HomeMy WebLinkAboutCity Council Packet 01-26-2016 SpecialSpecial Council Meeting 1 of 1 January 26, 2016
CITY OF PLYMOUTH
AGENDA
SPECIAL COUNCIL MEETING
JANUARY 26, 2016, 5:30 p.m.
MEDICINE LAKE CONFERENCE ROOM
1. CALL TO ORDER
2. TOPICS
A. Benson Family barn donation
B. Revenue from paid events at the Hilde Performance Center
C. Set Future Study Sessions
3. ADJOURN
SPECIAL
COUNCIL MEETING
January 26, 2016
Agenda
Number: 2A
To: Dave Callister, City Manager
Prepared by: Diane Evans, Director Parks and Recreation
Reviewed by:
Item: Benson Family Barn Donation
1. ACTION REQUESTED:
Staff is requesting direction from the City Council regarding the Benson Family Barn (built in
1903) located at 5215 Vicksburg Lane North.
2. BACKGROUND:
This past fall, Jon and Mary Benson contacted staff expressing interest in donating their barn to the
City of Plymouth. The Benson barn is located on the west side of Vicksburg Lane, just south of the
railroad crossing.
After receiving the donation offer, staff solicited the services of Miller Dunwiddie Architecture and
SRF Consulting Group to evaluate the integrity of the Benson barn, provide options for its use,
prepare cost estimates and develop conceptual plans for use of the barn as a three season picnic
shelter on the Northwest Greenway’s (NWG) southern trailhead. The analysis report is attached.
Page 1
The NWG southern trailhead (outlined in yellow on the aerial photo below) is located just north of
Schmidt Lake Road on Peony Lane North. Wayzata High School can be seen just to the southwest of
the trailhead.
Staff is requesting direction from the City Council regarding the Benson Barn. Options include:
Accept the barn and relocate to the Northwest Greenway property
Do not accept the donation, but complete a photographic documentation of the barn
Do not accept the donation
If the City Council would like to accept the Benson barn donation, it would need to be relocated to
the NWG trailhead property prior to June 1, 2016 to avoid construction conflicts on Vicksburg Lane.
3. BUDGET IMPACT:
This project is not scheduled in the 2016 Capital Improvement Program and does not have an
identified funding source. If the City Council would like to proceed with the Benson Barn donation,
the project would be completed in two phases. Phase one would relocate the Benson Barn onto
park property and place the structure on a foundation. The estimated cost for phase one is
260,000. Phase two of the project would provide for the repair/renovation of the barn and
necessary construction improvements to transition it into a three season picnic shelter. Estimated
costs for phase two is $255,000 - $315,000. The total project cost is estimated at $515,000-
575,000.
4. ATTACHMENTS:
Benson Barn/NWG Trailhead Analysis
Page 2
January 15, 2016
Benson Barn /
Peony Lane Trailhead Analysis
Northwest Greenway Trail
City of Plymouth, Minnesota
DRAFT
Prepared by:
Page 3
Page left intentionally blank.
Page 4
1BensonBarn / Peony Lane Trailhead Analysis
Introduction
Site Development Program
The Northwest Greenway is a continuous corridor of parks
and open space that the City of Plymouth has protected
from development for the use and enjoyment by its citizens.
The Northwest Greenway extends from Cheshire Parkway
to Peony Lane. A trail system is being developed that will
link neighborhoods, parks, local and regional trails and
community services including schools and community
centers. This report provides refinements in the planning and
design of two proposed trailheads located adjacent to Peony
Lane to arrive up on a preferred site plan for each trailhead
and to determine the likely costs of implementation. A large
component of the work includes the general evaluation of a
barn structure, and its potential relocation and reuse within
one of the trailhead locations.
The project team evaluated the existing physical
characteristics of the north and south trailhead sites along
Peony Lane, including wetland boundaries, topography,
vegetation and existing roadways and trails to prepare base
drawings on which to develop programming concepts. The
project team also developed a site program matrix (Figure
1) for each trailhead. Elements considered for trailhead
programming included the type and frequency of events,
the type and volume of trail users, parking demand, need
for water and sanitary utilities, building structures and their
function, user amenities, and opportunities for historic,
natural and cultural interpretation.
The project team developed two concepts for each north
and south trailhead, applying the intended site development
program proposed for each site. Plymouth Parks and
Recreation staff reviewed the concept plans with the project
team. A single, revised concept was developed for each
trailhead site based on the input provided by city staff .
The south trailhead (Figure 2) is the larger site and includes a
parking lot for 100 vehicles adjacent to a three-season picnic
shelter. The area includes a hardscape plaza, which could be
used for an event tent, food trucks and additional portable
toilets for accommodating large groups of people for special
events. A pedestrian boardwalk and the Northwest Greenway
Trail connect to the southern end of the trailhead site where
a separate 50-space parking lot is situated next to two picnic
shelters and an adventure playground. The picnic shelters
will accommodate up to 20 people and could be reserved
ahead of time by groups.
The north trailhead (Figure 3) includes a parking lot for 125
vehicles and a large, four-season building. The Northwest
Greenway extends around the trailhead site and connects
with an elevated wetland overlook viewing platform. An at-
grade crossing across Peony Lane is located at the entrance
to the parking lot to provide pedestrian access to the west
side trail, future park and elementary school.
Concept Plans
Page 5
2 City of Plymouth
Page left intentionally blank.
Page 6
Figure 1: Trailhead Element Matrix
ELEMENT
SOUTH
TRAILHEAD
NORTH
TRAILHEAD
Infrastructure
picnic shelter w/restrooms X
arts/programming building X
Small picnic shelters 2)X
Parking for Building 125)X
Parking for Building 100)X
Parking for 2 small picnic shelters 50)X
Bus/car area X X
Parking shuttle access X
Pulloff/parking for food trucks X
Peony Lane pedestrian crossing X
Tent pad for events X
Portable toilet pad/area for events X
Water/sewer/electical service X X
Lighting X X
Trail
Trail connections X X
Kiosk for trail map X X
Rest stop bench,bike rack,trash receptacle)X X
Fixit station X
Other
Adventure playground X
Event staging area X X
Information/historical elements kiosk X
Wetland viewing tower/blind X
Wetland boardwalk X X
Seasonal decorations w/supporting utilities X X
3BensonBarn / Peony Lane Trailhead Analysis
Miller Dunwiddie Architecture, as a member of
the project team, provided an assessment of the
existing farmstead barn located along Vicksburg
Lane, evaluating existing conditions, design
opportunities and probable costs. The barn is being
considered the City for relocation and future use
at the south trailhead along Peony Lane. Miller
Dunwiddie Architecture prepared the attached
memorandum that includes options for reuse of
the barn.
Barn Evaluation
Page 7
Figure 2: South Trailhead Concept
RRRRRRRRRReeeeeeeeeessssssssstttttttttt SSSSSSSSSSttttttttttoooooooooppppppppp wwwwwwwww///////// KKKKKKKKKKKKKiiiiiiiiiiiooooooooooooossssssssssssskkkkkkkkkkkkkk
3333333333000000000xxxxxxx666666660000000000 333333333-----SSSSSSSSSeeeeeeeeeeaaaaaaaaassssssssooooooooonnnnnnnnn
PPPPPPPiiiiiiiiiiiccccccccccccccnnnnnnnnnnnnniiiiiiiiiiiiccccccccccccc SSSSSSSSSSSSSSShhhhhhhhhhhhhheeeeeeeeelllllllllttttttttttteeeeeeeeeeeeeeerrrrrrrrrrrrr
PPPPPPPeeeeeedddddddeeeeeeeeeesssssssssttttttttttttrrrrrrriiiiiiiiaaaaaaaannnnnnnnnn
BBBBBBBBBoooooooaaaaaaaaaarrrrrrrrddddddddddwwwwwwwwwaaaaaaaallllllllkkkkkkkkk
NNNNNNNNooooooonnnnnnnn-------SSSSSSSSttttttttttrrrrrrruuuuuuuuccccccccttttttttttuuuuuuurrrrrrrrraaaaaaaaallllllll))))))))
AAAAAAAAAAAAAdddddddddddvvvvvvvvvveeeeeeeeeeennnnnnnnnntttttttttuuuuuuuuurrrrrrrrreeeeeeeeee
PPPPPPPPPPPlllllllllllaaaaaaaaaayyyyyyyyyygggggggggrrrrrrrrrooooooooouuuuuuuuunnnnnnnndddddddd
11111111111111000000000000000000000000000000000 SSSSSSSSSSSSSSSSSSSpppppppppppppppppppaaaaaaaaaaaaaacccccccccccccccceeeeeeeeeeeeeeeeeeeessssssssssssssss
PPPPPPPPPPiiiiiiiccccccccccnnnnnnnnnnniiiiiiiiicccccccccc SSSSSSSShhhhhhhhheeeeeeeelllllllltttttttttteeeeeeeerrrrrrrrssssssss
EEEEEEEEEEEEEEEEEEEEExxxissssssstttttttttttttiiiiiingg PPoonnnnnnnnnnnnnnnnnnnnnnnnnddddddd
RRRRRRRRReeeeeeeeeeeesssssssssttttttttttrrrrrrroooooooooooommmmmmmm
55550000 SSSSSSSSSSSSSSSSSSpppppppppppppppppppaaaaaaaaaaacccccccccccccceeeesss
CCCCCCCCooooooooonnnnnnnnnnnnnnnnnnnneeeeeeeeeecccccccccctttttttttttiiiiiiioooooooooonnnnn tttttttttooooooooooo GGGGGGGGGGGrrrrrrrrrreeeeeeeeeeeeeeeeeeeeennnnnnnnnnnwwwwwwwwwwaaaaaaaayyyyyyyyyy TTTTTTTTTTTrrrrrrrrraaaaaaaaaaaiiiiiiiiiilllllll
BBBBBBBBBBBBBBooooooooooaaaaaaaarrrrrrrrrddddddddddwwwwwwwwwwaaaaaaaaaallllllllkkkkkkkkkk
MMMMMMMMMMMuuuuuuuullllllllttttttttttiiiiiiiii------uuuuuuuuuusssssssseeeeeeeeee PPPPPPPPPlllllllaaaaaaaaazzzzzzzzaaaaaaaaaaa
wwwwwwwwiiiiiiittttttttthhhhhhhhhhh pppppppppaaaaaaaaaadddddddddd ffffffffffooooooorrrrrrrrrr ttttttttteeeeeeeeennnnnnnnnnntttttttt
HHHHarrrrrrrrrrrrrdddddddddddddd SSSSuuurrrrrrffffffffffaaaaaaaaaacccccceeeeeeeeee TTTTTTTTTrrrrrrrraaaaaaaiiiilllll
CCCCCCCCCCCCCCCoooooooooooooonnnnnnnnnnnnnnnnnnnneeeeeeeecccccccttttttttiiiiioooooooooonnnnnnnnnn tttttttttooooooooo
GGGGGGGGGGGGGGGGGGrrrrrrrrrrreeeeeeeeeeeeeeeeeeeeennnnnnnnnwwwwwwwwwwaaaaaaaayyyyyyyyy TTTTTTTTTTrrrrrrrraaaaaaaaaiiiiiiillllllll
4 City of Plymouth Page 8
Figure 3: North Trailhead Concept
RRRRRReeeeeeessssssssttttttt SSSSSSSSSSSSStttttttttoooooooppppppp wwwwww/////// KKKKKKKiiiiioooooooossssssskkkkkkkk
44444444---SSSSSSSSSSeeeeeeeeaaaaaaaasssssssssoooooooooonnnnnnnnn PPPPPPaaaaaaarrrrrrrrrkkkkkkkk BBBBBBBBBBBBBBuuuuuuuuuuuuuuuiiiiiiiiiiiiiiilllllllllllllldddddddddddddddiiiiinnnnngggggggggggggg
PPPPPPooooooooooooootttttteeeeeeennnnnnntttttttiiiiiiaaaaallllll BBBBBBBoooooaaaaaaarrrrrdddddwwwwwwwaaaaallllllllkkkkkkk
111111111111111111222222222222222255555555555555555555 SSSSSSSSSSSSSSpppaaacccccccceeeeeeeeeeeeeeeeessssssssssssssssss
WWWWWWWWWeeeeeeeettttttttllllllllaaaaaaaannnnnnnnddddddddd OOOOOOOOOOvvvvvvvvvvveeeeeeeeeeerrrrrrrrrlllllloooooooooooooooooooookkkkkkkkkk
PPPPPPPoooooootttttttteeeeeeeennnnntttttttttttttiiiiiiiiiiaaaaaaaaaaaaaalllllllllllll BBBBBBBBBBBBBooooooooooooooaaaaaaaarrrrrrddddddddddddwwwwwwwwaaaaaaaaallllllllkkkkkkkkk
5BensonBarn / Peony Lane Trailhead AnalysisPage9
Date: 15 January 2016
Project: Park Picnic Shelter/Assembly Structure
City of Plymouth
RE: General Information:
Options to move building and adapt for park assembly or new construction for park
assembly
Relocation and Use of Vicksburg Barn
Background Information
Based on available documents the barn is on part of the property purchased from the railroad in 1892 by
P. Cavanaugh. The exact date of the barn’s construction has not been verified but based on family history
the construction was 1903. There are other earlier dates also associated with the construction of the barn
but their origin is unknown. Based on the visible evidence the barn does not appear to have any additions
and appears to have been built at one time. There are visible changes, the most notable being modern
day additions and modifications.
The interior wood structure of the barn does have integrity of detail and although there have been modific
ations to the building; this detail is still intact and largely unmodified. The property has been reviewed by
SHPO and the Plymouth Historical Society and currently there is no historic designation or significance
noted for this structure. It is unclear if a survey of the interior has ever been completed.
Considerations
Since the structure is not currently noted or designated historic by at least two of the main bodies that
typically would make this designated at either the city or state level, there is no mandate to treat this
building as a historic property. If this property was considered ‘historic’ there is still no limitation as to the
options, however, there would be requirements related to recordation prior to its demolition. The
recordation requirements are often met with photographic documentation of the building and its features.
Vicksburg Barn Options
Option 1 – Photographic documentation of building prior to being demolished by others
Photographic documentation of building by City for Plymouth Historical Society archives $1,500
There is no mandate or requirement for this documentation but may be of interest to the
community to retain images of the building.
Page 10
Vicksburg Barn Updated January 14, 2016
City of Plymouth Page 2
Option 2 – Relocated barn used as picnic shelter. Designs shown with code compliant toilet facilities and
storage appropriately sized for this type of facility.
Step 1 – Move building to City Property (no use other than possibly storage) Total $260,000*
Remove and salvage stable walls and doors - $3,500 allowance
Move upper portion of building - $30,000 to $34,000 estimate from Larry Stubbs, *does not
include cost associated with wire drops at power lines and street lines.
Provide new foundation, slab, structural wall at first floor of building and replace roof -
220,000 construction allowance.
Step 2 – Building Renovation
Concept E.A1 Total $515,000**
a. Designed as a 3 season picnic/assembly structure. $255,000 + $260,000 = $515,000
b. Exposed siding and structure at interior.
c. Provide toilet facilities and storage as shown on concept plan A1
d. Provide basic power and lighting within open area – exposed conduit
e. Adjacent/connected outdoor patio
Concept E.B1 Total $555,000**
a. Designed as a 3 season picnic/assembly structure. $295,000 + $260,000 = $555,000
b. Exposed siding and structure at interior.
c. Provide toilet facilities and storage as addition to barn as shown on concept plan B1
d. Provide basic power and lighting within open area – exposed conduit
e. Adjacent/connected outdoor patio
Concept E.C1 Total $575,000**
a. Designed as a 3 season picnic/assembly structure. $315,000 + $260,000 = $575,000
b. Exposed siding and structure at interior.
c. Provide toilet facilities and storage as a separate building as shown on concept plan C1,
orientation and separation of buildings to be determined based on site location
d. Provide basic power and lighting within open area – exposed conduit
e. Adjacent/connected outdoor patio
U:\SRF\SRF1501\Documentation\B1_Own Correspond\SRF1501 151228 Option memo.docx
Page 11
Vicksburg Barn Updated January 14, 2016
City of Plymouth Page 3
New construction of picnic shelter/assembly building
New construction picnic shelter/assembly is shown with a simple metal framed structure and exterior
cladding for minimal maintenance and flexibility to serve community. Occupant load remains under 300
to eliminate need for sprinkler system. Sides of building open up to optimize the indoor/outdoor
experience of the shelter.
Concept N.A1 Total $365,000**
a. Designed as a 3 season picnic/assembly structure.
b. Exposed siding and structure at interior.
c. Provide toilet facilities and storage as shown on concept plan A1
d. Provide basic power and lighting within open area – exposed conduit
e. Adjacent/connected outdoor patio
Concept N.B1 Total $385,000**
a. Designed as a 3 season picnic/assembly structure.
b. Exposed siding and structure at interior.
c. Provide toilet facilities and storage as addition to barn as shown on concept plan B1
d. Provide basic power and lighting within open area – exposed conduit
e. Adjacent/connected outdoor patio
the site has not been determined and there is no allowance for site utilities included
Opinions of probable project cost, construction cost, financial evaluations, feasibility studies, economic
analyses of alternate solutions and utilitarian considerations of operations and maintenance costs
provided for in MDA’s proposal, letter agreement, or otherwise, are made on the basis of MDA’s
experience and qualifications and represent MDA’s judgment as an experienced design professional. It is
recognized, that MDA does not have control over the cost of labor, material, equipment or services
furnished by others or over market conditions or contractors’ methods of determining their prices.
Accordingly, MDA does not guarantee that proposals, bids or actual costs will not substantially vary from
opinions, evaluations or studies submitted by MDA to CLIENT hereunder.
The above numbers are construction dollars only and do not include design fees or other Owner costs.
Included in the construction cost is an Owner's contingency and Design Contingency. The Owner’s
contingency is based upon the following factors: type of work (renovation and new addition); age and
condition of existing structures. No assumptions have been made regarding the presence of hazardous
materials that require special handling or abatement. The Design contingency is based upon the level of
design that has been completed. Pre design work is generally accompanied by a 15% contingency.
U:\SRF\SRF1501\Documentation\B1_Own Correspond\SRF1501 151228 Option memo.docx
Page 12
Page13
Page14
Page15
Page16
Page17
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
CI
T
Y
C
O
U
N
C
I
L
W
O
R
K
S
H
O
Be
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
r
a
i
l
h
e
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
Se
e
k
g
u
i
d
a
n
c
e
a
b
o
u
t
t
h
e
r
e
u
s
e
o
f
t
h
e
Be
n
s
o
n
B
a
r
n
Me
e
n
g
P
u
r
p
o
s
e
Pr
oj
e
c
t
I
n
te
n
t
Ou
t
c
o
m
e
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Th
e
g
e
n
e
r
a
l
e
v
a
l
u
a
o
n
o
f
t
h
e
B
e
n
s
o
n
Ba
r
n
a
n
d
i
t
s
p
o
t
e
n
a
l
r
e
l
o
c
a
o
n
a
n
d
re
u
s
e
a
t
t
h
e
S
o
u
t
h
P
e
o
n
y
L
a
n
e
T
r
a
i
l
h
e
a
d
Re
n
e
t
h
e
p
l
a
n
n
i
n
g
a
n
d
d
e
s
i
g
n
o
f
t
w
o
pr
o
p
o
s
e
d
t
r
a
i
l
h
e
a
d
s
a
l
o
n
g
P
e
o
n
y
L
a
n
e
De
t
e
r
m
i
n
e
w
h
e
t
h
e
r
o
r
n
o
t
t
o
m
o
v
e
a
n
d
re
d
e
v
e
l
o
p
t
h
e
B
e
n
s
o
n
b
a
r
n
a
s
a
p
i
c
n
i
c
sh
e
l
t
e
r
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
VicksburgLaneNDunkirkLaneNPeonyLaneN
BE
N
S
O
N
B
A
R
N
VicksburgLaneDunkirkLanePeonyLane
El
m
C
r
e
e
k
W
e
t
la
n
d
PE
O
N
Y
L
A
N
E
TR
A
I
L
H
E
A
D
S
NO
R
T
H
SO
U
T
H
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
PeonyLaneN
NO
R
T
H
T
R
A
IL
H
E
A
D
SO
U
T
H
T
R
A
IL
H
E
A
D
PeonyLane
El
m
C
re
e
k
W
e
t
la
n
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Re
s
Re
s
Re
s
Re
s
Re
ses
t
S
t
S
t
SSS
t
StSSS
t
SSSS
to
p
to
p
to
p
to
p
toto
p
w/w/w/w/w/
KiKiKiKiKi
os
k
os
k
os
k
os
k
os
k
4-
S
4-
S
4-
S
4-
S
4-
SS
ea
s
ea
s
ea
s
ea
s
ea
s
onononononooo
Pa
r
Pa
r
Pa
r
Pa
r
Pa
rrk
B
k
B
k
B
k
B
k
BBBBB
ui
l
ui
l
ui
l
ui
l
ui
l
ui
lliuiui
l
ui
l
ui
l
ui
l
ui
l
ui
l
ui
ldi
n
di
n
di
n
di
n
di
n
ddddddd
ggggggggg
Po
t
PPo
t
oootPo
t
Po
t
Po
t
oooo
en
t
en
t
en
t
en
t
en
tia
l
ia
l
ia
l
ia
l
i
BoBoBoBoB
ar
d
ar
d
ar
d
ar
d
a
wa
l
wa
l
wa
l
wa
l
wa
kkkkk
12
5
12
5
12
5
12
5
12
5
12
5
12
5
12
5
12
552512
52512
5
SpSSSSSS
p
ac
e
ac
e
ac
eceeeeeeeeee
c
ssssssssss
We
t
We
t
We
t
We
t
We
t
We
t
e
la
n
la
n
la
n
la
nanana
d
O
d
O
d
OdOdOd
O
d
ve
r
ve
r
ve
r
ve
rer
v
e
lo
o
lo
o
lo
o
lo
ooolo
o
lo
kkkkkkk
Po
t
Po
t
Po
t
Po
t
Po
t
en
t
en
t
en
tntt
en
t
en
tttttia
l
ia
l
ia
l
ia
l
ia
l
iaia
l
ia
l
ia
l
ia
l
ia
ll
BoBoBoBooBoBoBoBoBoBB
ar
d
ar
d
ar
d
ar
d
ar
d
ar
d
ar
ddd
wa
l
wa
l
wawa
l
wa
l
wa
l
wa
l
a
kkkkkkk
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
RRRRRRR
eeeeeeee
sssssss
tttttt
SSSSSSSS
ttttttooooooo
pppppppp
wwwwwww ///////
KKKKKKKKKKK
iiiiiiiioooooooooooo
sssssssss
kkkkkkkkkkk
3333333
000000
xxxxx
666666
00000000
33333333 ----
SSSSSSSS
eeeeeeee
aaaaaaa
sssssss
ooooooo
nnnnnnn
PPPPPPP
iiiiiiiiicccc
nnnnnnnnnnn
iiiiiiiicccccccccc
SSSSSSSSSSSS
hhhhhhhhhhhh
eeeeeeeeee
lllllltttttttteeeeeeee
rrrrrrrrr
ooooooooooo
rrrrrrrrrrr
PPPPPPPP
oooooooo
ttttttteeeeeee
nnnnnnn
tttttttttiiiiiiiiaaaaaaa
lllllll
BBBBBBB
aaaaaaaa
rrrrrrrnnnnnnn
LLLLLLLoooooooo
ccccccc
aaaaaaa
ttttttttiiiiiiooooooo
nnnnnnn
PPPPP
eeeee
dddddd
eeeeeeeee
sssssss
ttttttttrrrrrriiiiiiiaaaaaaaa
nnnnnnnn
BBBBBBBB
oooooo
aaaaaa
rrrrrrrdddddddd
wwwwwww
aaaaaa
llllllkkkkkkk
NNNNNNN
oooooo
nnnnnn -----
SSSSSSSStttttttrrrrruuuuuuu
cccccc
ttttttttuuuuuuu
rrrrrrraaaaaa
lllllll )))))))
AAAAAAAA
ddddddddd
vvvvvvvv
eeeeeeee
nnnnnnnn
tttttttuuuuuuuu
rrrrrrreeeeeee
PPPPPPPP
llllllllaaaaaaaa
yyyyyyyy
ggggggg
rrrrrrrooooooo
uuuuuuu
nnnnnnn
ddddddd
1111111111111
000000000000
000000000000000
SSSSSSSSSSSSSSSS
ppppppppppppppppp
aaaaaaaaaaaa
cccccccccccccc
eeeeeeeeeeeeeeee
sssssssssssss
PPPPPPPP
iiiiiiicccccccc
nnnnnnnn
iiiiiicccccccc
SSSSSSS
hhhhhhhh
eeeeeee
lllllltttttteeeeeeee
rrrrrrrssssss
EEEEEEEEEEEEEEEEE
xx
issssss
ttttttttttiiiiiinn
gg
PP
oo
nnnnnnnnnnnnnnnnnn
ddddd
555
000
SSSSSSSSSSSSSSSSS
pppppppppppppppp
aaaaaaaaaaa
cccccccccc
eee
sss
MMMMMMMM
uuuuuu
llllllltttttttiiiiii ------
uuuuuuu
sssssss
eeeeee
PPPPPPP
lllllllaaaaaa
zzzzzz
aaaaaaaa
wwwwwww
iiiiiiittttttthhhhhhhh
ppppppp
aaaaaaaa
dddddddd
fffffffooooooo
rrrrrr
ttttttt
eeeeeee
nnnnnnnn
ttttttt
HHHH
a
rrrrrrrrrrrdddddddddddd
SSSSS
uuuu
rrrrrrr
fffffff
aaaaaaaaa
ccccc
eeeeeee
TTTTTTTTTrrrrrrr
aaaaaa
iiiilllll
CCCCCCCCCCC
oooooooooooo
nnnnnnnnnnn
nnnnnnnn
eeeeeeee
cccccc
tttttttiiiioooooooo
nnnnnnnn
ttttttt
ooooooo
EEEEEEE
aaaaaa
sssss
tttttt
SSSSSSSSSSS
iiiiiiiiiiiddddddddddd
eeeeeee
oooooooo
ffffffff
WWWWWWWW
eeeeeeee
tttttttttlllllllaaaaaaa
nnnnnnn
ddddddd
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
Op
t
i
o
n
2
R
e
l
o
c
a
t
e
d
b
a
r
n
u
s
e
d
a
s
p
i
c
n
i
c
s
h
e
l
t
e
r
D
e
s
i
g
n
s
s
h
o
w
n
w
i
t
h
c
o
d
e
c
o
m
p
l
i
a
n
t
t
o
i
l
e
t
f
a
c
i
l
i
t
i
e
s
st
o
r
a
g
e
a
p
p
r
o
p
r
i
a
t
e
l
y
s
i
z
e
d
f
o
r
t
h
i
s
t
y
p
e
o
f
f
a
c
i
l
i
t
y
St
e
p
1
M
o
v
e
b
u
i
l
d
i
n
g
t
o
C
i
t
y
P
r
o
p
e
r
t
y
n
o
u
s
e
o
t
h
e
r
t
h
a
n
p
o
s
s
i
b
l
y
s
t
o
r
a
g
e
Re
m
o
v
e
a
n
d
s
a
l
v
a
g
e
s
t
a
b
l
e
w
a
l
l
s
a
n
d
d
o
o
r
s
3
5
0
0
a
l
l
o
w
a
n
c
e
Mo
v
e
u
p
p
e
r
p
o
r
t
i
o
n
o
f
b
u
i
l
d
i
n
g
3
0
0
0
0
t
o
3
4
0
0
0
e
s
t
i
m
a
t
e
f
r
o
m
L
a
r
r
y
S
t
u
b
b
s
Pr
o
v
i
d
e
n
e
w
f
o
u
n
d
a
t
i
o
n
s
l
a
b
s
t
r
u
c
t
u
r
a
l
w
a
l
l
a
t
fi
r
s
t
fl
o
o
r
o
f
b
u
i
l
d
i
n
g
a
n
d
r
e
p
l
a
c
e
r
o
o
f
2
2
0
0
0
0
c
o
n
s
t
r
u
c
t
i
o
n
a
l
l
o
w
a
n
c
e
D
o
e
s
n
o
t
i
n
c
l
u
d
e
c
o
s
t
a
s
s
o
c
i
a
t
e
d
w
i
t
h
w
i
r
e
d
r
o
p
s
a
t
p
o
w
e
r
l
i
n
e
s
a
n
d
s
t
r
e
e
t
l
i
g
h
t
s
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Be
n
s
o
n
B
a
r
n
O
p
t
i
o
n
s
Op
t
i
o
n
1
P
h
o
t
o
g
r
a
p
h
i
c
d
o
c
u
m
e
n
t
a
t
i
o
n
o
f
b
u
i
l
d
i
n
g
p
r
i
o
r
t
o
b
e
i
n
g
d
e
m
o
l
i
s
h
e
d
b
y
o
t
h
e
r
s
P
h
o
t
o
g
r
a
p
h
i
c
d
o
c
u
m
e
n
t
a
t
i
o
n
o
f
b
u
i
l
d
i
n
g
b
y
C
i
t
y
fo
r
P
l
y
m
o
u
t
h
H
i
s
t
o
r
i
c
a
l
S
o
c
i
e
t
y
a
r
c
h
i
v
e
s
Th
e
r
e
i
s
n
o
m
a
n
d
a
t
e
o
r
r
e
q
u
i
r
e
m
e
n
t
f
o
r
t
h
i
s
d
o
c
u
m
e
n
t
a
t
i
o
n
b
u
t
m
a
y
b
e
o
f
i
n
t
e
r
e
s
t
t
o
t
h
e
co
m
m
u
n
i
t
y
t
o
r
e
t
a
i
n
i
m
a
g
e
s
o
f
t
h
e
b
u
i
l
d
i
n
g
EsEs
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Co
n
c
e
p
t
E
A
1
C
a
p
a
c
i
t
y
2
3
0
a.
D
e
s
ig
n
e
d
a
s
a
3
s
e
a
s
o
n
p
ic
n
ic
a
s
s
e
m
b.
E
x
p
o
s
e
d
s
id
in
g
a
n
d
s
t
r
u
c
t
u
r
e
a
t
in
te
c.
P
ro
v
id
e
to
ile
t
f
a
c
ilit
ie
s
a
n
d
s
t
o
r
a
g
e
a
d.
P
r
o
v
id
e
b
a
s
ic
p
o
w
e
r
a
n
d
lig
h
t
in
g
w
i
e.
A
d
ja
c
e
n
t
c
o
n
n
e
c
t
e
d
o
u
t
d
o
o
r
p
a
t
io
T
h
e
s
it
e
h
a
s
n
o
t
b
e
e
n
d
e
t
e
r
m
in
e
d
a
n
in
c
lu
d
e
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Co
n
c
e
p
t
E
B
1
C
a
p
a
c
it
y
2
9
9
a.
D
e
s
ig
n
e
d
a
s
a
3
s
e
a
s
o
n
p
ic
n
ic
a
s
s
b.
E
x
p
o
s
e
d
s
id
in
g
a
n
d
s
t
r
u
c
t
u
r
e
a
t
in
c.
P
ro
v
id
e
t
o
ile
t
f
a
c
ilit
ie
s
a
n
d
s
t
o
r
a
g
d.
P
ro
v
id
e
b
a
s
ic
p
o
w
e
r
a
n
d
lig
h
t
in
g
e.
A
d
ja
c
e
n
t
c
o
n
n
e
c
t
e
d
o
u
t
d
o
o
r
p
a
t
T
h
e
s
it
e
h
a
s
n
o
t
b
e
e
n
d
e
t
e
r
m
in
e
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Co
n
c
e
p
a.
D
e
s
ig
b.
E
x
p
o
c.
P
ro
v
i
bu
il
d
in
d.
P
ro
v
ex
p
o
s
e
e.
A
d
j
a
T
h
e
al
lo
w
a
n
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Co
n
c
e
p
t
N
A
1
C
a
p
a
c
it
y
2
9
9
a.
D
e
s
ig
n
e
d
a
s
a
3
s
e
a
s
o
n
p
ic
n
ic
a
s
s
e
b.
E
x
p
o
s
e
d
s
id
in
g
a
n
d
s
t
r
u
c
t
u
r
e
a
t
in
t
c.
P
ro
v
id
e
to
ile
t
f
a
c
ilit
ie
s
a
n
d
s
t
o
r
a
g
e
d.
P
ro
v
id
e
b
a
s
ic
p
o
w
e
r
a
n
d
li
g
h
t
in
g
w
e.
A
d
ja
c
e
n
t
c
o
n
n
e
c
t
e
d
o
u
t
d
o
o
r
p
a
t
io
T
h
e
s
it
e
h
a
s
n
o
t
b
e
e
n
d
e
t
e
r
m
in
e
d
a
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
Co
n
c
e
p
t
N
B
1
C
a
p
a
c
it
y
2
9
9
a.
D
e
s
ig
n
e
d
a
s
a
3
s
e
a
s
o
n
p
ic
n
ic
a
s
s
e
b.
E
x
p
o
s
e
d
s
id
in
g
a
n
d
s
t
r
u
c
t
u
r
e
a
t
in
t
c.
P
ro
v
id
e
t
o
ile
t
f
a
c
ilit
ie
s
a
n
d
s
t
o
r
a
g
e
d.
P
ro
v
id
e
b
a
s
ic
p
o
w
e
r
a
n
d
li
g
h
t
in
g
w
e.
A
d
ja
c
e
n
t
c
o
n
n
e
c
t
e
d
o
u
t
d
o
o
r
p
a
t
io
T
h
e
s
it
e
h
a
s
n
o
t
b
e
e
n
d
e
t
e
r
m
in
e
d
a
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tra
il
B
e
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
ra
ilh
e
a
d
CI
T
Y
C
O
U
N
C
I
L
W
O
R
K
S
H
O
Be
n
s
o
n
B
a
r
n
P
e
o
n
y
L
a
n
e
T
r
a
i
l
h
e
No
r
t
h
w
e
s
t
G
r
e
e
n
w
a
y
Tr
a
i
l
P
ly
m
o
u
t
h
M
i
n
n
e
s
o
ta
SPECIAL
COUNCIL MEETING
January 26, 2016
Agenda
Number: 2B
To: Dave Callister, City Manager
Prepared by: Regina Michaud, Recreation Manager
Reviewed by: Diane Evans, Director Parks and Recreation
Item: Live at the Hilde Events, Sponsored by Sue McLean and
Associates (SMA)
1. ACTION REQUESTED:
Staff is requesting feedback from the City Council regarding the contractual relationship with
Sue McLean and Associates (SMA) for the ‘Live at the Hilde’ paid concerts.
2. BACKGROUND:
The Hilde Performance Center (Hilde) hosts Music in Plymouth, as well as, many other community
concerts and private events. The facility provides a dramatic outdoor venue space that can
accommodate between 12,000-15,000 visitors. As well, the Hilde is one of only a few outdoor
venues in the State of Minnesota that has the infrastructure necessary for “top-name”
entertainment events. Hosting a higher caliber event at the Hilde adds great value to the City in-
terms of unique entertainment opportunities, positive economic impacts, increased exposure to
the venue and the opportunity for our community members to experience “top-name” headliners
in their own backyard.
In 2014 and 2015, the City collaborated with Sue McLean and Associates (SMA) to pilot paid events
at the Hilde Performance Center. SMA is a prominent event manager and promoter in the metro
area. They bring 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 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.
PILOT EVENT 2014
The first Live at the Hilde event was held on Friday, June 6, 2014 with a targeted attendance range
of 3,000-5,000. The concert event featured co-headliners with both local and regional appeal, the
Gear Daddies and Gary Louris & Karen Grotberg of the Jayhawks. The ticket price range for the
event was $37-$77. Unfortunately, the event experienced ongoing weather issues throughout the
spring, as well as, the day of the event which resulted in very low ticket sales and only 501
attendees. SMA experienced a significant financial loss which we can verbally discuss in the
meeting.
Page 1
SECOND PILOT’ EVENT 2015
The second Live at the Hilde event was held on Friday, August 21, 2015. Once again, the targeted
attendance range was 3,000-5,000. The concert featured three headliners with national appeal – JJ
Grey and MOFRO, G Love and Special Sauce, Big Head Todd and the Monsters. The ticket price
range for the event was $25-$78. Event attendance was good but short of the target range with
2,200 tickets sold and 130 promotional tickets given out. Overall, everyone was very happy with
the event and felt is was highly successful. There were no significant negative impacts or concerns
regarding logistics, safety, traffic, parking or security. The event was professionally managed, with
the only noticeable issue being a shortage of portable restrooms which was acknowledged and will
be remedied in the future.
Unfortunately, SMA did not reach the ticket sales and corresponding food/beverage sales needed
to breakeven or turn a profit. SMA estimated that the breakeven point required 2,500 ticket sales
combined with the corresponding food/beverage sales. Therefore, once again, SMA experienced a
financial loss on the event which can be discussed verbally at the meeting.
THIRD PILOT’ EVENT 2016
SMA has indicated the desire to continue working with the City to build the Live at the Hilde event
and have proposed two dates in 2016. Because the Live at the Hilde event has not yet realized a
profit, staff is recommending that the same contractual agreement is utilized this year with the
stipulation that if the events in 2016 are sufficiently profitable the Parks and Recreation
Department would recoup applicable rental fees.
SMA will provide all of the financial capital for the event, and assumes the risk and responsibilities
including entertainment, staging, sound, production, security, ticketing, transportation, marketing,
sanitation and waste management.
The Parks and Recreation Department’s commitment provides for assistance with site preparation
and support valued at $5,000. As well, the rental fees for the Hilde would be waived. A tentative
hold has been placed on the Hilde Performance Center site for Thursday, June 9 and Friday, August
26, 2016.
CONTRACTUAL ARRANGEMENT (2014, 2015 & 2016)
The contract places the financial responsibility, musical talent selection and event logistics (e.g.
concessions, staffing, safety, traffic, parking or security) on Sue McLean and Associates. The Parks
and Recreation Department provides event oversight, free use of the Hilde and minimal assistance
with site preparation.
AGREEMENT STIPULATIONS:
SMA - Event Promoter/Manager
Liable for management as well as all expenses as related to the artist (including
royalties), production, ticketing, concessions (including alcohol), security, promotion
and advertising.
Provide all necessary security and safety precautions in coordination with the Plymouth
Police Department and reimburse the City for associated expenses (capped at $3000,
unless jointly approved by SMA).
Provide all necessary permits including liquor, concessions, tenting, etc.
Secure all vendors (e.g., production, food & beverage) and appropriate sponsorship
partners for event.
Page 2
Provide all necessary insurance as needed for the event including general liability
insurance of at least $2 million per occurrence with the City of Plymouth named as
additionally insured.
Hold harmless and indemnify the City of Plymouth and its elected officials, employees,
contractor’s agents and insurers from and against any and all damages, injuries and
claims arising from the event.
City of Plymouth – Rental Host
Secure the site to ensure usability for paid Event (e.g., fencing).
Provide marketing support via City newsletter, Parks and Recreation activity guide,
electronic signs and social media to help build awareness.
Provide facility support when possible (e.g., trash/recycling, tenting).
Access to City Hall parking lots for event use.
Approve use of ‘Hilde’ in name of event.
CONTRACTUAL ARRANGEMENT (2017+)
Once SMA’s Live at the Hilde event has gained the necessary reputation and momentum to become
financially successful, staff believes that the contractual agreement with SMA should revert to our
standard facility rental agreement and all the appropriate rental and service fees would be
assessed.
A fairly similar rental of the Hilde Performance Center is the National Parkinson Foundation –
Minnesota, Moving Day Event. They have held this event at the Hilde for the past four years with
attendance ranging from 2,500 – 3,500 people and a rental duration of 1.5 days (includes
setup/breakdown time). Rental income from this event has ranged from $3,000 – 4,000 (non-profit
rental rates applied).
A Live at the Hilde event would typically have a rental duration of 3-4 days (includes
setup/breakdown time) and requires additional site amenities such as fencing. Based on previous
events, staff estimates rental revenue would be $7,500 – 10,000 per event.
3. IN SUMMARY:
The City has put a tentative hold on two dates in 2016 at the Hilde Performance Center; June 9 and
August 26. SMA events held on these dates will be run utilizing the same format as the events in
2014 and 2015. The intention of both parties is for this series to become a self-run event by SMA in
which they rent out the Hilde Performance Center from the City. City staff will continue to encourage
SMA to work with local companies and non-profits as much as possible. Staff and SMA
representatives will respond to any questions and stand for any feedback.
Page 3
SPECIAL
COUNCIL MEETING
January 26, 2016
Agenda
Number: 2C
To: Mayor and Council
Prepared by: Dave Callister, City Manager
Reviewed by:
Item: Set Future Study Sessions
Pending Study Session Topics (at least 3 Council members have approved the following study items on
the list):
Review appeal process for massage licenses (KS, JW, JP)
Trail/sidewalk snow removal routes for 2016-2017 (JJ, MB, JW)
Group home licensure (JJ, JP, JW)
Other Council requests for Study Session Topics:
Ordinance amending Section 2.07 of the City Charter concerning Council Vacancies
Staff requests for Study Session Topics:
None.
Attached are calendars to assist with scheduling of study sessions.
Page 1
SUN MON TUE WED THU FRI SAT
1 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
January 2016
3400 Plymouth Boulevard
Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000
Fax: 763-509-5060
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
5:30 PM
SPECIAL COUNCIL
MEETING
Ponderosa Ponds Street
Reconstruction
Begin Oaks sketch plan
Medicine Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
7:00 PM
ENVIRONMENTAL
QUALITY
COMMITTEE
EQC) MEETING
Medicine Lake Room
7:00 PM
PARK & REC
ADVISORY
COMMISSION
PRAC) MEETING
Council Chambers
CANCELLED
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
HOUSING AND
REDEVELOPMENT
AUTHORITY (HRA)
MEETING
Vicksburg Crossing
SUN TUESMON WED THUR FRI SAT
MARTIN LUTHER
KING JR.
BIRTHDAY
Observed
NEW YEAR’S DAY
CITY OFFICES
CLOSED
5:30 PM
SPECIAL COUNCIL
MEETING
1. Revenue from paid events
at the Hilde Performance
Center and
2.Vicksburg Barn
Medicine Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
CITY OFFICES
CLOSED
Modified on 01/19/16 CHANGES ARE NOTED IN RED CHACHANGES ARE MADE IN REDNGES
Page 2
SUN MON TUE WED THU FRI SAT
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29
SUN TUESMON WED THUR FRI SAT
February 2016
3400 Plymouth Boulevard
Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000
Fax: 763-509-5060
CANCELED
PLANNING
COMMISSION
MEETING
Council Chambers
5:30 PM
SPECIAL COUNCIL
MEETING
Board/Commission
Recognition Event
City Hall Lobby/Medicine
Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
7:00 PM
PARK & REC
ADVISORY
COMMISSION
PRAC) MEETING
Council Chambers
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
ENVIRONMENTAL
QUALITY
COMMITTEE
EQC) MEETING
Medicine Lake Room
7:00 PM
HOUSING AND
REDEVELOPMENT
AUTHORITY (HRA)
MEETING
Medicine Lake Room
3:00 - 7:00 PM
Fire & Ice
Festival
Parkers Lake Park
PRESIDENTS
DAY
CITY OFFICES
CLOSED
Modified on 01/20/16 CHACHANGES ARE MADE IN REDNG
5:30 PM
SPECIAL COUNCIL
MEETING
Crosswalk
Implementation Plan
Medicine Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
6:00 PM
SPECIAL COUNCIL
MEETING
2016 Council Goals &
Legislative Priorities
2016 Departmental
Work Plans
Medicine Lake Room
6:00 PM
SPECIAL COUNCIL
MEETING
Breweries, taprooms,
and distilleries
Medicine Lake Room
Page 3
SUN MON TUE WED THU FRI SAT
1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
March 2016
3400 Plymouth Boulevard
Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000
Fax: 763-509-5060
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
ENVIRONMENTAL
QUALITY
COMMITTEE (EQC)
MEETING
Medicine Lake Room
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
HOUSING AND
REDEVELOPMENT
AUTHORITY
HRA) MEETING
Medicine Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
Modified on 12/29/15 CHACHANGES ARE MADE IN REDN
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
Daylight Savings
Time Begins
SUN TUESMON WED THUR FRI SAT
PRECINCT
CAUCUSES
1:00 PM – 4:00 PM
Healthy Living Fair
Plymouth Creek
Center
11:00 AM-2:00 PM
Spring Bridal Expo
Plymouth Creek
Center
Page 4
SUN MON TUE WED THU FRI SAT
1 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
April 2016
3400 Plymouth Boulevard
Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000
Fax: 763-509-5060
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
7:00 PM
ENVIRONMENTAL
QUALITY
COMMITTEE
EQC) MEETING
Medicine Lake Room
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
4:30 - 7:00 PM
2016 Hennepin
County Open Book
on Valuation
Medicine Lake Room
7:00 PM
HOUSING AND
REDEVELOPMENT
AUTHORITY
HRA) MEETING
Medicine Lake Room
SUN TUESMON WED THUR FRI SAT
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
Modified on 01/06/16 CHACHANGES ARE MADE IN REDNGES CHANG-
6:00 PM - 9:00 PM
PLYMOUTH HOME
EXPO
Plymouth Creek
Center
9:00 AM - 1:00 PM
PLYMOUTH HOME
EXPO
Plymouth Creek
Center
Time Varies
PRIMAVERA
Plymouth Fine
Arts Council
Show
Plymouth Creek
Center
Time Varies
PRIMAVERA
Plymouth Fine
Arts Council
Show
Plymouth Creek
Center
Time Varies
PRIMAVERA
Plymouth Fine
Arts Council
Show
Plymouth Creek
Center
Page 5
SUN MON TUE WED THU FRI SAT
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
May 2016
3400 Plymouth Boulevard
Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000
Fax: 763-509-5060
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
7:00 PM
ENVIRONMENTAL
QUALITY
COMMITTEE
EQC) MEETING
Medicine Lake Room
7:00 PM
PARK & REC
ADVISORY
COMMISSION
PRAC) MEETING
Council Chambers
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
7:00 PM
HOUSING AND
REDEVELOPMENT
AUTHORITY (HRA)
MEETING
Medicine Lake Room
SUN TUESMON WED THUR FRI SAT
MEMORIAL
DAY
Observed
CITY
OFFICES
CLOSED
7:00 PM
REGULAR COUNCIL
MEETING
Council Chambers
Modified on 12/29/15 CHACHANGES ARE MADE IN REDN
10:00 AM - 2:00 PM
BARK IN THE PARK
Hilde Performance
Center
Page 6