Public Safety & Welfare Committee

City of Verona PUBLIC SAFETY AND WELFARE COMMITTEE Monday, July 26, 2021 AT 7:00 P.M. COUNCIL CHAMBERS VERONA CITY CENTER 111 LINCOLN STREET, VERONA, WI 53593 AGENDA 1. Call to order 2. Roll Call 3. Public Comments 4. Approval of Minutes from the June 28, 2021 Public Safety and Welfare Committee meeting. 5. Discussion and Possible Action Re: Special Event Permit application from Ann Schwarzwalder, Brazen Dropouts, for the Verona Criterium Cycling Race from 8 a.m.-6 p.m. on Saturday, August 14, 2021 6. Discussion and Possible Action Re: Special Event Permit application and Temporary Class “B” Fermented Malt Beverage and “Class B” Wine license from Michael Obrien, Verona Wildcat Youth Hockey, for the Hometown Brewdown beer tasting event from 1p.m.-6 p.m. on Saturday, September 25, 2021 7. Adjournment Heather Reekie, Chairperson POSTED: Verona City Hall Miller & Sons Market Verona Public Library City Web Page at: www.ci.verona.wi.us Notice is hereby given that a quorum of the members of the City Council or other standing committees of the City Council may be present at the meeting of the Public Safety and Welfare Committee to gather information about a subject over which they have decision-making responsibility. The City Council and any other standing committees will not take formal action at this meeting IF YOU NEED AN INTERPRETER, MATERIALS IN ALTERNATIVE FORMATS OR OTHER ACCOMODATION TO ACCESS THE MEETING, PLEASE CONTACT THE CITY CLERK AT 608-845-6495 AT LEAST 48 HOURS PRECEDING THE MEETING. EVERY REASONABLE EFFORT WILL BE MADE TO ACCOMMODATE YOUR REQUEST.  CITY OF VERONA MINUTES PUBLIC SAFETY AND WELFARE COMMITTEE June 28, 2021 Verona City Hall 1. Call to order: Evan Touchett called the meeting to order at 5:33 p.m. 2. Roll Call: Evan Touchett, and Katie Kohl were present. Heather Reekie was absent and excused. Also present: Police Chief Bernie Coughlin, City Administrator Adam Sayre, and City Clerk Holly Licht. 3. Public Comments: None 4. Approval of Minutes: Motion by Touchett, seconded by Kohl, to approve the minutes from the June 14, 2021 Public Safety and Welfare Committee meeting. Motion carried 2-0. 5. Discussion and Possible Action Re: Special Event Permit application from Dee Baldock for the Verona Area Community Theater, for the Play in the Parking Lot from 2:00 p.m. – 8:30 p.m. on July 16 & 17 The VACT will be putting on a play in the parking lot - "The Radio Play Disaster." The stage will be on the east side of the building. There will be 3 shows (7/16 at 6:45pm-8:30pm, 7/17 at 2:00 p.m. and 6:45 p.m.) Tickets will be very limited ticketed (50 guests per show). In the event it rains, play will be moved inside. Alcohol will not be sold during this event and no VPD staff is necessary. VACT will be asking VFD to use a small portion of their lot, parking will still be allowed in a portion of theater lot. Actors will have body microphones which will project through two speakers pointed in the direction of the ice arena. Motion by Kohl, seconded by Touchett, to recommend approval of Special Event Permit application from Dee Baldock for the Verona Area Community Theater, for the Play in the Parking Lot from 2:00 p.m. – 8:30 p.m. on July 16 & 17. Motion carried 2-0. 6. Discussion and Possible Action Re: Special Event Permit application from Phil Hoechst for the Hop Haus Brewing Company 6th Anniversary Party from 12 p.m. – 10 p.m. on Saturday, July 17, 2021 Phil Hoechst has applied for a Special Event Permit for an anniversary party on Saturday, July 17, 2021, at Hop Haus Brewing Company, 231 S. Main Street. The business’s parking lot will be used for seating, a food cart and live music, with metal barricades marking the perimeter of the parking lot area. A temporary premise description amendment is required for serving beer and wine in this area. Past events a VPD Officer has worked the events, but no issues have occurred and Staff believes an Officer is not necessary for this event. Motion by Kohl, seconded by Touchett, to recommend approval of Special Event Permit application from Phil Hoechst for the Hop Haus Brewing Company 6th Anniversary Party from 12 p.m. – 10 p.m. on Saturday, July 17, 2021. Motion carried 2-0. 7. Discussion and Possible Action Re: Special Event Permit application from Laura Ford-Harris, Boys and Girls Club of Dane County, for the MOVE4BGC bike race on Saturday, July 17, 2021 from 7:30 a.m. – 10:30 a.m.  This is a fundraising event for the Boys and Girls Club of Dane County. This event has come through Verona for several years. A portion of the 25-mile and 50-mile bike ride routes will be coming through Verona. They are not requesting Police Department assistance this year, and no road closures are necessary. This is a ride, not a race. Bicyclists will follow the rules of the road. Route in Verona will include: Military Ridge Bike Trail, south on CTH PB, right on Military Ridge Rd, right on Whalen Rd, left on S. Main St, right on Prairie Heights Dr, left on Locust Dr, left on Whispering Pines, right on Range Trail. The route will be properly marked with tape on the pavement and volunteers will be staffed at busy intersections (Whalen @ S. Main St) to ensure bicyclist stop appropriately. Volunteers know they cannot stop/direct traffic. The majority of bicyclists will pass through Verona between 8:30 a.m. and 10:30 a.m. The certificate of insurance received by the City of Verona from the Boys and Girls Club expires on July 1, 2021. The event organizer is aware of this and will provide the City with an updated/valid certificate of insurance before the event. Motion by Kohl, seconded by Touchett, to approve a Special Event Permit application from Laura Ford-Harris, Boys and Girls Club of Dane County, for the MOVE4BGC bike ride on Saturday, July 17, 2021 from 7:30 a.m. – 10:30 a.m. contingent upon receipt of a valid certificate of insurance. Motion carried 2-0. 8. Discussion and Possible Action Re: Change of Agent request from Kwik Trip, Inc., d/b/a Kwik Trip #837, 400 E Verona Ave, Verona, WI 53593 Kwik Trip, Inc. has requested a change of agent for their Combination Class “A” and “Class A” Liquor License at Kwik Trip #837 from Tracy Alvey to Robert Oldenburg. Motion by Kohl, seconded by Touchett, to recommend approval of a Change of Agent request from Kwik Trip, Inc., d/b/a Kwik Trip #837, 400 E Verona Ave, Verona, WI 53593 Motion carried 2-0. 9. Adjournment: Motion by Kohl, seconded by Touchett, to adjourn at 5:46 p.m. Motion carried 2-0. Adam Sayre, City Administrator PUBLIC SAFETY & WELFARE COMMITTEE—2021-07-26 1. Discussion and Possible Action Re: Special Event Permit application from Ann Schwarzwalder, Brazen Dropouts, for the Verona Criterium Cycling Race from 8 a.m.-6 p.m. on Saturday, August 14, 2021 This is the first year of this cycling race event. race will start and end at the high school. The course is 1.2-mile loop around the high school will 11 different race categories and start times through out the day. The applicant is requesting road closures at Wall Street betweet the northeast and east intersections with Wildcat Way and Wildcat Way between the northeast and east intersections with Wall Street. They are also proposing volunteer to monitor traffic control at Wall Street & West End Circle; West End Circle & Wildcat Way; Wildcat Way & Kwik Trip exit; and Wildcat Way and Nine Mound Rd. Motion: To approve a Special Event Permit application from Ann Schwarzwalder, Brazen Dropouts, for the Verona Criterium Cycling Race from 8 a.m.-6 p.m. on Saturday, August 14, 2021 with the condition that the applicant provides a certificate of insurance with the City listed as an additional insured. 2. Discussion and Possible Action Re: Special Event Permit application and Temporary Class “B” Fermented Malt Beverage/ “Class B” Wine license application from Michael Obrien, Verona Wildcat Youth Hockey, for the Hometown Brewdown beer tasting event from 1p.m.-6 p.m. on Saturday, September 25, 2021 This event is a craft beer fest, with the proceeds going to the Verona Ice Arena. The event is held on the Verona Ice Arena property. Craft beers, cheese and other foods will be served. Games and a small band will also be provided. A Temporary Class “B” Retailer’s License will be required for this event. Licensed bartenders will be on site serving the alcohol. Motion: To recommend that the Common Council approve a Special Event Permit and Temporary Class “B” Fermented Malt Beverage/ “Class B” Wine license for Michael Obrien, Verona Wildcat Youth Hockey, for Hometown Brew from 1p.m.-6p.m. on Saturday, September 25, 2021.  City of Verona Special Event Permit Application Brazen Dropouts Verona Criterium Additional Information Anne Schwarzwalder ahschwarzwalder@gmail.com (443) 896-6151 Requested Street Closures Informational question #4 asks to outline any requested road closures. Brazen Dropouts proposes the following loop (red line) to be used for the race course, encircling the New High School:: ● Wall Street between the northeast and east intersections with Wildcat Way ● Wildcat Way between the northeast and east intersections with Wall Street Brazen Dropouts will provide volunteers for traffic control at the following intersections (blue circles): ● Wall Street & West End Circle ● West End Circle & Wildcat Way ● Wildcat Way & Kwik Trip exit ● Wildcat Way & offshoot from Nine Mound Road Cars and spectators would be allowed in/out of the parking lots between races and when the traffic control volunteers deem it is safe to do so - i.e. when the presence of a car or spectator would not interfere with the cyclists on course. Traffic should follow clockwise around the loop along the same direction as the cyclists (this is safest and standard for cycling races). Please let us know if police presence is required to monitor closures on this loop. Event Items Informational question #7 asks if any items or services will be sold or given away at this event. Race winners, places 1-3, in each category will be awarded cash prizes. Toilets Informational question #8 asks if we will provide portable toilets. Brazen Dropouts would like to request access to the Verona Area High school to use for bathrooms -- we have submitted a request through the High School for access to the atrium.  USACYCL-21 MRODRIGUEZ DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 7/12/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTACT Fairly Group Certificates PRODUCER NAME: Fairly Consulting Group, LLC PHONE FAX (A/C, No, Ext): (806) 376-4761 (A/C, No): (806) 337-1859 1800 S. Washington, Suite 400 E-MAIL Amarillo, TX 79102 ADDRESS: certs@fairlygroup.com INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : HDI Global Specialty SE INSURED INSURER B : USA Cycling, Inc. INSURER C : 210 USA Cycling Point, Suite 100 INSURER D : Colorado Springs, CO 80919 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR HDGL19000409 12/31/2020 12/31/2021 DAMAGE TO RENTED PREMISES (Ea occurrence) $ 1,000,000 MED EXP (Any one person) $ Excluded PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000 POLICY PRO- JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,000 X OTHER: Per Event $ COMBINED SINGLE LIMIT AUTOMOBILE LIABILITY (Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $ $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Job 2021-4046 RMGL 03 09 02 18 SCHEDULE OF NAMED INSUREDS: Event Organizers and/or Promoters are Named Insureds. It shall be a condition of coverage that all organizers/promoters for whom coverage is afforded under this policy execute a USAC Event Permit Application and coverage will be afforded only for the specific event and date(s) on the permit. Event Number: 2021-4046 Event Name: Verona Criterium p/b Brazen Dropouts SEE ATTACHED ACORD 101 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Brazen Dropouts ACCORDANCE WITH THE POLICY PROVISIONS. 4222 Green Avenue Madison, WI, 53704 AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD  AGENCY CUSTOMER ID: USACYCL-21 MRODRIGUEZ LOC #: 1 ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED USA Cycling, Inc. Fairly Consulting Group, LLC 210 USA Cycling Point, Suite 100 POLICY NUMBER Colorado Springs, CO 80919 SEE PAGE 1 CARRIER NAIC CODE SEE PAGE 1 SEE P 1 EFFECTIVE DATE: SEE PAGE 1 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance Description of Operations/Locations/Vehicles: Event Location: Verona, Wisconsin Event Date(s): 08/14/2021 ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Kayla Martin From: Anne Schwarzwalder <ahschwarzwalder@gmail.com> Sent: Thursday, June 10, 2021 1:23 PM To: Kayla Martin Subject: Fwd: VASD Facility Request Application - Anne Schwarzwalder Attachments: BrazenDropouts_EIN_501c4.pdf; Brazen Dropouts - VAHS Cost Estimate - signed.pdf; Brazen Dropouts - Cost Estimate.pdf FWD ---------- Forwarded message --------- From: Anne Schwarzwalder <ahschwarzwalder@gmail.com> Date: Thu, Jun 10, 2021 at 11:46 Subject: Re: VASD Facility Request Application - Anne Schwarzwalder To: Jeanene Ennis <ennisj@verona.k12.wi.us> CC: Eric Staats <eric.k.staats@gmail.com> Hi Jeanene, Thanks for your recommendations! The estimate looks good to us — I’ve attached info about our EIN number (we’re a 501c4 organization), the signed invoice document, and completed the online forms. We will have insurance information in the next few weeks once we secure permits with USA Cycling. I’ll send those over as soon as I can. Will the final invoice be sent after the event, or will we pay beforehand? Thanks so much for your help in this busy week! Anne Schwarzwalder On Jun 10, 2021, at 11:24 AM, Jeanene Ennis <ennisj@verona.k12.wi.us> wrote: Hello Anne, I just heard back from our custodial manager and we will be able to accommodate your group on Saturday, Aug 14th! However, we believe it will work best, and cut down costs for your group, if you set up the registration tables in our main entrance lobby (very large space). Our team would limit access to the other main areas of the school so the attendees and guests will only have access to the lobby area, which is also where the main bathrooms are located. I attached a cost estimate for your review. Since this plan limits the large Atrium area, I charged a lesser "classroom" fee for use of the lobby and restrooms. You are also welcome to use our tables and chairs for your registration setup. I would just need to know how many you would need. 1 If this all looks good to you, please sign this estimate and send it back to me. I would also need the following documents submitted before your event date:  Proof of Non Profit status (501c3)  Certificate of Insurance (Verona Area High School must be listed as the Certificate Holder with our address - 234 Wildcat Way, Verona Wi 53593)  Please sign this VASD Liability Waiver  Please fill out this COVID-19 Event Procedures form Let me know if you have any questions. Jeanene On Fri, Jun 4, 2021 at 9:43 PM Anne Schwarzwalder <noreply@jotform.com> wrote: To help protect y Micro so ft Office p VASD Facility Request Application auto matic downlo picture from the Your Name Anne Schwarzwalder Email ahschwarzwalder@gmail.com Phone Number (443) 8966151 Group/Individual Brazen Dropouts Utilizing Space Individual/Organization Street Address: 4222 Green Avenue Address City: Madison State / Province: WI Postal / Zip Code: 53704 Group Categorization VASD Resident For-Profit Groups, or Non VASD Resident Non-Profit Groups Purpose of Use: Hello, Brazen Dropouts is a local cycling team and we are looking to host a race in Verona on August 14th, 2021. We are requesting permits from the city to have the race course on the road that encircles the new High School. We'd like to request access to the lobby of the school for bathrooms for athletes and spectators, as well as an indoor location to place a registration table. Thank you, Anne Please Select Your New High School Preferred Location: New High School Atrium (1st Floor Cafeteria) Parking Lot (request for parking for offsite 2  events) Single or Initial Date of 08-14-2021 Use: Facility Access (set-up) 6:00 AM Start Time: Program Start Time: 8:00 AM Program End Time: 8:00 PM Facility Access (tear 8:00 PM down) End Time: Do you have a district No, I will need to be issued a card for building swipe card? access Indoor School Space(s) Access to WiFi Setup Needs - Additional Custodial Staff (required for large Additional Fees May groups +50 people) Apply Recreational Space(s) Setup Needs - No Additional Setup Needed Additional Fees May Apply Estimated Number of 250 People: Details Regarding We will only need 2-3 tables to set up a Needs Selected Above: registration area in the atrium, and can provide our own. Access to wifi will be used to check registrations and send/receive results. The majority of the foot-traffic will be outside in the parking lots and around the race course -- only the registration will take place inside (and bathroom access) -- Jeanene Ennis Facility & Event Scheduling Coordinator VASD Administrative Office 700 N. Main Street Verona, Wi 53593 (608) 845-4329 3