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6.e Staff Report-Fat Cat Tri Special Event PermitSCANDIA Staff Report Date of Meeting: April 18, 2017 To: City Council From: Brenda Eklund, Deputy Clerk Re: Special Event Permit for Fat Cat Triathlon Background: The Scandia Marine Lions Club Foundation is hosting the 4t" annual St. Croix Fat Cat Triathlon on July 8, 2017. They anticipate the event will attract 350 participants and approximately 100 spectators and 100 volunteers this year. 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. Issue: Should the Council approve a Special Event Permit for the St. Croix Fat Cat Triathlon on July 8, 2017? Proposal Details: The Scandia-Marine Lions Club Foundation is sponsoring the St. Croix Fat Cat Triathlon, the fourth year this race has been held. The race starts with a 3.8 mile paddle from Log House Landing to William O'Brien State Park, and then continues with a 5.2 mile run on trails through the park and local roads to the Scandia-Marine Lions Park. From there, participants will bike 11 miles on two loops around Scandia. Music and announcements will occur at the finish line, making this an amplified event. There will be no parking at the Log House Landing. All participants must park at the field area near the Lions Park and ride the shuttle bus to the Scandia Log House Landing on the St. Croix River unless they are being dropped off by a friend/relative. A copy of their application for a special event permit is included in your packet. Additional information is also available at their website http://www.stcroixfatcat.com . The organizers will run the event in the same manner as the Council agreed to last year. Among the requests the Council agreed on was to close the Log House Landing on Friday at 5pm until 10:30am on Saturday, July 8t". This will ease traffic congestion at the landing during delivery and storage of the canoe and kayak equipment until the completion of the riverway segment of the race. The landing must remain accessible for emergency vehicles. With approval from Deputy Yetter, Old Marine Trail from Olinda Trail to Oxboro Avenue will be closed to traffic on Saturday, July 8t" for the safety of runners and bikers. Race organizers will notify residents along the route of the road closure. The organizers also request that the grassy trail exiting William O'Brien Park to Oxboro Avenue is graded smooth prior to the event for the safety of the runners. Staff will direct Public Works to use the skid steer to back drag this trail. The application notes their intention to serve alcohol on July 8t" at the Lion's Hay Lake Shelter site. Meister's Bar & Grill has applied for a temporary Off -Premise Sales Liquor License to serve beer at the Hay Lake Park site from 10am-6pm. The Lions have provided the required Certificate of Insurance indemnifying the City for conducting the event on city property. Washington County Public Works must approve a Right of Way Permit for use of the County roadway. The County Health Department must approve a food and beverage license for serving a catfish meal at the end of route. The Washington County Sheriff's Department will provide traffic control for crossings at County Road 3. Fiscal Impact: None Options: 1) Approve the Special Event Permit with the following conditions: The event shall be held as described in the application received on April 13, 2017 as provided by the conditions of approval. The City authorizes that the Log House Landing be closed to the public from 5pm on Friday, July 7t" to 10:30am on Saturday, July 8t" to accommodate the event. The City authorizes the closure of Old Marine Trail from Olinda Trail to Oxboro Avenue from 6:OOam to noon on Saturday, July 8t" and that residents who live along this road will receive written notice from the race organizers ahead of time. A right of way permit from Washington County Public Works must be approved and a copy provided to the City. A food and beverage license from the Washington County Health Department must be approved and a copy provided to the City. The trail of wood chips from the bike dismount to the finish line in Hay Lake Park must be removed at the conclusion of the event. Any vendors present on the site shall possess a sales and use tax permit if required by Minnesota law. 2) Amend the conditions and then approve the permit. 3) Do not approve the Special Event Permit Recommendation: Option 1. PAID AP.13 2017 4as: - ` CITY OF SCANG SCANDIA 14727 209'h Street North Scandia, Minnesota 55073 (651) 433-2274 ivww.ci.scandia.mm.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: Fa-% C6-+ 1 r i a +kl o A pacldle. , Cu Ln b`I Ke- eu e_n+ Location address: td s e- p `nn:i� Radc-L Date(s) -- ~ J I A AS— - -( e u Event starting Time: I _ to - ,00 p,rye Event ending time: 4 _ 6,am Set-up start date and time: Fr t Sed- t_o j+ C 'L _,;-�- I>anc n 4. 3 oey) Dismantle by- date and time:M v l Anticipated number of participants and/or spectators: o ; �- 6r -s/ If there is a fee or donation required as a condition of loo v6 ( Ltnf +`- er5 attendance, please describe: ; 7g ,00 2. Attach sketch or site plan showing the location of the following as applicable: dei? jy�aP g -4c 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: �r P_ Name: 4� ; hi�r�n U ns c)t,(11 �n Title: l (] iP_..�S Pr -g sJA11 Address: P (j P)Q K b S c_�gt 3 -1 J Phone: Cell: & 61- 43 3 - t-14 13 - E -Mail: Affiliation/ organization: SHL-E-Rass Pa, -A- ' o n 5 Pr Q S rC� e_n 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 If no, provide contact information for person who will be the responsible party on the day of this event A4, f _ 1 Name: _LAezn 8 efAq em Title: C)Uf �-t i b eLr�T a 7 Address: Phone: Cell: 44 E -Mail: Ian n naN From+ie-r. coli 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 band 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. — �-6 4" 46 U wyy-�, 0'&� ter\ _-5 :Earc I'l+Iez 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. 7. Emergency/ medical services: Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance) to the event area. All nnr-4 ,o_s nD4 i -Ci e-tA :znJ rbuf,e_ aE�! w 4h Wash , C-i,l , I, I, -in f mill • r I _i • 1 lwlm• a , l 8. Security/ crowd management: Describe your proposed procedures and staffing for the event operations and crowd control. 0 C C- d rr f) w 2_VQ I L1 r- i f - C -1-S 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_ _ t r l- t r Name of trash/ recycling hauler: L'I n nS e_1 u to 4-o �� 10. Lighting: Describe any temporary or permanent lighting that will be added for the event. A S Y'1 J� 13 7 S /� � �.'--.. i � f .J�i 1� Y`i� iY i • 1 r - n C 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. L— o n---) f4- _ aU ons par -K - h Ione, 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. i i f C rn � li -0QPrS �-t`C �1Si ll SE' S A0 n— MV f I X H n 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 No If yes, describe in detail. Fire Department approval will be required. Cit), 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: fI1-1- 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. D.54 5 d o n3 o rs no +' p res"4- - H on`4oae 17. Gambling: Will there be any gambling (raffles, pull -tabs, bingo, etc.) at the event? Yes Noj 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. Possi bl e- -Pre e- 60Dr p r'i 2 -e -s iy en D U+- 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 PRACTICES ACT requires that we inform you ofyour 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 eligibility 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 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 considered public data unless you request this information to be private and provide an alternative address and telephone number. Please sign below to indicate that you have read this notice: ,signature. � _ Date: 64-12-14 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, s - Date: 0,4-1/ L"11"1 City of Scandia, Special Event Permit Application, Page 6 of 7 -SPECIAL EVENT SPONSOR - RELEASE AND INDEMNIFICATION AGREEMENT CITY OF SCANDIA, MINNESOTA THIS IS A RELEASE OF LIABILITY INDEMNIFICATION AGREEMENT. SPECIAL EVENT PERMIT HOLDER MUST READ CAREFULLY BEFORE SIGNING. In consideration for being permitted tp engage in the following special event activities in Scandia: anA aws L. 1-11 Special Event Permit Holder hereby acknowledges, represents, and agrees as follows: A. We understand that the above described activities are or may be dangerous and do or may involve risks of injury, loss, or damage to us and/or third parties. We further acknowledge that such risks may include but not be limited to bodily injury, personal injury, sickness, disease, death, and property loss or damage, arising from the following circumstances, among others: (Special Events Permit Holder initials here) -4,2e 1 B. If required by this paragraph, we agree to require each participant in our special event to execute a RELEASE AND INDEMNIFICATION AGREEMENT for ourselves and for the City of Scandia, on a form approved by the city. Participant Release and Indemnification required? YES _ NO (Special Events Permit Holder initials here)MFfh C. We agree to procure, keep in force, and pay for special event insurance coverage, from an insurer acceptable to the City of Scandia, for the duration of the above described activities. (Special Events Permit Holder initials hereiu'�- 216 D. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, we hereby expressly assume all such risks of injury, loss, or damage to us or any related third party, arising out of or in any way related to the above described activities, whether or not caused by the act, omission, negligence, or other fault of the City of Scandia, its officers, its employees, or by any other cause. (Special Events Permit Holder Initials here} E. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, we further hereby exempt, release and discharge the City of Scandia, its officers, and its employees, from any and all claims, demands, and actions for such injury, loss, or damage to us or to any third party, arising out of or in any way related to the above described activities, whether or not caused by the act, omission, negligence, or other fault of the City of Scandia its officers, its employees, or by any other cause. (Special Events Permit Holder Initials here 6 F. We further agree to defend, indemnify and hold harmless the City of Scandia, its officers, employees, insurers, and self insurance pool, from and against all liability, claims, and demands, court costs and attorneys fees, including those arising from any third party claim asserted against the city, its officers, employees, insurers or self insurance pool, on account of injury, loss or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property damage 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, whether or not caused by our act, omission, negligence, or other fault of the City of Scandia, its officers, its employees, or by any other cause. (Special Events Permit Holder Initials here) G. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, we hereby acknowledge and agree that said Agreement extends to all acts, omissions, negligence, or other fault of the City of Scandia, its officers, and/or its employees, and that said Agreement is intended to be as broad and inclusive as is permitted by the laws of the State of Minnesota. If any portion thereof is held invalid, it is further agreed that the balance shall, notwithstanding, continue in full legal force and effect. (Special Events Holder Initials here H. We understand and agree that this RELEASE AND INDEMNIFICATION AGREEMENT shall be governed by the laws of the State of Minnesota and that jurisdiction and venue for any suit or cause of action under this agreement shall lie in the courts. dry_ (Special Events Permit Holder Initials here} 1. This RELEASE AND INDEMNIFICATION AGREEMENT shall be effective as of the date or dates of the applicable special event, shall continue in full force until our responsibilities hereunder are fully discharged, and shall be binding upon us, our successors, representatives, heirs, executors, assigns, and transferees. (Special Events Permit Holder Initials here) ' 2 IN WITNESS THEREOF, THIS RELEASE AND INDEMNIFICATION AGREEMENT is executed by the special events permit holder, acting by and through the undersigned, who represents that he or she is properly authorized to bind the Special Events Permit Holder hereto. PRINTED NAME OF SPECIAL EVENTS PERMIT HOLDER: L), r) - PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS PERMIT HOLDER:Q�, / Name S EJ ru n :&A 'r Title s [ (^ Signature Date 3 r � ACC>RL7 CERTIFICATE OF LIABILITY INSURANCE DATE (MMlDDlYY1'Y) 1 2121 /201 6 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsementlsj, PRODUCER DSP Insurance 1900 E. Golf Road, Suite 650 ",m"T John Adams HONE F_1. �-a00.31ES 6705 [LK No: 1-888467-2378 ADDRESS:Iivnaclubs[r dspins.cam INSURERIS) AFFORDING COVERAGE NAICN Schaumburg, IL 60173 INSURER A: ACE American Insurance Company 22667 INSURED INSURER B; INSURER C: SCANDIA MARINE LIONS FOUNDATION SCANDIA Minnesota INSURER D: INSURER E INSURER F: COVERAGES CERTIFICATE NUMBER: KCVIWUN NUMMCK: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INS', POLICY EFF POLICY EXP LIMITS LTR TYPE OF INSURANCE POLICY NUMBER fmwowyyyl imminniYYYYi A GENERAL LIABILITY EACH OCCURRENCE S 1,000.000 X COMMERCIAL GENERAL LIABILITY HDOG27856202 09/0112016 09/01/2017 PRer.IisEs E30Eturse€are S 1,000,000 - CLAMS -MADE � OCCUR MED EXP Any one $ 5,000 X Aaa, Per Named Insured PE—A C AAL & ADV INJURY S 1,000,000 is $2,000,000 GENERAL AGGREGATE S 10,000,000 GEKL AGGREGATE LNd1T APPLIES PER: PRODUCT'S - cccwii]'P AGG S 2,000,000 xF G7LIGY' PRO- IFCTLOC s A AUTOMOBILE LIABILITY COMBINEDj KtnlslN�LE WAIT $ 1,000,000 ANY AUTO ISAH09044966 09101 /2016 09/01/2017 BODILY INJURY (Per person) s ALL OWNED SCHEDULED BODILY I NJURY (Per aCddeN) S AUTOS AUFTOS NON -OWNED PROPERTY DA MGE S HIRED AUTOS AUTOS PYr xr}o1n1 S UMBRELLALIAB OCCUR EACH OCCURRENCE S EXCESS LIAR CLAIMS-FAADE AGGREGATE S DED RETENTiOy S 5 - WORKERS COMPENSATION I 6"1G STArU• R- AND EMPLOYERS' LIABILITY Y I N ANY PROPR:ETOWPARTNERIEXECUTIVEr 7 NIA E1-EACHA�CIDENT S OFFICER,"MEMBEREXCLUDE01 L�� (Mandatory In NH] E.L- OISEA5E • I,'.EA7F'LbYE 5 (T }Y�S- d;'stdGe ts'tdef E.L. DISEASE - POLICY LIMIT S QESCRIPT2"N' Or OPERATIONS DeWW DESCRIPTION OF OPERATIONS/ LOCATIONS I VEHICLES (Attach ACORD 101, Addhional Remarks Schedule, if more space Is requlIed) Provisions of the policy apply to the named insured's participation in the following activity during the policy period shown above: FAT CAT TRIATHLON 7/7/2017 & 7/8/2017 PROVISIONS OF THE POLICY DO NOT APPLY TO THE SALE OR SERVING OF ALCOHOLIC BEVERAGES CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE CITY OF SCANDIA THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 14727 209TH ST N ACCORDANCE WITH THE POLICY PROVISIONS. SCANDIA Minnesota 55073 AUTHORIZED REPRESENTATIVE C94eal4-- 00 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD