The URL can be used to link to this page

Home My WebLink AboutA001 - Council Action Form dated November 12, 2024ITEM #:11 DATE:11-12-24 DEPT:ADMIN SUBJECT:REQUESTS FROM AMES MAIN STREET FOR WINTER SIDEWALK SALES ON JANUARY 9-12, 2025 COUNCIL ACTION FORM BACKGROUND: Ames Main Street is again hosting Winter Sidewalk Sales from January 9-12, 2025. At this event, downtown businesses display merchandise on the sidewalks for pedestrians to browse. To facilitate this event, organizers are requesting suspension of parking regulations and enforcement for the Downtown from 8:00 a.m. to 8:00 p.m. on Saturday, January 11 ($1,370.25 estimated loss to the Parking Fund). A blanket Temporary Obstruction Permit has also been requested for Saturday, January 11, 2025. In February 2020, the City Council adopted the following policy regarding metered parking waivers: Metered parking fees will not be waived for special events. Any event organizers intending to provide free parking or to close metered parking spaces must reimburse the City’s Parking Fund for the lost revenue. The City Council may consider waivers to this policy on a case-by-case basis for parking spaces that are obstructed by the event area (not for area-wide free parking). The FY 2024/25 City budget contains $10,000 in funding in the Hotel/Motel Tax Fund to reimburse the Parking Fund for lost meter revenue associated with special events. ALTERNATIVES: 1. Approve the requests for Winter Sidewalk Sales as requested by Ames Main Street, including the waiver of fees for parking and vending, and transfer $1,370.25 from the Hotel/Motel Tax Fund to the Parking Fund. 2. Approve the requests for Sidewalk Sales but require reimbursement for lost parking meter revenue. 3. Deny the requests. CITY MANAGER'S RECOMMENDED ACTION: Winter Sidewalk Sales is a successful event for the Downtown that attracts people to the Downtown and promotes shopping locally. These requests further the City Council’s goal to strengthen Downtown. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): Winter Sidewalk Sales 1 Travis Toliver, IOM Executive Director travis@amesalliance.com 304 Main Street, Ames, IA 50010 | 515.233.3472 | DowntownAmes.org Ames Main Street advances and promotes Downtown Ames as the heart of the Ames community. October 29, 2024 Mayor and City Councill City of Ames 515 Clark Ave Ames, IA 50010 Dear Mayor Haila and Members of the Ames City Council, Ames Main Street is planning to hold the annual Winter Sidewalk Sales event from January 9 through January 12, 2025. Specific information about the event can be found on the included Special Event Application. Additionally, we request a Temporary Obstruction Permit and a waiver of fees for free parking in City of Ames meters throughout the Downtown Ames District on Saturday, January 11, 2025. By bringing residents to Downtown Ames for attractions such as this, Ames Main Street is able to fulfill its mission as a Main Street Iowa community and create an economically vibrant downtown with unique living, dining, and entertainment experiences. Thank you for your consideration of this request and continued support of Ames Main Street. We look forward to seeing you shopping in Downtown Ames! Sincerely, Travis Toliver Executive Director Ames Main Street 2 1 For Office Use Only Documents Received Date: ____________________ ___ Completed Application ___ Fireworks Application ($25 fee) ___ Insurance Certificate ___ Public Safety & Event Management Plan ___ Site Plan/Route Map ($25 fee) (Road Race) ___ Vendor List ($50 fee/each) ___ Parking fees Special Events Meeting Date ____________________ Time ____________________ Room ___________________ Documents Sent: ___ Alcohol License ABD ________________ ___ Fireworks Permit ___ Road Race Permit ___ TOP ___ Vending Permit ___ Other ________________ Departments Included ___ City Manager: Brian Phillips and Tasheik Kerr ___ CyRide: Jenny Bethurem or Rob Holm ___ Electric: Mark Imhoff ___ Fire: Jason Ziph or Rich Higgins ___ Parks & Rec: Craig Kaufman or Joshua Thompson ___ Public Works: Brad Becker or Dave Cole ___ Police: Tom Shelton or Mike Arkovich ___ Water: Heidi Petersen ___ Risk Management: Bill Walton CAA: Sarah Dvorsky AMS: Sarah Dvorsky ISU: Events Authorization Committee City Council Meeting Date _____________________ ___ Added to Agenda with CAF Approved Y N Reminder Date ____________ SPECIAL EVENT APPLICATION Applications received less than thirty (30) days before the event may not be processed by the City in time for the event and will automatically be denied. Each application is viewed as a new event regardless of previous occasions. Event Name Location/Address Region (Select one or more) Ames Main Street (Downtown) Campustown District Iowa State University Property City Parks Other (please explain) Please note that events occurring in the Downtown, Campustown, in City parks, or on ISU property require prior approvals. A letter of support will be required from CAA if the event occurs in Campustown or from Ames Main Street if the event occurs in Downtown. Please contact the appropriate office well in advance: Downtown - Ames Main Street: (515) 232-2310 Campustown Action Association: (515) 232-2310 ISU - Events Authorization Committee: (515) 294-1437 director@amesdowntown.org sarahd@ameschamber.com eventauthorization@iastate.edu TIMELINE Detailed Description of Event Activities (written overview of event and what’s going to happen) Event Ends Date Time M T W R F Sa Su Teardown Complete Date Time M T W R F Sa Su Event Category Concert/Performance Farmer/Outdoor Market Other (please explain) Athletic/Recreation Exhibits/Misc. Festival/Celebration Parade/Procession/March Rain Date Rain Location Yes No Is this an annual event? If yes, how many years? Setup Event Starts or Kevin Gries 3 2 CONTACTS State Zip Code Cell Phone Cell Phone Sponsor/Applicant Name Address City Daytime Phone E-mail Alternate Contact Name Daytime Phone E-mail ATTENDANCE Anticipated Daily Attendance Yes No Is this event open to the public? Is your event being held in conjunction with another event (e.g. Farmers' Market, 4th of July, etc.)? If yes, please list: ORGANIZATION STATUS/PROCEEDS For-Profit Bona Fide Tax Exempt Nonprofit Yes No Are patron admission, entry, or participant fees required? If yes, please describe and provide amounts: Are vendor or other fees required? If yes, please provide amounts: Percentage of net proceeds going towards fundraising % Percentage of net proceeds going towards for-profit entity % SECURITY Ames Police Department 24 hour non-emergency phone number: 515-239-5133 Please complete the course at https://www.crowdmanagers.com/training for crowd management training. Yes No Have you hired a professional security company to develop and manage your event’s security plan? If yes, please fill out the following information: Security Organization State Zip Phone Address City Email 4 3 SITE PLAN/ROUTE MAP CHECKLIST Submit an event site plan/route map with your application and include the following elements that pertain to this event: An outline of the entire event venue including street and landmark names. If the event involves a moving route of any kind, indicate the direction of travel. The provision of minimum ten foot (10’) space between food trucks or cooking operations. Temporary Structures: fencing, cooking areas, vendor locations, generator locations and/or source of electricity, placement of trailers and/or vehicles, tents, stages, scaffolding, bleachers, grandstands, canopies, portable toilets, booths, beer gardens, trash containers, dumpsters, other temporary structures. Exit locations A detailed Public Safety & Event Management Plan form MUST be included with this application. ACCESSIBILITY AND PARKING CHECKLIST This checklist is intended to serve as a planning guideline and may not be inclusive of all City, State, and Federal access requirements. The event and parking areas need to be accessible for persons with disabilities. Yes No Will there be a Clear Path of Travel (at least 48” wide) throughout your event venue? Have you developed a Disabled Parking and/or Transportation Plan (including the use of public transportation or shuttle services) for your event? If yes, please describe below or include details on your overall map. W ill all food, beverage, and vending areas be accessible to persons with disabilities? W ill signage be in highly contrasting colors and placed at visible heights (unobstructed by crowds)? If all areas of your event venue cannot be made accessible, will maps or programs be made available to show the location of accessible features? STREET AND PARKING LOT CLOSURES Do you request any of the following safety equipment? (Please note that availability is not guaranteed) Yes No Barricades Traffic cones Safety vests Drop off Date Time Location Will your event require the closure of any of the following? Yes No City parking meters? If yes, how many? City parking lots? If yes, which lot(s)? City reserved parking spaces? If yes, how many? City streets or sidewalks? If yes, provide detail on map. CyRide Routes? If yes, which route(s)? 5 4 ENTERTAINMENT AND RELATED ACTIVITIES If your event will exceed 60 decibels, a Noise Permit issued by the Ames Police Department is required. If your event includes the use of fireworks or pyrotechnics, a Fireworks Permit Application is required. Yes No Are there any musical entertainment features related to your event? If yes, complete the following: Number of Stages Number of Performers/Bands Performer/Band name and music type ALCOHOL Yes No Does your event involve the use of alcoholic beverages? If yes, please check all that apply: Free/Host Alcohol Beer Alcohol Sales Wine Host and Sale Alcohol Distilled Spirits Name of license holder(s) for event: What measures will you take to manage alcohol consumption at the event? Check all that apply: Six-foot high fencing Two four-foot fences six feet apart No admittance under 21 Wristbands for attendees 21+ Wristbands for attendees under 21 Trained ID checkers Non-alcoholic beverage options Service limitation policies End alcohol service prior to event conclusion Other (describe): FOOD SERVICE AND VENDING Yes No Will items or services be sold at your event? If yes: 1. Please indicate vending locations on your map. 2. Please attach a list of vendors, including business names, owners, phone numbers, business addresses, items sold, and include a photograph or sketch of the dimensions of each cart or booth. Note that food vending operations must be inspected by the Iowa Department of Inspections and Appeals. VENDOR PARTICIPANTS - Appropriate Vendor Permits are required and must be posted at each vendor site on the day of the event. Number of Vendors List of Vendors RESTROOMS AND SANITATION Yes No Do you plan to provide portable restroom facilities at your event? 1 toilet per 100 participants is recommended at minimum. 6 5 If yes: Total number of portable toilets Number of ADA accessible toilets Setup Date Time Pickup Date Time If you plan to use permanent toilets, please describe: How will you remove garbage during and after your event? ELECTRICITY AND WATER Yes No Do you require access to City-owned electrical outlets? If yes, describe: Do you require access to water from City facilities? If yes, describe: COMMUNICATIONS WITH NEIGHBORS Describe the efforts you have made or plan to make to communicate the details of your event to the affected residents and businesses in the area. (select all that apply) Present your event to the officially recognized community groups that represent the affected area (e.g., AMS, CAA, neighborhood associations, etc.) Mail notices to affected residents and businesses Go door-to-door with event information Place signs in the affected area prior to the event Distribute event details to affected neighbors via email Obtain approval signatures from affected residents and business owners Other (describe): INSURANCE REQUIREMENTS Insurance is required for all special events. Your event will not be scheduled for a City Council Meeting until insurance is received and approved by the City of Ames Risk Management. The applicant shall furnish the City of Ames with a certificate of insurance, written by a company authorized to transact business in the state of Iowa, evidencing the following coverage: -Comprehensive General Liability Insurance with limits no less than $500,000 combined single limit per occurrence for bodily injury, personal injury and property damage. -The policy shall name the City of Ames as an Additional Insured and require 30-days written notice of cancellation. The coverage shall be as broad as the ISO Form Number CG0001 covering commercial general liability on an occurrence basis only. For road races, the applicant may furnish the City of Ames with an approved sanction from the athletic congress in lieu of furnishing insurance certificate from a commercial carrier. 7 6 AFFIDAVIT OF APPLICANT I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief, that I have read, understand and agree to abide by the rules and regulations governing the proposed Special Event under the Ames Municipal Code, and I understand that this application is made subject to the rules and regulations established by the City Council and/or the City Manager or the City Manager’s designee. Applicant agrees to comply will all other requirements of the City, State, Federal Government, and any other applicable entity which may pertain to the use of the Event venue and the conduct of the Event. I agree to abide by these rules, and further certify that I, on behalf of the Host Organization, am also authorized to commit that organization, and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the City of Ames . I understand and agree that the City of Ames may rescind its permission to use City property at any time should it be determined to be in the best interests of the City. Print Name of Applicant/Host Organization Title Signature Date Print Name of Event Organizer Title Title Signature Date FOR EVENTS INVOLVING FIREWORKS ONLY Print Name of Fireworks Display Operator Signature Date This page must be signed and dated in ink. Please either: (1) print this completed form, sign and date it, and submit it to the City Clerk's Office, or (2) be prepared to sign and date the completed form at the time of your Special Events Committee meeting, if one is to be held. Submit your completed Special Events Permit Application and all additional applications needed for your event to: grace.bandstra@cityofames.org City of Ames - City Clerk's Office PO Box 811 Ames, IA 50010 CITY DEPARTMENT CONTACT NUMBERS City Clerk (applications, permits)………………………………...515-239-5105 Electric………………………………………………………………515-239-5170 Fire Department……………………………………………………515-239-5109 CyRide (Transit)……………………………………………………515-239-5566 Risk Management (Insurance questions)…………………….…515-239-5102 Parks & Recreation…………………………………….………….515-239-5349 Police Non-Emergency..……………………………………….…515-239-5133 Public Works (Traffic and parking meters)..………….…………515-239-5550 Water………………………………………………….….…………515-239-5150 8 City of SPECIAL EVENT PUBLIC SAFETY & EVENT MANAGEMENT PLAN Return To: Office Phone: Fax: This template has been produced to aid event organizers in planning safe and exciting events with 1,000 or more attendees. This document, along with the Special Event Application, are reviewed by the Special Event Committee to ensure that all safety aspects have been met. If any section duplicates information provided in the Special Event Application submitted for your event, please refer to that information in the applicable section. Please attach supporting documents and addendums as needed for each section. Please note that not all parts of the template may be relevant for every event. Once reviewed by the Special Events Committee, conditions and requirements will be set by the , th you. Thank you for hosting your event in ! 1. EVENT OVERVIEW EVENT NAME: AUDIENCE PROFILE The event’s audience profile is essential when planning for risks and ensuring that appropriate control measures and facilities are in place for the event. Include previous history, entertainment type, and ticket sales to help in indicating the audience profile. ORGANIZATION CHART Give a brief overview of the chain of responsibility for the main roles within the event. Identify who is responsible for what and give further details in the ‘Roles and Responsibilities’ section below. ROLES AND RESPONSIBILITIES Role Title Brief Explanation of responsibilities Office Use Only Page 1 of 6 Grace Bandstra, Deputy City Clerk 515 Clark Ave, Ames, IA 50010 515-239-5104 515-239-5142 9 CONTACTS Name Mobile Role Landline Email Name Mobile Role Landline Email Name Mobile Role Landline Email Name Mobile Role Landline Email Name Mobile Role Landline Email 2. CROWD MANAGEMENT SECURITY AND CROWD MANAGEMENT STAFFING The minimum number of crowd managers shall be established at a ratio of one crowd manager to every 250 persons. Where approved by the fire code official, the ratio of crowd managers may be reduced based upon the nature of the event. Crowd Management Staffing Provider/Company Number of Volunteers Number of Paid Staff Communication Methods Primary: Backup: Number of staffing to be provided,including different levels of provision at different times during the event, if appropriate. Describe identification method of security staffing levels (e.g. yellow shirts for volunteers, red shirts for managers). Duties (e.g. searching at entrances, badge checking, rapid response, crowd monitoring, emergency evacuation, control and direct the public as required, monitoring fire equipment etc.). Page 2 of 6 10 SECURITY AND CROWD MANAGEMENT STAFF TRAINING Provide details of the training received by security and crowd management personnel. Detail the nature and format of pre-event briefing and training sessions (e.g. how security and crowd management personnel are made aware of emergency arrangements and the arrangements for their own health and safety). Provide date(s) and times of pre-event briefing and training sessions. MANAGEMENT OF ATTENDEE NUMBERS Provide details of how the number of attendees at the event are to be monitored and controlled (e.g. ticketed event; monitored entrances and exits). 3. COMMUNICATIONS PA SYSTEM Detail any PA systems in use at the event. If the entire site is not covered, please detail which parts are not covered and how these areas can be communicated with in the event of an emergency. RADIO COMMUNICATION Describe who will have radios for communication and which channels will be allocated for what activity. LOUD HAILERS Detail here where loud hailers can be located if in use at the event, and list those trained and confident in use. TELEPHONE List details of any landlines or alternate methods of communication in the event of problems with telephone or radio communication. Page 3 of 6 11 SIGNAGE AND PUBLIC INFORMATION Provide details and location of any signage or public information facilities being used to direct persons around the site including first aid locations, lost children, and lost and found. MEDIA List contact information for all senior members of the event organization prepared and authorized to give statements about the event. Name Mobile Role Landline Email Name Mobile Role Landline Email Name Mobile Role Landline Email 4. MEDICAL AND FIRST AID Enter details of the first aid and emergency medical support for your event. Identify where each medical facility/first aid point is located on your site and identify each on your site plan. Refer to and attach maps as needed. 5. FIRE RISK ASSESSMENT A fire risk assessment must be carried out for all locations. Details of any risks identified and the way that they are to be managed should be included in training and briefing materials and meetings. FIRE EXTINGUISHERS Provide details of the type, number and location of fire extinguishers to be provided at the event. PYROTECHNICS AND SPECIAL EFFECTS List any pyrotechnics or special effects used during the event. Page 4 of 6 12 6. POLICE List details of police involvement in the event. Refer to Special Event Application where applicable. Police traffic management of the event On site police presence during the event 7. RISK MANAGEMENT INCIDENT RECORDING The event pr moters should maintain a record of everything that occurs throughout the event. List contact information for all members of the event responsible for these records Name Mobile Role Landline Email Name Mobile Role Landline Email 8. INCIDENT MANAGEMENT EMERGENCY MANAGEMENT COMMAND POST Describe location and functionality of the event’s emergency management command post. Describe arrangements and procedures for the hand-over of control of aspects of your event to emergency response agencies in the event of an emergency. EXTREME WEATHER Identify person(s) responsible for monitoring weather forecasts in advance and during the event, who this information will be passed to and where the information will be obtained. Name Mobile Role Landline Email Name Mobile Role Landline Email Page 5 of 6 13 Please attach or include any additional site plans, risk assessments, and associated event documents required above. Your completed Public Safety & Event Management Plan is due days prior to your event. Detail the general arrangements and notification process in event of extreme weather (e.g. cancellation criteria) Extreme weather may cause other specific actions to be taken to prevent injury or damage. Please detail preparation and staff training performed to ensure appropriate action is taken to respond to extreme weather conditions EMERGENCY VEHICLE ACCESS Special Event Permits require a 20’ fire lane for emergency vehicle access along any street closures. Detail any additional dedicated emergency vehicle access routes and rendezvous points or any public routes or locations that may be used for emergency vehicles. EVENT EVACUATION PLAN Detail emergency evacuation plan for event attendees, volunteers, and contractors. Include map, or refer to map used in the Special Event Application. Detail preparation and staff training performed to ensure appropriate action is taken to during evacuation. 9. LOST CHILDREN / VULNERABLE PERSONS Detail here the arrangements for safeguarding and reuniting lost children or other vulnerable persons with carepersons, parents, or guardians. Identify the location on the site map. 10. DEBRIEF AND EVENT REVIEW A post-event debrief may be required by the Special Events Office or specific departments on the Special Events Committee. Please be prepared to present the following at any debrief: Particular arrangements that worked well to ensure public safety Any identified weaknesses in the arrangements that require improvement Review of any incidents and remedial action required Page 6 of 6 14 15