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5.e) Special Event Permit Application-Taco Daze (Scandia-Marine Lions) w Meeting Date: 07/17/2012 Agenda Item: � -p- � City Council Agenda Report City of Scandia 14727 209�' St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Consider approving a Special Event Permit for the Scandia Marine Lions Club for the 2012 Taco Daze Celebration, September 8, 2012. Deadline/ Timeline: N/A Background: • The Lions have applied for a Special Event Permit for Taco Daze under the provisions of Ordinance No. 115. • The Lions' permit covers the parade, the activities occurring at on the Community Center grounds, and the Gammelgarden "Running of the Meatballs" event. The Boy Scouts are responsible for the taco sales inside the Community Center. • The event application (attached) describes the planned activities, which will be similar to last year, with the addition of a bingo tent on the community center grounds and an antique car show in the community center parking lot. Events at the Community Center begin at 9:00 a.m. and end at 5:00 p.m. Live outdoor music will be provided by a band from 1:00 a.m.to 4:00 p.m. from a stage to be set up near the Warming House. The bingo tent will be located adjacent to the maintenance building; a separate gambling permit has been requested by the Friends of Scandia Parks and Trails for bingo. • Congestion for parking and emergency vehicle access at the Community Center has been a concern in previous years. In 2011, the Lions restricted the parking in the west bay of the parking lot to official vehicles and handicapped parking. In 2012, they are adding an antique car show in the parking lot, so they may once again need to restrict parking. A trolley will circulate to carry people from more remote parking locations such as the school. • Oakhill Road will be blocked off for the parade, and just prior to the parade start the "Running of the Meatballs" event will be held in the street. (The city has previously approved a gambling permit for this event.) The parade starts at 3:00 p.m. The Lions will need to obtain a permit from Washington County. • The required certificate of insurance has not yet been submitted. The required indemnification agreement has been submitted and signed. Page 1 of 2 07/12/12 � Recommendation: Staff recommends that the following conditions be attached to the permit: 1. The event shall be held as described in the application received on July 11, 2012, except as required by the conditions of approval. 2. 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. 3. 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. 4. Both sides of 209th Street between Oakhill Rd. and Olinda Trail shall be posted "no parking." 5. 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. 6. The location of any tents, stakes, signs etc. shall be approved in advance by the Maintenance Superintendent. Event organizers shall request any utility locates that may be required. 7. Any signs or banners shall comply with the Scandia Development Code. 8. Any vendors shall possess a sales and use tax permit if required by Minnesota law. 9. There shall be no animal rides provided by any vendor on the Community Center grounds. 10. The required certificate of insurance, naming the City of Scandia as an additional insured, shall be submitted prior to the event. Attachments/ Materials provided: • Special Event Permit Application Contact(s): Lion Bill Jabas (651 433-4826) Prepared by: Anne Hurlburt, City Administrator (Lions Taco Daze Specia]Event Perrnit 2012) Page 2 of 2 07/12/12 �� . ; �� f "�� 1.��..�� '..:.. ��DIA , � C1TY OF SC 14727 209`"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: _ o�'%�-n�-�- �ia' ��'�� a � ��t�-Li'Y! � ,�✓-�� - -'�� f � �d'�c� r �� ,�,� '�`' a � �-��/i 0�� ,, � /y � B Location address: Cro �t n e� a ! O � /''� d� Date(s): �(� � �-�` 70 �-�i� Event starting Time: �f_� !,�-sY-- Event ending time: �' �� Set-up start date and time: �'j �� y �: D� �-� �-�—� Dismantle by- date and time: �� r� 6%�D �"�`• Anticipated number of participants and/or spectators:� w��i�9'�„�. �.G If there is a fee or donation required as a condition of � � attendance, please describe: � �,. 'Y,�N. �,ta j S� 2. Attach sketch or site plan showing the location of the following as applicable: route (beginning/end, direction of travel, �food concession areas(cooking, serving, traffic control points) consumption) _ ticketing/registration/entry locations _ alcoholic beverage concession area _�.entertainment or stage locations other concession areas �� portable toilet facilities ✓ size and location of any tents or structures fencing locations ✓trash/recycling receptacle area �parking areas for participants/spectators _ fireworks or pyrotechnics site � sign locations first aid facilities �speaker(sound amplification) locations _ other as may be applicable City of Scandia,Special Event Permit Application, Page 1 of 7 3. Applicant information: � e Name: �i � Title: ��3^�— Address: 2 !�� 1�l� /av�._�� /1 �i�� , �ja� Phone: rPS/� '�� Cell: E-Mail: � /� �.,� � L°� Affiliation/organization: Gvh ��— ��i''�� B�,� Are you an authorized applicant for this organization? Yes No Will this person have authority to cancel or modify event plans? Yes No � ' Will this person be present at the event and in charge of the event ' at all times? Yes No t� If no, provide contact information for person who will be the responsible party on the day of this event ,� � ; Name: ��'� "��1�C:� "�t Title:,t��^�� .�� '/��-�`�,�G yi� Address: Phone: �� f � �j' � � 7�`J Cell: � E-Mail: �Po-i'1 t�'j Y� � "�G�v�i��1�.� � !'ti E� 4. Entertainment: Describe entertainment plans. If there will be music, sound amplification or any other noise impact, please describ including the intended hours. � �° lZ �. r'a ��s-- /� � .�.— , 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. � 4I� � - r�l� a � �' G/ � �� i��G�G�� d��. ./�.,� � �vchi�c,f ��n �G � ` �� ° �e �'' 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 anangements that have been made for traffic control. �w� e � � �a !�a� �L°�Lh� � d',� �f��I e rr � �7�wv�ie�� 43 � � d 1� � �� 7. Emergency/medical services: , Describe measures that will be taken to ensure emergency vehicle access(police, fire, ambulance)to the event area. ` ;��n � a—f-, �,�.��' �/ <� Lc,/�� G-- ��.. � �� -�.,�� G�� - -� �� - �� 8. Security/crowd management: Describe your proposed procedures and staffing for the event operations and crowd control. (.�"•-�-- Crr1 �� .� '�� rZr��-t` � ��,.�- �� r/�� . � �� C� �, � � � 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? 7i � �—� r-G-of iC�� '� Cr� �.��'e �'-I� /�� !� 1� , � � ` � o �� Name of trash/recycling hauler: �/�C '� ��'.�� ,� 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; t� . � Z ��, � �- ��Q 0� �� 1;� ; � 6/t � 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 ineluding a permit if required. . � /y��4�C�/ljC-/7,fi� . G�.�.�i,�d�'� � '��'�� - l , �� . 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. e �- � �/�-�^- -' '`� B � � �- D�� . Lc�i�� ,.�-c- �rn. f�'�� / aL+.� 14. Fireworks or pyrotechnics: 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? Yes No � If yes, describe the type of beverages and the status of the liquor license: 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: C�r�� Q��' o � � � 3 u � �, . /�,�c� /f1 � �k� ;��. 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 gamblin (raffles, �ull-tabs bingo, tc.) at the event? � Yes �No If yes, a lawful gambling permit will be required as provided by state law and Scandia Ordinance No. 1,00. Describe the gambling activiTy d the status of the gambling permit. ` .� �C/ (.�i �,,,t, 4�C�I � 2K,- i�� r/� �j �� '� ' �' �� --��" °`'` ,�� .� t � `�-�- a-�ll��i e� �.�r w �� d'� �� /I/2� �sC � � ��na , .-.� �` ? ,/ _ � C'� ��2f/� � ��'lf/Le�-��Z�iy�2t� �,� �� «� 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 comp[iance 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 eligibiliry 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 reguired 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 reguest this information to be private and provide an alternative address and telephone number. Please sign below to indicate that you have read this notice.• l Signature: Date: � / � � I request that my residence address and telephone number be considered private data. My alternative address and telephone number are as follows: � 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. Signature: � ' Date: � b� ?� Ciry of Scandia,Special Event Permit Application,Page 6 of 7 Scandia / Marine Taco Daze activities 1. Arts and Craft displays 2. Farmers Market 3. Kids games - on the grass by the Community Center 4. Live Music- next to the ice rink warming house 5. Antique Car Show- Community Center parking lot 6. Bingo - south side of Community Center garage �`�� 7. Parade -� �l��.�y,� c��- �: oo �,'�... 8. Softball game (not sure if this is really happening) 9. Running of the Meat Balls (golf balls) sponsored by The Gammelgarden Museum. �., w�`t bc �t,c�� r ior �"'� ks c�.r�c. �c - �: l�- z - � J . 0� 10. Food a. Taco served by the local Boy Scout Troop -� �i^ �°�"'`�''�'"�`~'� ��h��t� b. Soda and water c. Cheese Curds, Corn dogs and mini doughnuts served by the Scandia / Marine Lions club � -r{ . �, r �. �� r � Kfic � , �d � �- '�`� � �'�.� � • � Gi..� 1 h � �--� � ��G ti�� , � (j�V '��t•�� -� �...5 G_ � �� T—� t�, s-, � �., v'� �z o�-,--� ✓o�t�. �. �. ��.,,,,- d � '� o-U� �, -��. d yh� l r. �z �.6a � (� �`"� t� � �,�. 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