06.f MN Cup Hockey Tournament Special Event PermitStaff Report
Date of Meeting: November 19, 2024
To: City Council
From: Brenda Eklund, City Clerk
Re: Special Event Permit Application, Minnesotan Cup Adult Hockey Tournament
Background:
Corey Roberts of The Minnesotan retail store has organized an adult hockey tournament during the
annual Vinterfest community celebration since 2013, although not held in 2021 due to Covid-19
restrictions. Mr. Roberts has donated a portion of the proceeds in past years (ranging from $500 to
$1,000) to the City which are placed in a fund restricting use to ice rink improvements. Although the
tournament is held during the City’s Vinterfest event, it is not sponsored by the City but rather by The
Minnesotan. Therefore, a Special Event Permit Application is required. This year’s tournament will
coincide with Vinterest on January 24-25, 2025.
City Ordinance Section 93.22 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;
l) Noise levels;
m) Alcohol consumption;
n) Notification of residents or businesses;
o) Any other conditions which the Council deems necessary.
Issue:
Should a Special Event Permit be approved for The Minnesotan Cup (formerly known as the Scanley
Cup) adult hockey tournament scheduled for January 24-25, 2025?
Proposal Details:
Included with this report is a Special Event Permit Application from Corey Roberts for the hockey
tournament.
The event organizer plans to include a full-time DJ and announcer during the event hours of 12pm-11:30pm
on Friday and 7am-11:30pm on Saturday. Mr. Roberts is proposing a fireworks display on Saturday
evening, launching from the south ballfield. A separate fireworks permit will need to be approved by the
Fire Chief.
A site plan includes a hospitality tent and a 20’x20’ changing tent for the players, both on the east side of
the ice rink. Meister’s Bar and Grill is considering providing alcoholic beverages and selling food including
burgers, brats, hot dogs and cheese curds from the hospitality tent. Meister’s will need to be approved for
a Temporary Off-Premises Permit for the Sale of Alcohol.
As with past years, it is recommended two portable toilets be provided (standard and ADA accessible). The
City is currently providing a pair of portable toilets for public use in the Community Center parking lot,
adjacent to the Warming House. If for any reason the City no longer provides the portable toilets at the
time of the event, the organizer will need to have a pair provided for the tournament.
First aid kits are available in the Warming House and Community Center. Event organizers and City
volunteers for Vinterfest 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 empty them
into the large dumpster behind adjacent to the Community Center as needed.
Participants will be required to sign a waiver releasing the City and the organizers from any liability.
Fiscal Impact:
A portion of the proceeds may be donated to the City to be used toward maintenance of the
Wojtowicz Skate Park.
Options:
1) Approve the Special Event Permit with the following conditions:
• The event shall be held as described in the application received on November 8, 2024 as
provided by the conditions of approval. Permit fee of $25 has been paid.
• 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 a liability waiver prior to participating in the event.
• Any vendors present on the site shall possess a sales and use tax permit if required by
Minnesota law.
• A separate Fireworks Permit will need to be approved by the Fire Chief.
• Meister’s Bar and Grill must provide a license from the Washington County Department
of Health and Environment if food is to be served , and be approved for a Temporary Off-
Premises Permit for the Sale of Alcohol.
• A completed Certificate of Insurance naming the City of Scandia as an additional insured
and a Workers Compensation Certificate of Compliance must be submitted prior to the
event.
2) Approve the Special Event Permit with additional or amended conditions.
3) Do not approve the Special Event Permit.
Recommendation:
Option 1.