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Home My WebLink About20090706 - VI-08AGREEMENT FOR HASTINGS RIVERTOWN DAYS THIS AGREEMENT made this 6th day of July 2009, by and between the City of Hastings, Minnesota, and the Hastings Area Chamber of Commerce. WHEREAS, the Hastings Area Chamber of Commerce (Chamber) has scheduled a community festival for Hastings entitled Rivertown Days, which is to beheld on July 16 through July 19, 2009; and WHEREAS, in the past the City of Hastings (City) has cooperated with the Chamber in its production of Rivertown Days by providing some assistance; and WHEREAS, both parties wish to put in writing the agreement which has been made between the parties. NOW THEREFORE, it is agreed by both parties as follows: I. CONCESSION FEES II. III. IV. The fees for Rivertown Days participants to the Chamber are: EXHIBIT FOOD CITY PERMIT FEE Home based $150 N/A $25 Non-Profit $150 $225 $25 Hastings Chamber Members $100 $225 $25 Non-Member $250 $350 $25 Arts & Crafts Fair Booth $75 Included There are additional fees for electrical hook up and for vehicles larger than 16'. SHUTTLE BUS Due to the low number of riders in past years, no Shuttle Bus Service will be offered this year. BUTTON SALES The Chamber will be selling Rivertown Days Buttons for $2 each. Buttons will be required for individuals age 12 and older for admission to the Lake Rebecca and Jaycee Park areas on Friday and Saturday. No buttons will be sold on Sunday. Proceeds from button sales are used to pay for the fireworks display. PICNIC TABLES The City will provide an adequate number of picnic tables to be determined by the City and the Rivertown Days Committee at Jaycee, Levee and Pioneer Parks and at the High School and Roadside Park tennis courts. Rivertown Days Committee will coordinate with Parks Department personnel. V. INSURANCE A. Certificates of Insurance The Chamber will obtain and present to the City prior to Rivertown Days certificates of insurance from each of the following: pyrotechnician, carnival operator, Shakopee-Prior Lake Water Ski Association, Twin City Power Boat Association, DockDogs Northern Stars Club, Hastings Jaycees and any others the City deems necessary. Waivers of liability will be secured from all sports participants. Each certificate of insurance shall name the City of Hastings, the Hastings Area Chamber of Commerce, and the Rivertown Days Committee as Additional Insureds or Certificate Holders, whichever the City deems appropriate at no additional cost to the City of Hastings. B. Hold Harmless Agreement The Chamber agrees to indemnify the City and hold it harmless from any and all claims, demands, lawsuits, or liability for such loss or damage, injury, death, and costs and expenses incident thereto arising out of all Chamber activities connected with Rivertown Days. Prior to Rivertown Days, the City shall be furnished with an endorsement naming the City as an additional insured on the Chamber's policy. The Chamber's insurance policy shall not be canceled or its conditions altered in any manner without ten days prior written notice to the City Administrator of Hastings. VI. ELECTRICITY The City will give the rights for use of all electrical outlets in Jaycee, Lake Rebecca and Levee Parks. City will not charge the Chamber for use of said electricity. City will check all streetlights along the Lock and Dam Road to verify that the lights are in working order. If needed, the City will allow the use of any temporary portable lighting they own for illuminating the button sales area at the junction of Second and Lock and Dam Road. City will allow the Chamber at Chambers expense, to add additional outlets in Jaycee Park. VII. WATER The City will allow vendors access to all fire hydrants along the Lock and Dam Road and near the Levee Park trail. City will have connections available on Jaycee Park hydrants by July 13, 2009 and in Levee Park by July 17, 2008. Since there will be a DockDogs competition and show this year, the City will need to provide a fire hose to fill the DockDogs pool from the hydrant. ;; III: MISCELLANEOUS A. In addition to the foregoing, the City of Hastings agrees to the following: 1. The City will ensure the grass is cut at Levee Park prior to the arrival of Arts and Crafts vendors on Friday, July 17`''. 2. The City will provide in kind services of the Parks, Streets, Police and Fire Departments. 3. The City will provide trash and litter pickup before, during and after the festival, which will be coordinated with Waste Management -Hastings (This service donated by Waste Management - Hastings). The Parks Department will coordinate daily clean up. 4. Two Parks Department employees will be on duty on Saturday and Sunday, July 18th and 19th from 7 a.m. to 5 p.m. 5. The City will provide barricades where appropriate. 6. The City will erect "No Parking" and "Handicapped Parking" signs where needed. 7. Ambulance service will be provided for miscellaneous events, most importantly at the Power Boat Races and Waterski Shows and also at the Fireworks Display on Saturday, July 18, 2009. 8. The Streets or Parks Department will mark/rope the appropriate grass areas adjacent to Lock and Dam Road for public parking. 9. The Streets or Parks Department will mow the former tank farm area to accommodate parking and the Lake Rebecca side of the road to accommodate the carnival. 10. The Parks Department will contact Mosquito Control and arrange spraying in the Jaycee and Levee Park areas the week of July 13"'. 11. The City will provide adequate police protection during the festival. 12. The City will provide extra garbage barrels at Jaycee and Levee Parks and provide pickup Saturday afternoon. 13. The City will erect several temporary signs no larger than 4' X 8' (furnished by the Chamber) approximately 3-6 weeks before the event and take them down after the festival. 14. All vendors must obtain concessions location from the Rivertown Days Committee, the City will issue permits. Police will assist with removal of vendors without permits. 15. Provide the Chamber President with a list of cell phone numbers to reach Parks, Police, Fire and Streets Department staff. List will remain confidential. 16. Provide financial assistance for security and sanitation and other expenses incurred for lifeguards on duty during the Teen Night Event at the Hastings Family Aquatic Center. B. In addition to the foregoing, the Chamber agrees to the following: 1. The Chamber will work with the Police Department to arrange for adequate traffic and crowd control at each scheduled Rivertown Days event. 2. The Chamber will provide the City with a list of contact persons with phone numbers who are responsible for the various areas and events. 3. The Chamber will secure all necessary City permits and licenses required by Hastings City Ordinances for any and all activities during Rivertown Days. 4. The Chamber will provide a schedule of events for Rivertown Days (see enclosed). 5. The Chamber will arrange for all portable toilets at sanctioned Rivertown Days events where they deem necessary. 6. The Chamber will coordinate with the police department for off-duty police reserve officers, who shall be in uniform during the festival, where the Rivertown Days Committee deems necessary, except as provided by the Jaycees. 7. The Chamber will coordinate with the police department for Explorer Scout services during the festival. 8. The Chamber will coordinate all waste containers and recycling with Waste Management-Hastings. 9. The Chamber will coordinate with the Jaycees to ensure fencing is placed along road in Jaycee Park to define the beer garden area. Said area will be located starting at the food vending area and extending to the boat launch from the road to the river. ;;; VIII. SCHEDULE OF EVENTS A. A schedule of events to date is included with this agreement. Any events submitted after the date of tlus agreement will be submitted to the City for approval. IN WITNESS WHEREOF, the City of Hastings and the Hastings Area Chamber of Commerce has caused this Agreement to be executed by its Mayor and City Clerk and Chair of the Board and President, respectively, each acting with full authority to bind each party to this agreement. CITY OF HASTINGS By Paul Hicks, Mayor By Melanie Mesko Lee, City Clerk HASTINGS AREA CHAMBER OF COMMERCE Don Bettis, Chair of the Board ~' ~ Bye ,~~~~ % ~ ~-~ ~-:~~~~.~V Miche le Jacobs, Pr ident ;~ SECURITY DUTIES AT JAYCEE & LEVEE PARK AREAS RIVERTOWN DAYS 2009 July 16 - 19 1. Direct traffic and keep it rumling smoothly along Second Street. Police will monitor traffic to determine whether or not road closure is necessary. 2. Continue to direct traffic to designated parking lots filling the first lots before proceeding to the next. 3. Prevent cars from entering lots designated as areas for "permit parking" only. 4. Enforce the defined beer garden area and rules set by ordinance and agreement between the City and Rivertown Days, which prohibits outside coolers after 6:00 p.m. 5. Patrol lots to support and assist Explorers in monitoring designated parking (e.g. Handicapped Parking and Permit Parking). 6. Watch for activities that may disrupt the peace and try to prevent any illegal activities. 7. Stay in contact by cellular phone or radio with the Rivertown Days Steering Committee. 8. Assist public or direct them appropriately with any questions or problems. (There will be an information tent at the river.) 9. Alert and assist ambulance service in case of an emergency. 10. Coordinate individuals or reserves so that an adequate number are working at all times. The busiest time is Saturday evening from 6:00 p.m. until after the fireworks and during the parade (Sunday @ 12:00 PM). 11. Assist with escorting non-licensed vendors off City property and private property. 12. Other security duties as deemed appropriate by Mike McMenomy, Chief of Police. RIVERTOWN DAYS EVENTS Arts & Crafts Barbary Coast Service Beer Garden Bingo Coliseum Sports Bar & Grill Concessions & Fireworks Croquet Challenge Dinner for Disabled Soldiers Downtown Sidewalk Sale Dugarel's Tent Dance Eagle Events Fishing Clinic Family Fun Run Flea Market Hastings Military & Family Initiative Hole In One Contest (YMCA) Kids Karnival Kittenball Tournament Lake Rebecca Voyageur Canoe Tours Medallion Hunt Pancake Breakfast Parade Photo Contest Rich Valley RC Flying Demonstration River Events School House Square Events Teen Night Tennis Tournament Tour De Hastings Tubby's Bar & Grill Live Music Chamber Office (Michelle Jacobs) Our Saviour's, Marilee Anderson Jeff Kivi Senior Center, Laurie Thrush Barb Zetwick Chamber Office (Karen Spicer) Sandra Carroll Paul Langenfeld Bob Hollenbeck, Kevin Hoeschen Jessie Ritter Jamie Bentjen, Kevin Person Tony Cappechi, Brian Valentine Mike Lavin Pat Wagner Dean Markuson Mike Lavin River of Life Church, Geri Geiken Jared Flewellen Philip Vieth Edina Realty, Sandy Becker Methodist Church, Jerry Matula Hastings Chamber of Commerce Carolyn McBride-Streiff/Cindy Hoffmann Dan Knack Chamber Office Tim O'Brien Aquatic Center, Darbie Johnson Margaret Cox, Women's Tennis League Bruce Petersen Sarah Miska 651-437-6775 651-437-9052 651-480-3247 651-438-0750 651-437-9083 651-437-6775 651-437-3838 651-491-8410 651-438-7949;651-480-0268 651-480-0003,651-755-9530 651-438-2228,612-310-9742 (T)612-309-4305; (6)651-290-3030 x291 651-480-8887 651-437-4449 651-438-2208 651-480-8887 651-437-3965; 651-263-4676 651-480-6181 651-437-8536 651-437-2121 651-437-2719;651-983-3039 651-437-6775 651-437-2000 651-248-6301 651-437-6775 651-438-9191; 612-237-7318 651-480-6179; 651-775-6766 651-437-1926 651-437-9307 612-961-2894; 651-437-5300 vi