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Noon Optimist Club Flag ProjectMEMORANDUM TO: FROM: SUBJECT: November 25, 2003 The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Noon Optimist Club Flag Project The Noon Optimist Club of Dubuque has requested to implement an "Avenue of Flags" project and fundraiser similar to what is currently done in Davenport, Iowa. They are proposing to install 3' x 5' American Flags on 10' poles in front of a residence on five national holidays, including Memorial Day, Flag Day, Independence Day, Labor Day and Veteran's Day. Representatives from the Noon Optimist Club will be going door-to- door to solicit support for the project from individual homeowners who wish to have a flag placed in front of their home. These flags will be located in specific areas of Dubuque for visual impact and to contain the installation area. At this point the organization has not finalized which streets would be included in the project area, but they anticipate having this decided by March 2004, which is when they will begin selling the flags. I have the authority to issue the revocable permit, but first wanted to address the policy question with the City Council. Assistant City Manager Cindy Steinhauser is recommending approval of the request. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen ~-- MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager MEM ORANDUM November 25, 2003 TO: Michael C. Van Milligen, City Manager FROM: Cindy Steinhauser, Assistant City Manager SUBJECT: Noon Optimist Club Flag Project Introduction The purpose of this memorandum is to request City Council approval of the Noon Optimist Club's request to implement an "Avenue of Flags" project. Discussion Attached is a request from Donald Jannette, representing the Noon Optimist Club of Dubuque, to implement an "Avenue of Flags" project and fundraiser similar to what is currently done in Davenport, Iowa. They are proposing to install 3' x 5' American Flags on 10' poles in front of a residence on five national holidays, including Memorial Day, Flag Day, Independence Day, Labor Day and Veteran's Day. Representatives from the Noon Optimist Club will be going door-to-door to solicit support for the project from individual homeowners who wish to have a flag placed in front of their home. These flags will be located in specific areas of Dubuque for visual impact and to contain the installation area. At this point the organization has not finalized which streets would be included in the project area, but they anticipate having this decided by March 2004, which is when they will begin selling the flags. As part of the installation, the organization will install a ground receptacle in the parkway area located between the homeowner's sidewalk and the street. No portion of the receptacle will be above ground nor otherwise cause a tripping hazard. At each designated holiday, a 10' pole with a 3' x 5' flags will be installed at dawn and removed at dusk on the same day. The receptacles will be capped during times when a flag is not installed. A small, white stripe will be marked on the curb to indicate location of the receptacle. City staff from the Zoning and Engineering departments have reviewed this request. City Ordinance Section 4-3.5(i) specifically exempts official flags of nations from zoning regulatory control. Public Works Director Mike Koch has no objection regarding the hardware that will be used for mounting the flags. He further recommends that this project be treated similar to a revocable license application whereby the applicant is required to provide the necbssary insurance and indemnity agreement. He has also indicated that most of the parkway in Dubuque is only 2' wide and that in certain places this will be a concern as the flag my encroach on the street or sidewalk depending on the wind direction. In discussing this matter with Donald Jannette he has agreed that engineering will review location and may require flags to be relocated based upon encroachment or visibility. Based upon my conversations with Donald Jannette,he has agreed to the following: · A revocable license agreement; Providing a certificate of insurance with the required limits and including the City of Dubuque as an additional insured; · Providing a hold harmless indemnity agreement; · Obtaining utility locates through Iowa's "One-Call" system for installation of each receptacle; · Obtain a solicitor license through the City Clerks office for going door-to-door to solicit support for the project from individual homeowners; and · Providing the city on an annual basis (by May 15 of each) a map of the location of flags to be installed at the above-mentioned holidays. This map will be attached to the revocable license. Mr. Jannette has indicated that it is their intent to begin the door-to-door solicitation by March 2004 in order to install flags on the first holiday, Memodal Day, in May 2004. Recommendation I recommend that the city enter into a revocable license agreement with the Noon Optimist Club of Dubuque. Action The requested action is for City Council to authorize you to sign a revocable license agreement with the Noon Optimist Club of Dubuque. Ms. Cindy Steinhauser Assistant City Manager City Hall Dubuque, Iowa 52001 September 22, 2003 Subject: Noon Optimist Club request to implement "The Avenue of Flags" fund raising project. Dear Ms. Steinhanser, This letter is in response to your request for additional information regarding the Noon Optimist Club request to implement an "Avenue of Flags" program in Dubuque. The "Avenue of Flags" is a fundraising and patriotic program with all proceeds remaining in Dubuque to be used for the many youth projects of the club. Attached is a brochure indicating the youth and community projects of the club. A 3' by 5' American/]ag on a 10' pole is placed in front ora residence on five national holidays: Memorial Day, Flag Day, Independence Day, Labor Day, and Veterans Day. A fee is paid to the Optimist Club for this service. Club volunteers deliver the flags at dawn and remove them at dusk. The homeowner does not need to be home. A receptacle is placed in the ground 'near the curb in front of each home. The club is responsible for replacement of any flag that is soiled, damaged or stolem The flag is attached to the 3/4" conduit pole in such a manner as to allow the flag to rotate with the wind and not wrap around the pole (see attachment). The conduit pole and PVC retainer rings are cleaned of all manufacture references so as to provide a professional appearance. A 15" ground receptacle of 1" EMT conduit is placed in the ground by hand (see attachment). The receptacle is placed 2' to 3' in from the curb. It is driven to ground level and a rubber cap is placed on top to keep the conduit clean. The homeowner can then nm a lawnmower over the receptacle without a problen~ A white stripe is painted on the curb indicating where the receptacle is located. The white stripe is painted using a template, to provide a uniform appearance (see attached picture). Flags will be placed only in selected areas of Dubuque. This provides for efficiency of placing and removing flags. The flags provide a great visual effect, as they are all placed the same distance from the curb (see attached picture). There are at least 1,200 flags in Davenport in the "Avenue of Flags" program. Optimist clubs in Davenport have been involved in the program for up to five years. The attached pictures were taken in Davenport on Labor Day, 2003. Also attached is a copy of an article from the Quad Cities Times newspaper of9/11/03. For questions of the City of Davenport, please contact Blaine Flack (563-326-7704) in the Davenport City Engineering Department. Out club is asking permission to use the area between the street and sidewalk to conduct the "Avenue of Flags" program in Dubuque. It wilt be an excellent fundraiser for our club. All profits will be used for our many youth activities in Dubuque. It also provides a patriotic display that will enhance Dubuque streets on holidays. If you have any questions or need further information, please don't hesitate to call. Noon Optimim Club of Dubuque 1725 Overview Ct. Dubuque, Iowa 52003 563-582-0528 the bottom cable clamp and S hook assembly is held in place by 2 reta'mer rings the top retainer ring is screwed to the flag pole 36 inches fi-om top of flag pole the bottom retainer ring is screwed to the flag pole 37 ½ inches fi-om top of flag pole 15 inch ground receptacle cut fi-om 10 foot 1 inch EMT conduit. a machine shop cuts and tapers the receptacle for us the tapered end makes it easy to drive the receptacle into the ground. 3 foot by 5 foot nylon flag with embroidered stars attached to a 10 foot ~A inch conduit pole 7/8 inch white robber cane tip attached to pole top flag is attached to the 1 inch diameter ½ inch wide plastic cable clamp with an S hook cable clamp is held in place by a ½ inch wide retainer ring cut f~om I inch PVC pipe retainer ring is screwed to pole with an 8 X 5/8 screw 2 inches from top of pole 6 foot 1 inch diameter steel rod used to drive receptacle into ground steel driving rod and receptacle A nut is welded to the 6 foot steel driving rod. A washer is welded to the bottom of the nut. The washer is 11 inches fi-om the bottom of the 6 foot steel rod. The bottom of the steel rod is inserted into the ground receptacle and the weight of the driver helps drive the receptacle into the ground. Use a level held against the driver to ensure receptacle is driven in straight.