5.i Staff Report- Scanley Cup Special Event Permit
Staff Report
Date of Meeting: October 17, 2017
To: City Council
From: Judi Negus, Office Assistant
Re: Special Event Permit Application, Scanley Cup Tournament
Background:
Corey Roberts of Roberts Family Funeral Home and Forest Lake Floral has organized the Scanley
Cup adult hockey tournament during the annual Vinterfest community celebration for the past
four years. Proceeds in the amount of $1,000 from the first annual Scanley Cup adult hockey
tournament, proceeds in the amount of $500 from the second annual tournament, and
proceeds in the amount of $750 from the third annual tournament were donated to the City
and placed in a fund restricting use to ice rink improvements. (There were no proceeds from
last year.) Although the tournament is held during the City event, it is not sponsored by the City
but rather by Roberts Family Funeral Home and Forest Lake Floral. Therefore, a Special Event
Permit Application is required.
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.
Corey Roberts attended the September 7, 2017 Parks and Recreation Committee meeting to
plan for the Scanley Cup adult hockey tournament to be held on Saturd ay, January 27, 2018
during Vinterfest. The Parks and Recreation Committee is recommending approval of the
Special Event Permit Application.
Issue:
Should a Special Event Permit Application be approved for the Scanley Cup adult hockey
tournament?
Proposal Details:
Included in your meeting materials is a Special Event Permit Application from Corey Roberts for the
hockey tournament. The site plan is the same as last year and is included in your meeting materials.
The event organizer plans to include a full-time DJ and announcer. As well, a fireworks display is
planned for the night of Saturday, January 27, 2018.
Meister’s Bar and Grill is considering providing alcoholic beverages and selling food including
burgers, brats, hot dogs and cheese curds.
As with last year, it is recommended two portable toilets be provided (standard and ADA
accessible). There will be bathrooms available in the warming house for hockey participants and
recommend the Community Center be left open throughout the day and night on Saturday for use
of the restrooms.
First aid kits are available in the warming house and Community Center. Event organizers and City
volunteers will be available to provide direction, answer questions of the general public, and
generally assist in the event operations. No additional crowd control/public safety requirements
are anticipated.
Additional trash receptacles will be needed near the rink. Event organizers/volunteers should then
empty them into the large dumpster behind the Community Center as needed.
The event organizer will need to submit a Certificate of Insurance naming the City as an additional
insured prior to the event. Also, participants will be required to sign a waiver releasing the City and
the organizers from any liability.
Fiscal Impact:
N/A
Options:
1) Approve the Special Event Permit with the following conditions:
The event shall be held as described in the application received on October 12,
2017 as provided by the conditions of approval.
The location of any tents, stakes, signs etc. at the Scandia Community Center
shall be approved in advance by the City. Event organizers shall request any
utility locates that may be required.
All participants must sign liability waiver and return to City prior to participating
in event.
Any vendors present on the site shall possess a sales and use tax permit if
required by Minnesota law.
Meister’s Bar and Grill must provide a license from the Washington County
Department of Health and Environment if food is to be served.
A Certificate of Insurance naming the City of Scandia as an additional insured
shall be submitted to the City no later than January 1, 2018.
Payment of the $25 permit application fee.
A completed Display of Fireworks Permit Application.
2) Do not approve the Special Event Permit.
Recommendation:
Option 1.