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5.d) Staff Report-MIBR Special Event PermitSCANDIA. Staff Report Date of Meeting: February 18, 2014 To: City Council From: Kristina Handt, City Administrator Re: Special Event Permit for MN Ironman Bicycle Ride Background: The Minnesota Ironman Bicycle Ride (MIBR) has been managed since 1967 by Hostelling International USA — Minnesota Council, a 501 (C)(3) non-profit charitable organization devoted to promoting healthy recreation, international travel and cultural exchange. The Minnesota Council was established in 1955 by a core of cyclists and travelers. They operate the Mississippi Headwaters Hostel in Itasca State Park. MIBR is considered the Season Opener cycling event for the upper Midwest. This will be the 481h annual ride. In the past the ride was held in the Lakeville, Buffalo and Minneapolis areas. Last year was the first year of the ride in Washington County. This will be the second year of the ride in the St. Croix valley area but typically they stay in one location for about ten years before moving on. Roughly one-half to one-third of the annual riders are repeat riders from previous years. The ride will take place on Sunday, April 27, 2014. 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 MN Ironman Bicycle Ride on April 27, 2014? Proposal Details: Similar to last year, the ride begins at the fairgrounds in Lake Elmo at 6:30am on April 27th Registration will close at 9:30am. The loop through Scandia is for folks wishing to ride 58 miles. The organizers estimate this will bring roughly 2,000 people to Scandia, though if there is good weather like last year that number may nearly double. The Community Center is serving as the rest stop. Given the 6:30-9:30am registration, it is estimated that riders will be showing up at the Community Center beginning at Sam and should be finished by 1pm. Volunteers willing to help with the rest stop will be needed from approximately lam to 2pm on April 27th. The Scandia Marine Lions have expressed an interest in volunteering to staff the rest stop. The route through Scandia goes north on Manning Ave, east on TH 97, southeast on Oakhill to Olinda to 209th St to the Community Center. After the rest stop, riders will go out on 209th to Oakhill to 199th St and then head south on TH 95. The organizer has signed the required release and indemnification agreement. A copy of the Special Event Permit application is included in your packet. A copy of the insurance certificate with the City named as an additional insured will be listed in the conditions of approval. MIBR is renewing their policy April 1st and will have the new certificate to us by April 12, 2014. Fiscal Impact: The applicants have paid the $25 Special Event fee and the $300 fee to rent the hall. Options: 1) Approve the Special Event Permit with the following conditions: The event shall be held as described in the application received on January 14, 2014 as provided by the conditions of approval. 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. At least 20 portable toilets shall be provided outside of the Community Center. 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. Any vendors present on the site shall possess a sales and use tax permit if required by Minnesota law. A Certificate of Insurance naming the City of Scandia as an additional insured shall be submitted to the City no later than April 12, 2014. 2) Do not approve the Special Event Permit Recommendation: Option 1.