Culture, Events & Public Art Commission (Meets 2nd Thursday of each month at 10:00 a.m.)

Office of the Mayor Jim Paine, Mayor Nick Raverty, Chief of Staff Phone: (715) 395-7212 1316 North 14th Street, #301 Fax: (715) 395-7590 Superior, WI 54880 TDD: (715) 395-7521 Website: www.ci.superior.wi.us E-mail: mayor@ci.superior.wi.us AGENDA FESTIVAL COMMITTEE WEDNESDAY, JUNE 9, 2021 3:00 P.M. – Government Center Room 204 **Although a quorum must be physically present, the meeting can also be accessed virtually: https://us02web.zoom.us/j/81538667978 +13126266799 Meeting ID: 815 3866 7978 Passcode: 503357 Members: Carolyn Nelson-Kavajecz, Nikky Farmakes, Julie Urban, Lindsey Jacobson, Lindsey Graskey, and Craig Sutherland AGENDA: 1. Roll Call 2. Approval of May 12 minutes 3. Sponsorship Applications 3.1. Billings Park Days – Billings Park Business Association 3.2. Grandma’s Marathon Events – Grandma’s Marathon-Duluth Inc. 3.3. Polaske 5K Run – Zach Polaske 5K Walk/Run 4. 4th of July Update 5. Adjournment The City of Superior complies with the Americans with Disabilities Act of 1990. If you are in need of an accommodation to participate in the public meeting process, please contact Nick Raverty at (715) 395-7212 by 4:30 pm on Friday prior to the scheduled meeting. The City will attempt to accommodate any request depending on the amount of notice we receive. Notice is hereby given that a majority of the members of the Common Council may be present at the meeting, and although this may constitute a quorum of the Common Council, the Council will not take any action at this meeting. c: City Clerk’s Office Public Access – via e-mail  ii iilil,]lfl.i :ii .r - il 6l{:1t -" '"tl l' , .,,. t.,_ ll, 4,,' .-'-'l',"'li: "i,.*'l'ii t, li r'ui. t ,j..+'i*l ,1 , | ,1tt' ,,,:ir:i lii;i ,t'",',l.T{.I, i h'., *, ,, ll;l r,trJj iilrt ;,fi*'d' Irl , ' r"' '.i .'r !  r Q",r& Nrzr 7P,rt ^ffi"{U, 'flflew 01i lDr0l0(D$r [*J Residcntiol h4 S,,toc"(a V f-I lrrrsin+rs [- --l ttpuu op*eo EW ft*rrrntr Clorsrrc tffiq 'l u) * QrrLrp AA /Ut a*r(*,1 --  r P",r& Nr-z, QP,q _ffi"{U, \ruew Oil lDtr0fl0(CI$r c }ert I 1^,go il-(ll J*'J Resirlontiol l**]l $rrsira+ps t 944 .\',,tre(q V [- --l opuu rpaet, '"* * t_l EI, l trt*r*ttr Ctrnsgrrc [] ' l--l t__l *_l rl r- CrrLrp A/\ Mr*rt"r'-  #She ffiM VW 'ffiJ1f \i!: ::\\idffifil' SUpERIOR iL ir a:. - ):t .a - EVENT SPONSORSH I P APPLICATION PROGRAM YEAR 2O2L APPLICATION DEADLINE: 60 days prior to the event 1. About your organization/group/event Name of Event: Date(s) of Event: 2'.,t^." " tL 9-lio -?,t-z Will the majority of this evdnt be held on publit property? Yes Xl *o E Name of Organization/Group: fltlpqS Pwrl1 Bu\tWE> FSSrr-ia+\ Address: i?.lT laDtr- HUA- i Mailing address (if different from above)' i' Main contact person: ad\ S"tlrr.icnd f,ilY^ /lta*I^\ Phone(s): Emailaddress:6 jthn(th,r6Ur\r@(rr*.*',.l,r0n1 Do you have a board of directors? ves[ruof,] lf so please attach a separate sheet listing board memberr ls your organization a non-profit? veffiruoI Non-profits, please list your EIN number EIN #: Please share your organization/group's mission: UJe uM+ O thrrruJ CI" fa,r'I1 Qn eupo1t fun uuu$vtq - Please share mission/objective of the event: uL lnrcut u Woq glfr\+ qed to*.'ds tsrds .l' fa"nnil$ Describe the event: (ooct * r4/e-la,niler)f tDtl bo pouiduJ How many participants did your event serve the last 2 years (if 2019: applicable)? Y. 1 How many participants do you anticipate serving this year? trrnn -bnO What percentage of your participants are city of superior residents? Q hola Estimate how many people will be attracted to the area with this event: 4OO Does your organization conduct fundraisers? lf yes, please describe your fundraising activities to1. tf,e tast year, funds raised and your fundraising goals for this year. l,0t pkn oo trndrnol & norr - protit to run -ttu_ co"rnirn\ ) g1la- t.,r,e} ro.iQ, ta tUp f,r;c,r, ru\'e,Ue{fr List any other sponsorships and amounts received by your organization last year, along *,t6 *V grants that you anticipate receiving this year: aOZO = c*n*pC Zot? - {},2;o GEcnrrrsh"Pl 'r^' +"nlJ C'q t ${d (t,-DP. t.ns) D*, @ a"gistr.iir. f"" f- y"r,. prrgr../"*-+* fee(s). What does your organization do to help offset fees for participants that might not be able to afford the fees? Do Feeg What does your organization do to promote overnight stays and tourism for this event frf .ppl,..bb)? x Please descrlbe any sales, advertising, and promotions you will conduct before and at the event: Souo\ nr"dic,.. ulii\ pfi cl NDcB+. 'Locc^.\ /trrus 4 h\uo,^A h f*p ponnolo (,*, ebC fn*S q,uen+ rs tre- \o arr**d = r fud c,tts+q& r;o\\ b<, L*m ee,L.aro\\ O115.r-.n*' 6,,tlut(E { ("" n re- c\coryr.n nrh\ {'YXt} U4.tcor,r.€g (t_tuiQ\.0 dr1agr_6rnA ifrlrf,lrnrl gR-ntV', t&,fv t^olrtr\, , Cln,leL*.^, r'rnrntqvczr*S lq 4 ttt"-co/l/\tar S 4 PqPt* pkPtt'^,Ph J-tsrtbit , ) 4 loo rncorrrtru p\vta.h\-41  How does your event incorporate technology? Socru\ NrdlG pos\Dl/\t How does your event incorporate sustainability? -[hrig i5ct>c $$qga,^r Lp*t- What does your event do to enhance the quality of life in our community? ure- F-ru\-,otg t\ qu\trnq to u^"n: \qrc ^!]$bs-l t^i, :,,epr-t tr^it\4 t.rosd s t"+i*\ hry+*n_.-4 s,.nirnnrl 2. Grant lnformation Please list the sponsorship amount your organization is requesting: S&,}od ls this sponsorship being requested for a one-time event or for ongoing programming? please explain. i6lr'i> crr\ c'nrn\ rp^6[, t/0 o\\ rE,eP\ e\e,ur One of the primary goals of the Festival Committee is to support events with operational/logistical costs. What operational and/or logistical costs would this sponsorship be used for, if any? (e.g. electricity, fees/permits, barricades, auxiliary police, etc.) fi^i5 urrrd h,-\P o\$<,et- e&prlqr.\-bO foe S' I ,\?.mrn* t cosnr.q I lc,qcr- <1xnfs (1ru.ssdcr;) 4 f,\r4pufK cDq+ What other costs would this sponsorship be used for, if any? To l-'crp ots.<f tyte- fru-- F-Ss c+rnr\"rer.\ Has this event received a sponsorship from the City of Superior in previous years? Describe how the sponsorship money was used. w , $ 26\\ d-L ,Fd y'c'\ h5 *\lrNs*h oFt.rQ!-s How was the City of Superior recognized for its sponsorship in previous years (if applicable)? Please provide examples (pictures of t-shirts, banners, signs, radio scripts, social media posts, etc.). b9 thc,n€€l Lo\o tDo,9 thcJ\€€L o\ be^nntd, $cer'w\ ntlcltq, !t-i[ rno-k l-rntrl r durwl ttr,c t3r\6r4 5 "l.nc*^,"J lf you received a sponsorship from the City of Superior last year and were not able to use it alldue to COVID, how do you plan to use that money along with a potential sponsorship for 2027? How willyour organization recognize the City of Superior as a sponsorthis year if funds are received? (i.e. logo on flyers, verbal recognition at events, banners, etc.) Please provide any other information you would like to committee to be aware of that was not asked above: (,l)E CuR- 0,tKrn -, fOr SI,SF hecr^^,r< U-ta-tr.il\ r^ctb te a\(q. J \b turdr..r.-< ob nnw-Lr Cr$ [o n\v- rtetr.rg . 4  CITY OF SUPERIOR SPECIAL EVENT PERMIT N., For Oflice Use Onlv 'W ifi' .YY Date Received Paid tr Amount $ _ lnsurance Recd. n Approved D Denied E Date Rerurned Event Name: Contact/Organ i zati on Name : Address: Phone Nunrbcr: (Day) (Evening) _- E-mail Address Web Site event page Aitilnq' pe,*K 0c\e A. DETAILED EVENT DESCRIPTION: Include where event will be held and type of activities (e.g., parade, athletics, street dance, thon, rides/games, etc.) Maximum nuntber of participants expected (please cstimate if unsurc) B. DATES AND TIMES FoR EVENT (Use an extra shecr for rnore than 4 days) Date(s) b"b-zozt 4'1 -zb:-l Setup start time n;rn ?M g;b Ao Event start time lo:00 ffIr l6in nn End time (incl. tear down) 2 i3O Ann 7-?.I-. .snn C. INSURANCE REQUIREMENT The City of Superior requires you to provide coverage in the amount of $1,000,000 aggregate with the City named as Additional Insured for the event (including setup and tear down). Attach your insurance certificate to this permit. D. ROADWAY/TRAIL USER _ MAP IS REQUIRED Roadway(s)/trailtobeused 1"!9 - ,O tl- t*to-k fofno- FUA . S. etc). DOT approval is required (City will secure) if a state road (e.g., Tower Avenue, Belknap Street, East 2nd Street) or city street is used. E. SALES (see instruction sheet for email & phonc numbers for the departments mentioned below) l. Do you or any food vendors intend on offering or selling food at your event'/ Ves.f, No U If yes, yoru must contact the Douglas County Health Department for rules: 715-395-1304 NOTE: It is the responsibility of the event organizer to ensure that all food vendors are properly licensed according to county and state regulations. Food vendors are not permitted until after Douglas county Health Department issues a separate vendor license. 2. Do you intend to sell alcohol at your event? Yes fl Nqil If yes, please contact the City Clerk's oftice. 3. Do you intend to sell any other itcms? Ycs E NriX If yes, what? If yes, please contact the City Clerk's office. 4. Do you plan on having fireworks as part of your event? Y.S{ No tr If yes, you must obtain a permit by contacting the Superior Fire Department at least 30 days prior to your event. Note: Sales of any kind are not permitted unless authorized by the City. Permits for sales of food, beer, or other alcoholic beverages, are further regulated by state and local agencies, which you are responsible for obtaining.  .\ F. FEES SERVICE DELIVERY DELIVERY COST #oF AMOLTNT DATE LOCATION UNITS DUE PROCESSING $25.00 $2s.00 FEE GARBAGE $5 each CANS *1sl,o,-t at'nnd> lfyou fail to order enough cans & trash is tcr'loo$r blitq scattercd, you will bc brzl8 RECYCLING td* charged a cleanup fee for tirnc & rnatcrials. Lq $10 each BIN 4 sl-.or I th $ tn,', BARRICADES CONES-pylons, El \la.or-t ,rl/ v S5 each $l each I t-r son candlestick or barrels NO PARKING $5 per block SIGNS ON STAKES STREET SWEEPER s\qluLr $s0 I D5n PARADE FEE I Up to 99 units $50 100+units $ 100 PAVILION Call Parks & Rec for cosr/availability RENTAL (525-$50 depending on which park) ELECTRICITY Schedule key $s FROM pick up with EXISTINC Parks & Rec SIMPLE prior to event OUTLET ELECTRICAL $25 rental/delivery fee ro use Ciry p;;;1. pu*l .rrt b" PANEL permitted & installed by a licensed electrician, paid for szo 1 by event organizer. PORTABLE $25 pumping fee, per toilet, per day, if TOILETS toilet is already on site. lfmore than 100 attendees expected, you must arrange for addifionql t^ilot" I TOTAL AMOUNT DUE ' q/1) G. AUTHORIZATION TERMS & CONDITIONS I, the'\ndersigned applicant, ceftify that the pcrmit is accurate and complete. I understand that inaccurate information is grourtds forcanccllation of any event and may jcopardizc any future cvents. I also agree that I will save and indernnity and hold harmless the City, its supervisors. and ernployees against all liabilities, judglnents, costs, and expenses. including the clainrs of'any thinl party, which rnay come agiinst the City for granting this applicatior.r, or which may in any way result fiorn the carelessncss or neglect of'the afplicapt, or his/her menlbers, guests, ernployccs, or other pcrsons or entities under contract with the applicant. tr If this box is checked, special security is required, and I agree to provide security gr.rards for the duration of the event at my own expense. I agree to provide the City witlr proof that suiffiards u.e s]ecured. tr Chcck this box if you think yotr will necd assistance fronr thc Supcrior Police Dcpartrnent Auxiliary police for traffic and/or pedestrian control. Every effort will be rnade to provide sLlpport, if aLrxiliary volunteers are available. You must call or email the police department (contact infonnation on the instruction sheet/page I of this forrn) to make arrangements. tr Tf this box is checked, a special license/permit(s) is rcquired, and T agrcc to sccurc the th,t,,.hliffilicense/pennit1s)atmyexpcnSe.IagreetoprovidctheCitywithproof tr tf this box is checked. an emergency/evacuation plan is needed. ancl I will submit a plan not less tlran two business days prior to the evcnt. IMPORTANT: FAILURE, TO PROVIDE ANY NEEDED INFORMATION COUI,D VOID ]-HIS PERMIT AND CANCEL YOUR EVENT. ALSO, A SPECIAL EVENT PERMIT IS NOT VALID UNTTL INSURAICB HAS NTTX VE BEEN PAID. AND ALL NECESSARY APPROVAL SIGNAT'RES I{AV OBTAINED. "*" 5lzo,lztfll Applicant Signature H. NOTES/SPECIAI, tN I. APPROVALS 1. Parks, Recreation & Forestry Director 2. Public Works Director or Asst. Director 3. Superior Police Department Traffic Lieutenant Email Distribution: City Clcrk's Office Paper copies to: Mayor's Office Park Superintendent utD Applicant (if no crnail) Police Departrnenr (Tratfic Lt & Communiry policing Officcr.) Sign Sho5 Barricades/Cones Douglas County Health Dept. Garbage Cans Str.cct Supcrintcndcnt & Statf Assistant at MSB WisDOT (if nccdcd) Chamber of Commerce Emergency Management Applicant DTA (if reroutitrg is needed) Post Olfice (if r.outes rvill be altocted) Llarkcr.'s Island busincsscs (ifcvcnt hcld on Island) Dan Llartel (only il recycling is userl) 1t?-ozl 3. Program/Event Budget Summary (for most recent year) EarnedlRevenue S amount Expenditures $ amount Admissions Sa la ries Memberships c Office/ad m in istration 5 b 0 Workshops/training Ma.rketing/pu blicity b s// Eoo Food/concessions Equipment fu,s0 G rants/donations Pif Tra ns po rtation ,orro ._0 Fu nd ra isers *tuo Supplies 6H' Volunteer Hours lnsurance (x Srs/frr) ' b 15,oocc fi,271-/ fil,t q ln-Kind Contributions Other (specify below) (please specify) Other (specify below) TOTAL 4zt,ltoo TOTAL %, q?q l, the undersigned, certify that the information provided in an{ with this statement is true and accurate. Submitted by (signature): Printed name: oate: 5:762024  EVENT SPONSORSHIP APPLICATION PROGRAM YEAR 2021 APPLICATION DEADLINE: 60 days prior to the event 1. About your organization/group/event Name of Event: Date(s) of Event: Zach Polaske 5k August 14, 2021 Will the majority of this event be held on public property? Yes ✔ No Name of Organization/Group: Zach Polaske 5k walk/run Address: 1203 E 6th St. Superior, WI Mailing address (if different from above): Main contact person: Jennifer FIck Phone(s): 218-393-4524 Email address: jenfick1010@yahoo.com Do you have a board of directors? Yes No ✔ If so please attach a separate sheet listing board members Is your organization a non-profit? Yes No ✔ Non-profits, please list your EIN number EIN #: Please share your organization/group’s mission: The hope is to organize a community event to bring awareness and raise money for a Douglas County family struggling with a rare and terminal cancer, as they face the unforeseen challenges of battling cancer during a global pandemic while raising three young children. Please share mission/objective of the event: Raise funding for Zach Polaske, a father, husband and friend of many, was diagnosed with telangiectatic osteosarcoma, an extremely rare variant of cancer. His terminal diagnosis came just days after the birth of his third child and coincided with COVID19. This required Zach, his wife and three young children to quarantine as they planned for and prepared to fight his illness. Since this time Zach has been almost exclusively treated at the Mayo Clinic in Rochester, MN. Zach has endured multiple surgeries, removing a bone in his leg, tumors in his lungs and heart, countless collapsed lungs and the side effects of multiple rounds of chemo. On 5/31/2021 Zach was placed on hospice. Zach has been unable to work and due to his age the family does not have life insurance. Despite excruciating pain he continues to soldier on. Describe the event: This event would be 5k with hopes of starting at The Richard Bong Museum and running the course of the Osaugie Trail 3.2 miles. The plan would be to organize this event for Saturday, August 14, 2021 from 10:00-1:00. How many participants did your event serve the last 2 years (if 2020: N/A 2019: N/A applicable)? 1 How many participants do you anticipate serving this year? 150-300 What percentage of your participants are City of Superior residents? 50% Estimate how many people will be attracted to the area with this event: 100 Does your organization conduct fundraisers? If yes, please describe your fundraising activities for the last year, funds raised and your fundraising goals for this year. N/A List any other sponsorships and amounts received by your organization last year, along with any grants that you anticipate receiving this year: We have submitted a donation request to Cub Foods for bottled water and bananas. Shirts Unlimited has graciously offered to charge $5 a shirt rather then $8. Bibs and race bags will be donated by me. $250 anticipated donation from AW Kuettel and Sons. The Anchor will donate 10% of food and beverage purchases from race day. Does your organization charge a registration fee for your program/event? Please indicate the amount of the fee(s). What does your organization do to help offset fees for participants that might not be able to afford the fees? The entry fee is $30, this will include a tee-shirt. All money earned will go directly to the family. What does your organization do to promote overnight stays and tourism for this event (if applicable)? N/A Please describe any sales, advertising, and promotions you will conduct before and at the event: Facebook and possible radio and T.V. story/announcement to bring awareness. How does your event incorporate community equity and inclusivity? The event is open to everyone- no exclusions 2 How does your event incorporate technology? We will be advertising on social media, with the possibly radio and T.V. announcements. How does your event incorporate sustainability? We are hoping that we will sustain this event via sponsors, the scholarship and if needed a portion of the registration fee. However, if we are able fund operations and supplies through sponsors and scholarships alone, we will be able to give the entire registration fee to the Polaske Family. What does your event do to enhance the quality of life in our community? The race will bring greater awareness to Osteosarcoma, the rare form of cancer that Zach is currently fighting. We would like the community to come together and wrap themselves around this family who is in desperate need of support right now. 2. Grant Information Please list the sponsorship amount your organization is requesting: $1500.00 Is this sponsorship being requested for a one-time event or for ongoing programming? Please explain. This is a fundraising event with no intention at this time to reoccur. One of the primary goals of the Festival Committee is to support events with operational/logistical costs. What operational and/or logistical costs would this sponsorship be used for, if any? (e.g. electricity, fees/permits, barricades, auxiliary police, etc.) This scholarship would be primarily used to pay for t-shirt costs. It would also be used to cover the the Parks and Rec permit fees What other costs would this sponsorship be used for, if any? N/A 3 Has this event received a sponsorship from the City of Superior in previous years? Describe how the sponsorship money was used. N/A How was the City of Superior recognized for its sponsorship in previous years (if applicable)? Please provide examples (pictures of t-shirts, banners, signs, radio scripts, social media posts, etc.). N/A- first year If you received a sponsorship from the City of Superior last year and were not able to use it all due to COVID, how do you plan to use that money along with a potential sponsorship for 2021? N/A How will your organization recognize the City of Superior as a sponsor this year if funds are received? (i.e. City logo on flyers, verbal recognition at events, banners, etc.) We would put the logo on the t-shirts, on flyer's, social media, and an announcement at the race. Please provide any other information you would like to committee to be aware of that was not asked above: 4 3. Program/Event Budget Summary (for most recent year) Earned Revenue $ amount Expenditures $ amount Admissions Salaries $4,500-9000 0 Memberships Office/administration 0 0 Workshops/training Marketing/publicity 0 0 Food/concessions Equipment 0 0 Grants/donations Transportation $2000.00 0 Fundraisers Supplies 0 $1850.00 Volunteer Hours Insurance (x $15/hr) 0 $150.00 In-Kind Contributions Other (specify below) (please specify) 0 Other (specify below) Our hope is that through the scholarship and sponsors we will be able to completely offset the the cost of supplies in order to allow for all admissions to be paid directly to the family. TOTAL TOTAL $6,500-11,000 $2000.00 I, the undersigned, certify that the information provided in and with this statement is true and accurate. Submitted by (signature):_________________________________________ Jennifer Fick Printed name: _________________________________ Co-host Title: __________________________________ 06/03/2021 Date: ________________________________ 5