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2023 Chanhassen Rotary MOU for 4th of July Celebration City of Chanhassen Annual 4th of July Celebration MEMORANDUM OF UNDERSTANDING (MOU) between City of Chanhassen and The Rotary Club of Chanhassen I. PURPOSE & SCOPE The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they relate to the City of Chanhassen’s Annual 4th of July Celebration. In particular, this MOU is intended to: establish what each parties are responsible for, to ensure a fun and safe event for all participants. II. BACKGROUND The City of Chanhassen and the Rotary Club of Chanhassen have enjoyed a longstanding relationship that has benefited our local community. III. The City of Chanhassen and the Rotary Club of Chanhassen’s responsibilities for each part of the 4th of July Celebration. Promotional Material 1. The Rotary Club of Chanhassen and the City will split the costs of the following advertisements 50/50. The City will coordinate and design these advertisements. • Two print advertisements to run in the Chanhassen Villager, and one print advertisement to run in the Chaska Herald. The front-page ads will include a summary of the event schedule and direct readers to the City of Chanhassen event webpage. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 2 • Digital programmatic ads to be displayed online on various websites, to web users in the geographical area in and around Chanhassen. • One color Thank You advertisement for the City’s Community Event sponsors and the Rotary Club of Chanhassen’s sponsors in the Chanhassen Villager. The ad will run the Thursday after the celebration. 2. The City will produce and pay for targeted promotional ads on City of Chanhassen social media platforms including Facebook and Instagram. 3. The City and Southwest Publishing will partner and pay for a magazine that will be distributed through the Chanhassen Villager to every Chanhassen resident. It will contain a full schedule of events, both City and Rotary article features, and information about the 4th of July Celebration. a. The Rotary Club of Chanhassen President will provide two articles/features by May 1 for publication in the magazine. 4. Addendum I (attached) further details the cross-promotion of the 4th of July event as it relates to social media, print, digital, and day-of promotions. Taste of Chanhassen (4th of July Food Event) 1. The Rotary Club of Chanhassen will coordinate and secure a minimum of 10 local Chanhassen food vendors. Rotary will seek Chanhassen-base vendors, but will invite other vendors at its discretion. This number may change depending on available space and contractual agreements with the carnival, through the City. The aim of the event is to balance great exposure and a profitable business opportunity for the vendors, while providing a positive experience for event attendees. The dates of the event will be July 3, 4:00-11pm and July 4, 10am-5pm. • If a minimum is not secured and identified by June 5, the City will work with the Rotary to supplement additional vendors in order to serve the needs of the event participants. • Food vendors need to complete all forms provided by the Rotary Club of Chanhassen. • The Rotary Club of Chanhassen will collect and retain the event fee from the food vendors. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 3 • The Rotary Club of Chanhassen will work with the Department of Health to ensure all necessary permits are obtained. • Food vendors will provide the necessary insurance certificates and Department of Health Special Event License to the Rotary Club of Chanhassen. The Rotary Club of Chanhassen representative will present copies of these documents to the City, two weeks prior to the event. The City will keep this information for their records. • All food vendors must provide a certificate of insurance naming the City of Chanhassen as an additional insured for the duration of the event. • Two weeks prior to the celebration, the Rotary Club of Chanhassen will supply the City with the electrical needs for each vendor booth. • The Rotary Club of Chanhassen is responsible for supplying signage for the Taste of Chanhassen vendors. 2. The Rotary Club of Chanhassen is responsible for providing 2 onsite ATM machines for the Taste of Chanhassen and Beer Garden. 3. The City will coordinate rental and delivery of tents, tables and chairs for the food vendors. • Each food vendor will receive (1) 15’ x 15’ tent with sidewalls, (6) 6’ banquet tables and (2) folding chairs, unless noted otherwise. • The Rotary Club of Chanhassen is responsible for the accrued costs of tents, tables and chairs associated with the Taste of Chanhassen food event. The City will provide an invoice to the Rotary Club for these costs after the event. 4. The City will organize the trash removal and hand washing services for the Taste of Chanhassen food event. Beer Garden 1. The Rotary Club of Chanhassen is responsible for the onsite selling of beer for the 4th of July Celebration. The dates of the beer garden will be July 3, 2:00-11pm and July 4, 10am-5pm at City Center Park. The Rotary may operate a “beer kiosk” on the City Center Park Plaza on July 4, 10am-2:30pm, if desired. • The Rotary Club of Chanhassen must complete a Temporary On-Sale Liquor License application by Monday, April 3. The Chanhassen City Council will review and approve the application at the April 10th or April 24th City Council meeting. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 4 • The Rotary Club of Chanhassen coordinates the beer serving trailer. • The Rotary Club of Chanhassen solicits sufficient volunteers to staff the beer garden and provides responsible server training to volunteers through Carver County Public Health. • The Rotary Club of Chanhassen will contract a minimum of four off-duty deputies to provide coverage for a safe event, through the Carver County Sheriff’s Department to be on duty during the following hours of the beer garden at City Center Park in 2023: o July 3: 2 deputies 4pm-12am; 2 deputies 6pm-12am • The Rotary Club of Chanhassen is responsible for ticket sales, I.D checking & 21+ wristbands, and signage. 2. The Rotary Club of Chanhassen will annually obtain permission from Eastern Carver County Schools to have beer on school grounds, and provide the City verification of this authorization. 3. The City will coordinate the rental and delivery of (1) 15’ X 60’ tent with side walls, (30) 6’ banquet tables and (10) folding chairs. 4. The Rotary Club of Chanhassen is responsible for the accrued costs of tents, tables and chairs associated with the beer garden. The City will provide an invoice to the Rotary Club for these costs after the event. 5. The City will provide general security (Carver County Sheriff Department Deputies) in City Center Park during the time of the beer garden. Street Dance Band Sponsorship 1. The Rotary Club of Chanhassen will provide a sponsorship of $2,000 towards booking the 2023 July 3 street dance band, Johnny Holm Band. 2. The Rotary Club of Chanhassen logo will be prominently displayed as a ‘stage sponsor’ on or near the main stage on July 2, 3, and 4. 3. The City will provide an invoice to the Rotary Club of Chanhassen after the event for the sponsorship. 4th of July Parade 1. The Rotary Club of Chanhassen is responsible for producing the 4th of July Parade. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 5 • The Rotary Club of Chanhassen will submit a complete Parade Application by May 5, along with the designated parade route. The complete parade application will be placed on a City Council agenda for their approval. • The Rotary Club of Chanhassen will be responsible for parade entry registrations and collection of fees. • The Rotary Club of Chanhassen shall have all parade registration materials available to participants by April 14. • The Rotary Club of Chanhassen is responsible for soliciting and training all volunteers for the parade. A minimum of 15 volunteers will act as parade safety volunteers and ensure the safety of viewers. • The Rotary Club of Chanhassen will contract a minimum of four off-duty deputies to ensure safety for the parade and spectators, through the Carver County Sheriff’s Department. • The Rotary Club of Chanhassen will have the finalized parade lineup available to parade entrants and the City of Chanhassen no later than Friday, June 30. 2. The City will coordinate the rental and delivery of cones, barricades and 15 portable restrooms and distribute them throughout the parade route. • The City, along with the Carver County Sheriff Department, will provide staff along the parade route to monitor intersections to ensure safety. • The Rotary Club of Chanhassen will be responsible for the accrued costs of the cones, barricades, restrooms and other expenses related to the parade. The City will provide an invoice to the Rotary Club for these costs after the event. Classic Car Show 1. The Rotary Club of Chanhassen is responsible for producing the classic car show. 2. The Rotary Club of Chanhassen is responsible for any signage and tents, tables and chairs associated with the classic car show. 3. The City will have the west City Hall parking lot (event area) cleared and swept by 8:00 am on the morning of July 4. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 6 Historic Plane Flyover 1. The Rotary Club of Chanhassen will coordinate the flyover of historic WW2 planes at the beginning of the Parade on July 4. Planes will flyover downtown Chanhassen and the City Center Park area. 2. The Rotary Club of Chanhassen and City will split the cost of the historic plane flyover 50/50. The Rotary Club of Chanhassen will make effort to sell ride-alongs to lower the cost of the flyover. Insurance They Rotary Club of Chanhassen must submit a certificate of insurance naming the City of Chanhassen, its official, employees and agents as additional insured. The limits of insurance will not be less than $1,000,000 each occurrence, $2,000,000 of insurance will cover all events produced by the Rotary Club of Chanhassen and be delivered to the City by July 1. VII. EFFECTIVE DATE AND SIGNATURE Authorized Representatives The parties to this Agreement shall appoint an authorized representative for the purpose of administration of this Agreement. The authorized representative of the City is: City Manager, Laurie Hokkanen City of Chanhassen 7700 Market Blvd., P.O Box 147 Chanhassen, Minnesota 55317 lhokkanen@chanhassenmn.gov The authorized representative of the Rotary Club of Chanhassen is: President, Mike Votava Rotary Club of Chanhassen, P.O. Box 781 Chanhassen, MN 55317 Amendments Any amendments to this Agreement will be in writing and will be executed by the same parties who executed the original Agreement, or their successors in office. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 7 Entire Agreement It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral Agreements and negotiations between the parties relating to the subject matter hereof as well as any previous Agreements presently in effect between the parties relating to the subject matter hereof. This MOU will renew annually unless terminated within notice by February 1, by either party. IN WITNESS WHEREORF, the parties have caused the Agreement to be duly executed intending to be bound thereby. Signatures and dates City of Chanhassen Rotary Club of Chanhassen _________________________________ ______________________________________ Elise Ryan, Mayor Mike Votava, President _________________________________ Laurie Hokkanen, City Manager Date__________________ DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 5/9/2023 8 ADDENDUM I: SOCIAL MEDIA & PROMOTIONS I. Social Media a. Facebook i. Facebook Event 1. The City will name the Rotary Club as a co-host on the 4th of July Facebook event. 2. The Rotary Club will be tagged in the caption of the first share of the 4th of July Facebook event to the Facebook page. 3. Tags, posts, videos, discussions, and details of the Facebook Event group cannot be changed or posted without the city’s approval. The city will be the only organization making posts or changes to the event. ii. Static posts 1. The City will tag the Rotary Club in post captions for event components specifically coordinated or sponsored by Rotary. 2. The City will include the Rotary logo on promotional photos for event components specifically coordinated or sponsored by Rotary. 3. Event components specifically coordinated/sponsored by Rotary include: a. Beer Garden b. Taste of Chanhassen c. Classic Car Show d. Parade e. Historic Plane Flyover 4. Examples a. Tagged: It’s back! The Rotary Club of Chanhassen’s 4th of July Parade will roll through the downtown streets of Chanhassen Monday, July 4, starting at 2:30 PM. For details go to: ChanhassenMN.gov/july4th b. Not tagged: It’s family night at the 4th of July Carnival! Tonight, July 2, all rides are $2 from 3-8pm, $3-$5 from 8-10pm, head on over to City Center Park and enjoy the fun! For more information on the annual 4th of July Celebration and to access the full schedule of events, visit our webpage at ChanhassenMN.gov/july4th 5. If Rotary is not tagged in the above posts as described, let city event staff know to correct the issue (2023 contact: Priya Tandon) iii. Shared Posts 1. If there is space in the City’s content calendar (as determined by the City communications team), the City may be able to share Rotary club Facebook posts that align with city and event branding, language, and strategic plan. 2. Content must be approved by the communications team in advance. 3. Examples a. Shared: Registration is now open for the Rotary Club of Chanhassen’s annual 4th of July parade! Register through June 1 to include your float in this great event. Visit rotary.com for more information on this program. b. Not shared: Registration is now open for both the Rotary Club of Chanhassen’s 4th of July parade and the scholarship program! Visit rotary.com for more information on these two programs. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 9 4. To recommend a specific post be shared to a City Facebook page, send the post to the city event staff (2023 contact: Priya Tandon). The communications team will go through the above process. The post can be sent to Priya prior to or after it has been posted to Facebook. iv. Recap photos & video 1. The City will create a photo and video shot list that includes event components coordinated by the Rotary. 2. The Rotary Club will be tagged in the caption of the recap photo Facebook post. 3. Recap photos of Rotary sponsored and coordinated events will be shared with the Rotary after the event. b. Instagram i. Static posts 1. The City will mention the Rotary Club in post captions for event components specifically coordinated or sponsored by Rotary. 2. The City will include the Rotary logo on promotional photos for event components specifically coordinated or sponsored by Rotary. 3. Event components specifically coordinated/sponsored by Rotary include: a. Beer Garden b. Taste of Chanhassen c. Classic Car Show d. Parade e. Historic Plane Flyover 4. Examples a. Mentioned: It’s back! The Rotary Club of Chanhassen’s 4th of July Parade will roll through the downtown streets of Chanhassen Monday, July 4, starting at 2:30 PM. For details go to: ChanhassenMN.gov/july4th b. Not mentioned: It’s family night at the 4th of July Carnival! Tonight, July 2, all rides are $2 from 3-8pm, $3-$5 from 8-10pm, head on over to City Center Park and enjoy the fun! For more information on the annual 4th of July Celebration and to access the full schedule of events, visit our webpage at ChanhassenMN.gov/july4th 5. If Rotary is not tagged in the above posts as described, let city event staff know to correct the issue (2023 contact: Priya Tandon) ii. Recap photos & video 1. The City will create a photo and video shot list that includes event components coordinated by the Rotary. 2. The Rotary Club will be mentioned in the caption of the recap photo Facebook post. 3. Recap photos of Rotary sponsored and coordinated events will be shared with the Rotary after the event. II. 4th of July Celebration event webpage (information hub) a. The Rotary logo linked to the Rotary website will be listed at the bottom of the event page. b. The Rotary namesake will be included (and linked) next to sponsored and coordinated event components in the schedule of events. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC 10 III. Advertising a. The Rotary will be included in these promotional advertisements in the following way: i. Logo included in printed newspaper ads ii. Logo included in digital programmatic ads iii. Mailed event magazine (9,000+ households), in the following locations: 1. Logo under each Rotary written article 2. Namesake next to sponsored and coordinated event components on the event spread 3. Logo printed under the “special thanks to our event partners” section 4. Logo printed on the parade map graphic IV. Day-of branding and posters a. Street Dance stage i. As a Johnny Holm Band street dance stage sponsor at the $2,000 level, the Rotary will have their logo prominently displayed on or near the stage on July 2, 3, & 4. b. Rotary-sponsored event component posters i. The Rotary will design, print, and display signage for coordinated event components. The signage is welcome to be branded in the Rotary style with the Rotary logo included. DocuSign Envelope ID: FA977B77-6CDE-4CB1-88F3-68DEFECEAF1FDocuSign Envelope ID: E170D998-88A5-4400-BBB2-CB2547F827AC