MEMORANDUM. There have not been any issues in the past relating to this event.

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1 MEMORANDUM TO: FROM: SUBJECT: Mayor & City Council Diane Ward, City Clerk 2015 Ironman Special Event & Contract Attached for your review and approval is the 2015 Ironman Special Event & Contract. In previous years they were not required to enter into a contract with the City because City services were under $1,000. However, this year the cost for services will exceed the $1,000 threshold therefore the contract. There have not been any issues in the past relating to this event. RECOMMENDATION: Staff recommends that the Special Event and Contract be approved contingent upon contract review and approval by the City Attorney. ACTION REQUIRED: If Council concurs with the recommendation, they should pass a motion adopting a resolution entitled Approving the 2015 Ironman Special Event & Contract contingent upon review and approval by City Attorney.

2 RESOLUTION APPROVING 2015 IRONMAN SPECIAL EVENT AND CONTRACT BE IT RESOLVED, by the City Council of Stillwater, State of Minnesota, that the 2015 Farmer's Market Special Event and Contract between the Stillwater Farmer's Market Association and the City of Stillwater is hereby approved contingent upon review and approval by the City Attorney. BE IT FURTHER RESOLVED, that the City Council authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of Stillwater this 17 th day of February, Ted Kozlowski Mayor Diane F. Ward, City Clerk

3 2015 MINNESOTA IRONMAN BIKE RIDE THIS AGREEMENT (the Agreement ) is made this day of February 2015 by and between the CITY OF STILLWATER, Washington County, Minnesota (the City ), and the HOSTELLING INTERNATIONAL USA, a Minnesota non-profit corporation (the Organizer ). WHEREAS, in light of the foregoing, the Organizer wishes and the City will permit the Organizer to conduct a bike ride in the City on April 26, 2015 (collectively, the Ride ) as part of the Minnesota Ironman Bike Ride in order to foster and promote tourism within the City of Stillwater and the St. Croix Valley and encourage commerce within the City that will ultimately increase property values and the quality of life within the City, thereby promoting the welfare of the City; NOW, THEREFORE, in consideration of the promises and the mutual covenants and agreements contained herein, the City and the Organizer agree as follows: 1. Authorization. The City will permit the Organizer to conduct the Ride in the City on April 26, Ride Set-up. The City will permit the Organizer to set up for the Ride on April 25, Course for the Ride. Participants will enter the City of Stillwater on Stonebridge Trail/Owens St and travel south to Myrtle St. They will then turn east on Myrtle St and go one block to Greeley St. Participants will then travel south on Greeley St to Churchill St where they will turn east and continue to 6 th Ave S. They will turn south on 6 th Ave S and go to Burlington St, then turn east and go two blocks to 4 th Ave S. Participants will travel turn and go south on 4 th Ave S which turns into Paris Ave and continue south Paris Ave out of City Limits. Substantial changes in the format and duration of the Races will not be made by the Organizer at any time without advanced notice to the City. 4. Police Power. The City reserves the right to shut down the Ride in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened, or the health or safety of participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Ride in the Emergency Plan. If requested by the Chief of Police, the Organizer will assist the police in the clearing of the Area. 5. Traffic Control. The Organizer will convey a traffic control plan with the City s Chief of Police. The Stillwater Police Department will provide traffic control along the route at designated intersections on the Ride to allow participants to pass through intersections. Prior to the Ride, the Organizer will place a designated bike lane along parts of Owens St, Greeley St and Churchill St as approved by the City s Chief of Police. The Organizer will attempt to make personal contact with owners of vehicles that appear to be parked on the designated bike lane. This will be done in conjunction with the Stillwater Police Department. The Organizer make its best efforts to ensure that designed bike lane on the course, including all intersections on the course, poses the least disruption possible under

4 the circumstances to residents who live on or within the Ride perimeter. The Organizer will also make every effort to minimize the involuntary towing of vehicles because of the Ride. Residences with homes on the course will receive a direct mailing from Organizer informing them of the Ride timelines and will be given a direct hot line number to reach on the day of the Ride. 6. Emergency Plan. The Organizer will prepare an emergency plan and will share it with the City, Police and Fire Departments at least 60 days prior to the Ride. 7. Signs. Signage displayed along the route at intersections, the number and content of which must be approved by the City Police Chief. 8. City Costs. Organizer will prepay the City for the estimated costs of the City Services estimated as determined by the City Administrator for city services and materials needed to safely conduct and maintain the Event or any supporting activities. The payment of estimated costs and costs incurred at the time of the billing shall be received by the City no later than three (3) weeks prior to the event. Failure to make the payment will result in the cancellation of the Event. In the event of a cancellation of this Event after the deposit is made, the City will be entitled to deduct actual out of pocket costs incurred in preparation for the Event, before returning the balance to Organizer. 9. City Services. The type and amount of materials needed for the Event will be determined by the Public Works Superintendent. The Organizer shall be required to provide portable toilets to augment the existing facilities, barricades for street closure, and trash removal. The Organizer may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater Event permit fee schedule. a. Portable Toilets. The Organizer will provide portable toilets for participants and spectators along the route to use on April 26, Additional portable restrooms must be provided by the Event Organizer if deemed necessary to protect public health as determined by the Public Works Department. b. Trash Enclosures. Lessee shall furnish trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Ride or spectators along the route. Trash receptacles are available from the City at an additional cost. Lessee shall make certain that all trash is picked up during and after the Ride. Lessee shall remove any excessive garbage and disposed in an off-site trash dumpster. The City reserves the right to require additional receptacles should the Lessee not remove excess garbage from the Ride. 10. No Parking Signs. Organizer will be responsible for any overtime costs to place No Parking signs along the route of the event. 11. Traffic, Trash/Trash Receptacles & Portable Toilets Removal. All traffic signs, trash/trash receptacles, portable toilets must be removed by 8:00 pm, April 26, Any remaining

5 after such time will be removed by City and all labor and storage fees will be paid for by the Organizer. 12. Public Information. The Organizer will make every reasonable effort to notify property owners and businesses that are on or within the perimeter of the Course of any restrictions that might be placed upon their movements during the Races, including, but not limited to, distributing notices to each such residence or business no later than two weeks before the race. 13. Other Agencies. Organizer is responsible for obtaining all agreements and permits with outside agencies. 14. Water Stops and First Aid Stations. Water and first aid stations will be established at the start, finishes, and throughout the race course. 15. Insurance, Hold Harmless, and Indemnity. The Organizer agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement, except for those claims, causes of action or demands that arise out of the sole negligence, gross negligence and/or willful misconduct of the City or any of its agents or employees. Organizer also agrees to provide to the City evidence of insurance coverage of at least the statutory liability limits for municipalities covering claims that might be brought against the Organizer that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy as their interest may appear. Insurance Certificate must be received by the City no later than three (3) weeks before the Race. 16. Term. The term of this Agreement will be one year unless terminated earlier by the City on public safety grounds 17. The Application for the Event as submitted by the Organizer is considered part of this Contract and any representations of the Organizer or conditions imposed by the City are restated as if fully set forth in this Agreement IN WITNESS WHEREOF, the parties have set their hands effective the day and year first written above. HOSTELLING INTERNATIONAL - USA A Minnesota Nonprofit Corporation By Print Name: Its

6 STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of, 2015, by, the, the duly authorized agent for HOSTELLING INTERNATIONAL - USA, a Minnesota nonprofit corporation. Notary Public CITY OF STILLWATER Ted Kozlowski, Its Mayor ATTEST: Diane F. Ward, Its City Clerk STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of, 2015, by Ted Kozlowski, Mayor, and Diane F. Ward, Clerk, for the City of Stillwater. Notary Public