5.f Staff Report-Scanley Cup Special Event PermitSCANDIA
Staff Report
Date of Meeting: October 18, 2016
To: City Council
From: Judi Negus, Office Assistant
Re: Special Event Permit Application, Scanley Cup Tournament
Background:
Corey Roberts of Roberts Family Funeral Home and Forest Lake Floral has organized the
Scanley Cup adult hockey tournament during the annual Vinterfest community celebration for
the past three years. Proceeds in the amount of $1,000 from the first annual Scanley Cup adult
hockey tournament, proceeds in the amount of $500 from the second annual tournament, and
proceeds in the amount of $750 from the third annual tournament were donated to the City and
placed in a fund restricting use to ice rink improvements. Although the tournament is held during
the City event, it is not sponsored by the City but rather by Roberts Family Funeral Home and
Forest Lake Floral. Therefore, a Special Event Permit Application is required.
City Ordinance No. 119 requires a Special Event Permit for any "outdoor gathering of at least 100
individuals whether on public or private property, assembled with a common purpose for a period of
one hour or longer but may 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;
f) 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 attended the October 3, 2016 Parks and Recreation Committee meeting to plan for
the Scanley Cup adult hockey tournament to be held on Friday, January 27, and Saturday,
January 28, 2017 during Vinterfest. This year, Roberts had two requests:
1) A contingency plan in the event of unsafe ice conditions due to warm weather. Consider the
option to extend the tournament to Sunday for four to six hours, if necessary.
2) To be a part of the decision-making for ice preparation. Consider the option to close the rink
the Thursday prior to the weekend tournament.
The Parks and Recreation Committee is recommending approval of the Special Event Permit
Application and supports Roberts' requests.
Issue:
Should a Special Event Permit Application be approved for the Scanley Cup adult hockey
tournament?
Proposal Details:
Included in your meeting materials is a Special Event Permit Application from Corey Roberts for the
hockey tournament. The site plan is the same as last year and is included in your meeting materials.
The event organizer plans to include a full-time DJ and announcer. As well, a fireworks display is
planned for the night of Saturday, January 28, 2017.
Meister's Bar and Grill is considering providing alcoholic beverages and selling food including
burgers, brats, hot dogs and cheese curds.
As with last year, it is recommended two portable toilets be provided (standard and ADA accessible).
There will be bathrooms available in the warming house for hockey participants and recommend the
Community Center be left open throughout the day and evening both Friday and Saturday nights for
use of the restrooms.
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 event organizer 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.
Fiscal Impact:
N/A
Options:
1) Approve the Special Event Permit with the following conditions:
The event shall be held as described in the application received on October 3,
2016 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.
All participants must sign liability waiver and return to City prior 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 naming the City of Scandia as an additional insured
shall be submitted to the City no later than January 1, 2017.
Payment of the $25 permit application fee.
A completed Workers Compensation Certificate of Compliance.
A completed Release and Indemnification Agreement.
A completed Display of Fireworks Permit Application.
2) Do not approve the Special Event Permit.
Recommendation:
Option 1.
RECEIVED
UPJ -- 3 1010
CITY OF SCANDIA
SCANDIA
14727 204'h Street North
Scandia, Minnesota 55073
(651) 433-2274 www.ci.scandia.mn.us
Special Event Permit Application
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 description of event:
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Location address:
Date(s):2 7— Z 7
Event starting Time: Event ending time: /moi roll), 9A;t
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Set-up start date and time: /- Z -7
Dismantle by- date and time: s/ - Z ?' 2p
Anticipated number of participants and/or spectators: 45--u C)
If there is a fee or donation required as a condition of
attendance, please describe: /Cj o
2. Attach sketch or site plan showing the location of the following as applicable:
_ route (beginning/ end, direction of travel,
traffic control points)
ticketing/ registration/ entry locations
entertainment or stage locations
portable toilet facilities
fencing locations
parking areas for participants/ spectators
sign locations
speaker (sound amplification) locations
food concession areas (cooking, serving,
consumption)
alcoholic beverage concession area
other concession areas
size and location of any tents or structures
trash/recycling receptacle area
fireworks or pyrotechnics site
first aid facilities
other as may be applicable
City of Scandia, Special Event Permit Application, Page 1 of 7
3. Applicant information:
Name: ZO-1 9 Title:
Address:. SSSS —rG .) ;Z:��2 S4
Phone: 6.S/- 7 y_ ('yo ) Cell: _
E -Mail: ecl.0 O —146,10 x Zq4 -/—/o 'La x C oi+-,
Affiliation/ organization:
Are you an authorized applicant for this organization? Yes L ---No
Will this person have authority to cancel or modify event plans? Yes L --No
Will this person be present at the event and in charge of the event
at all times? Yes L --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.
5. Sanitation/ potable water:
Describe the toilet and hand washing facilities present on the site (type, number & location) as well as
temporary/ portable facilities to be provided. Describe the source of potable (drinking) water.
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 traffic 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.
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-up of the site and surrounding area after the event?
r � 4;7 ,ate _ 2 0 <6.
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 any building or electrical permits that may be required for such construction.
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 Code Chapter 2 Section 9.13 including a permit if
required. / J
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13.
13. Noise:
Describe expected type, duration and timing of any noise sources. Describe measures to be taken to
ensure compliance with city noise ordinance (Ordinance No. 65.)
14. Fireworks or pyrotechnics:
Will any fireworks or pyrotechnics be used at the event? Yes l/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:
w::e t
Yes No
Will food and/or non-alcoholic beverages be served? Yes --�No
If yes, describe what will be served and 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
16. Other concessions:
Describe what vendors or concessionaires you will allow at the event, and how you intend to regulate
and monitor their activities.
17. Gambling:
Will there be any gambling (raffles, pull -tabs, bingo, etc.) at the
event? Yes No
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 permit.
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 by 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 PRACTICESACT requires that we inform you of your 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 eligibilityfor 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 consideredpublic data unless you request this information to be private andprovide
an alternative address and telephone number. Please sign below to indicate that you have read this notice:
Signature: Date:� Z
I request that my residence address and telephone number be considered private data.
My alternative address and telephone number are as follows:
Address: S.5'S J -4k_,/ e�� - -� 74 aL A,-2 J'w Telephone: 4� S-/ - 7 S 457 _ GU
s
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.
Signature: Date: t'`o
City of Scandia, Special Event Permit Application, Page 6 of 7