10.2. SR 10-07-2019 - Laserfiche WebLink

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EGty1� ,.,�� Request for Action River To Item Number Mayor and City Council 10.2 Agenda Section Meeting Date Prepared by Work Session October 7, 2019 Tina Allard, City Clerk Public Works Director Justin Femrite Police Chief Ron Nierenhausen Item Description Reviewed by Special Events Cal Portner, City Administrator Reviewed by Action Requested Discussion about the special event policy,process, and fees. Background/Discussion The Council established the Special Event Permit to assist event planners in planning safe and successful events by systematically coordinating efforts of city departments. Special events often affect the ordinary use of public streets,rights-of-ways, and/or sidewalks and require time and resources. Staff would like to review current practices and make sure everyone is on the same page regarding policy, process, and fees. Races The city gets various requests for fundraising runs throughout the year. Depending on the start/finish line placement, timing of the event and preparedness of the organization running the event, some of the events are more troublesome than others. Challenges include: ■ Races that begin/end downtown require street closures impacting Highway 10. ■ Downtown street closures required traffic control plans contracted through local traffic engineering firms and cost about$3,000 per intersection. Many of these events are fundraisers and applicants avoid adding the expense. ■ Applicants often try to avoid the cost of road closure by intending to keep runners on the sidewalk,which has not been successful to date creating public safety issues. ■ Limited resident access to their homes along race routes. How frequently should a neighborhood be affected by a special event? ■ Disruptions to traffic flow, arterial connections. ■ Two major highways cut through city and limits route options. ■ Wintertime runs o The city attorney indicted the city has exposure if a route is not inspected and cleared. o Run events can cause snow/ice/plowing challenges. Depending on the severity of winter, it can be impossible to have sidewalks cleared for runner safety and it can be difficult to commit plowing/support resources at this time of year. ■ Additional police services cost approximately$3,000 (5 FT and police reserves for a downtown race . The Elk River Vision A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By service, and community engagement that encourages and inspires prosperity INAMIRE1