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HomeMy WebLinkAbout11-186APRIL 26, 2011 11 -186 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / PAINE ART CENTER AND GARDENS / UTILIZE PAINE ART CENTER AND CONGRESS AVENUE FOR THEIR FESTIVAL OF SPRING EVENT / MAY 21, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Paine Art Center and Gardens (Doris Peitz) to utilize Paine Art Center and Congress Avenue, on Saturday, May 21, 2011, from 8:00 a.m. to 4:00 p.m.; for their Festival of Spring event, in accordance with the municipal code and the attached application, with the following exceptions /conditions: BE IT FURTHER RESOLVED that as a condition of approval, the Event Organizer shall pay the City's actual costs for extraordinary services. Cost Estimates for Extraordinary Services Street Department -- Barricades / Signs ($105 preliminary estimate) APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of Special Event: Festival of Spring Start Date: May 21, 2011 End Date: May 21, 2011 Briefly describe your event. Be sure to include the purpose of the event and all planned activities. Festival of Spring is a free fair focused around the Paine's annual Spring Plant Sale. The Paine has organized this annual event for more than ten years. Paine staff and volunteers offer information and advice about the plant items for sale. The event features approximately 200 exhibitors of original art, fine crafts, plants and garden supplies. The event will also feature food vendors and live entertainment. In addition, the Paine will have a booth providing an educational activity for the children. Proceeds of the event support the Paine which offers art exhibitions, garden displays, and educational programs for the community and surrounding areas. EVENT SUN MON TUE WED THUR FRI SAT DATE SETUP TIME 4— 7 pm 5— 8 am START TIME 8 am STOP TIME 4 pm TEAR DOWN Approx / CLEAN UP 6 pm COMPLETED Location of Event: Paine property located on Congress Avenue between Algoma Blvd. and Elmwood Avenue as well as in the street of Congress Avenue. Estimated Attendance (daily & total): 3000 people Number of Booths: up to 200 Organization(s) Sponsoring Event: Paine Art Center and Gardens (including addresses) 1410 Algoma Blvd._ Oshkosh, WI 54901_ U ° IS APR - 4 2611 CITY E r, OF TICE APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Primary Contact: Doris Peitz Daytime Telephone: 920 - 235 -6903 ext. 22 Cell Phone: 920 -517 -0288 Fax: 920 - 235 -6303 Email: dpeitz @thepaine.org Address: 1410 Algoma Blvd City: Oshkosh Secondary Contact: Aaron Sherer, Daytime Telephone: 920- 235 -6903 Ext. 26 Cell Phone: 920 - 312 -8905 Fax: 920 - 235 -6303 Email: asherer @thepaine.org Address: 1410 Algoma Blvd City: Oshkosh State: WI Zip Code: 54901 Onsite Primary Contact: Doris Peitz Cell phone: 920 - 517 -0288 Fax: 920 - 235 -6303 Email: dpeitz @thepaine.org Address: 1410 Algoma Blvd. City: Oshkosh State: WI Zip Code: 54901 Onsite Secondary Contact: Linda Glander Cell phone: 920- 203 -4400 Fax: 920 - 235 -6303 Email: Iglande @thepaine.org Address: 1410 Algoma Blvd. City: Oshkosh State: WI Zip Code: 54901 State: WI Zip Code: 54901 NOTE: Either the primary or secondary onsite contact must be present onsite at all times during the event. APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is your event a: x Festival I Music Concert x Religious /Educational ❑ Rally / Memorial ❑ Street / Block Party ❑ Parade / Fun Run I Walk- a -Thon ❑ March utilizing any Public Property ❑ Public Assembly for Political Purpose ❑ Sport Tournament (Fishing, Soccer, etc.) ❑ Other Location of event: ❑ Park or other public property x Public street, sidewalk, alley, or right of way x Private property Will you have: ❑ Alcoholic beverages (Additional permit required from City Clerk) x Food & non - alcoholic beverages ( provided b y tte Parse (Additional permit required from Health Dept.) x Non -food related sales and/or display booths (No additional permits required) x Tent and /or Canopy {only -Mv ups cano s approximately 10x 10 rn s ize) (Additional permit required from Inspections Dept.) (Digger's Hotline must be contacted minimum of 3 days before digging) R x Generator(s) and /or additional electrical facilities (Not provided by they Paine) (Additional permit required from Inspections Dept.) ❑ Fires or Candles (Additional permit required from Fire Dept.) ❑ Fireworks (Additional permit required from Fire Dept.) ❑ Activities in a park outside of normal operating hours (Waiver required from City Council) x Barricades (Approval from City Clerk's office if in right of way) APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK x Amplified Sound , x Animals included or allowed in event (blot 00 ded by: the Paine), (animals must be licensed and have proof of vaccination) x Cooking Equipment (Not;provided by the Pame) (Fire Department approval required) We have made arrangements for: x Restroom and hand washing facilities x Solid waste and recycling services x Event insurance x Public safety & security / EMS services x Electricity / Generators x Fire extinguishers x Advertising with banners or signs x Drinking water ❑ Grey water and grease removal x Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Special Event Public Safety and Security Plan Name of Event: Festival of Spring Location of Event: Paine property located on Congress Avenue between Algoma Blvd. and Elmwood Avenue as well as in the street of Congress Avenue. Date of Event: May 21, 2011 Time the Event is to Open: 8:00 am Sponsor of the Event: Paine Art Center and Gardens Estimated Attendance (daily and total): 3000, Emergency Contact Information: Name: Doris Peitz Daytime Phone Number: 920 - 235 -6903 ext. 22 Cell Number: 920 - 517 -0288 Name: Linda Glander Daytime Phone Number: 920 - 235 -6903 ext. 28 Cell Number: 920 - 203 -4400 Name: Steve Faust Daytime Phone Number: 920 - 235 -6903 ext. 37 Cell Number: 920 - 420 -7461 Primary Location of Event Staff at Event Site: Among booths of the Paine plant sale or at the primary location of the Paine Carriage House at 1408 Congress Avenue Emergency Notification of the Public The public will be notified of safety and/or security issues in the following manner: Microphones will be positioned on a stage where entertainment will be performed that can be used to notify the public. Also, staff and volunteers can cover the ground if necessary to inform the public. APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: City of Oshkosh Emergency Medical Services Contact Person / Telephone Number: 911 Location of Provider at Event Site: Fire Protection Name of Provider: City of Oshkosh Fire Department. Contact Person / Telephone Number: 911 or non emergency: 920 - 236 -5240 Location of Provider at Event Site: Number of Fire Extinguishers: One Location of fire access roads: Algoma Blvd and Elmwood Avenue Securi Name of Provider: Oshkosh Auxiliary Police prior to event. The Paine staff will be during the event. Contact Person / Telephone Number: Emergency contact persons listed above Location of Provider at Event Site: Paine plant sale area and information booth Location of Missing Persons Station: Paine information booth Event Parking Locations: Street parking and Paine parking lot. Possibly church parking lot if allowed APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Contingency Shelter Locations: Family Discovery Gallery located in the lower level of the Mansion of the Paine Art Center and the Basement of the Carriage House of the Paine Art Center Have you confirmed that the locations will be open and available? Yes Who will determine if your event is canceled or held? Phone number: Aaron Sherer at 920 - 235 -6903 ext 26, cell 920 - 312 -8905 / Doris Peitz at 920 - 235 -6903 ext 22, cell 920 - 517 -0288 / Sheila Glaske at 920 - 235 -6903 ext 39, cell 920 - 850 -5879 Public Safety Site Plan Provide a schematic drawing of the event site location. The drawing must be legible and drawn to scale. The public safety plan must include the following items if they will be provided, or if they are required. 1. Location of booths, stages, and event structures 2. Location of first aid stations 3. Location of information / ticket booths 4. Boundaries of the event 5. Location of fences 6. Location of exits and gates (gates must be numbered) 7. Location of Fire extinguishers 8. Location of severe weather shelters 9. Location of Fire / EMS access road 10. Location of security staff 11. Location of emergency contact event personnel 12. Location of assembly area and approximate occupant amounts 13. Location of event parking 14. Location of barricades 15. Location of generators 16. Location of temporary roadways APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Provide any other information that you feel should be considered Our request is as such: 1. That both Algoma Boulevard (between New York Avenue and Congress Avenue) and Congress Avenue (between Algoma Boulevard and Elmwood Avenue) be closed from 5 a.m. until 8 a.m., the time that the event begins, while vendors unload their items at the start of the day and again from 4 - 5 p.m. while vendors load their items at the end of the day. 2. Once the event begins, we would like Congress Avenue (between Algoma Boulevard and Elmwood Avenue) to remain close to allow for festivities in the street as well as maintain the safety of those who wish to enjoy the event and the Paine grounds. 3. We understand it is necessary for Algoma Boulevard to remain open during the hours of the event to allow for traffic to move freely on Algoma Boulevard. However, we are requesting that the east lane be coned off as a loading lane, allowing vehicles the capability to park briefly along the terrace so they may pick up the items they may have purchased during the day. This would still allow for two lanes of traffic, the center and west lanes to remain open on Algoma Boulevard. 4. In addition, we are requesting that handicap parking be allowed on the east side of Algoma Boulevard between New York Avenue and the area of the event and that signs be placed indicating such. 5. Barricades would be requested to close off streets as well as the Paine's parking lot on Elmwood and the two entrances to the Public Museum's parking lot until the time the Museum opens. Yes No x I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages 11, 12) x I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 13, 14, and 15) x I am enclosing the event's Public Safety Site Plan (see page 9) x I am enclosing other information that I believe is necessary or helpful to describe the planned event SIGNATURE am allowed to sign this application on behalf of the event sponsor. The information contained in this application for a Special Event permit is true, correct, and complete to the best of my knowledge. If there are any changes to the Special Event, I agr hat I will promptly notify the City of Oshkosh of these changes a d reque proval of them. Zaaw_ AAL V /if /Za1r - I 1�X 6 G z nee r Date (pant name) (print title with rganization) APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY CONTINGENCY PLAN Event sponsors should review and consider the following issues when they are planning or preparing for an event. Many of these issues are required by one or more regulations, or are components of larger regulations. Considering other issues which may not be required should contribute to the planning and operation of the event. Developing responses to these questions should result in more productive and fruitful discussions with the various departments with the City during their review of the Special Event Application. 1. Weather related issues: rain, snow, severe storms, tornadoes, etc. a. If the weather forecast includes bad weather, will the event be cancelled? If so, how will attendees be notified? b. Develop a plan for the sudden onset of severe weather. Where will the people go and who is designated to assist in their safe arrival at the safe refuge place? c. Is there an area of safe refuge in case of a tornado? 2. Medical Issues a. Where will ambulance access to the event be in case one is needed? b. Who will conduct crowd control in the event of a medical emergency? c. Will a first aid station, with trained first aid provider, be provided at the event? Where? d. If applicable, is there adequate shade to prevent heat stroke? Will water be provided? Where? 3. Crowd Control a. Who will monitor the barricades? b. Who will work the entry gates? Maintain egress and access? c. Who will patrol the area to prevent incidents from getting out of control? d. Develop a plan for those patrolling the crowd of what to do if they encounter unruly behavior. Have communications equipment. APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY 4. Security a. Will there be Police Officers providing security? If so, contact the Police Department for applicable requirements or guidelines relating to the number necessary. b. If volunteers or private agencies provide security, will they have appropriate phone numbers for EMS, Fire, and Police? c. If applicable, what will security officials do if non - paying attendees breach the gate or perimeter? d. If a complaint is received, for example, for loud music, how and who will handle the complaint? e. Provide communications equipment. Portable radios, cell phones, and access to land lines. f. If applicable, secure monies in an area not accessible to the attendees. 5. Event Logistics a. Where will there be, or will there be, a staging area for support staff? b. What time will the crowd be disbursed and by whom? c. Who will conduct clean up? d. Remember to maintain fire lanes and access roads. e. Appoint one person to oversee and take responsibility for the event. Who? f. Will an adequate amount of restroom facilities be provided? Where? g. Is there adequate safe parking provided? Where? Space Intentionally Left Blank SPECIAL EVENT INDEMNIFICATION AND HOLD HARMLESS AGREEMENT (Medium and High Risk Events) EVENT: Festival of Spring ORGANIZER: Paine Art Center and Gardens 1410 Algoma Blvd, Oshkosh, WI 54901 The event organizer agrees that it, and not the City, will be solely responsible for all incidents related to the event. This responsibility of the organizer to the City includes but is not limited to the actions of the event organizer, its officers, employees, agents, and volunteers, along with event vendors, contractors, subcontractors, participants, and visitors. In consideration for the City's approval of the Special Event, The Paine Art Center and Gardens, the organizer of this event agrees to indemnify and hold harmless the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers, from, for, and against and agrees to defend the same from and against, any and all suits, claims, grievances, damages, costs, expenses, judgments and/or liabilities, including costs of defense and reasonable attorneys fees, and further agrees to pay any settlement entered into or on behalf of, or judgment entered against, the foregoing individuals and /or entities. The event organizer shall abide by the City's insurance requirements for the event, including the addition of the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers as additional insured's for the event. 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