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File #: 37140    Version: 1 Name: Request from Let's Eat Out for the use of Burr Jones Park for the Let's Eat Out Summer Concert series to be held on the following Sundays: June 21, June 28, July 5, and September 27, 2015.
Type: Communication Status: Approved
File created: 2/3/2015 In control: BOARD OF PARK COMMISSIONERS
On agenda: Final action: 2/25/2015
Enactment date: Enactment #:
Title: Request from Let's Eat Out for the use of Burr Jones Park for the Let's Eat Out Summer Concert series to be held on the following Sundays: June 21, June 28, July 5, and September 27, 2015.
Attachments: 1. Lets Eat Out Concert Series Appl.pdf
Title
Request from Let's Eat Out for the use of Burr Jones Park for the Let's Eat Out Summer Concert series to be held on the following Sundays:  June 21, June 28, July 5, and September 27, 2015.
 
Body
Conditions for Let's Eat Out, requesting the use of Burr Jones Park on June 21 and 28, July 5, and September 27, 2015 for the Let's Eat Out Summer Concert Series.
Parks Staff recommends approval, based on the following conditions:
1. Notification of the following Alders, whose districts will be affected by the concerts: Ledell Zellers, district2@cityofmadison.com; Marsha Rummel, district6@cityofmadison.com; and Larry Palm, district12@cityofmadison.com
2. Organizer will arrange a site plan meeting, at least two weeks in advance, with the East Parks Supervisor (Craig Klinke, cklinke@cityofmadison.com) and will agree to any and all site recommendations he will make.
3. Food carts will be set up on asphalt only - no carts will be on the grass, and no vehicles will park or drive on the grass.
4. Organizer will switch the locations of the kids area and the stage, so that stage set-up will not require driving as far into the park, and the sound will not be aimed as directly at neighboring residences.
5. Organizer will be responsible for ordering and paying for portable toilets for each concert date. Organizer will also be responsible for providing generators for power, and bike racks for each concert.
6. Amplification will be allowed from Noon - 6:00pm on each date, but the sound must be kept to a reasonable level at all times.
Sound Levels
Sound levels will be monitored at various places around Burr Jones Park, particularly at park boundaries, during Let's Eat Out concerts. Sound levels are not to exceed 90db at the periphery of the park. If readings are above this level, and the organizers are informed, they must take action to reduce the dB level to the agreed maximum or lower.
 
Park Rangers will monitor sound levels; deviation from decibel levels and/or credible neighborhood complaints may result in loss of deposit and/or additional fees for extra Ranger services, at $100 per event date.
 
7. A certificate of insurance will be submitted, covering this event, including liquor liability, and naming the City of Madison as "additional insured."
8. Organizer will follow all Parks and Police requirements for the serving of beer, including creating a fenced beer garden, and hiring licensed bartenders and security.
9. Organizer will furnish the Parks Office with a complete list of vendors at least two weeks before each concert.
10. All food vendors will have current Health Department licenses, and will follow all of Health's requirements and recommendations for the preparation and serving of food.
11. Fees will be paid at least two weeks before the event.
12. Organizer will leave a $3000 refundable damage deposit with the Parks Office, and agrees to be responsible for any damage to the park that occurs as the result of the series, and/or any other issues related to the event.
13. Organizer will make sure that all trash is picked up and the park left clean at the end of each concert.
14. Besides the stage, no temporary structures (other than 10' X 10' pop-ups) will be set up in the park.
15. No glass containers are allowed in the park; dogs are allowed, on leash only.
16. The bike path will remain open and unobstructed during the concerts, set-up, and take-down.
 
Potential fees for the series:
 
Scheduling Fee $200.00
PA Permit: $100.00
Beer-Selling Permit: $700.00
Temporary Structure Permit: (stage) $210.00
Umbrella vending permit
(which covers up to 7 vendors) $845.00
dumpsters $284.36 each, each date
Plus sales tax
 
$100 Ranger fee per event date for extra Ranger services as identified in the conditions above.