6.e Staff Report-Lions Taco Daze Permit
Staff Report
Date of Meeting: July 18, 2023
To: City Council
From: Brenda Eklund, City Clerk
Re: Scandia-Marine Lions Special Event Permit for Taco Daze
Background:
Taco Daze will be held on Saturday, September 9, 2023. The Scandia-Marine Lions Club has
applied for a Special Event Permit for this community celebration under the provisions of the
City’s Code of Ordinances, Section 93.20, Special Events.
Issue:
Should the Council approve a Special Event Permit for the Scandia-Marine Lions Club Taco Daze
activities on September 9, 2023?
Proposal Details:
The Lions permit covers the parade, the activities occurring on the Community Center grounds,
and the Gammelgarden “Running of the Meatballs” being held before the start of the parade.
The Gammelgarden Museum has been approved for a gambling permit for this activity. The Boy
Scouts are responsible for taco sales inside the Community Center. The event application
describes the planned activities. Events at the Community Center begin at 8:00am and end at
6:00pm. Vendors booths will be set up around the perimeter of the parking lot. Meisters Bar &
Grill will operate a beer garden within an enclosed area south of the old maintenance garage
and will need to apply for a Temporary Off-Premises Liquor License. The Lions will provide
outdoor food sales and will need to obtain a permit from the County Health Department. An
antique car and tractor show will again be held in the parking lot, so parking here will be
restricted, although there will be reserved space for emergency vehicles. Shuttle rides from
remote parking locations will be offered. The Lions will need to obtain a permit from
Washington County for the parade along Oakhill Road. The required certificate of insurance,
naming the City of Scandia as an additional insured, has been submitted to the City.
Fiscal Impact:
The Lions Club is requesting that the City cover the costs of public safety (off-duty deputies and
vehicle), trash and portable toilets. In past years, the Council voted to reimburse the Lions Club
up to $2,500 for these costs. Staff is recommending that the City cover the costs directly with
the vendors instead of reimbursing the Lions Club. Expenses will be paid from the Parks Fund.
OPTIONS
1) Approve the Special Event Permit for the Scandia-Marine Lions Club for September 9,
2023 during Taco Daze with the following conditions:
• The event shall be held as described in the application received on July 12, 2023
except as required by the conditions of approval.
• A parade route permit shall be obtained from the Washington County Public
Works Department and all conditions shall be complied with, including the hiring
of off-duty officers for traffic control and posting of signs as recommended by
the Sheriff’s Department.
• Parade participants shall not use water cannons or similar devices on their floats,
or throw items from floats that could endanger the safety of parade watchers.
• Both sides of 209th Street between Oakhill Rd. and Olinda Trail shall be posted
“no parking.”
• Parking in the west bay of the Community Center parking lot may be restricted
to the antique car show, official vehicles and handicapped parking. Access and
circulation for emergency vehicles to and through the parking lot shall be
maintained at all times.
• The location of any tents, stakes, signs etc. shall be approved in advance by the
Public Works Director. Event organizers shall request any utility locates that may
be required.
• Any signs or banners shall comply with the Scandia Development Cod e.
• Any vendors shall possess a sales and use tax permit if required by Minnesota
law.
• There shall be no animal rides provided by any vendor on the Community Center
grounds.
2) Amend conditions listed above and then approve.
3) Do not approve the request for a Special Event Permit.
RECOMMENDATION
Option 1.
SCANDIA
14727 200' Street North
Scandia, Minnesota 55073
651) 433-227 muu.ci.scunilia.ntn.trs
Special Event Permit Application
PAID
AL12 22023
CITY$A NDIA
INSTRUCTIONS: Fill out this form completely, sign it and include all required attachments. If additional space is
needed, attach additional sheets. Submit to the City of Scandia at least 30 days prior to the date of the event with the $25.00
permit fee. You will be notified at the time of application of the date for City Council consideration of the request.
1. Name, purpose and des . tion event:
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Location address: SC
Date(s): C
Event starting Time:
Set-up start date and time:
Dismantle by- date and time:
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Event ending time:
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Anticipated number of participants and/or spe tors:
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If there is a fee or donation required as a condition of
attendance, please describe:
2. Attach sketch or site plan showing the location of the following as applicable: ac*"_(a
V route (beginning/ end, direction of travel,
traf tc control points)
ticketing/ registration/ entry locations
entertainment or stage locations
portable toilet facilities
fencing locations
1
parking areas for participants/ spectators
v sign locations
0speaker (sound amplification) locations
food concession area (cooking, serving,
consumption)
alcoholic beverage concession area
other concession areas
size and location of any tents or structures
7Z trash/recycling receptacle area
fireworks or pyrotechnics site
first aid facilities
other as may be applicable
City of Scandia, Special Event Permit Application, Page I of 7
3. Applicant Information:
Name:
Address:
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a!jl Title: S _e ('a) keprnS VCJ- i. Ir
Cell:
E-Mail:
Affiliation/ organization: 5Cu CL - t (' i
Are you an authorized applicant for this organization? Yes No
Will this person have authority to cancel or modify event plans? Yes V No.
Will this person be present at the vent and in charge of the event at
all times? Yes V/ No
If no, provide contact information for person who will be the
responsible party on the day of this event
Name: Title:
Address:
Phone:
E-Mail:
Cell:
4. Entertainment:
Describe entertainment plans. If there will be music, sound amplification or any other noise impact,
please describe including the intended hours.
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5. Sanitary Facilities:
Describe the facilities present on the site (type, number & location) as well as temporary/ portable
facilities to be provided.
City of Scandia, Special Event Permit Application, Page 2 of 7
6. Parking and traffic control:
Describe the location and number of parking spaces available. Describe arrangements that have been
made for trul'lic control.
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7. Emergency/ medical services:
Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance) to
the event area.
8. Security/ crowd management:
Describe your proposed procedures and staffing for the event operations and crowd control.
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9. Trash/recycling, event clean-up:
Describe the number, type and location of trash/ recycling containers to be provided. What provisions
have been made for clean- p of the site andd surrounding area after the event?
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Name of trash/ recycling hauler:
10. Lighting:
Describe any temporary or permanent lighting that will be added for the event.
City of Scandia, Special Event Permit Application, Page 3 of 7
11. Temporary structures or construction.
Describe any tents, canopies, enclosures, stages, platforms, scaffolding, risers, bleachers, fences, and
any other type of temporary structure or construction for the event. Event sponsor is responsible to
obtain
Lan, building or electrical permits that may be requiredforsuch construction. V(
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Advertising and promotion. Describe
how this event will be advertises and promoted. Describe any signs (size, type, location.) All
signs must comply with Scandia Development Code Chapter 2 Section 9.13 including a permit if required.
ers
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Noise: Describe
expected type, duration and timing of any noise sources. Describe measures to be taken to ensure
compl iancc with city noise ordinance (Ordinance No. 65.) Sd
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Fireworks or pyrotechnics: i
Will
any fireworks or pyrotechnics be used at the event? Yes No_ If
yes, describe in detail. Fire Department approval will be required. City
of Scandia, Special Event Permit Application, Page 4 of 7
15. Food and beverages:
Will alcoholic beverages be served?
If yes, describe the type of beverages and the status of the liquor license:
Yes No
Loh's
Will food and/or non-alcoholic beverages be served? Yes \% No
If yes, describe what will be served an any plans for cooking food in the event area, including fuel
source to be used:
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Has a license been obtained from the Washington County
Department of Health and Environment? (please attach) Yes No '.
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16. Other concessions:
Describe what vendors or concessionaires you will allow at the event, and how you intend to regulate
and monitor their activities.
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17. Gambling:
Will there be any gambling (raffles, pull -tabs, bingo, etc.) at the 1
event? Yes No vl ho 1. Loh,y
If yes, a lawful gambling permit will be required as provided by state law and Scandia Ordinance No.
100. Describe the gambling activity and the status of the gambling ermit.
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18. Workers compensation compliance:
In accordance with Minnesota Statutes all applicants for license and permits to operate a business in
Minnesota must submit acceptable evidence of compliance with workers' compensation insurance
requirements. Please complete the certificate of compliance and attach to this application.
City of Scandia, Special Event Permit Application, Page 5 of 7
19. Indemnification:
Ordinance No. 119 requires that a special event permit holder shall agree to defend, indemnify and
hold the City, its officers and employees harmless from any liability, claim, damages, costs, judgments,
or expenses, including attorney's fees, resulting directly or indirectly from an act or omission
including, without limitation, professional errors and omissions of event promoter, its agents,
employees, arising out of or by any reason of the conduct of the activity authorized by such permit and
against all loss caused in any way be reason of the failure of the event promoter to fully perform all
obligations under this ordinance. Please complete the release and indemnification agreement and
attach to this application.
20. Insurance
As a condition of the granting of a permit for a special event conducted on public property or public
streets or parking lots, the permit holder shall provide to the City a public liability insurance policy
naming the City as an additional insured entity with limits of not less than one million dollars per
occurrence. Please attach the certificate of insurance to this application.
THE MINNESOTA DATA PRACTICES ACT requires that we inform you ofyour rights about the private
data we are requesting on this form. Private data is available to you, but not to the public. We are requesting
this data to determine your eligibility for a permit from the City of Scandia. Providing the data may disclose
information that could cause your application to be denied. You are not legally required to provide the data;
however, refusing to supply the data may cause your permit to not be processed. Your residence address and
telephone number will be considered public data unless you request this information to be private and provide
an alternative address and telephone number. Please sign below to indicate that you have read this notice:
Signature: L Date: 913
I request that my res dense address and le4honc number be considered private data.
My alternative a li ss and telephone number are asfollows: Address:
Telephone: Acknowledgement/
Signature: I
hereby acknowledge receipt of a copy of this application form and Ordinance No. 119, Establishing Rules and Regulations
for Special Events, and agree to abide by the ordinance and any other conditions that the City of Scandia
may place upon issuance of this permit. SignatU
r Date: d City
of Scandia, Special Event Permit Application, Page 6 of 7
SPECIAL EVENT SPONSOR -
RELEASE AND INDEMNIFICATION AGREEMENT
CITY OF SCANDIA, MINNESOTA
THIS IS A RELEASE OF LIABILITY INDEMNIFICATION AGREEMENT. SPECIAL
EVENT PERMIT HOLDER MUST READ CAREFULLY BEFORE SIGNING.
In consideration for being permitted to engage in the following special event activities in Scandia:
Special Event Permit Holder hereby acknowledges, represents, and agrees as follows:
A. We understand that the above described activities are or may be dangerous and do or may
involve risks of injury, loss, or damage to us and/or third parties. We further
acknowledge that such risks may include but not be limited to bodily injury, personal
injury, sickness, disease, death, and property loss or damage, arising from the following
circumstances, among others:
Special Events Permit Holder initials here)
B. If required by this paragraph, we agree to require each participant in our spec ] event to
execute a RELEASE AND INDEMNIFICATION AGREEMENT for ourselves and
for the City of Scandia, on a form approved by the city.
Participant Release and Indemnification required? YES •,/' NO
Special Events Permit Holder initials here) OK
C. We agree to procure, keep in force, and pay for special event insurance covers from an
insurer acceptable to the City of Scandia, for the duration of the above describe
activities.
Special Events Permit Holder initials here)
D. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, we hereby
expressly assume all such risks of injury, loss, or damage to us or any related third party,
arising out of or in any way related to the above described activities, whether or not
caused by the act, omission, negligence, or other fault of the City of Scandia, its officers,
its employees, or by any other cause.
Special Events Permit Holder Initials here)
E. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, we rther
hereby exempt, release and discharge the City of Scandia, its officers, and its employees,
from any and all claims, demands, and actions for such injury, loss, or damage to us or to
any third party, arising out of or in any way related to the above described activities,
whether or not caused by the act, omission, negligence, or other fault of the City of
Scandia its officers, its employees, or by any other cause.
Special Events Permit Holder Initials here)
F. We further agree to defend, indemnify and hold harmless the City of Scandia, is officers,
employees, insurers, and self insurance pool, from and against all liability, clai , and
demands, court costs and attorneys fees, including those arising from any third party
claim asserted against the city, its officers, employees, insurers or self insurance pool, on
account of injury, loss or damage, including without limitation claims arising from bodily
injury, personal injury, sickness, disease, death, property damage or loss, or any other
loss of any kind whatsoever, which arise out of or are in any way related to the above
described activities, whether or not caused by our act, omission, negligence, or other fault
of the City of Scandia, its officers, its employees, or by any other cause.
Special Events Permit Holder Initials here)
G. By signing this RELEASE AND INDEMNIFICATION AGREEMENTJwe rcby
acknowledge and agree that said Agreement extends to all acts, omissions, negligence, or
other fault of the City of Scandia, its officers, and/or its employees, and that said
Agreement is intended to be as broad and inclusive as is permitted by the laws of the
State of Minnesota. If any portion thereof is held invalid, it is further agreed that the
balance shall, notwithstanding, continue in full legal force and effect.
Special Events Holder Initials here)
H. We understand and agree that this RELEASE AND INDEMNIFICATION
AGREEMENT shall be governed by the laws of the State of Minnesota and that
jurisdiction and venue for any suit or cause of action under this agreement shall lie in the
courts.
Special Events Permit Holder Initials here)
1. This RELEASE AND INDEMNIFICATION AGREEMENT shall be effectiv s of
the date or dates of the applicable special event, shall continue in full force until our
responsibilities hereunder are fully discharged, and shall be binding upon us, our
successors, representatives, heirs, executors, assigns, and transferees.
Special Events Permit Holder Initials here)
2
IN WITNESS THEREOF, THIS RELEASE AND INDEMNIFICATION AGREEMENT is
executed by the special events permit holder, acting by and through the undersigned, who represents
that he or she is properly authorized to bind the Special Events Permit Holder hereto.
PRINTED NAME OF SPECIAL EVENTS PERMIT HOLDER:
LOw's O'b wa3 -- '- 'N -Z -p—
PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS
PERMIT HOLDER:
Nam
Title
Sign;
Date
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Lineup along
OakMA Read
East of Meister's
on the north side