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HomeMy WebLinkAbout03/02/2017:• so Meeting Location: Municipal Cer4ter City of Apple 7100 147th Street West Apple Valley, Minnesota 55124 March 2, 2017 PARKS AND RECREATION ADVISORY COMMITTEE INFORMAL MEETING AGENDA 6:00 p.m. L Special Event Policy 2. County Road 42 Near Redwood Park — County's Guardrails 3. Cobblestone Lake Exercise Equipment - Examples PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING TENTATIVE AGENDA 7:00 p.m. L Call to Order 2. Election of Officers 3. Approval of the Agenda 4. Audience — 10 Minutes Total Time Limit — For Items Not on this Agenda 10 minutes 5. Approval of the January 2017 Minutes 5 minutes 6. Agenda Items a. Comprehensive Plan 10 minutes b. Teen Center 15 minutes 7. Division Updates 20 minutes 8. Adjourn NEXT REGULARLY SCHEDULED MEETINGS - Tentative: Thursday, May 4, 2017 6:00 p.m. (Informal) " 7:00 p.m. (Regular) L Regular meetings are broadcast, live, on Charter Communications Cable Channel 180. I (Agendas and meeting minutes are also available on the City's Internet Web Site www. cityofapp1evaIIey. org) •00 •000 •0000 0000 •0• Apple lley City of Apple Valley Parks & Recreation Department Special Events Permit Guide & Application SPECIAL EVENT PERMIT GUIDE PLEASE TAKE TIME TO REVIEW THE INSTRUCTIONS CONTAINED IN THIS GUIDE BEFORE YOU BEGIN COMPLETING THE PERMIT APPLICATION FORM(S). 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 P�� CONTACT INFORMATION 3 SPECIAL EVENT PERMIT GUIDE — PUBLIC PROPERTY EVENT 4 GENERAL INFORMATION 5-6 FEES 7 POLICIES SAFETYAND SECURITY g INSURANCE y WEATHER g TENTICANOPY 10 GROUND STAKING 10 VENDOR 10 AMPLIFIED SOUND 10 VEHICLE USE 10 ALCOHOL, TOBACCO AND ILLEGAL SUBSTANCES 11 SANITATION 11 WASTE REMOVAL 12 SIGNAGE 12 KEYIDAMAGE DEPOSIT RETURN 12 RENTERS RIGHTSAND RESPONSIBILITIES 13 SPECIAL EVENT PERMIT APPLICATION — PUBLIC PROPERTY EVENT INSTRUCTIONS IA-2A APPLICATION 3A-13A 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.citvofapplevalley.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. 147`h 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 N 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. Events shall not last more than 5 days. SECONDARY PERMITS Fireworks Display Permit Required for the use of any fireworks or pyrotechnics. Tent/Canopy Permit Required for all tents/ canopies with sides 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 I 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). Revised 10116 SPECIAL EVENT PERMIT GUIDE GENERAL INFORMATION PARK FACILITIES 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. 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 or canopies with potential sides require prior approval due to safety and site concerns. Inspections will be required. 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. • 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, 130.55 Revised 10116 SPECIAL EVENT PERMIT GUIDE • 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. • Police personnel do not automatically provide traffic control at intersections. Organization is responsible for coordinating coverage with the Police Department if traffic control is requested. • Volunteers must be provided to monitor barricades at all intersections. • A notification letter may be required to be sent to businesses and residents in the affected event areas. The City will specify details and approve the notification. Address lists are not provided by the City. Evidence will be required that the notification process was completed. Postage will be paid by the applicant. • 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 SERVICE & EQUIPMENT FEES 1 2 3 4 SERVICE AND EQUIPMENT FEES Category 1 Category z Category 3 Category 4 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 (over4hours) 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 $100/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/perevent) market market market market Garbage Carts-55gallon barrels (per barrel/perevent) $SO $15 Garbage Removal (per hour) $30 $35 *taxes are included in the rates indicated. PERSONNEL FEES RATE Police personnel (per officer / per hour) varies Fire personnel (per fire crew / per hour) varies Parks & Recreation personnel (per supervisor/ per hour) varies *taxes are included in the rates indicated FACILITY FEES CATEGORYI CATEGORY2 CATEGORY3 CATEGORY4 Kelley Park — Stage & NE lawn area • Park Hours 7a.m-10p.m. ?/hr,?/day ?/hr,?/day ?/hr,?/day ?/hr,?/day • Damage Deposit $200.00 $200.00 200.00 200.00 Johnny Cake Ridge Park • Park Hours 7a.m.-11:30p.m. • Concession Area $125.00/hr $160.00/hr $200.00/hr $250/day • Damage Deposit $400.00 $400.00 $400.00 $400 Quarry Point Park • Park Hours 7 a.m. —11:30 p.m. • Concession Area None $45/day $75/day $85/day • Damage Deposit $200.00 $200.00 $200.00 $100/day Hayes Park • Park Hours 7a.m.—IOp.m. • Damage Deposit $100.00 $100.00 $100.00 $100.00 Cobblestone • Park Hours 7a.m.-10 p.m. • Damage Deposit $100.00 $100.00 $100.00 $100.00 *taxes are included in the rates indicated. Revised 10116 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 o Alcohol Sales and Service • Fire Department Considerations (phone: 952-953-2600): o Estimated attendance o Fireworks or pyrotechnics (secondary permit required) o Tents/Canopies (inspection required) o Cooking —excessive heat, spark or open flame (inspection 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 ✓ Location of stage ✓ Location of vendor booths ✓ Location of restrooms ✓ 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. FIREWORKS • Permits are required 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, Ac iviTY) 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. Revised 10/16 SPECIAL EVENT PERMIT GUIDE 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. 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. • Organization will be required to check ID's and provide wristbands for people legally able to purchase and consume alcohol. An Apple Valley Police Officer or Officers, depending on the size of the event, must be present during the entire event. Costs will vary. 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 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. • 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. POR JOILETGUIDE ESTIMATED s OF PEOPLE ATTENDING 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 Revised 10116 SPECIAL EVENT PERMIT GUIDE 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. SIGNAGE POLICY • All signage associated with an event shall be in conformance with Apple Valley Code of Ordinances, Chapter 154. Temporary sign applications shall be provided with a separate permit for all signage associated with an event. • 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. • Off -site signage shall be permitted without City Council approval. • Signage shall not be placed in any Right-of-way. • 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 10116 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 10/16 SPECIAL EVENT PERMIT APPLICATION City of Apple Valley Parks & Recreation 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 Inspection 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 ❑ Signage COMMUNITY ❑ Site Plan Review DEVELOPMENT Print Name Title Signature Date Internal Use Only - (Not to be included in packet) 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. 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 be construed as final approval of your special event application request. Revised 212017 i ,. 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: HOST (StreetAddress) (City) (state) (zip) ORGANIZATION Physical Address: (StreetAddress) (City) (state) (Zip) Primary Phone Number: ( ) Fax Number: ( ) Website Address: http:// Name & Title: Mailing Address: EVENT ORGANIZER (StreetAddress) (City) (State) (zip) Primary Phone Number: ( ) Cell Phone Number: ( ) Fax Number: l ) E-mail Address: Name & Title: Mailing Address: SECONDARY ORGANIZER (StreetAddress) (City) (State) (Zip) Primary Phone Number: ( ) Cell Phone Number: ( 1 Fax Number: ( ) E-mail Address: Name & Title: Mailing Address: ON -SITE CONTACT (StreetAddress) (City) (state) (zip) Primary Phone Number: ( ) Cell Phone Number: ( ) Fax Number: ( ) E-mail Address: Revised 2/2017 SPECIAL EVENT PERMIT APPLICATION SECTION 2: EVENT INFORMATION Event Name/Title: Type of Event: ❑ Concert ❑ Festival Event Description (detailed): ❑ Ceremony ❑ Wedding EVENT DETAILS I Is this an annual event? ❑ Yes ❑ No Is this a multi -day event? ❑ Yes ❑ No ❑ Run/Walk ❑ Other ❑ Fundraiser 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: Daily: What was the previous year's attendance? Overall: 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) (Date) 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 on additional sheet of paper with the above requested information for each day. Revised 212017 LOCATION DETAILS STAGING DETAILS 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 Park Facility Address: The following areas of the Park Facility will be used at the event (please mark all that apply): ❑ Building ❑ Pavilion/Picnic Shelter ❑ Play Structure ❑ Stage ❑ Trail ❑ Playfield ❑ Rink ❑ Court ❑ 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. ❑ Amplified Sound/Music ❑ Dance Floor(s) ❑ Tents/Canopies ❑ Stage(s) ❑ 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 / I 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: Mailing Address: Physical Address: (Street Address) (Street Address) Primary Phone Number: Revised 212017 Contact Name: (City) (City) Fax Number: (State) (Zip) (state) (Zip) 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: (Street Address) (Street Address) Primary Phone Number: Fax Number: Revised 2/2017 Contact Name: (City) (City) Cell Phone Number: I ) E-mail Address: (Stote) (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/Map) ❑ 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 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: Mailing Address: Contact Name: (StreetAddress) (City) (State) (Zip) Physical Address: (StreetAddress) (City) (state) (Zip) Primary Phone Number: ( 1 Cell Phone Number: ( 1 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/Mop) ❑ 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: ( 1 Fax Number: ( 1 E-mail Address: Revised 2/2017 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: ❑ alcohol ❑ 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: ❑ FIRE Event will include tents and/or canopies: ❑ tents over 200 square feet ❑ canopies over 400 square feet ❑ Event will host the use of: ❑ fireworks/pyrotechnics (date/time: J ❑ helicopter ingress/egress ❑ mock Gunfire and/or use of weaponry far special effects ❑ Other Event Organizers are responsible for providing an emergency evacuation plan. Please attach PLAN EVACUATION an additional sheet of paper with the requested information. Evacuation plans are subject to review and approval by the Apple Valley Police Department. Revised 2/1017 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: (StreetAddress) (City) (State) (Zip) MEDICAL Physical Address: PLAN (StreetAddress) (City) (State) (Zip) Primary Phone Number: ( ) Cell Phone Number: ( 1 Fax Number: ( ) 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: (StreetAddress) (City) (State) (zip) Physical Address: (StreetAddress) (City) (State) (zip) Primary Phone Number: ( 1 Cell Phone Number: ( ) Fax Number: ( 1 E-mail Address: Revised 2/2017 STREET CLOSURES Revised 2/2017 SPECIAL EVENT PERMIT APPLICATION SECTION 8: STREET CLOSURE(S) & 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 Closure Start Date: Closure End Date: (2) Street Name:_ From (cross street): To (cross street): _ ❑ Sidewalk Closure Closure Start Time (Day of Week) (Date) (Day of Week) (Date) Type of Closure: ❑ Street Closure Closure Start Date: Closure End Date: (3) Street Name:_ From (cross street): To (cross street): _ Closure End Time ❑ Sidewalk Closure Closure Start Time (Day of Week) (Date) (Day of Week) (Date) Closure End Time AM /PM AM /PM AM /PM AM /PM Type of Closure: ❑ Street Closure ❑ Sidewalk Closure Closure Start Date: Closure Start Time: AM /PM (Day of Week) (Date) Closure End Date: Closure End Time: AM /PM (Day of Week) (Date) TRAIL USE 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: (Day of Week) End Date: (Day of Week) (2) Park/Trail Name: - Start Date: (Day of Week) End Date: (Day of Week) (Date) (Date) (Date) (Dote) Start Time: AM /PM End Time: AM /PM Start Time: AM /PM End Time: AM /PM 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 2/2017 SPECIAL EVENT PERMIT APPLICATION SECTION 9: SITE PLAN/MAP INSTRUCTIONS All site plans/maps must be submitted using 8 %: " 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 will 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 212017 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 Signature Revised 212017 Title Date 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 212017 Title Date 0 w rn U) S CD O (D O (D 0 O 7 7 O U) (D a 0' w rn 0 N 7' CD (D (D O (D O O 7 cn (D -4m. S n. `\ :.fir ■ ■ Cobblestone Lake Exercise Equipment i CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE January 5, 2017 Minutes of the January 5, 2017, Apple Valley Parks and Recreation Advisory Committee. PRESENT: Parks and Recreation Advisory Committee Chair Lee Strom; Committee Secretary Patrick Sullivan; Committee Members Noel Hamrnill, Boyd Montgomery, Jessica Montgomery and Brenton Schulz, Parks and Recreation Director Barry Bernstein; Park Superintendent Tom Adamini; Recreation Manager Susan Muelken, Golf Course Manager Jim Zink; Recreation Supervisor Marcie Padgett; Valleywood Food & Beverage Coordinator Krystal Sedwick; Administrative Coordinator Dorene Perkins Monn; and four members of the public. ABSENT: None ITEM 1. Committee Chair Strom called the meeting to order at 7:00 p.m. ITEM 2. Approval of Agenda MOTION: by B. Montgomery, seconded by Hammill to approve the agenda as presented. VOTE: Yes — 7, No — 0 ITEM 3. Audience — 10 Minutes Total Time Limit — For Items Not on the Agenda No one stepped forward to speak. ITEM 4. Approval of the November 2017, Minutes. MOTION: by B. Montgomery, seconded by Sullivan, to approve the November 2, 2017, meeting minutes as presented. VOTE: Yes — 7, No — 0 ITEM 5.A. Agenda Items — Cobblestone Lake Park — Northwestern Director Bernstein spoke about the newest park area within the linear Cobblestone Lake Park. After the approval of Presbyterian Homes Project in October, staff was tasked with getting as much of the park's grant eligible items completed by the end of the year to utilize the approximate $279,000 Metropolitan Council grant which was set to expire December 31, 2016. A decorative pergola will be placed along the lake front to provide a background by the cement orb (example provided). 100 ft. x 40 ft. cement slab has been poured for the planned exercise equipment. Underground utilities have been completed. -lof4- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE January 5, 2017 Two design options were presented for the park shelter. Committee discussed and recommended minor changes to Option #1 with the raised roof line. Staff will bring an updated design to an upcoming meeting. Committee discussed the placement of exercise equipment on the cement slab and landscaping of the area. Preliminary design of the restroom building was presented, as well as a list of things still to be done at the park. ITEM 5.B. Agenda Items — Cortland Development Park Naming Discussion The park's playground equipment was installed late Fall 2016. There has been a request by the Kohls family to name the park Kobls Family Park recognizing their family farm previously located at the property. Staff, as an alternative to the park naming, has discussed an interpretive sign in the park. MOTION: by Hammill, seconded by B. Montgomery, recommending Cortland Development park be named "Kohls Farm Park" and include signage that gives the history of the property. Also, recommending a sub -committee, including Parks & Recreation staff, determine final verbiage of the interpretive sign. DISCUSSION: Committee comments were in favor of establishing history in the community. Staff will bring a draft of the sign text to an upcoming meeting. VOTE: Yes — 7, No — 0 ITEM 5.C. Agenda Items — Division Updates Recreation Manager Susan Muelken presented the Recreation Division report. Warming houses opened December 19 for the season. Adult leagues -108 volleyball teams have registered and basketball league registrations are currently being accepted. The Frozen Apple Concert Series begins January 14. Mid -Winter Fest is scheduled February 4. Recreation Supervisor Marcie Padgett was introduced to the committee. Ms. Padgett oversees the teen center, Groundpounders running series, playground and preschool programs, and Mid -Winter Fest. She reviewed activities scheduled for Mid -Winter Fest 2017. -2of4- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE January 5, 2017 Teen Center's declining attendance and future options were presented. Discussion included possible reasons for the decline; name of the facility, lack of promotional opportunities, conflicting other activities, location, and dated equipment. Concern is the ratio of teen center users vs. the expenditure to operate the facility. Staff is proposing a two -week trial move to Redwood Community Center to see if there is a more interested population and higher usage in that area. If successful, the teen center could move more long term to Redwood Community Center. Staff is considering transitioning the current teen center facility into a programmable space. Committee discussion covered smaller focus groups, transition plans, advertising to youth sports teams and churches, communication with school counselors, partnerships with other communities, and potential for pop-up teen centers. Staff was asked to keep the Committee apprised of the teen center strategy. Golf Course Manager reported Grounds Superintendent Scott Lockling has retired after over 41 years at the course. Posting for replacement is being done. Valleywood Food and Beverage Coordinator Krystal Sedwick was introduced to the Committee. She provided a brief outline of her background and what she does at Valleywood. She handles the "back of the house", cooks, client services, bartenders, wait staff, banquets, menu development, product sales evaluations, etc. 82% of those that visit Valleywood to consider booking an event do so. Park Superintendent Tom Adamini covered the maintenance division work projects; interior painting of the Community Center, ice rink maintenance, and snow plowing operations. 287 man-hours have been applied to snow plowing to date. Park Maintenance vacancy has been filled as of Tuesday. Director Bernstein presented the Arena update. New flooring has been installed in the Sports Arena lobby area. A new scoreboard ad has been installed at Hayes Park Arena. Door counters show just under 13,000 visitors to the Sports Arena since November 30, 2016. ITEM 6. Agenda Items — Service Award Recognition Director Bernstein presented service recognition awards to Chair Strom and Secretary Sullivan. On behalf of the City of Apple Valley, these long term committee members were thanked for their service to the community. Chair Strom and Secretary Sullivan thanked the Committee and the Council for their support during their tern on the Committee. ITEM 7. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. -3of4- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE January 5, 2017 MOTION: by Gaflke, seconded by Sullivan, to adjourn the meeting at 9:10 p.m. VOTE: Yes — 7, No — 0 Respectfully Submitted, ls/Vowwe Pen!¢usQ'fi um Dorene Perkins Monn, Administrative Coordinator Approved by the Apple Valley Parks and Recreation Advisory Committee -4of4- :::6 ..... *see 0*6 ITEM: his city of Apple PARRS A RECREATION ADVISORY Valley COMMITTEE MEETING DATE: March 2, 2017 SECTION: ITEM DESCRIPTION: Teen Center — Relocation STAFF CONTACT: DEPARTMENT/DIVISION: Susan Muelken, Recreation Manager Parks and Recreation Department Action Requested Motion to recommend the relocation of the Teen CentertoRedwood Community Center. Summary City Council has asked for staff to evaluate the Teen Center operation. Staff would like to proceed with a relocation of the current facility to Redwood Community Center. Background Teen Center attendance has been steadily declining at its current location. Staff believes there could be many factors that contribute to the statistics — these include the inability to send flyers through the schools, name of the facility, location and transportation to the facility. Staff has had conversations with staff members at Valley Middle School and Westview Elementary about the possibility of relocating the Teen Center to Redwood Community Center. They are very supportive of this idea and feel this would be a tremendous asset to their students. Several are interested in being on a "transition team" to help make this a reality. Staff is proposing the relocation sometime in mid -April: Furniture, televisions, video gaming equipment, movies, etc. will be moved and set up for a drop in teen center. Teen programming will continue just in a new building with a new neighborhood of users. Staff is seeking a recommendation from the Parks and Recreation Advisory Committee to move forward with this Teen Center relocation plan. Staff will report on the preliminary attendance numbers at the May meeting. A more detailed report will be given at the July meeting and a long term decision can be made about the future of the Teen Center.