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HomeMy WebLinkAbout2012-04-19 DTPC PacketTHE BIRTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday, April 19, 2012 8:30 AM Conference Room 213, City Hall 1. CALL TO ORDER 2. APPROVAL OF FEBRUARY 16, 2012 MINUTES 3. NEW BUSINESS 3.01. Parking System Revenue & Rate Structure 3.02. Special Event Requests A. Stillwater Fire Muster B. Rivertown Art Festival C. Special Olympics Dinner 4. OTHER BUSINESS 4.01. Credit Card Sales in Parking Ramp 4.02. Update on City Council Decisions 5. ADJOURNMENT Commissioners present: Commissioners absent: City staff present: Submitted by: DRAFT Stillwater Downtown Parking Commission Meeting Minutes February 16, 2012 Aimee Peletier, chair/business; Jeff Johnson, vice-chair/resident David Korte, secretary/resident; Sherri Hopfe Franke, business; Dave Junker, resident Gerald Helmberger, resident; Daren Anderson, resident John Gannaway, police chief; Doug Menikheim, councilmember; Dennis Pasket, parking enforcement officer; Bill Turnblad, community development director David Korte agenda discussion action call to order Aimee called the meeting to order at 8:34 a.m. approval of January minutes A suggestion was made to amend the minutes by changing the date of the "next meeting" from February 23, 2011 to February 16, 2012. A motion was made and seconded to approve the January 26, 2012 meeting minutes as amended. The motion passed in a unanimous voice vote. David will forward the approved minutes to the Stillwater city clerk's office. credit card sales in parking ramp This agenda item was tabled last month as city staff were waiting for the equipment vendor to present information on an alternative hardware configuration to make upgrading less expensive. Bill said the vendor has found a less expensive option but the product is not yet ready for use as it's in the beta testing stage. Bill recommended this agenda item be tabled until the next meeting. The commissioners agreed. Bill will include this item in the next meetings agenda. special event requests No special events to review for approval. parking system revenue & rate structure The commission is reexamining the rate structure for the downtown parking system, Bill will prepare background information for the Commission to consider steps three and four and then make a decision including the parking ramp. Bill said the five major steps in the rate structure reexamination are: 1. Determine annual operation costs. 2. Determine whether sufficient revenue is generated annually to fully find on how to proceed with step five. At the next meeting the commission will determine whether the parking system's margin is sufficient to fully fund all capital expenses. Bill will email out detailed information to Commission members on supplies and service & charges. operation costs. 3. Determine capital costs. 4. Determine whether sufficient revenue is generated annually for cash reserves to fully fund capital costs. 5. Recommend a rate structure to the city council that generates sufficient revenue to fully fund operational and capital costs. The first two steps were considered in detail at this meeting; at the next meeting steps three and four will be on the agenda. The commission will then decide whether to take on step five themselves or have a study committee make a recommendation to the agenda discussion action commission. Bill presented the following information on the 2011 revenue and expenses for the parking lots and ramp. 2011 revenue 2011 expenses funds available for capital projects parking lots 205,506 155,572 49,934 parking ramp 53,042 41,987 11,055 total 258,548 197,559 60,989 The Commission spent a great deal of time discussing and understanding this information and requested a detailed breakdown of supplies, services, and charges. Bill said he would email this information to Commission members. Steps three, four and possible five will be discussed and acted upon at the next meeting. update on city council decisions Nothing to report. general discussion Dennis handed out proofs for final input on changes in the Downtown Stillwater Public Parking Guide before having the 2012 brochure printed. No changes were suggested. John informed the Commission that the present system used by the Stillwater Police Department for its computer parking ticketing system has become cost prohibitive. He said his department will be looking at other less costly "ticket tracker systems" and will be presenting this to the Commission at a later date. Dennis will have the 2012 Downtown Stillwater Public Parking Guide printed and distributed. John will research a less costly "ticket tracker system" and present that information to the Commission at a later meeting. next meeting The next meeting will be Thursday, April 19, 2012 at 8:30 a.m., Conference Room 213, City Hall. Note: There will not be a March meeting. It was cancelled because several David will send out a draft of the minutes before the next meeting. Bill will send out an agenda and supporting documents before the meeting. commission members would not be able to attend. And not having a March meeting gives city staff more time to prepare for the next stages of the "Parking System Revenue & Rate Structure" discussion. adjourn A motion was made and seconded to adjourn the meeting at 9:48 a.m. and the motion passed in a unanimous voice vote. Draft 2 i11water THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: April 12, 2012 RE: Parking System Revenue & Rate Structure Capital Costs Background The Parking Commission is re-examining the rate structure for the entire downtown parking system, including the parking ramp. The goal is to determine whether existing revenue streams are sufficient to fund all operating and capital costs for the system. Major Steps There are five major steps in this rate structure re-examination. 1. Determine annual operational costs. 2. Determine whether sufficient revenue is generated annually to fully fund operational costs. 3. Determine capital costs. 4. Determine whether sufficient revenue is generated annually for cash reserves to fully fund capital costs. 5. Recommend a rate structure to the City Council that generates sufficient revenue to fully fund operational and capital costs. This month the Parking Commission is asked to consider steps three and four. Next month will begin the process of examining options for increasing revenue to fully fund system costs. A decision will then need to be made whether to take on step five with a study committee or simply as a matter of routine monthly Parking Commission business. Summary of Steps One and Two A comparison of revenue and operational expenses showed that the parking ramp generated $11,054.97 more than needed for its operational costs in 2011 ($41,987.08 in operating expense; $53,042.05 in revenue). The parking lots generated $49,933.67 more April 11, 2012 Page 2 than needed for operational costs in 2011 ($155,572.29 in operating expenses; $205,505.96 in revenue). Step Three and Four Parking Ramp Capital Costs According to Carl Walker, Inc, capital costs for our parking ramp are $75 per space per year. So, for the 250 spaces in the ramp, a total of $18,7501 should be set aside each year into reserve for capital costs (equipment and facility maintenance). The total 2011 cost for parking ramp operational expenses and for set aside to build a reserve for future capital expenses was $60,737.08. Total revenue generated by the ramp was $53,042.05. Therefore, if the ramp is to pay 100% of operational and capital costs2, then the revenues fell short by $7,695.03. To meet the goal of 100% self-sufficiency, the ramp would have had to make 12.7% more in revenues last year. Parking Lot Capital Costs As can be seen from the attached table, the City should put $29,653 into reserve each year to keep up the lot surfaces. Also, $10,000 should be set aside each year for equipment replacement and $5,000 for vehicle replacement. Therefore, a total of $44,653 should be placed into reserve each year for capital costs. Over the last four years, an average of $36,583.79 has been placed into reserve for capital expenditures. To pay 100% of costs would have required setting aside $44,6531. Therefore, on average the parking lot revenues fall short by $8,069.21. On average over the last four years, the parking lots have grossed $199,985.33. So, to meet the goal of 100% self-sufficiency, the parking lots would need to increase revenues by 4%. bt attachments: Parking lot capital costs I In 2010 dollars; each year inflation and cost of construction increases will need to be taken into consideration. 2 As opposed to being subsidized by general revenues or bond sales from the City. April 11, 2012 Page 3 Lot # Lot Name 1 South Main Street Lot 2 Riverview Lot 3 Chestnut Street Lot 4 Bridge Lot 5 Mulberry Point Lot 6 Maple Island Lot 7 River Market Lot 8 Railroad Lot 9 North Main Street Lot 10 Mulberry/2nd Street Lot 12 Olive/2nd Street Lot 13 Teddy Bear Park Lot 15 Mullberry/2nd Lower Lot 16 PD Pappy's (new) Improvement Cost $68,000 $50,652 $18,000 $ 21, 000 $39,000 $19,000 $68,000 $25,000 $71,000 $30,000 $35,000 $75,000 $11,400 $62,000 Total $593,052 Annualized $29,653 (Based on 20 year lot surface life) illwat!r THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: April 10, 2012 RE: Fire Muster BACKGROUND The Minnesota Fire Engine Club is sponsoring the 2012 Stillwater Fire Muster. The engine parade, static displays and river side pumping will be held on Sunday, June 24, noon to 5 pm. The static and pumping portions of the event will be located in parking lots north of Chestnut and on Sam Bloomer Way. PARKING FEE Lot 5 and the north half of Lot 7 would be reserved all day Sunday. The lots will be posted for the event on Friday evening. The parking fee as established by Resolution 2012-11 and applied to this event is presented in the table below. Fee by Resolution 2012-11 Lot Number No. of spaces Standard fee Number of days Total fee 5 34 paved $3/space/day 1 $102 5 16 unpaved $1.50/space/day 1 $24 7 50 $3/space/day 1 $150 TOTAL $276 Last year the fee for use of the parking lots was set at $50 by the City Council. ACTION REQUIRED Review parking fee and decide upon an amount due. attachments: application materials J �5 u� l c 10 w L ca ca co ca n f f} 7.5 ❑7 41X51— y} ii k 0 46n Ito fel it dibu THE 3tRTN}LNCE Of MINNESOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 5ECEI Telephone: 651-430-8800 Fax: VED Incomplete applications or applications received after deadline will not be accepted. See Event instructions for application deadline and fees. Date of Application: .MO414 Z1 7.,0 .Z Office Use Orfly MAR 2 9 2012 Date Applintation Received Applicatio Co GITY OF STrIbaNATER ❑ NEERiNG DEPART Yes DEPARTMENT Event Information -- Title/Name of Event 5-1) 1,e,.j(4TE2 F) et- Nt 0 s-y- 6--z. Event Date/Time: Set up: Date ��� �� ► I I Time 170- &b lc) to Actual Event: Date Oboe Zi, -°P1., Time ( 2- !J. of to 5 60 P/tA Clean up: Date Time to (Events after 10:00 p_m, require a variance from City Council) Location (Address) of Event: /�l/j �} A Y) G� n (If in Lowell Park please specify north or south Lowell park) A `' 2T14 N 3) 50 u-rl (A) G u, P,A -,K, Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) 4- 4 I N, OF- Awn 4vi API) e LASr/t_ APP /A/ Se -at 161 F t (2-E" 719cKs /1 ( L/Ly L,4, 6 JO/fete/et/6 Loi) P1204KciA/ea-`ipAgo>NG DockiAl-mwIt) To Lout LL Ph12A 14 11 + i T IA/6 N/r7f2 1-12a Ni THE f(U(/l Aal p SPo/ Y /ti G` s7-126 ✓K,- 3/ 6)e %A%71 4;1 Estimated Attendance (participants and spectators): 5-1) n ? Applicant information (Person/Group Responsible) Sponsoring Organization Name: Ari/eivea.'-4. Fat. 6h✓, et v_g Mailing Address:? (2( .Aizb WEWTE // ` EvEize-r �-r / City, State, Zip Code: 5� 1,1,w470-a. AAA/ rcoi Primary Contact/Applicant Name: gzg NE e Phone Number: Fax: Cell Phone: C57..1?0a. 15-4 Email Address: RI(..iCWENY£ Cti 4/VWW1L, Le,Ni, Website Address: Name of contact person during event: pl L, jC G+,1 ENT6-' Cell Phone: -/ _ . / D _ / t'iio Alternate contact during event: FRED O j„d f..5& } Cell Phone: 95-2 - ?4/ - 7 Z 7 S' Refer media or citizens inquires to: c2AC, 14 tok) an 6 Phone: (,31 _ 430 — )5_46 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No ® Yes ■ Number and size: Will there be any inflatables? No R Yes • insurance certificate from rental vendor is required Will there be entertainment? No [] Yes • What type: Will sound amplification be used? No N Yes • Hours and Type: Will a stage or tent(s) be set up? No fiz Yes • Dimensions: Will there be temporary fencing? No ci Yes ❑ Will merchandise/food items be sold? No IS Yes xi How many vendors expected: , ice c r> Rol' Does Will food be prepared on site? No Lin Yes • Contact Washington County Health Deportment, 651-430-6655 HOT D�blr Will cooking operations be conducted? No ■ Yes f. ContactStillwaatterrFire'Dep�e� 351 9550=a$64' COICA60 ifb i 'D66-S oi4 MPrIA) sr_CART Will alcohol be served but not sold? No % Yes D See Alcohol Regulations in the Instructions Will alcohol be sold? No Yes III See Alcohol Regulations in the instructions Will there be a fireworks display? No �d Yes MI Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. pb(4E12- Fog 7RAi LER. Foe I-foT 1Do65 0'012-, Not2N Lo w ELt- ?Ag iL Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available t-bCAL I9Rf? i MED IA I VALLEY L°A-Bt-E- t tod.41_ RAp 1 a , C M -I R61Z City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ■ Yes g Start/End Time: PNAIE 'Rd Date: q 01e lot City Sidewalks or Trails No E] Yes • Start/End Time: Date; Public Parking Lots or Spaces No ■ Yes VI Start/End Time: (Z N60►4i Date: (AO Will event need barricade(s)? No ❑ Yes Number needed: G pbcs t sty pAl2)<ip6 ARE Will extra picnic tables be needed? No [ Yes • Number needed: Will portable restrooms be needed? No `. Yes ■ Number needed: Will extra trash receptacles be needed? No EC Yes • Number needed: Describe trash removal and cleanup plan during and after event: -n 11We}m)2, C try ENi PGo ycis DII N ' IM06 Mg- 15svE5 LAST YEn.L Will event need traffic control? No • Yes ® Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: T1 n4 Ft iZ r rt644M-R5 PJl C1,03 fAnABERS 0656-12-v/Ns- e DI (e-c 7 m es- VIS I-T RS "No Will Parking Signs" be needed? No El Yes ■ Number needed: Showlocation(sl onslte map Will event need security? No V Yes • if event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No Cgi Yes I Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Describe the emergency action plan if severe weather should arise: $'hVT boWo.) DRAFT /1i /?09/A)- I/HAAEbIA.TELi. LF/VE7rit- AA2'K List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. if insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, 1 certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information rovided in this application. i realize my submittal of this application request constitutes a contract between myself and the City of St lwate a{idlis a reuse of\llability. w Signature bf Applicant or Authorized Agent Date 3/L7 Zai2 Stillwater, MN - Google Maps http: maps.google.comimaps q&source_s_q&h1=en&se Address Stillwater, MN mns VIA Y °ArJ s.� E* • W.010 Gaogie Notes Stillwater Fire Muster parade route: Greeley to Myrtle, east to 2nd, north to Mulberry east to Water Street, south to parking A C+er p4ss: n9 I t4 ++ ree4 Feel i_;ahts "-arc Air +^1nr9S OK. ':tap data cr_o 0 Google Stillwater Fire Muster 201j.driving instructions. Between Lily Lake Park and 2nd and Myrtle Street, drive carefully following all traffic laws. Parade starts at Myrtle and 4th street. After that point you can use red 'lights. Use sirens and air horns politely. Follow directions of person directing. \ \ \ ' , ./ / 1 _...., ..., ."'. ,..." J 1 .., - --- _____„---- _,,,,,,,' / / '1 ‘. 11 \ ;t N • NA! 4,-•• / / / '1 1 1, 1„------..-4'‘'' )„,p, ,, 1 •--..-, i 4:11,, ,k 2*. ...,-- t 1 ) ( 47 \ „ 't11 1 1, ------ __ ti ---- ‘. ,„, ..,...._ , r, I ,------. ', • ... \ , „,„. I, 9 \ \R. --* - ...., ,t ,1/4 ,. t.,../....‘ T:711 4, 4 • , \ .1 t T-- \ , 1 ...-., A, \ .-C-- .t -t.:--- 1 1 '1. li, i. 'I, •••" \ -t, c7 t \ ',, tl ,,11 ,%, i.4. 1.-..... '', -.N ,....' '•---' \ ,, ----' A1----- „.....„.„....---'4,1 _.---, % Is, 1., \ — \ ', \ ' • 1 ......., ....-,-- a \ 1. ‘ .. ; 3 s 11 1,_„,„,,••• . -,„ TA g.,.., ,•,---1. ) , \ • ...,,p, 4' '!...,1 1 i \ 'I ‘ \ ( ---- . . ,... ''.1 VAI ......- .3A .;,,,,,,,,,-, • .:.;,-..,.-,...--",- ri k '..'`. 3 .1 .---• ,5. ---....... ; 1, ' 1 \• i , ' --,„f- 1,,, \ - t__. ‘ \ ':-?. , •-•:.;..' '1, ,: \ - it!t 3 3.1 I. '1. ; 3- .-Ve--- \ '' l''`'''• \ • 0.. t 1 k i t. lk t A -,-, Ay • i'4,.. t , ...t...4 1 111. 1 k",-.,, d -;:... l• 1 ql. V-(7 \ .-..!... ., \ I ._„„••••' , • it, 1 1 .,.....,` ...---.^- • . i ...-- 3 ..+- , -e.... i'.J. ............'. \ \ 1, 1. 'i- d.. -4 4 , ......"'' ‘ , ‘ ,--, ‘ --:-%.• .I-s . 4,- 1" .1 .• k i Itti.,.„..: ,,,, I, \ ...... =. \ 1...r __..,...,--•------ 1 4 t„,---- -.---11 - ------ 1,- ''', .:.-_,..., .--• .-- '1. ..4,-., „— it „„...--- „.. \ 4,4-- li sk ,, , tt ....... '1, ‘ 41 ,," ....' it T" ..,..' \ \ k \ '''''' ‘ .k.c.,-,r''''- .-. ‘1,„ \ \ , I I l• .,- -^ ---'''''- - s 0 s.;? ,....e'''''' h .1 .....-" ...- illwat!r THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: April 10, 2012 RE: Rivertown Art Festival BACKGROUND The Greater Stillwater Area Chamber of Commerce is sponsoring the 2012 Rivertown Art Festival. The event will be held on Saturday and Sunday, May 19-20, 2012. Setup will occur on Friday, May 18t" The event will be located in both South and North Lowell Park and the abutting parking lots. PARKING FEE Lots 2, 4, and 25 paved spaces in Lot 5 would be reserved all day Friday through Sunday. The lots will be posted for the event on Thursday evening. The parking fee as established by Resolution 2012-11 and applied to this event is presented in the table below. Fee by Resolution 2012-11 Lot Number No. of spaces Standard fee Number of days Total fee 2 110 $9/space/day 3 $2,970 4 48 $3/space/day 3 $432 5 25 $3/space/day 3 $225 TOTAL $3,627 Last year the fee for use of the parking lots was set at $2,313 by the City Council. ACTION REQUIRED Review parking fee and decide upon an amount due. attachments: application materials illwater EVENTS PERMIT APPLICATION 216 North 4 to Street, Stillwater, MN 55 TNE B I R T H ►LACE Of MINNESOTA Telephone: 651-430-8800 Fax: 651-430 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: Date Applic Type: Event Special Even Event information Title/Name of Event Rivertown Art Festival Friday, May 18, 2012 12:00 pm. 7:00 pm. Event Date/Time: Set up: Date Time to Actual Event: Date Sat / Sun, May 19 - 20, 2012 Time 10:00 am. to 5:00 pm. Clean up: Date Sunday, May 20, 2012 Time 6:00 pm. to 9:00 pm. (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: Lot 2, Lot 4, Lot 5 (south 1/3 due to plaza construction) and Lowell Park (north and (If in Lowell Park please specify north or south Lowell park) south) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) The 34 Annual Rivertown Art Festival, spring's most popular regional art event, takes place along the banks of the picturesque St. Croix River. More than 150 artisans showcase some of the best hand -made ceramics, pottery, paintings, wood carvings, jewelry and photographs in the Upper Midwest during this much anticipated two-day event. Estimated Attendance (participants and spectators): 15,000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Greater Stillwater Chamber of Commerce Mailing Address: 1950 Northwestern Av. Suite 101 City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Todd Streeter Phone Number: 651.439.4001 Fax: 651.439.4035 CeII Phone: 651.325.7642 Email Address: ttreeter@ilovestillwater.com Website Address: (event site) www.stillwaterrivertownartfestival.com / (Chamber site) www.ilovestillwater.com Name of contact person during event: Todd Streeter, executive director Cell Phone: 651.325.7642 Alternate contact during event: Dolly Parker, event administrator Cell Phone: 612.270.7387 Refer media or citizens inquires to: Todd Streeter Phone: 651.325.7642 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features 1 on downtown main street Will any signs/banners be put up No ■ Yes 0 Number and size: Will there be any inflatables? No PA Yes • Insurance certificate from rental vendor is required We may have some light Fees for electricity may Will there be entertainment? No MI Yes III What type: entertainment, not sure apply see Instructions Not likely if we decide to have light Will sound amplification be used? No F1'i Yes ■ Hours and Type: entertainment if our Flavors of the Valley local food Will a stage or tent(s) be set up? No 0 Yes • Dimensions:Only tent is by supported enough participants Will there be temporary fencing? No 0 Yes ■ How many Maybe 12 - 15, Fees for electricity may Will merchandise/food items be sold? No ■ Yes F:i if food tent vendors expected: more apply see Instructions Will food be prepared on site? No ■ Yes 13 Contact Washington County Health Department 651-430-6655 Will cooking operations be conducted? No • Yes 0 Contact Stillwater Fire Department,351-4950 Will alcohol be served but not sold? No © Yes • See Alcohol Regulations in the Instructions Will alcohol be sold? No E1 Yes ■ See Alcohol Regulations in the Instructions Will there be a fireworks display? No N Yes ❑ Permit required, contact Stillwater Fire Department 651-351-4950 Describe power needs and location of power source. Existing power boxes. Boxes need to be unlocked by Friday noon. Describe level of advertisement (le, radio, flyers, ads, tv, press release). Attach sample if available Art fair publications, Stillwater main street banner, local newspapers articles and ads, local radio and press releases. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ❑ Yes 1 Start/End Time: Fri 7 am Sun 9 pr Date: May 18-20 City Sidewalks or Trails No ■ Yes 0 Start/End Time: Sat 7 am - Sun 9 p Date: May 19-20 Public Parking Lots or Spaces No ■ Yes Start/End Time: Fri - 7 am - Sun 9 I Date: May 18-20 Fees may apply Will event need barricade(s)? No 3 Yes • Number needed: see Instructions Fees may apply Will extra picnic tables be needed? No © Yes • Number needed: see Instructions Fees may apply Will portable restrooms be needed? No IIIYes i Number needed: Approx. 8 -10 see Instructions Fees may apply Will extra trash receptacles be needed? No ■ Yes [i Number needed: approx.12 see Instructions Describe trash removal and cleanup plan during and after event: Chamber will make arrangements for portable restrooms, waste receptacles and removal, and general event clean-up. Will event need traffic control? No ■ Yes © Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Chamber will contact city for reserve officer(s) to help attendees cross Chestnut during event hours as needed. Fees may apply see Instructions „ „ Will No Parking Signs be needed? No M. Yes ■ Number needed: Show Iocatian's on site map Will event need security? No ■ Yes 61 If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Same city arrangements as the Fall Colors Fine Art and Jazz Festival. Will event need EMS services? No F3 Yes III Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Describe the emergency action plan if severe weather should arise: During severe weather conditions, exhibitors will be told to drop, close or secure their tents and works of art until weather conditions improve. If lightening or tornado warnings are present, exhibors will be told to secure their tent and seek the nearest shelter immediately. List any other pertinent information: Local restaurants have been invited to participate in the Flavors of the Valley food tent. It is not known at this time if there will be enough participants to offer this food option. If enough area restaurants don't participate and the tent is not offered, a few more food concession vendors may be needed. The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and a r le se of 'ab ?' . ei;;;;2/7Z,Li, - 6k; '2- -/ Signature of Applicant or Authorized Agent Date Greater Stillwater $ E E O 0 O @ E @ 0 Event Descri t • ■� E Exhibitor Booth Food Table L._l Q Existing Electrical Source Road Barrier Handicap Portable Toilet Portable Toilet O CO C. 2 ATM Machine 0 ors _2 \ƒ \\\ �/ e \E_ _ 00 ?p$ \} a om 7/\ k_® f a/ }/k \$ a)f MO S.0 \ f ? f \ 7 00> -7 =oa 2�a �\ Jf� -.& 3f egi Et . .2 _- \75 )/ •E \w c tfo °( fo) MC W 0 \ / 0 ® E 22¥ 7kk 7( \ \ •- 0 \- o 5a �2 j / 5 Th x m k\t-( E k�� )-\2 oe ¥)\ 2-\c /»» 0 222) »$c &±_- &25$ ®_[ e==° _C E�� °° \\/ &eE /��& � a ,. 0 North End Event 0 ■ s Plan Date: March 21, 2012 i11water THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Michel Pogge, City Planner DATE: January 19, 2012 RE: Credit Card Upgrade Options for Parking Ramp Background As previously discussed with the Commission, when the pay equipment was installed at the parking ramp it followed the Cardholder Information Security Program (CISP) standard developed by VISA. At the time it was the industry standard. Since then a new "Payment Card Industry Data Security Standard" (PCI-DSS) has replaced the CISP standard. Our equipment as configured does not meet the new PCI-DSS requirements and we were to have the equipment upgraded by March 31, 2012 in order to have it remain compliant. We could upgrade the equipment today at a cost of around $17,000; however, our equipment vendor Amano McGann is working on a new solution that we are being told will be substantially less expensive. We are being told that the new less expensive equipment is currently in beta testing and will be available shortly. Options At this point we have two options. Neither of them are particularly appealing. 1) we could upgrade the credit card equipment at a cost of about $17,000; or 2) we could continue to use the existing noncompliant equipment and wait for the less expensive equipment to become available. The second option has two potential issues. First, the company that processes credit cards for the City could cut us off with no notice. Second, if we were to have a breach in the equipment security the City could be liable. The Commission should discuss the issue and direct staff on how to proceed.