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.