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HomeMy WebLinkAboutResolution No. 191-08 • RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a Peace Plaza Use and Fee Schedule policy. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS `7n� DAY OF /uQ- , 2008. PRESIDENT OF SAID COMMON COUNCIL ATTEST: CITY CLERK APPROVED THIS _ DAY OF VI&6 , 2008. • MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) ResMAdopt,PeacePlazaPolicy • PEACE PLAZA POLICIES LOCATION The plaza is located at 1 st Avenue and • OVERVIEW 1 st Street SW in downtown Rochester. The Peace Plaza was constructed by the City of Rochester in 2008. It was The plaza extends east from 2nd Ave developed in response to SW to the entrance of the Shops at recommendations contained in the University Square. Rochester Downtown Plan calling for the creation of a large public gathering HOSPITAL central business district. space in the cen 0 The plaza is located in the heart of dNESTFEN7ER'STREET I downtown, between two major hotels ' E and adjacent to the Mayo Clinic. 9L[1G <� �� ;Because of this unique location, the cityf El ( r s AZAf- has developed a special set of policies SIEBENS ¢; ^L p to govern its use. Day to day' it is ,� a! , sLDG �EUndMEIZ' available for the enjoyment of community residents and visitors. Ibs�eErw 1 Under a permit system described below, 17 1 �' P Y all or portions of the plaza are available for rent for special events. SECTION I: DAILY USE MANAGEMENT AND MAINTENANCE PLAZA HOURS Capital improvements, modifications The plaza is open to the public from 5 • and repairs to the plaza are the AM to 11 PM, and is available for responsibility of the city. The Rochester programmed events from 8 AM to.-11 Parks and Recreation Department is PM. Extended hours can be requested responsible for daily maintenance of the through RDA and is subject to plaza, either directly or through contract adjacent property to private vendors. permission of p p � management. Portions of the plaza or OPERATION AND PROGRAMMING the entire plaza may be closed to the The City Council has authorized, via public when reserved for events or for formalized agreement, the Rochester access to the properties abutting the Downtown Alliance to market, program plaza. and stage events on the plaza. RDA is a PARKING non-profit corporation created to Vehicle parking is not permitted on the enhance the vitality of the downtown plaza. Plaza users are to use existing area. Information regarding RDA and city parking ramps, surface lots and plaza events can be viewed at metered spaces, as available. Maps www.downtownrochestermn.org. showing parking facilities for the central business district are available through the City of Rochester web site www.rochesterparking.com or by contacting the City Clerk's office at (507) is 328-2888. 1 Rochester Downtown Alliance (RDA) BEVERAGE & FOOD 220 South Broadway Suite 100 • Rochester, MN 55904 No alcoholic beverages may be brought ATTN: Event Permits on the plaza or consumed by the (507)424-5677 general public outside of an organized info(a)rdowntownalliance.com event. Alcoholic beverages are allowed on the plaza through purchase from a Event requests will be evaluated by pre-qualified caterer only. RDA staff. The evaluation will consider No individual cooking or open fires are content, duration and appropriateness to permitted, unless proper permits are the setting and its impact on the plaza secured and on-file with the City of and adjacent properties. Rochester. The public is welcome to The permit must comply with Chapters utilize the plaza as lunch or leisure 125A Alcoholic Beverages and 117 space throughout the week. Sound Amplification of the Rochester RESTROOMS Code of Ordinances. There are no public restrooms on the Permit holders must agree to comply plaza. with all applicable policies, regulations and city ordinances governing the use of SEATING AND TRASH the plaza. Permit holders found to be Benches and trash containers located willfully violating plaza policies and on the plaza are intended for use by procedures (or with any condition placed general public to keep the plaza area on their permit) risk revocation of the • accommodating and clean. permit and forfeiture of future plaza use.. No permits are required for-,, informal ACTIVE GAMES Active games, including but not limited gatherings of 50 attendees or less where there is no liquor, . amplified to frisbee, skateboarding, in-line skating, bike riding, football or other activities music, banners, tents and set up of tables, chairs or similar staging of which are likely to disturb plaza users .the gathering. and expose them to injury, are not allowed on the plaza. EVENT CLASSIFICATION RATES . ANIMALS Rental fees are based on the event Plaza users are required to maintain classification, duration of the activity, c and the area of the plaza that is being control of their pets by leash and are required to clean up after their pets. used for the event. Please see rate sheet for current plaza reservation rates. SECTION II: PRIVATE USE VENDORS/CATERERS PERMITS FOR EXCLUSIVE USE OF RDA will provide permit holders with THE PLAZA lists of pre-qualified vendors and caterers experienced in servicing All or portions of the plaza may be used events. for the exclusive use of the permit holder. Permit applications for use of 1is the plaza are to be submitted to: 2 i INSURANCE CANCELLATIONS Permit holders shall maintain the If a cancellation occurs less than 30 • following minimum insurance coverage: days prior to the event, 50 percent of the • Public Liability: deposit paid by the permit holder to the $1,000,000 per occurrence; Rochester Downtown Alliance is $2,000,000 aggregate forfeited unless the event is re-booked • Automobile: within six months, in which case 15 $1,000,000 per incident or injury percent of the deposit paid will be • Workers Compensation: forfeited. If the deposit amount does not $500,000 per incident or injury equal the minimum rental, the balance • Permit holders shall provide RDA shall become due at the time of with certificates of insurance cancellation. naming the City of Rochester and RDA as additional insured. These WEATHER BACK-UP SITES certificates shall be provided to Securing a weather-related back-up site RDA a minimum of 10 days prior is the sole responsibility of the permit to the event. holder. PAYMENT OF FEES POLICE/SECURITY AND ' Fifty (50) percent of the total rental fee is EMERGENCY MEDICAL PERSONNEL due upon submission of event permit RDA will evaluate and determine, in application, plus an additional $250 consultation with the Rochester Police refundable reservation deposit. The Department, whether Security/Police., remaining balance will be due seven (7) and/or Emergency Medical: Personnel • days prior to the event. If the plaza is will be required for the event, The rented within 60 days of the event, the permit. holder will be required; at"its sole entire rental fee, plus an additional $250 expense, to secure these,.services'-as reservation deposit, is due at the time determined necessary for the duration of the reservation is placed. the event. The reservation deposit is completely ELECTRICITY/WATER refundable within seven (7) days Basic water and electrical, service is following the event, if no damages have included. in the plaza rental. fee.- RDA occurred, no unauthorized objects have will provide maps and diagrams showing been removed from the plaza, and no locations and capacity of available cleaning beyond customary is required. services. All electrical cords are to be If any of the items listed above exceeds covered with matting. • Taping of the amount of the deposit, the renter will electrical cords to the plaza surface is be expected to pay the additional not allowed. Any modifications to amount. existing electrical service must be done by the City of Rochester electrician only. No event shall be considered as All costs for modifications will be at the confirmed without the receipt of the sole expense of the permit holder. reservation deposit and insurance certificates by RDA. 3 i TRASH REMOVAL PLAZA FURNITURE RDA will evaluate the event and STAGING-TABLES-CHAIRS-TENTS • determine the number of additional trash Benches and trash containers located containers necessary to accommodate on the plaza are intended for use by the event. The permit holder, at its sole general public and are not to be expense, will make arrangements for considered as being available for the removal of all trash and debris exclusive use for permitted plaza generated by the event. RDA will events. provide the permit holder with contact information for vendors able to provide RDA will provide the permit holder with this service. Waste receptacles must be a list of vendors experienced - in removed by 8 AM the day following the providing furnishings and 'services for completion of the event. The permit events. holder will be responsible for leaving the plaza site, and the surrounding area Only weighted tents or canopies are impacted by event, clear of all trash and ' allowed on the plaza. No staking is debris. permitted. RESTROOMS PYROTECHNIC SPECIAL EFFECTS There are no public restrooms on the Pyrotechnic displays are strictly plaza: RDA-will evaluate the event and prohibited. No open fires are permitted.- determine the number and type of Candles are allowed but must be in portable restroom units required for the containers to capture wax. . event., The permit holder, at its sole • expense, will be responsible for - EVENT MANAGEMENT obtaining and- removing portable A permit holder representative shall be restrooms for. the event: Portable responsible for all employed -:vendors restrooms must be removed within four and suppliers. The representative will (4) hours after the completion of the be present- and identified to supervise event. RDA will provide the permit the event as well as the event set-up,' holder with a list of vendors able to tear-down and site clean-up. Load-in / provide, service, and remove portable tear-down operation can occur between restrooms. . the hours of 7 AM and 11 PM. RDA and the City of Rochester staff will not ALCOHOLIC BEVERAGES assist in the event set-up or tear-down. The sale and/or serving of alcoholic beverages is allowed on the plaza RDA staff, along with the designated through a pre-qualified caterer. RDA will permit holder representative, will inspect provide the permit holder with a list of the plaza at the conclusion of tear-down pre-qualified - caterers with bartending and clean-up. The permit holder will be service. The alcohol permit holder must responsible for costs to repair .damages be on premises at all times alcohol is to the plaza that occurred during the displayed or served. event and will be responsible for plaza clean-up costs. Sale or display of alcohol shall be limited to times identified on the event • permit. 4 i BANNERS AND SIGNAGE the sale of food or products on the Banners for permitted plaza events are plaza. • allowed to be displayed on the plaza during the time of the event and one Vendors are responsible for week prior to the event to advertise the housekeeping and end-of-day clean-up event. Banners will be hung in within 25 feet of designated vending designated locations using permanently area. affixed hardware. Banners and signs are not to be hung from light fixtures, NOISE trees, or adjacent buildings. No holes It is the responsibility of the permit are to be drilled into any surface or holder to control noise levels in fixture.. No tape or adhesives are to be compliance with Rochester Ordinance used to affix signs or banners. Banners Chapters 45 and 117 as well as to abide and signs -are to be free standing and by the established plaza rules regarding must be removed by the permit holder at hours -when amplified sound is conclusion of the event. permitted. Failure to comply may result in applicable fines and/or immediate RIGGING termination of the event. Event sound "and/or lighting structures are to be free standing. No ground SMOKING stakes are allowed. No structures are to Smoking will not be allowed on the be hung from plaza fixtures. plaza. Smoking is permitted off the plaza on the east side of the Marriott SOUND SYSTEM Hotel and,the north side of the Kahler • The plaza is equipped with a basic Hotel. Receptacles will be provided in sound system that is available for permit these areas for proper disposal of holder: use through the assistance of cigarettes. event management staff. PLAZA VEHICLE ACCESS Permit holders will be granted limited vehicular access to the plaza during the event set up and tear-down. Clean-up of oil, hydraulic or other fluids are the sole responsibility - of the permit holder. Trailer jacks are to be set on a rubber mat to prevent damage to plaza surfaces. CATERING /VENDING CARTS Cooking is not allowed on the plaza unless the permit holder obtains special permission from RDA staff. Food must be prepared off-site for serving on the plaza. Vendors are to provide and utilize matting or tarps to protect the . plaza surface from grease and other debris. Vending cart owners are required to obtain a permit from RDA for 5 'LAZA RENTAL RATES TOURS OF AVAILABILITY rhe Peace Plaza is open and available for rent from 8 AM to 11 PM daily. REDUCED RATES Reduced rates are available to non-profit 501 (c)3 organizations at 50% off regularly published rates. Reduced rates are also available to events that are open to the public at 33% off regula ly published rates. Time Slots Section 1 Section 2 Section 3 Sections 1-2 Full Plaza Capacity: 775 Capacity: 775 Capacity: 500 Capacity: 1550 Capacity: 2050 .OR- Sections 2-3 Capacity: 1275 8 AM to 2 PM $350 $350 $350 $700 $1000 (morning) 2 PM to 9 PM $700 $700 $700 $1400 $2000 (evening) 8 AM to 9 PM $1000 $1000 $1000 $2000 $3000 (full day)