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5.e) Staff Report-PTO Fun RunSCANDIA Staff Report Date of Meeting: April 15, 2014 To: City Council From: Kristina Handt, City Administrator Re: Special Event Permit for Scandia PTO Fun Run Background: Each year since 2009, the Scandia PTO has hosted a Fun Run. They have applied again this year for a Special Event Permit for May 17th 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 Scandia PTO Fun Run on May 17, 2014? Proposal Details: The Scandia PTO will be holding a l OK, 5K and 1 K run as a fundraiser on May 17, 2014. A copy of their permit application is included in your packet. The event will begin at 7:00 a.m. and will be concluded by 1pm. The PTO has reserved the Community Center hall and grounds, where registrations, vendors and toilet facilities for the event would be located. About 250 participants are expected. The run will follow a route south on Olinda Trail to 202nd Street, then east to Oxboro Ave., then north to Oakhill Rd, with the finish line near the city T -Ball field (for the 5K route.) The longer l OK route will follow a route south on Olinda Trail to 185th Street, east to Old Marine Trail, then north on Old Marine Trail/ Oxboro to Oakhill. The PTO has proposed to provide 3 portable toilets on the Community Center grounds. The bathrooms in the Community Center will also be available. Three large trash barrels will be available outside the Community Center and trash cans will be placed along the route. They are planning to erect a tent approximately 25 x15 feet on the grounds between the Community Center and warming house. The PTO has signed the required release and indemnification agreement and furnished a certificate of insurance naming the city as an additional insured. 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 April 7, 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, if required. A total of three portable toilets—two at the Community Center, one approximately midway in the IOK route—shall be provided. 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. 2) Do not approve the Special Event Permit Recommendation: Option 1.