Parks and Recreation Commission

AGENDA Village of Dundee Parks and Recreation Commission Thursday, August 10, 2023 A meeting of the Parks and Recreation Commission will be held Thursday, August 10, 2023 at 6:30 PM. 1. ROLL CALL 2. CALL TO ORDER 3. APPROVAL OF AGENDA 4. APPROVAL OF MINUTES 4.A Regular Meeting:July 13, 2023 Parks and Recreation Commission - Jul 13 2023 - Minutes - Pdf 5. CITIZEN’S COMMENTS 6. NEW BUSINESS 6.A Discussion on Parks and Rec Policies Refund Policy Parks - smoke free policy On Call Policy Background Check Policy Tecumseh 6.B Special Events Application request for approval and fee waiver-Scouts BSA VOD Special-Event-ApplicationBSA 6.C Dundee Bicentennial Meeting Update and Discussion 6.D Dundee Fishing Club Sponsorship 6.E Hiring of Parks Planner/Staff 6.F October Music for Pumpkinpalooza - High Calibre Band, Gregory Adkins 7. OLD BUSINESS 7.A October Movies update and request for additional funds for licensing fees MPP20224 7.B Old Mill Banquet Hall Update and Future Plan 7.C Review and Request for Revision of Chapter 58 - Parks and Rectreation - of the Village Ordinances 8. CITIZEN COMMENTS ON NON-AGENDA ITEMS Page 1 of 29  9. COMMISSION MEMBER COMMENTS 10. ADJOURNMENT Please Note – The Village of Dundee is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations, in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of this meeting or the facilities, are requested to contact the Interim Village Manager, at 734-529-3430 or mhoffmeister@villageofdundee.net to allow the Village to make reasonable accommodations for those persons. Public comment can be made through the Public Comment Form located at https://dundeevillage.civicweb.net/Portal/CitizenEngagement.aspx Page 2 of 29 Agenda Item #4.A Page 1 of 3 MINUTES PARKS AND RECREATION COMMISSION VILLAGE OF DUNDEE, MI THURSDAY, JULY 13, 2023 6:30 PM CONFERENCE ROOM 1. ROLL CALL A Regular Meeting of Dundee Parks & Rec Commission was held on July 13, 2023 at the Village Office Council Chambers. The meeting was called to order at 6:30 pm by Chairman Hickey. Present were Jennifer Hernandez, Peter Kepler, Andrea Hickey, Richard Arecheja, Tony Ellison, Doug Steinman, and George Wilkins. Daniel Zachary Laberdee was excused. Also present were Joy Brunt, and Thomas Miller and 3 interested citizens. 2. CALL TO ORDER 3. APPROVAL OF AGENDA Peter Kepler moved, seconded by Jennifer Hernandez, Motion to approve the agenda as amended. RESULT: Carried MOVER: Peter Kepler SECONDER: Jennifer Hernandez AYES: Jennifer Hernandez, Peter Kepler, Andrea Hickey, Richard Arecheja, Tony Ellison, Parks & Recreation Doug Steinman, and Village Trustee George Wilkins ABSENT: Daniel Zachary Laberdee 4. APPROVAL OF MINUTES 4.a Regular Meeting: July 13, 2023 Jennifer Hernandez moved, seconded by Richard Arecheja, Motion to approve the Minutes of the Date Meeting as amended. RESULT: Carried MOVER: Jennifer Hernandez SECONDER: Richard Arecheja AYES: Jennifer Hernandez, Peter Kepler, Andrea Hickey, Richard Arecheja, Tony Ellison, and Parks & Recreation Doug Steinman NAYS: Village Trustee George Wilkins ABSENT: Daniel Zachary Laberdee 5. CITIZEN’S COMMENTS 6. NEW BUSINESS Page 3 of 29 Agenda Item #4.A Page 2 of 3 6.a Roof for Westside Park Richard Arecheja moved, seconded by Village Trustee George Wilkins, Motion made to repair Westside Park Roof with Shingles RESULT: Carried MOVER: Richard Arecheja SECONDER: Village Trustee George Wilkins AYES: Jennifer Hernandez, Peter Kepler, Andrea Hickey, Richard Arecheja, Tony Ellison, Parks & Recreation Doug Steinman, and Village Trustee George Wilkins ABSENT: Daniel Zachary Laberdee 6.b Fall Soccer Dates, Fees and Updates • Fall 2023 rates: U6-$40, U8 & U10 $65, U12 & U15 $75 • Proposed dates: 9/9/23-10/21/23 Discussion was held about rates and dates nothing was changed. 6.c October Movie Night and Pumpkin Palooza. Tony Ellison moved, seconded by Peter Kepler, Approval of two movies nights in October not to exceed $700.00. RESULT: Carried MOVER: Tony Ellison SECONDER: Peter Kepler AYES: Jennifer Hernandez, Peter Kepler, Andrea Hickey, Richard Arecheja, Tony Ellison, Parks & Recreation Doug Steinman, and Village Trustee George Wilkins ABSENT: Daniel Zachary Laberdee 6.d Review new committee member apps • Thomas Miller. Landon Hardy, Joy Brunt (application detail forthcoming) All Candidates were discussed Landon Hardy stated that he was outside the village limits and would like to help out if possible. 6.e Update on Banquet Hall Peter Kepler led a discussion on both candidates for the Banquet Hall. The commission requested requested the following be upheld. · The agreement must allow for community events to be hosted by groups such as Dundee Parks and Recreation and the Historical Preservation Society of Dundee. · The revenue that is brought in through the terms of the agreement must at minimum cover the expenses for the building. · All major improvements must have prior approval and be in line with the look and feel of the Old Mill. Parks and Recreation Commission July 13, 2023 Page 4 of 29 Agenda Item #4.A Page 3 of 3 · Any major plans for investments, such as kitchen equipment improvements, that will be made at commencement of the agreement must be written out rather than verbally promised. Tony Ellison moved, seconded by Jennifer Hernandez, Recommended to Council that Social House 103 enter into a contract for management of the banquet hall with recommended stipulations. RESULT: Carried MOVER: Tony Ellison SECONDER: Jennifer Hernandez AYES: Jennifer Hernandez, Peter Kepler, Andrea Hickey, Richard Arecheja, Tony Ellison, and Parks & Recreation Doug Steinman NAYS: Village Trustee George Wilkins ABSENT: Daniel Zachary Laberdee 6.f Special Events App Request and Fee Waiver-Dundee Jr Vikings The motion was approved to wave the fees and approve the special events App. 6.g Discussion on smoking in parks Citizen made a complaint about smoking in parks the commission discussed it and we choose to not take action at this time. 7. OLD BUSINESS 8. CITIZEN COMMENTS ON NON-AGENDA ITEMS A citizen requested more pickle ball courts in the community and the commission advised we are working on a third court at Wolverine Park. 9. COMMISSION MEMBER COMMENTS 10. ADJOURNMENT There being no further business before the Council the meeting adjourned at time 8:41 pm. Secretary Tony Ellison Julie Smith, Secretary Parks and Recreation Commission July 13, 2023 Page 5 of 29 Page 6 of 29 Agenda Item #6.A Refund Policy Refunds are subject to a 20% administrative fee in addition to costs incurred or the individual can opt for household credit. All refunds are at the discretion of the Parks and Recreation Director. Punchcard refund: - Remaining value on punchcards will transfer to household credit. Rental refunds: - cancellations made 3 weeks prior to the date of rental will receive a refund less a $25 administrative fee. - Cancellations made less than 3 weeks prior to the date of rental will forfeit the retainer. Page 7 of 29 Page 8 of 29 Agenda Item #6.A CITY OF TECUMSEH CITY PARKS SMOKE FREE POLICY Purpose The goal of the City of Tecumseh Parks and Recreation Department is to provide recreational and leisure opportunities that enhance the quality of life for its citizens and provide safe environments. The City has a commitment to prohibit those activities which it deems contrary to this goal. The City cares deeply about promoting the good health and quality of life for its citizens and visitors. Tobacco use is the single most preventable cause of death and disease in the United States. Secondhand smoke contains many harmful chemicals and cancer—causingagents and is a serious health risk to humans; and increases a non-smoker’s risk for asthma, heart disease, and lung cancer. Tobacco use in and around City park facilities creates the contradictory message of young people and adults being encouraged to engage in healthy activities and lifestyles. The City hosts many recreational programs on ?elds and other park facilities owned by the City. Tobacco use and exposure to secondhand smoke are contrary to enhancing the quality of life and providing safe environments. Rules It shall be a violation of this Policy for any person to Smoke on or within any Park or Recreation Area. Any citizen who desires to register a complaint under this Policy may initiate enforcement with the City by contacting the City of Tecumseh Parks and Recreation Department. Penalties for Offences Any person who violates this Policy shall be subjected to a warning, and may be asked to leave the Park or Recreation Area. De?nitions A. Park or Recreation Area shall mean any outdoor area owned or operated by the City of Tecumseh and open to the general public for primary recreational purposes, including but not limited to beaches, picnic areas, playgrounds, sports or athletic fields, bleachers, walking paths, gardens, hiking trails, bike paths and dog parks. A park or recreational area shall not include any paved public sidewalk immediately abutting the boundary of the park or recreational area or any other designated (posted) area. B. Smoke or Smoking shall mean the lighting or carrying of a lighted cigarette, cigar, pipe, or similar tobacco consumption devices. Posting of Signs Every location subject to the prohibition will have one or more conspicuously displayed signs stating that smoking is prohibited in the outdoor areas. Such signs must have text and/or graphics to clearly indicate that smoking is prohibited in the outdoor area. Such signs shall be posted in a quantity and manner reasonably likely to inform individuals occupying the area that smoking is prohibited within the area and must be made of permanent, weather resistant materials. Page 9 of 29 Agenda Item #6.A Implementation Schedule This Policy shall be effective at Cal Zorn Park beginning July 1, 2017 This Policy shall be effective throughout the City park system effective January 1, 2018 Note: This two stage approach will allow adequate time to generate public awareness and inform park users about the new policy. (:~x\'-.. 9 Dan Swallow, City Manager Policy Last Updated: 05/01/2017 Page 10 of 29 Agenda Item #6.A ?g7 Cit)/of I 4 Agenda Item Review Form City Council City of Tecumseh Agenda Item Number: Submitted by: 10. New Business, Item G Shelley Lim Item: Department: Smoke Free Park Policy Parks and Recreation Summary: During the October Parks and Recreation Advisory board meeting, the board expressed interest in seeking public opinion on smoking in the park system. A survey was created and posted on the City's website and on the Parks and Recreation department's tacebook page. In addition, a link to the survey was sent out through a Constant Contact email and the Tecumseh Herald and Daily Telegram also mentioned the smoking survey in their publications. And, people that visited the AJ Smith Recreation Center could participate in the survey using the interactive wall chart that was created to track results. Data was collected for 30 days and the Advisory board discussed the survey results at the April 6 quarterly meeting. The collected data indicates the majority of people that participated in the survey would support smoke free parks. The Advisory Board and the Parks and Recreation department would like to implement a smoke free policy at Cal Zorn Park beginning July 1, 2017 and implement a smoke free policy throughout the park system effective January 1, 2018 pending City Council approval. This two stage approach will allow adequate time to generate public awareness and inform park users about the new policy. Recommendation: CO "<°"A°?°n: RESOLUTlON \/ . Approved ,/K THE CITYCOUNClLOF THE CITYOF TECUMSEHRESOLVES: * Denied ‘it (N V To implement a smoke free policy at Cal Zorn Park continued ‘ effective July 1, 2017 and implement a smoke free policy throughout the park system effective January 1, 2018. Bid/Purchase ltem: Budgeted $ §_ Page(s) in FY Budget Not Budgeted Shelley Lim , PBB§?§{,i$'3§f’2';’,§§‘f$'f3§5{§T',-W Parks and Recreation April 25, 2017 Signature Department Head Date Daniel E. Swallow 33‘;?"2ti$?,‘Zi‘2’;’1%f2‘:l?£.§:cit‘.§5°" City Manager April 26, 2017 Signature City Manager Date Page 11 of 29 Page 12 of 29 Agenda Item #6.A Parks & Recreation Department On Call Policy Policy: Parks and Rec employees will rotate on call responsibilities for AJ Smith Rec Center rentals. On Call Schedule: • Fridays from 2:00PM to 10:00PM (or the stated start/end times within the rental agreement) • Saturdays from 6:00AM to 10:00PM (or the stated start/end times within the rental agreement) • Sundays from 6:00AM to 8:00PM (or the stated start/end times within the rental agreement) Responsibilities: • Exempt and non-exempt employees that are on call need to be within good cell reception. Employees must respond to renters calls or texts within 20 minutes of receiving the call or text. • Non-exempt employees on call that do receive a call or text will be paid a minimum of 15 minutes of their regular pay rate1 for each on call response activity. For example, if a renter calls with a question and the non-exempt employee spends 7 minutes responding to the call, they will be paid for 15 minutes. • Non-exempt employees on call that go into the Rec Center to assist the renters will be paid for travel time as well as time worked at their regular pay rate1. • Non-exempt employees on call that work more than 40 hours in the work week will be paid overtime equal to 1.5 times their regular rate of pay for the time worked beyond 40 hours in the work week. The work is defined as 12:00AM Sunday through 11:59PM Saturday. • All hours worked must be recorded on the employee’s timesheet. Non-exempt employees are prohibited from “working off the clock” and must records their time worked while on call. This includes but not limited to time answering calls/texts, responding to voice messages or reporting to onsite needs at the facility. • Non-exempt employees on call that are not able to physically go into the Rec Center due to personal illness or their location may call the Parks and Recreation Director or other assigned exempt employee in the event a city employee needs to go into to assist the renters. Non- exempt employees are not restricted to staying within a reasonable distance of the rec center during their on call times. However, if they know they will be on call and will not be in proximity to the rec center they should let their manager know this so that alternative arrangements for an exempt employee to response to onsite needs is identified. • Exempt employees are expected to be available to physically assist renters when needed, as assigned, and are exempt from overtime pay. 1 Hours worked over 40 in a work week will be compensated at the overtime rate of time and half of regular rate of pay, according to applicable state and/or federal regulations. Page 13 of 29 Page 14 of 29 Agenda Item #6.A Background Check & Concussion Training Policy All coaches, referees, volunteers, and staff working with children must complete a background check. All coaches and staff must complete the Center for Disease Control and Prevention’s Heads Up to Youth Sports online training. Procedure: - For background checks, the individual’s information will be run through ICHAT (Internet Criminal History Access Tool). - Any questionable results will be directed to Tecumseh Police Department for consultation and advisement. - For Head Up training, online course must be completed. A copy of certificate of completion must be provided to the department. Page 15 of 29 Page 16 of 29 Agenda Item #6.A Tecumseh’s Parks and Recreation Advisory Board Tecumseh created a Recreation Commission in March of 1961. Over the years the community has changed and so has the structure, procedures, and responsibilities of the Commission. In November of 1979, at a regular meeting of the City Council of the City of Tecumseh, the following provisions were set forth: • The Recreation Commission shall consist of five members, confirmed by City Council. Each person will be appointed to a three-year term. • The Commission shall meet quarterly on the first Thursday of the months of January, April, July, and October, or upon call of the Chairperson. • The members of the Commission shall at their meeting in April of each year elect one of their members as Chairperson and one member as Secretary. The minutes of the meeting shall be approved at the meeting and forwarded to the Council as soon as possible. • Duties of the Commission (now known as the Parks and Recreation Advisory Board): o To act in an advisory capacity to the City Council and to the Director of Parks and Recreation in all matters pertaining to public recreation and municipal parks. o To aid the Director in developing recreation programs and the use of municipal parks. o To interpret the recreation programs to public officials and interested citizens in order to promote understanding and financial support from public and private sources. o To recommend to the City Council general policies with respect to municipal parks and recreation programs. o To assist the Director in the preparation of rules, regulations and ordinances for the use of municipal parks and participation in recreation programs, which in turn shall be recommended to the City Council for consideration. Page 17 of 29 Page 18 of 29 Agenda Item #6.B Village of Dundee Parks and Recreation Application, Agreement and Policy for SPECIAL EVENT PERMITS Thank you for considering the Village of Dundee Parks & Recreation Department (Dundee Parks) facilities for your special event. We look forward to having you in the park and ask that you follow these rules to ensure that your event goes smoothly and that park resources are protected. Failure to comply with these rules could result in the partial or total loss of your damage deposit. Gate fees at applicable parks will still be assessed at the time of arrival. Best wishes for a safe and successful event! Return this application and the additional fees/forms to the Village of Dundee Parks and Recreation Department at least six (6) weeks prior to your anticipated event. Submitting this Event Permit Application is not a confirmation to conduct your planned event. Your application will be processed, and you will receive notice of approval or rejection within two (2) weeks. Once approved it may be necessary to set up a planning meeting with Village Parks staff. Incomplete applications will not be accepted. If your application is accepted, this document becomes the Agreement governing your use of the park for the events described herein. APPLICATIONS MUST HAVE THE FOLLOWING TO BE ACCEPTED Application for Rental Agreement Event Site Plan Application Fee $30/non-refundable Event Agenda/Activities Rental/Permit Fees, Damage Deposits and Certificate of Insurance: Damage deposits, facility fees, permit fees and certificate of insurance are required within two weeks following approval of permit application. Holds are placed on the calendar as a courtesy and are good for only two weeks. The items listed below must be received within the two-week period to secure your date. After 15 days, courtesy holds will be released without further notice. Checks should be made payable to Village of Dundee and mailed to 350 W. Monroe Street, Dundee, MI 48131 or dropped off at the Village Offices Facility Rentals To host a special event within a Village of Dundee Park or facility, the rental fees are separate from any associated special event applications and fees. Refunds The Village of Dundee Parks and Recreation Department will refund 50% of prepaid fees when cancellations are made at least 15 days before the event. Cancellations made less than 15 days before the event will result in the forfeiture of the entire rental fee. Insurance: During the performance of all Services under this Agreement, permit applicant shall maintain the following insurance in full force and effect: a. General Liability Insurance, with a minimum combined single limit of $1,000,000 for each occurrence and $2,000,000 in the aggregate. b. Automobile Liability Insurance, with a minimum combined single limit of $1,000,000 for each person and $1,000,000 for each accident. Entire Application Must Be Completed in Full Page 19 of 29 Agenda Item #6.B c. Professional Liability Insurance (“Errors and Omissions Insurance”) with a minimum limit of $2,000,000 annual aggregate. d. Workers’ Compensation Insurance in accordance with the statutory requirements of the Michigan Code. All insurance policies shall be issued by an insurance company authorized to issue such insurance in the State of Michigan. The Village of Dundee, the Village, and the officers, employees, and agents of each shall be named as an additional insured under the General Liability, Automobile, and Worker’s Compensation policies, and such policies shall stipulate that the insurance will operate as primary insurance and that no other insurance affected by the Village will be called upon to contribute to a loss hereunder. Meeting: Once the application has been received, Village Parks staff will contact the applicant to determine if a planning meeting is necessary. If deemed necessary, this meeting is mandatory to work out all the details of the event. Please bring your event map/layout to this meeting. The application and event guidelines will be reviewed at that time. Additionally, special event applicants may have to attend a Park Commission meeting for additional vetting. Walk-through: Once the application has been approved and no less than two weeks prior to the date of your event, you are responsible for scheduling a “walk-through” of your event with park staff to review your site plan. The purpose of the walk-through is to make you completely aware of all site guidelines and answer any additional questions you may have. Vehicles and Parking: Vehicles are not allowed on Park property (other than streets and parking areas) without prior written approval. Failure to comply with this guideline will result in a loss of deposit. Parking is permitted in designated park parking lots. Food and Drink: If any food will be prepared, distributed, or sold at the event, each vendor must receive and hold a permit from a County Health Department. The dumping of hot coals or grease on Park property is not allowed! If either is found after an event, the amount for cleaning and removal plus labor will be retained from the damage deposit. Alcohol State of Michigan Law states that alcohol can only be served through an approved one (1) day liquor license, issued to a non-profit organization or with a catering service that holds a valid traveling liquor license. Applicant must provide proof of a license fourteen (14) days prior to the event. Trash Removal: You are responsible for securing additional receptacles or having your trash hauled away if park containers won’t accommodate the needs for your event. Bagged trash (10 bag maximum) may be placed next to a park trash receptacle after an event for park staff to remove. Trash that is not disposed of properly or overfills a receptacle may result in a loss of deposit. Dundee Parks will determine if the size of your event requires your rental of an outside dumpster. Dumpsters are to be placed in designated areas or as approved by park staff. Port-O-Lets: You are responsible for securing the appropriate number of port-o-lets. Some Village Parks do have port-o-lets available already that can be used for your event. It is also encouraged to have hand washing stations and accessible port-o- lets for your event. They should be delivered at the latest date and time possible prior to your event and removed from Park property no more than 24 hours after your event ends. Village Parks takes no responsibility for any damage to port-o-let(s) prior to removal. Port-o-lets are to be placed in designated areas or as approved by park staff. Provide the location of your Port-o-Lets in the event map/layout. If port-o-lets require hoses for a water source, the vendor must supply the hose. Entire Application Must Be Completed in Full Page 20 of 29 Agenda Item #6.B Tents: Village of Dundee Parks & Recreation is not responsible for any tents or items set up for your event. You are responsible for scheduling security to watch over your area. Staking tents is not permitted without approval and proper locating services in advance of your event. Provide the location of your tent(s) in the event map/layout. All components of vendor displays, including tents, umbrellas and signs, must be properly secured on all sides. Child Supervision: If children are under the age of 18 and are part of the event, it is your responsibility to provide adequate supervision. Safety: The possession of drugs and other illegal controlled substances, fireworks, air rifles, paintball guns, bow and arrows, cross bows, swords, and pellet guns is strictly prohibited in any park or park facility. Pursuant to Village of Dundee Municipal Code Section 46-61 to possess, carry, fire or discharge, or cause to be fired or discharged across, in or into any portions of the park is strictly prohibited within the Village’s jurisdiction. Copyright: It is the applicant’s responsibility to comply with federal and state copyright laws applicable to any of the activities of the event. Violations: Park facilities must be used solely in accordance with the Village of Dundee Parks and Recreation policies and procedures; Dundee Parks retains the right to revoke a special use permit any time upon violation of your agreement of the risk or threat or a violation of your agreement. Failure to comply with any of the provisions of this Agreement may constitute a violation. In addition, the following activities are examples of violations of this Agreement: gambling, profanity, dangerous activities, unauthorized vending (including the sale of alcohol, tobacco, or drugs) excessive guests, excessive noise, or other activities which cause a disturbance to other nearby park activities or are in violation of state and local ordinances. Sleeping (overnight camping) in parks, golf courses, or other park premises is prohibited. By signing and submitting this application, the permit applicant agrees to abide by the park rules and regulations and Emergency Action Plan of the Department of Parks and Recreation including, but not limited to, the conditions as stated on this application and the Village of Dundee Parks and Recreation Department Rental Agreement. Please Read Carefully I, as applicant or duly authorized representative of the applicant, hereby affirm that the submitted information is true and correct to the best of my knowledge. As such, I have been authorized by the applicant to apply for this permit and have read, understand, and agree to comply with all rules concerning the use of a Village of Dundee Parks & Recreation Park or facility. The applicant agrees that while renting the park or park premise, the applicant will not exclude anyone from participation in, deny anyone benefits of, or otherwise subject anyone to discrimination because of that person’s race, color, sex, religion, creed, national origin or ancestry, age or handicap. Under this Special Event Permit, the applicant assumes all responsibility for proper conduct in the park, including consumption of alcoholic beverages. I , on behalf of the permit applicant, shall agree to release, hold harmless, and forever indemnify the Village of Dundee, its employees, officers, and agents from any and all claims or causes of action that may arise from the activities described herein. This includes claims for personal injury, property damage, and/or any other types of claims which may arise from these activities, whether such claims may be brought by the permit applicant or any of its agents, or by any third party. I have read this release and understand all of its terms. I agree with its terms and sign it voluntarily. Signature Date Entire Application Must Be Completed in Full Page 21 of 29 Agenda Item #6.B Village of Dundee Parks and Recreation Department SPECIAL EVENT PERMIT APPLICATION FOR PARKS/FACILITIES Village of Dundee Parks and Recreation Department (Dundee Parks) (Please Print or Type) • Parks operating hours are dawn to dusk (must be out prior to dusk park closing) • Permit applications must be submitted to the Department at least six weeks prior to event. • It is recommended that Special Events be hosted in Community Parks. If requesting a neighborhood park, it is up to the discretion of Village Recreation Staff and/or the Park Commission. • An application for Special Use shall not become a permit until it has been approved and signed by the Department. Application approval will not be finalized without submittal of an application, certificate of insurance and payment of all fees/charges/deposits. Type of Organization: _____Youth Civic Organization__________________________ Date of Application: 08/09/23 Date of Proposed Event: October 21, 2023 Contact Information: 1. Organization applying for Special Use Event Permit: Organization: Scouts BSA (formerly Boy Scouts of America) Address: 347 Ypsilanti St Village: Dundee State: MI Zip Code: 48131 Telephone #: 734-652-6812 Fax: 2. Name of organizational contact responsible for managing event (Please list the one representative that will be responsible for all communication): Name: Roy Hickey Title: Charter Org Rep Address/Phone Number (if different) Address: same as above Village: State: Zip Code: Telephone #: Fax: Email: __________________________ Entire Application Must Be Completed in Full Page 22 of 29 Agenda Item #6.B Event Logistics: 3. Name of event:Troop 511's 100 Year Celebration 4. Type of event (fundraiser, 5K, Carwash, etc.): ___Celebration__________________________________ All Events: If you are requesting that any public street be used or partially closed/blocked off or if you need additional Village resources (i.e., Fire or Street Departments), you must complete a separate request or permit through each respective party. 5. What is the purpose of the event? (Please explain and attach a detailed copy of your agenda or planned activities.) To celebrate scouting in our community and demonstrate some of the activities that scouting does 6. Requested Park Location: Wolverine Park Facilities in park (i.e. shelter, park, grounds, etc.): Grounds area and gazebos *Please provide map showing parking, activity venues, first aid, etc. (Map of park included) 7. Requested date(s) and time(s) for event: Event Activity Starting Ending Starting Ending Set-up Tear Down Date Date(s) Time Time Date/time Date/Time Campout 10/21/23 10/22/23 9PM 9AM 10/21 10/22 (scouts only) 10/21 10/21 Public celebration 10/21/23 10/21/23 8AM 9PM (a) Designated date for inclement weather? (Rain date) Yes x No If yes, date: 8. Total number of anticipated participants (i.e., volunteers, spectators, walker’s, etc.): Peak Attendance: 100 at time 10AM a.m. p.m. 9. Is this a first-time event for you or the sponsoring organization at this location? X Yes No (a) If not, how does this event differ from previous years(s)? (b) Attendance totals for last event: Daily Overall 10. How do you plan to publicize this proposed event? (If available, please attach a copy of the proposed plan or flyer) PLEASE DO NOT PRINT FOR PUBLICATION UNTIL APPROVED BY THE VILLAGE OF DUNDEE PARKS & RECREATION. Please list event website if available. 11. Do you wish to have any signs, banners or flyers be hung or posted in the park? X Yes No Describe the proposed locations of the banners, etc. ___________Banner or yard signs at park and around town_________________________________________________ Entire Application Must Be Completed in Full Page 23 of 29 Agenda Item #6.B 12. Do you wish to erect temporary structures such as stages, tents, booths, tables, or bounce houses, etc. for this event? XYes No (a) If yes, please describe below, including size, how many, etc. Location of all items must be shown on your site map. Tents may not be staked without prior approval. All components of vendor display, including tents, umbrellas, and signs, must be properly secured on all sides. Proof of insurance must be provided for temporary structures. Item Size Quantity Camping tents for Scouts 20 10x10 canopy tents where needed 4 (b) If contracting with a company that will be providing any of the above, list information below: Company Name: Contact Person: Address: Telephone Number: Company Name: Contact Person: Address: Telephone Number: 13. Is this event open to the public? X Yes No 14. Is this event ticketed? Yes X No 15. Is this event free? X Yes No 16. Please advise what accommodations you are providing for persons with special needs: (parking, transportation, accessibility) 17. Will donations/contributions be accepted during this event? X Yes No If yes, please explain how these donations will be generated or collected. 18. Do you plan to sell, distribute, or give away refreshments and/or merchandise (i.e., food, beverage, T-shirts, CD’s, art) X Yes No If yes, please list the number of booths expected: 4-5 Notice: *A temporary Food Permit must be obtained from a local County Health Department if planning to sell food (i.e., hot dogs, nachos, candy, etc.). Any non-profit organization must show proof of non-profit status when applying for permit. For more information, contact Monroe County Health Department at 734-240-7800. A toilet and hand washing station must be provided (portable or in facility) for anyone preparing/selling food. Entire Application Must Be Completed in Full Page 24 of 29 Agenda Item #6.B 19. Will there be displays, literature, or other types of X Yes No solicitation?If yes, please explain:Pamphlets on Scouting 20. Are you providing additional portable toilets for your event? Yes X No How many? Location: (show on site map) Vendor: Notice: The Village of Dundee Parks and Recreation Department requires you to have 1 (one) restroom facility for every 300 participants. If number needed exceeds what park has available, it will be the organization’s/event organizer’s responsibility to acquire the necessary number. Proof of payment will be required with application. 21. Please describe how you plan to remove trash from the event site: Person responsible for clean- up: Contact Name: Roy Hickey Relationship to organization: Charter Org Rep Phone Number: 734-652-6812 Notice: Each organization will be responsible for cleaning the site and bagging all trash. Bagged trash (10 bag maximum) that is placed by a park trash receptacle will be removed by the Dundee Parks. Failure to do so may result in the reduction or loss of your security deposit. If an event is deemed large enough (over 300 people) to produce more than the 10-bag maximum, it will be the event organizers responsibility to obtain additional trash receptacles and/or dumpsters for removal of trash. Overfill of park trash receptacles will also result in the loss of deposit. Security/Safety: 22. What are your plans for providing security, traffic and/or crowd control: Contact Person: Company Name: Contact Phone Number: 23. What are your parking plans? Overflow parking? 24. What are your plans for providing emergency/medical services? Event Entertainment: 25. Do you plan to provide musical entertainment for this event? Yes XNo If yes, please describe: 26. Will any type of sound amplifying equipment or devices be used in conjunction with this event? X Yes No Entire Application Must Be Completed in Full Page 25 of 29 Agenda Item #6.B If yes, please list type of equipment below: Type of Equipment Quantity Portable PA System 1 27. If musical entertainment is used, please list contact information for sound technicians. 28. Do you plan to provide other entertainment for this event? X Yes No If yes, please describe or attach copy of your planned program: Stations for activities such as the raingutter regata and cooking demos Notice: The sponsoring organization’s Event Coordinator must comply with all Village of Dundee’s ordinances regarding acceptable noise levels. (Please refer to the Village’s Noise Ordinance for the Village of Dundee Municipal Code.) It is the event organizer’s/applicant’s responsibility to be compliant with all federal and state copyrights laws. 29. Events with animals require additional considerations and Animal Control approval. Are you planning to pursue permission for animals at your event? Yes X No 30. Are you providing a generator as a power source? Yes X No What are the electrical needs for the event: Type of equipment i.e., (roasting pans, Power requirements amplifiers, inflatables, etc.) 31. Are there any special provisions pertaining to your event that have not been addressed on this application? Entire Application Must Be Completed in Full Page 26 of 29 Agenda Item #6.B Event Fees Due with Application: Application Fee: $30/non-refundable $ Fees, Charges and Deposits Schedule: Permit Fee: $200/day Non-Profit Permit Fee: $100/day $ Vending Fee: $25 per vendor selling food/merchandise Vending Fee w/ Power: $50 per vendor selling food/merchandise $ Rental Fees and Charges $ TOTAL: $ Village of Dundee Parks & Recreation Department Special Event Application (PARK USE ONLY) Date Received: Fees Charged: Partnership: Parks Event: Permit #: Scheduled Staff Meeting Date: Completed Approved Declined Scheduled Park Commission Meeting Date: Completed Approved Declined Village of Dundee Staff person: Telephone Number: Fax #: E-mail: Entire Application Must Be Completed in Full Page 27 of 29 Page 28 of 29  Agenda Item #7.A ”T?9”§5v'§§‘§1 1§§1‘-’§l5‘§u§'?§‘§3?23‘°’ ORIGINAL INVOICE Order Number: RG 2081153 Phone: 800-876-5445 ' Fax: 314-966-3472 Order Date: 08/03/23 Bill—To Customer: 0036861—001 Ship—To Customer: 0036861—001 Village of Dundee Andrea Hickey 350 West Monroe Street Parks and Recreation Dundee, MI 48131 Village of Dundee 347 Ypsilanti Dundee, MI 48131 Order:2081153 Terms: DUE UPON RECEIPT ——Line—— # Typ Qty Ship7Date Product Description Unit Price Total Price 1 RT 1 09/28/23 HALLOWEENTOWN 395.00 395.00 Full Screen DVD Show Dates: 10/07/23 to 10/07/23 2 RT l l0/20/23 HOCUS POCUS 395.00 395.00 Widescreen DVD Show Dates: 10/31/23 to 10/31/23 For further information, please contact Bianca Feather at 1-800-876-5577 ******************************************************* * PAYMENT DUE before SHIP DATE * * For Credit Card Payments, please call 800-876-5445. * ******************************************************* Item Subtotal: 790.00 Est. Shipping/Handling: 60.00 BALANCE DUE: $850.00 Please remit payment to: 2844 Paysphere Circle, Chicago, Illinois 60674 Page 29 of 29