key is issued and not returned, the key/damage
deposit will not be refunded.
• End date of your event if a facility key was NOT issued.
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 11: INDEMNIFICATION AGREEMENT
Host Organization and/or Event Organizer agree, in consideration of the granting of this Application and Special
Event Permit for:
by
Event Name
to be held on
of
Event Date(s)
Event Organizer/Primary Applicant Host Organization
Host Organization and/or Event Organizer(s) agree to defend, indemnify and hold harmless the City of Apple
Valley, and the City of Apple Valley's employees, officers, managers, agents, council members, and volunteers
harmless from any and all losses, damages, claims for damage, liability, lawsuits, judgement expense an cost(s)
arising from any injury or death to any person or damage to any property including all reasonable costs for
investigation and defense thereof (including, but not limited to, attorney fees, costs and expert fees) arising out
of or attributed to the issuance of Applicant's Special Event Permit regardless of where the injury, death or
damage may occur, unless such injury, death or damage is caused by the sole negligence or willful misconduct of
the City.
Host Organization and/or Event Organizer(s) agree to provide satisfactory evidence of, and shall thereafter
maintain during the specified special event, such insurance policies and coverages in the types, limits, forms and
ratings required by the City's Risk Manager or City Attorney or their designee.
Print Name
Title
Signature Date
Revised 1012016
SPECIAL EVENT PERMIT APPLICATION
SECTION 12: APPLICANT AGREEMENT
Please read each statement. Initialing next to each statement indicates your understanding and agreement to
the statement.
❑ Host Organization and/or Event Organizer(s) agrees, upon request, to provide a Liability Insurance
Certificate providing evidence of general liability insurance coverage in the minimum amount of $1
million/personal injury, $1 million/property damage, $2 million general aggregate AND an additional insured
endorsement naming the City of Apple Valley, its officers, employees and agents' as additional insured. This
document must be submitted no later than fourteen (14) days prior to the event start date.
❑ Host Organization and/or Event Organizer(s) agrees, upon request, to submit a Security Plan setting
forth the proposed security measures to be taken to protect the health, safety and welfare of the participants,
spectators, bystanders and passerby. This plan will be reviewed by the Apple Valley Police Department who may
require alterations to the plan. Security measures may include but are not limited to the hiring of Apple Valley
Police Officers at the expense of the Event Organizer.
❑ Host Organization and/or Event Organizer(s) agrees, upon request, to provide a copy of their
Determination Letter, as issued by the Internal Revenue Service of the United States, if the application is made
on behalf of any organization representing itself as a tax-exempt, non-profit and/or charitable organization.
❑ Host Organization and/or Event Organizer(s) agrees, upon request, to pay a refundable Key and/or
Damage Deposit at the time of the rental as a condition of the issuance of the Special Event Permit. Applicant
also agrees to pay any clean-up costs, in excess of the deposit, incurred by the City as a result of additional
clean-up required to return the event location and surrounding area to its previous condition.
❑ Host Organization and/or Event Organizer(s) agree to notify all residents and businesses that will be
affected by street/sidewalk closures and/or amplified sound, and provide evidence that notification was
completed.
❑ Host Organization and/or Event Organizer(s) agree to supply barricades, cones and/or warning signs
and to situate them in such a position that the street closure may be maintained in a safe and orderly manner.
❑ Host Organization and/or Event Organizer(s) agree that any false statement or material
misrepresentation made in support of this application and permit is cause for denial of issuance of a Special
Event Permit. Applicant also agrees that failure to adhere to the policies and procedures established by the City
of Apple Valley or any conditions or restrictions imposed upon the permit by the Apple Valley Public Safety
Departments or the Parks and Recreation Department, is cause for revocation of the Special Event Permit.
Applicant further agrees that the Special Event Permit may be revoked at any time by any supervisor of the
Apple Valley Public Safety Departments or the Parks and Recreation Department.
By signing below, Host Organization and/or Event Organizer indicate understanding and agreement to the above
statements.
Print Name
Signature
Revised 1012016
Title
Date
:::
**s
••• ITEM: 5. E.
City of Apple PARKS & RECREATION ADVISORY
Valle COMMITTEE MEETING DATE: November 3, 2015
y SECTION: Regular Agenda
ITEM DESCRIPTION:
2017 Parks & Recreation Advisory Committee Meeting Schedule
STAFF CONTACT: DEPARTMENUDIVISION:
Barry Bernstein, Director Parks and Recreation Department
Action Requested
Motion to Approve 2017 Parks & Recreation Advisory Committee Meeting Schedule
Summary
By City Resolution, the Parks and Recreation Advisory Committee shall meet and hold meeting on
the first Thursday in January, March, May, September, and November each year. Special meetings
may be called by the Chair as needed. A motion to approve those dates will establish the 2017
Parks & Recreation Advisory Committee meeting calendar.
Background
City Resolution 2010-39 dictates the Parks and Recreation Advisory Committee meetings are held
the first Thursday of January, March, May, September, and November. Meetings are held in the
Council Chambers of the Apple Valley Municipal Center and broadcast on cable TV beginning at
7:00 p.m. Informal meetings begin at 6:00 p.m. and are held in the Regent conference room of the
Municipal Center on the same dates.
Staff proposes adding a scheduled meeting in July to cover any timely business issues and to conduct
a tour of select parks, similar to the tours scheduled in 2015 and 2016. Incorporating the addition of
a July meeting, the 2017 Parks and Recreation Advisory Committee meeting schedule will be as
follows:
2017
January 5
March 2
May 4
July 20 *third Thursday
September 7
November 2
Calendar for Year 2017 (United States)
January
February
March
Su Mo Tu We Th Fr Sa
Su Mo Tu We Th Fr Sa
Su Mo Tu We Th Fr Sa
1 2 3 4 5 6 7
1 2 3 4
1 2 3 4
8 9 10 11 12 13 14
5 6 7 8 9 10 11
5 6 7 8 9 10 11
15 16 17 18 19 20 21
12 13 14 15 16 17 18
12 13 14 15 16 17 18
22 23 24 25 26 27 28
19 20 21 22 23 24 25
19 20 21 22 23 24 25
29 30 31
26 27 28
26 27 28 29 30 31
5:012:019:027:0
3:010:018:026:19
1 5:012:020:027:0
April
May
June
Su Mo Tu We Th Fr Sa
Su Mo Tu We Th Fr Be
Su Mo Tu We Th Fr Be
1
1 2 3 4 5 6
1 2 3
2 3 4 5 6 7 8
7 8 9 10 11 12 13
4 5 6 7 8 9 10
9 10 11 12 13 14 15
14 15 16 17 18 19 20
11 12 13 14 15 16 17
16 17 18 19 20 21 22
21 22 23 24 2526 27
18 19 20 21 22 23 24
23 24 25 26 27 28 29
28 29 30 31
25 26 27 28 29 30
30
3:011:019:026A
2:010:018:025:0
1:09:017:023:0 30:0
July
August
September
Su Mo Tu We Th Fr Sa
Su Mo Tu We Th Fr Sa
Su Mo Tu We Th Fr Sa
1
1 2 3 4 5
1 2
2 3 4 5 6 7 8
6 7 8 9 10 11 12
3 4 5 6 7 8 9
9 10 11 12 13 14 15
13 14 15 16 17 18 19
10 11 12 13 14 15 16
16 17 18 19 20 21 22
20 21 22 23 24 2526
17 18 19 20 21 22 23
23 24 25 26 27 28 29
27 28 29 30 31
24 25 26 27 28 29 30
30 31
9:016:023:030:0
7:014:021:029:0
6:013:020:0 27:0
October
November
December
Su Mo Tu We Th Fr Sa
Su Mo Tu We Th Fr Be
Su Mo Tu We Th Fr Sa
1 2 3 4 5 6 7
1 2 3 4
1 2
8 9 10 11 12 13 14
5 6 7 8 9 10 11
3 4 5 6 7 8 9
15 16 17 18 19 2021
12 13 14 15 16 17 18
10 11 12 13 14 15 16
22 23 24 25 26 27 28
19 20 21 22 23 24 25
17 18 19 20 21 22 23
29 30 31
26 27 28 29 30
24 25 26 27 28 29 30
31
5:012:019:027:0
4:010:018:026:0
3:010:018:0 26:0
Holidays and Observances:
1 New Year's Day
May 14 Mothers Day I
Nov 11 Veterans Day
2 'New Yeats Day' observed
May 29 Memorial Day
Nov 23 Thanksgiving D
16 Martin Luther King Day
Jun 18 Fathers Day
Dec 24 Christmas Eve
14 Valentine's Day
Jul 4 Independence Day
Dec 25 Christmas Day
20 Presidents' Day
Sep 4 Labor Day
Dec 31 New Year's Eve
13 Thomas Jefferson's Birthday
Oct 9 Columbus Day (Most regions)
16 Easter Sunday
Oct 31 Halloween
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