7.a)1) Staff Report-Special Event Permit, Scanley Cup Tournament �
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SCANDIA
Staff Reporf
Date of Meeting: November 19, 2013
To: City Council
From: Kristina Handt, Administrator
Re: Special Event Permit, Scanley Cup Tournament
Background:
As we have been discussing previously, Corey Roberts of Roberts Family Funeral Home
approached the City a couple months ago about holding a hockey tournament in Scandia. They
had previously held the tournament in Forest Lake during Flake Fest but are looking to hold it
earlier in the year and at a location that may offer more control over the quality of the ice.
Proceeds from the event would be donated to the City to be placed in a fund restricting use to ice
rink improvements. Roberts first approached the Park and Rec Committee in September and they
indicated they'd like to have the tournament during Vinterfest. Although the tournament will be
during a City event, it is not sponsored by the City but rather by Roberts Family Funeral Home
and the Scandia Marine Lions, therefore a special event permit should be considered.
City Ordinance No. 1 19 requires a Special Event Permit for any"outdoor gathering of at least 100
indrviduals whether on public or private properry, assen�bled with a cornmon purpose for a period of
one hour or longer but rnay not exceed twelve hours in duration... "The City Council may place
conditions on the approval of the permit that may pertain to any of the following:
a) Location and hours during which the event may be held;
b) Sanitation/availability of potable water;
c) Security/crowd management;
d) Parking and traffic issues;
e) Emergency and medical services;
� Clean-up of premises and surrounding area/trash disposal;
g) Insurance;
h) Lighting;
i) Fire service/safety;
j) Temporary construction, barricades/fencing;
k) Removal of advertising/promotional materials;
1)Noise levels;
m) Alcohol consumption;
n)Notification of residents or businesses;
o) Any other conditions which the Council deems necessary.
Corey Roberts and Rich Burton (Scandia Marine Lions) attended the November PRC meeting to
answer questions. The PRC is recommending approval of the permit.
Issue:
Should a Special Event Permit be approved for the Scanley Cup Tournament?
Proposal Details:
Included in your packet is a Special Event Permit application from Roberts Family Funeral Home
and the Scandia Marine Lions for the hockey tournament and food/beverage sales at Vinterfest. The
Lions have decided not to offer beer sales at the event.
A site plan prepared by staff and reviewed by the PRC is included in your packet as well. The PRC
did not feel an extra portable toilet would be needed given the facilities available in the warming
house and community center.
The PRC would like to have a portion of 209'h St N closed on Saturday. PRC volunteers will be
responsible for placing cones barring through traffic on 209'h on Saturday. This will require traffic to
enter the community center lot from Oakhill Road or park in the small lot owned by the church if
coming off of Olinda. Event organizer should inform participants of the need to enter off of Oakhill
Road to gain access to the Community Center parking lot.
Deputy Majeski will arrange his schedule to be working portions of the event. First aid kits are
available in the warming house and community center. Event organizers and city volunteers will be
available to provide direction, answer questions of the general public, and generally assist in the
event operations. No additional crowd control/public safety requirements are anticipated.
Additional trash receptacles will be needed near the rink. Event organizers/volunteers should then
empty them into the large dumpster behind the community center as needed.
The Lions will need to submit a Certificate of Insurance naming the City as an additional insured
prior to the event. Also, participants will be required to sign a waiver releasing the City and the
organizers from any liability. A model waiver has been provided by the League of MN Cities.
Fiscal Impact:
NA
Options:
1) Approve the Special Event Permit with the following conditions:
• The event shall be held as described in the application received on October 25,
2013 as provided by the conditions of approval.
• The location of any tents, stakes, signs etc. at the Scandia Community Center
shall be approved in advance by the City. Event organizers shall request any
utility locates that may be required.
• Event organizers shall provide and install netting or some other barrier around the
area where pucks will be shot on the pleasure rink for the slap shot contest.
• Event organizers to provide portable AV system, if desired for slap shot contest.
• All participants must sign liability waiver and return to City to participating in
event.
• Any vendors present on the site shall possess a sales and use tax permit if required
by Minnesota law.
• A Certificate of Insurance from the Lions naming the City of Scandia as an
additional insured shall be submitted to the City no later than January l, 2014.
2) Do not approve the Special Event Permit
Recommendation:
Option l.
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6514G40920 RobertsFFH Foresl La 10 31 16 10-25-2013.^ 1/10
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RECEIVED
OCT 2 5 2013
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I�1727 209`�'S!r•ee1 r1'orlh
SCGI7l�1G. ,1/inneso[a 35�73
(GSl)�133-327-J u��ru•.ci.srnircliu.nr�r.rrs
Special Event Permit Application
!A'STRUCTlONS: Fifl out this form completely,sign it and include all required anachments. If additional space is
needed,attach additional sheets.Submit to tlte City of Scandia at least 30 days prior to the date of the event�vitli the$Z5.00
permit fee. 1'ou will be notified at the time of upplicAtion of Q�e date for Ciry Council considera�ion of the request.
1. Narne, purpose and deseription of event:
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Location address: �,f.���,,22 ,,2,.-,�( ,�G'� ,L•��5.� � JC.�--�I% �r /1��
Date(s): /- 3/- /�/ � 7 - /- /y
Event starting Time: /- 3/ � ,��,.,_, Event ending time: �-� (�� �4„�,,,
Set-up stait date and time: �_ 3/ � ���
Dismantle by-date and time; j-� /�,�,,,,
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Anticipated number of participants and/or spectatoi5: ls�, �, 2�m T�,�;,� --�� r/, ,r
If there is a fee or donation required as a condition of
attendance,please describe:
2. Att�cl�sketcli or site plan showing the locatio�of tlie following as applicable:vf��sJ��., ��„�
iroute(beginning/end,direction of travel, food concession areas(cooking,serving,
traffic contro) points) cons�nnption}
_ ticketin�;/registration/entry locations _ alcoholic beverage concession area
_ entertainment or siage locations other concession areas
_ portable toilet facilities size and location ofAny tenls or structures
_ fencing localions _ trash/recycling receptacle area
_ parking Areas for participants/spectators _ fireworks or pyrotechnics site
_ sign locations tirst aid fAcilities
_ speaker(sound�mplification) locations _ other as may be applicable
Cit��ofScuix/ia,Speciul L'1'{;11I I�LIY7117:1p�ilicu�ia�r, Pagc /of 7
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6514640920 RobeilsFFH Forest La 10:31 32 10-25-2013 2/10
3. Applicant information:
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Name: _ n������-� Tit(e: 1�2.t��c.
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Address: ��,f� �� _ �� s- e,Zs
Phone: ;ell: _I`1,�,�G
C-Mail: -��fo�a�. C'r>,�'1
Affiiiation�org��ucauun: yy oDE.��tS �^'om s..r.�. f—u•�r'•�SL ��:�E.
Arc you an autliorized applicant for this organization? Yes � No
Will this person have authority to cai3cel or modify evenl plans? Yes ✓ No
1��il1 this person be present at the event and in char�;e of the event
at all times? Yes � No
If no, provide contact informalion for person�vho will be the
responsibie par�y on the day o€this event
Name: Tit[e:
Address:
Phone: Cell:
�-Mail:
�. Entertuinment:
Describe enlertainment plans. If there wi11 be music,sound nmplification or any other noise impact,
pleasc describe including the intended hours.
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5.Sanitation/potable water:
Describe thc:toiiet and hand wushing facitities present on the site(type, number& location)as well as
temporaiy/portable facilities to be provided. Describe thc source of potablc{drinhins)water.
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6514640920 RobertsFFH Forest La 10 31 46 10-25-2013 3H0
G. 1'arking and traffic control:
Describe tl�e location and number of parking spaces availAble. Describe arrangements that have been
made for traffic control.
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7. Cmergency!medical services:
Desc�-ibe measures that�vill be taken to ensw�e emergency vehicle access(police, fire,ainbulance)to
tl�e event area.
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8. Security/cro�vd management:
Describe your proposed procedures and stat�ing for the event operations and crowd control.
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9.Trash/recycling,event clean-up:
Describe ihe number,type and location of trash/recycli�ig ca�tainers to be provided. What provisions �
havc been made for clean-up of the site and suirounding area after the event?
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�1 vt/'�j�� t �� a� .S'�"�r
Name of trasl�/recyclin�hauler: ��,�
IU. Lighting:
Describe any temporary or per►nanent lighting that will be added for the event. /
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6514640920 RobertsFFH Foresl La 70:31.59 10 25-2013 4/10
11. Ten�porary structures or construction.
Describe any tents.canopies,enclosures,stages,platforms,scaffoiding, risers, bleachers. fences,and
any other type of temporary siructure or construction for the event. Event sponsor is responsible to
obtain any building or electrical permits that may be required for such construction.
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12. Advertising and promotion.
Describe how this event will be advertised and promoted. Describe any signs(size,type, location.}
All signs must comply with Scandia Development Codc Chapter 2 Section 9.13 including a permiE if
rcq u i red.
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13. Noise:
Describe expected type,duration and timing oi'any noise sources. Describe mcasures to be taken to
ensure coinpliance with city noise ordinance (Ordinance No_65.)
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14, rireworks or pyrotechnics:
V4�ill an}�tire�vot•ks or pyrotechnies be used at the event? Yes No "
It�yes, describe in detail. Fice Department Approval will be required.
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65146409`l0 RobertsFFH Forest La 10:32 11 10-25-2013 5/10
15. Food and beverages:
Will alcoholic beverages be served? Yes �No�
li'yes, describe the type of beverages and the staws of the liquor license:
��ill food and/or non-alcoholic beverages be served? Yes_�No
If yes,describe what will be served and any plans 1'or cooking food in the event area, including tuel
source to be used:
Has a licei�se been obk�ined 1i-om the Washington County /
Department of Health and Enviconment?{pleuse attach) Yes V No
1G. Ot6er concessions:
Describe what vendors or co�icessionaires you will allow at the event,and how you intend to regulate
aiid monitor their activities.
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l7.Gambling:
Will there be any gambling (raff(es,pull-tabs, binao,etc.)at t�e
event? Yes No ��
Ifyes,a lawfiil�ambling permit will be required as provided by siate law and Sc�ndia Ordinance No.
100. Describe the aambling activity and tl�e status of tlie gambling permit.
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18. Workcrs compensution compliance:
In accordance r��ith Minnesota Statutes�11 appliclnls for license and permits to operate a business in
�9innesota must submit acceptabie evidence of compli�i�ce with workers' compensation insurance
requirements. P/ease eo�rrplete tJte certifrculc�af cvntplfmrce a�rd uftach!o t/tis applicntiu�t.
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6514640920 RoberlsFFH Foresl La 70:32 41 10-25-2013 7/10
-SPECtAL EVENT SPONSOR-
RELEASE AND INDEMNIFICATION AGREEMENT
CITY OF SCANDIA, MiNNESOTA
THIS 1S A I2CLEAS�OF LiABILtTY INDCMNIFICATION AGI2��M�NT.SP�CIAL
EVFNT PERMIT HOLDER MUST R�AD CAREFULLY BEFOR�SIGNING.
[n consideration for being permitted to enga�e in the fol{�winb special eveni activities in Scandia:
� /
' > r �t' �!_�C.(.:.G•f �Zf'lri.c7:��v�1'J"'"'—
Special Cvent Permit I�older hereby acknuwfed�es,represents,and agrees�s follows:
A. We understand that the ubove described activities are or may be dangerous Ai�d do or may
invoIve risks of injury, loss,or dama�e to us and/or third parties. We further
acknowledge that such risks may include but not be limited to bodily injury,pe�sonal
injuiy,sickness,disease,deatl�,�nd propercy loss or damage,arisina from the foUowing
circumstances,amon�;others:
(Speciat�vents Pei�mit Holder initials here)
[3. If required by this paragraph,�ve agree to require each participant in ow-special event to
execute a R�LEAS�AND INDCMNIFICATION AGRGEMENT for ourselves And
for the City of Scandia,oa 1 fom�approved by the city.
Participa»t Kelease and Indemnification required?Y6S✓O_
(Special�vents PeR•mit Holder initials here) ��( •
C. We agree to procure,keep in force,�nd pay for special event insurnnce coverage, from A»
insurer�cceptable to the City of Scandi�,for the duration of the above described
activities.
(Special Events 1'crmit Holdcr initials here)
! /J�C�f�f��^� � tP r►�
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� 6514640920 RobeilsFFH Foresl la 10:32:54 10-25-2013 8I10
D. By sigtiiiig this REL�ASC AND IND�MNIFICATION AGRE�MENT,we hereby
e�pressly assume afl such risks of injuiy, loss,or damage to us or any related third pa�ty.
�rising out of or i«any�vay related to the above described activities,�vhether or not
caused by the act,omission,ne�;ligence,or other fault of the City of Scandia, its officers,
its employees,or by any other cause.
(Speciul �vents Permit Holder Initials he�•e) •
G. [iy signing this R�LEASE AND INDCMNIRICATION AGRE�MENT,we furlher
hereby e�empt,release and dischar�e the City of Scandia, its officers,and its employees,
from any and all claims,demands,and actions for such injury, loss,or damage ta us or to
any third party,arising out of or in any way related to tl�e above described activities,
whether or not caused by thc aet,omission,negliacnce,or othcr fault of thc City of
Scai�dia its officers, its employees,or by any other cause.
(Special�vents PcR•mit Holder Initia[s I�erej C,'L- -
1=. VJe fiirlher agree to defei�d, indemnify and hold harmless the City of Scandia, its officers,
employees, iizsurers,and self insurance pool, from and a�ainst all liability,claims,and
dema��ds,couR costs and atiorneys fees, including tliose arisina from any third parly
claim asserted against the city, its o�cers,em�loyees, insurers or self insurance pool,on
account of injury, ioss or dAma�e, including�vithout limitation claims arising from bodily
injury,personal injury,sickness,disease,death,property damaae 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,�vl�ethec or not caused by ouc nct,otnission,IlEaliaence,or other fault
of tl�e City of Scandia, its officers,its employees,or by any otl�er cause.
(Special Evcnts Pcrmit Holder Initials tierc) ��L. -
G. dy signing tl�is REL�AS�AND 1ND�MNIFICATION AGREEM�NT,we hereby
ack�zo�vledse and�bree thttt said A�reemenl eatends to all acts,omissions,negligence,or
otl�er fault of the City of Scanciia, its officers,lnd/or its employees,and that sflid
Agrecment is intended to be as broad and inclusive as is uerniitted by the laws of the
State of Minnesota. If any portion thereof is held invalid, it is further agreed tl�at the
bulAnce shall, nonvithstandi�ig,continue in fuU legal force and effect.
{Specis►1 Events Holder lnitials here) �- /� .
I-1. We understand and a�ree that tliis RCLCASE AND INDEMNIFICATION
AGREEMENT shall be goven�ed by tlie la�vs of the State of Minnesota and tliat
jurisdiction and venue for any suit or cause of action Linder titis agreement shall lie in the
courts.
/dn
(Special Events Permit Holder Initiats�ere) l. iL
l. This RELEAS�AND 1Nll�MN[FICATION AGREEM�NT shall be eFfective as of
the date or dates of the applicable special event,sl�all continue in fiiIl force until our
responsibilities hereunder are fully discharaed,and shall be binding upon us,our
successors,rep�esentatives,heirs,cxec�rtors,�ssians,and iransferees.
(Special Cvents Pet•mit Holder lnitials liere) t�-r� '
2
6514640920 Rober[sFFH Forest La 10:33:15 10-25 2013 9/10
TN WITN�SS THEREOI�,TH1S R�L�AS�AND 1NDCMNIFiCATION AGRE�M�NT is
executed by tl�e special events permit liolder,acting by and through the undersigned,wl�o represents
that he or she is properly authorized to bind ihe Special Events Perniit Holder hereto.
PRINTED NAME OF SPECIAL CVENTS PERMIT HOLD�R:
t�����'.s ts'
I'R1NT�D NAME AND TITLE OF PERSON SIGNING ON B�HALF OF SPECIAL EVENTS
FCRMIT HOLDER:
N�me G a��rz.y �G�.��_9.t_r
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Title ��7�,�.��t- �a ���'Ffr G.,,,G, Tl,..�•7n_� � �r,E
Signature � /�4/_______-----.`
Date �a - zr--�3.
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