5.f Meisters Special Event Permit for Taco DazeSCANDIA
Staff Report
Date of Meeting: August 15, 2017
To: City Council
From: Brenda Eklund, Deputy Clerk
Re: Meister's Taco Daze Special Event Permit
Background:
Scot Taylor, owner of Meister's Bar and Grill, has applied for a Special Event Permit for its Taco
Daze events being held on September 8 and 9, 2017 under the provisions of Ordinance No. 115.
Issue:
Should the Council approve a Special Event Permit for Meister's Taco Daze activities on
September 8 and 9, 2017?
Proposal Details:
The two days of Taco Daze counts as one event. On Friday evening from 7 p.m. to midnight, a
band will perform on an outdoor stage. On Saturday beginning at noon, music will be played
outdoors on the stage area and a band will perform until midnight. Beer will be sold outside on
Meister's property from a beer tub and beer gardens.
Multiple trash receptacles will be provided along with extra dumpsters. Sanitary facilities will
consist of 12 portable toilets provided outside of the bar and use of the restaurant's two
interior bathrooms.
Parking will occur on site, at available street parking, and on the adjacent parking lot owned by
the City. The City of Scandia must be named as an additional insured on the liability policy
because of the use of City property for parking. A Certificate of Insurance naming the City of
Scandia as an additional insured has been submitted to cover this event.
Because amplified music will occur after 10 p.m. it is very likely that the City's noise ordinance
could be violated. A recommended condition has been provided to address that possibility.
Meister's will hire off-duty WCSO deputies on Friday and Saturday, plus bouncers each day for
security. Deputy Brandon Yetter is recommending that at least one off-duty deputy stay until 2
a.m. on Saturday. The presence of a deputy should encourage people to conduct themselves
properly while leaving the establishment.
Fiscal Impact:
The $25 permit fee has been paid.
Options:
1) Approve the Special Event Permit for Meister's Bar & Grill for September 8 and 9, 2017
during Taco Daze with the following conditions:
The event shall be held as described in the application received on July 20, 2017.
Sale of alcoholic beverages shall be limited to the Meister's premises.
Any vendors present on the site shall possess a sales and use tax permit if
required by Minnesota law.
In the event that there are noise complaints, the applicant shall comply with the
direction of law enforcement to reduce the volume of amplified music or voices.
The applicant shall employ at least one off-duty deputy until 2 a.m. on Saturday
to monitor crowd activities after closing hours.
2) Add conditions to approval.
3) Do not approve.
Recommendation:
Option 1.
CANDIL 1
14727 209'h Street North
Scandia, Minnesota 55073
(651) 433-2274 tir,ww.ci.scandia.mn.us
PAID
,iUL 2 0 2017
3
CITY(5F S ANDIA
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. IY*ime, purpose and description of event:
Location address:
Date(s):
Event starting Time:
Set-up start date and time:
Dismantle by- date and time:C''
Anticipated number of participants and/or spectators:
If there is a fee or donation required as a condition of
attendance, please describe:
ending time: %k' iC69
2. Attach sketch or site plan showing the location of the following as applicable:
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 I of 7
3. Applicant information:
Name:
Address:
Phone:
E -Mail:
Affiliation/ organization:
Are you an authorized applicant for this organization? Ye� No
Will this person have authority to cancel or modify event plans? Ye 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
Name:
Address:
Phone:
E -Mail:
Title:
Cell:
4. Entertainment:
Describe entertainment plans. If there will be music, sound amplification or any other noise impact,
vlease describe including the intended hours.
5. Sanitation/ potable water:
Describe the toilet and hand 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.
City of Scandid, 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.
8. Security/ crowd management:
Describe your proposed procedures and staffing for the event pperations and crowd control.
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?
Name of trash/ recycling hauler:
10. Lighting:
Describe any temporary or permanent lighting that will be added for the event.
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.
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.
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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.
City of Scandia, Special Event Permit Application, Page 4 of 7
15. Food and beverages:
Will alcoholic beverages be served?
Ye: 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>S7_N0 rr y
If yes, describe what will be served and any plans for cooking food in the event area, including fuel
source to be used:
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.
17. Gambling:
Will there be any gambling (raffles, pull -tabs, bingo, etc.) at the
event? Yes No
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.
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 of your 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:
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:
Date:
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 to engage in the following special event activities in Scandia:
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)
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? YE8'5;�—NO
(Special Events Permit Holder initials here) t
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 here)
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 parry, 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)
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.
(Special Evppp Permit Holder Initials here)
I. 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 Peemit 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:
PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS
PERMIT HOLDER:
Name
Title
Signature,
Date
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