HomeMy WebLinkAboutCity Council Packet 12-10-2013 SpecialCITY OF PLYMOUTH
AGENDA
SPECIAL COUNCIL MEETING
DECEMBER 10, 2013, 5:30 p.m.
MEDICINE LAKE CONFERENCE ROOM
1. CALL TO ORDER
2. TOPICS
A. Hilde Performance Center improvements and Veterans Memorial
B. Paid musical performance at Hilde Performance Center
C. Set Future Study Sessions
3. ADJOURN
Special Council Meeting 1 of 1 December 10, 2013
rp)City of Agenda 2APlymouthNumber:
Adding Qwfity to Life
To: Dave Callister, City Manager
SPECIAL
COUNCIL MEETING Prepared by: Diane Evans, Director of Parks & Recreation
December 10, 2013 Item: Hilde Performance Center Improvements & Veterans
Memorial
1. ACTION REQUESTED:
Provide additional staff direction for the Hilde Performance Center improvements and Veterans
Memorial.
2. BACKGROUND:
At the October 15, 2013, special meeting the City Council came to consensus on Phase 2
improvements to the Hilde Performance Center, incorporating a Veterans Memorial into the plan.
The Hilde Performance Center project is in the 2014 Capital Improvement Program (CIP).
Construction of the Phase 2 improvements would commence after the 2014 Music in Plymouth event
and completed prior to the 2015 Music in Plymouth event.
The Phase 2 plan will incorporate the following design elements:
Central Entrance and Plaza (#1)
o Entry plaza (alternative designs "with gateway" and "without gateway")
o Frontage improvements along Plymouth Boulevard (i.e. drop-off area, lighting,
electronic reader board)
o Trail entrance through the woods
Pond Plaza and Trail Connection (#2)
o Pond plaza seating area
o North/South trail connections
o Additional site grading
Restroom Facilities (#3)
o Portable restroom pad and enclosure or vault toilets
Veterans Memorial (#4)
o Located off of the City Hall parking lot
o Potential visions
A expression ofthank you to all those who have served
A place that honors both those who have and those who will serve
A memorial for Plymouth residents and families
A place for remembrance and individual memorialization
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Project consultants George Watson and Amanda Prosser from WSB & Associates will be at the
meeting to review Hilde Phase 2 design plans and discuss the Council's vision for the Veterans
Memorial. Once the City Council establishes a vision of the Veterans Memorial, a subcommittee
will be formed to work with the project architect and staff on the design.
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3. BUDGET IMPACT:
The Hilde Phase 2 project is scheduled in the CIP utilizing Community Improvement Funds. The
overall construction costs are estimated at $1,400,000, as detailed below:
1 Central Entrance 473,000
2 Pond Plaza 145,000
3 Restroom Facilities 40,000
4 Veteran's Memorial 250,350
5 Trails, Site Amenities, Electrical, Utilities 273,500
6 Contingency (10%), Design, Consultant Fees 218,150
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12/10/2013
Hxlde Performance enter
Phase 2 Improvements
Plymouth City Council Work Session
December l (' . 2_:1
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Pr -pored 8Y: WSB
Vision &Preferences
1. Central Park Entry i o
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2, Pond Plaza •, i,
3. Sanitary Facilities r,+ ; 4. Veteran's Memorial 40
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Estimated Costs
1 Trails, North Entry, Site Amenities, Lighting & Electrical 240,500.00
2 Irrigation & Utilities 33,000.00
3 Central Entry, Walkway, & Big Woods Restoration 473,000.00
4 Pond Plaza 145,000.00
5 Sanitary Facilities 40,000.00
6 Veteran's Memorial 250,350.00
7 Consultant Fees & 10% Contingency 218,150.00
Total: 1,400,000.00
Central Entry
Located at the
Intersection of 35th
Avenue & Plymouth
Boulevard
Iclvnlify the Hide and also serve
as a main entrance
c Announce Events etechonic:
reader boards
Enhance Ciyic Identity
o Tie to Plymouth's 'City Center'
Novide doop-off area for visitors
12/10/2013
2
Pond Plaza
Opportunities Include:
o Additional seating' . i
a+' o SiteGrading
Program Uses: f -•
Event staging ` +
Outdoor exercise
classroom k
Model boat racing
Suppiernent small r
eventstage _
Daily social space !
12/10/2013
3
Sanitary Facilities
Potential Options include:
Per'rnonenlly screen portable restroorns
Vault toilets
Permanent flush type facility
8
Veteran's Memorial
Potential Visions Include;
o An expression of thank you to all
those Who served our Country a k. 5 +%
a A place that honors both those.+
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who have and those who will t
serve
o A memorial for Plymouth 4'
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residents and families that have
made the ultimate sacrifice
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o lace of remembrance andUvidualmemorialization
4
12/'10/2013
U
rp)City of Agenda 2BPlymouthNumber:
Adding Qwfity to Life
To: Dave Callister, City Manager
SPECIAL
COUNCIL MEETING Prepared by: Regina Michaud, Recreation Manager
December 10, 2013 Reviewed by: Diane Evans, Director of Parks & Recreation
Item: Paid Musical Event at the Hilde Performance Center
1. ACTION REQUESTED:
Review the proposed Paid Event Program and provide staff with direction.
2. BACKGROUND:
Over the past few years, staff has met with several private event management/promotion companies
to determine interest, options and the viability of holding paid events at the Hilde Performance
Center. Sue McLean & Associates, Inc (SMA), a prominent event manager and promoter in the
metro area has come to the forefront and expressed a strong interest in co -hosting a paid event at the
Hilde Performance Center. SMA brings a tremendous amount of experience (15+ years) and
resources to the table. They are the exclusive talent buyer for the Live at the Guthrie Series, the
Basilica Block Party, and is the exclusive concert manager/promoter for the `Women of Substance
Series' at The O'Shaughnessy and the `Music in the Zoo Concert Series' at the Minnesota Zoo.
Paid Event Overview
It is important to note that the following items and strategies have been discussed with SMA
however, we have not entered into a formal agreement. A formal agreement with SMA will be
presented to City Council for approval if staff is directed to move forward with the paid event.
As you review the proposal, you will see there are some items with alternative options that will be
decided and implemented if the Council determines staff should proceed with the proposed event.
1. Location: Hilde Performance Center, 3450 Plymouth Blvd, Plymouth
2. Event Date (reserved): Friday, June 6, 2014
A hold/block has been placed on this date for both the Hilde Performance Center and the
Millennium Garden so that the event will not conflict with a wedding at that facility.
3. Target Audience/Attendance:
Targeted audience is contemporary, mainstream adult (similar to musical acts that perform at
the `Music in the Zoo Concert Series' at the Minnesota Zoo). Selected performer(s) will have
broad local and regional appeal such as the `Gear Daddies' or the `Tedeschi Trucks Band.'
Targeted attendance is 3,000 — 5,000.
Page 1
Staff and SMA believe that the proposed targeted audience and attendance with the inclusion
of concessions amenities (below) will allow for a successful event financially while
providing the community with a positive, exciting event experience.
The proposed audience/attendance target will allow staff and SMA to mitigate and/or
eliminate impacts on the community that could prove detrimental to this first-time effort (i.e.,
security, noise, traffic, parking).
4. Time: 7:00-10:30 p.m.
The proposed time for the event mitigates traffic and parking impacts. The start/finish of the
event avoids peak use periods for both traffic and parking as it avoids primary weekday work
and commute hours.
5. Traffic:
Event -generated traffic may create an impact at key intersections on Highway 55 and
Plymouth Boulevard during event inbound (6:00 — 7:00 p.m.) and outbound (10:30 — 11:30
p.m.) peak hours. However, it should not generate a significant impact.
Traffic Control Systems - Plymouth Police Department will oversee and approve traffic
control plans in coordination with SMA.
6. Parking:
Estimated parking needs for a maximum attendance of 5,000 people is 1,500 parking stalls
3 00 parking stalls per 1000 attendees).
Similar to the Music in Plymouth event, necessary parking would be provided in nearby lots
i.e., businesses, schools, city facilities) and on public streets.
Within the immediate area approximately 3,500 potential parking stalls have been identified.
Use of nearby lots would be negotiated, coordinated and contracted by SMA.
If needed, temporary shuttle services would be arranged for and provided from designated
parking lots based on distance. Parking and shuttle route plans would be coordinated by
SMA with review and approval by appropriate city staff.
7. Security:
Security Plans — Plymouth Public Safety will oversee and approve event security plans in
coordination with SMA.
Security Staff — A combination of private security and Plymouth Police personnel will be
used. SMA will contract and provide the security staff for the event.
Site Security — Staff will install temporary fencing to establish a security perimeter for the
event. SMA will establish 2-3 ingress/egress points for the event.
Emergency Care: SMA will provide and coordinate a first aid/EMT plan, with approval and
oversight from the Plymouth Police Department
8. Neighborhood Notifications
Notifications will be sent out to all adjacent neighborhoods within'/2 mile prior to the event.
Information sent will provide event details including contact information in case there are
further questions or concerns.
Page 2
9. Noise:
Anticipated noise levels at this event are not expected to meet or exceed those of the Music
in Plymouth event as the audience size is greatly reduced and the event will not include
fireworks.
Per City Code 2025, noise produced between 7:00 a.m. and 10:00 p.m. is not permitted to
exceed 60 decibels in residential areas. Noise produced between 10:00 p.m. and 7:00 a.m. is
not permitted to exceed 50 decibels in residential areas. This event will comply with City
Code.
Staff proposes the following mitigation techniques to compensate for and control/prevent the
potential to exceed noise regulations:
i. The audio system serving the audience would be designed to concentrate sound to the
audience and limit loudspeakers orientated toward the community.
ii. Monitoring of noise on and off site during sound checks and performances.
10. Concessions: Staff and SMA believe that in order to successfully appeal to an adult audience
and be financially viable it is critical that this event would include ancillary product sales
especially the sale of liquor (beer/wine only) and food.
Liquor Sales: SMA would contract services. Service contractors would be compliant with all
applicable liquor sale rules and regulations. Safety and monitoring of liquor sales would be
included in the event security plan.
i. SMA and/or their contractor will apply for a temporary liquor license with the City.
ii. Staff and SMA will request City Council authorization for alcohol sales/use at this
event.
Food Sales: SMA would contract itinerant food and non-alcoholic beverage services (i.e.,
food trucks). Service contractors would be compliant with all applicable food service rules
and regulations.
Retail Sales: SMA would contract retail sales services (i.e., t -shirts, cd's). Service
contractors would be compliant with all retail sales rules and regulations.
11. Tobacco: The event would comply with the City's Tobacco Free Parks Policy. Announcements
during the event will help to continue building awareness of and compliance with the policy
within the community.
12. Talent:
SMA is responsible for hiring the entertainment with approval from the City of Plymouth. As
well, SMA will be responsible for all musician/band logistics.
Targeted audience is contemporary, mainstream adult (similar to musical acts that perform at
the `Music in the Zoo Concert Series' at the Minnesota Zoo). Selected audience will have
broad local and regional appeal such as the `Gear Daddies' or the `Tedeschi Trucks Band.'
Note: In 2013, the `Tedeschi Trucks Band' played to sold out shows in St. Paul and at `Music
in the Zoo Concert Series' at the Minnesota Zoo
Staff and SMA believe that a contemporary, mainstream entertainer will bring in a large
audience (within the targeted range) and provide a fun, positive experience for attendees and
the community.
Page 3
13. Marketing/Promotion:
Staff and SMA will share marketing and promotional efforts. Staff will pursue
marketing/promotions in all standard City venues such as the City Newsletter, Activities
Guide, park and facility kiosks and local media outlets. SMA will pursue and conduct
marketing/promotions in line with those utilized for their other event productions within the
metro area.
14. Site:
Staff and SMA will share event site prep and tear -down efforts.
The City Staff will provide any site specific modifications in accordance with the site
security plan (i.e, fencing) and access to utilities (i.e., electricity, water).
SMA will contract and oversee event specific modifications such as rest rooms, waste
removal, production and sound systems.
15. Ticketing:
SMA will contract event ticketing through an on-line service such as Ticket Master. The
City's current registration system is not an appropriate or viable option for a paid event of
this size.
16. Sponsorship:
SMA is guaranteed the right to sell any and all event sponsorships with approval from the
City of Plymouth.
17. Event Profit/Loss:
Financial Loss. Both the City and SMA will be responsible for covering their respective
expenses.
Financial Profit. Revenue would be shared between the City and SMA. The City would
receive 15% of net profits or 10% of gross ticket sales generated by the concert series.
18. Insurance:
SMA will secure/provide event insurance and will list the City of Plymouth as additionally
insured.
3. BUDGET IMPACT:
City staff and SMA personnel believe that this event will prove profitable. At this time, estimated
profits cannot be determined.
The goal is to secure revenue for the City, which would be earmarked to underwrite future parks and
recreation programs throughout the community. In the event of a loss, staff is not anticipating a
substantial monetary loss as the majority of event costs are City staff resources/hours.
Page 4
12/10/2013
HILDE PERFORMANCE CENTER
PAID EVENT PROGRAM
Sue Mclean &Associates (SMA)
Prominent event manager and promoter
15+ years experience
Music in the Zoo, Basilica Block Party
Target Audience /Attendance
Contemporary, mainstream adult
3,000 — 5,000 attendees
Areas of Concern
Community Impact
Event Security
Financial Viability
12/10/2013
2
Community Impact
Noise Disturbance
Neighborhood Notifications
Timing: 7 —10:30 p.m.
Traffic Congestion
Traffic Control Plan
Critical intersections will be managed by
Plymouth Police officers
Parking
Estimated need 1500 parking stalls
Negotiated use of nearby parking lots
Shuttle parking service
Site Security
Plymouth Police Dept oversight
Contracted private security staff
Temporary fencing
Emergency medical care.
12/10/2013
3
Financial Viability
Event Profit/Loss
Profit, sharing (ex., City receive 15% net profits)
Loss, City & SMA cover their respective expenses
Ancillary Sales are Key
Food, beverage (includes alcohol) and retail items
Alcohol Sales (beer/wine)
Critical to the financial viability of the event
Expectation and appeal to adult audience (y,
Sales revenue U
Alcohol Sales
Alcohol sales/use will be in compliance with all
applicable rules and regulations.
12/10/2013
SMA and staff will request City Council
Authorization for alcohol sales/use at this event.
SMA and/or their contractor will apply for a
temporary liquor license with the City.
0
12/10/2013
City Council Direction
rp)City of
Plymouth
Adding Quaky to Life
SPECIAL
COUNCIL MEETING
December 10, 2013
To: Mayor and City Council
Prepared by: Sandy Engdahl, City Clerk
Item: Set Future Study Sessions
Agenda 2CNumber: v
1. ACTION REQUESTED:
Review the list of pending study sessions and set meetings as desired. Calendars are attached to
assist with scheduling.
PENDING STUDY SESSION TOPICS
at least 3 Council members have approved the following study items on the list):
None at this time.
OTHER REQUESTS FOR STUDY SESSION TOPICS
Update with City Manager (March)
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Adding Quality to Life
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Adding Quality to Life
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March 2014
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City Sampler
Plymouth City Hall
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