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06.g Lions Club Taco Daze Special Event Permit Staff Report Date of Meeting: July 15, 2025 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 6, 2025. 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 6, 2025? 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 on the grassy area east of the Warming House and will need to apply for a Temporary Off-Premises Liquor License. The Lions will provide outdoor food sales and have obtained 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. To hold the event on the Community Center grounds, the required certificate of insurance naming the City of Scandia as an additional insured will need to be submitted to the City. Fiscal Impact: The Lions Club requested that the City cover the costs of public safety (off-duty deputies and vehicle) and portable toilets as they have the past years. Last year, the Council voted to have the City pay for these costs for all future Taco Daze events. Expenses will be paid from the Parks Fund. The city’s contract with Waste Management provides for no-cost collection of trash and recycling for community special events including Taco Daze. At their meeting on June 17, 2025 the City Council voted to allow the city’s insurance be used for the required liability coverage in order to obtain a Washington County permit for the parade. There is no cost for this certificate of insurance for the parade to be issued. OPTIONS 1) Approve the Special Event Permit for the Scandia-Marine Lions Club for September 6, 2025 during Taco Daze with the following conditions: • The event shall be held as described in the application received on June 13, 2024 except as required by the conditions of approval. • The $25.00 application fee is paid to City of Scandia by August 15, 2025. • 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 Code. • 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. • A Certificate of Insurance from the Lions Club naming the City of Scandia as an additional insured must be submitted before the event. 2) Amend conditions listed above and then approve. 3) Do not approve the request for a Special Event Permit. RECOMMENDATION Option 1.