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5.d Tour de Hugo Special Event Permit Staff Report Date of Meeting: July 18, 2017 To: City Council From: Brenda Eklund, Deputy Clerk Re: Special Event Permit for Tour de Hugo Community Bike Ride Background: 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; l) 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 Tour de Hugo Community Bike Ride on September 23, 2017? Proposal Details: The City of Hugo Parks Department is sponsoring the 7th Annual Tour de Hugo Community Bike Ride on September 23, 2017. The ride will start and finish at Hugo City Hall. Last year, longer routes were added that travel around Big Marine Lake by heading north on Manning Trail, then east on Mayberry Trail to 195th Street, then south on Olinda Trail and then return back to Hugo. All participants will be required to sign a waiver and wear helmets while riding. Washington County Public Works is reviewing an access permit for travel along the County roads. A map of the route is included with the application. The organizer has furnished a certificate of insurance naming the city as an additional insured . The required release and indemnification agreement has not yet been submitted pending legal review by the Hugo City Attorney. A copy of the Special Event Permit application is included in your packet. 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 June 23, 2017 as provided by the conditions of approval.  As required, the route and traffic control shall be approved by the Washington County Sheriff’s Department and a permit issued by the Washington County Public Works Department.  The 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 be reason of the failure of the event promoter to fully perform all obligations under Ordinance No. 119. 2) Do not approve the Special Event Permit. Recommendation: Option 1.