5.f) Approve Special Event Permit, Scandia PTO Fun Run Meeting Date: 4/19/2011
Agenda Item: �
City Council Agenda Report
City of Scandia
14727 209th St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Approve a Special Event Permit for the Scandia PTO Fun Run on
May 21, 2011.
Deadline/ Timeline: N/A
Background: • The Scandia PTO will be holding a IOK, SK and 1K run as a
fundraiser on May 21, 2011. The PTO held successful, similar
events in 2009 and again in 2010. The event will begin at 7:00
a.m. and will be concluded by noon.
• The PTO has reserved the Community Center hall and grounds,
where registrations, vendors and toilet facilities for the event
would be located. About 400 participants are ex�ected. The run
will follow a route south on Olinda Trail to 202" Street, then east
to Oxboro Ave., then north to Oakhill Rd,with the finish line near
the city T-Ball field (for the SK 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 Washington County Public Works Department requires an
"obstruction permit" for events held on Washington County roads.
• The PTO has proposed to provide 3 portable toilets on the
Community Center grounds. The bathrooms in the Community
Center will also be available. Staff recommends that one of the
portable toilets be placed near the intersection of Oakgreen
Avenue and 185�', or another location approximately in the middle
of the l OK route. A location near a water stop would be logical.
The PTO may need to secure the permission of the property
owner, depending on the location selected.
• They are planning to erect a tent approximately 25 x 15 feet on the
grounds between the Community Center and warming house.
• Some health and ruruiing-related vendors are expected.
• The PTO has signed the required release and indemnification
agreement and furnished a certificate of insurance naming the city
as an additional insured. They have applied for a community
event sign permit.
Recommendation: Staff recommends that the following conditions be attached to the
permit:
Page 1 of 2
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1. The event shall be held as described in the application received
on September 16, 2010 except as provided by the conditions of
approval.
2. The route and traffic control shall be approved by the
Washington County Sheriffls Department and a permit issued
by the Washington County Public Works Department.
3. A total of three portable toilets—two at the Community
Center, one approximately midway in the l OK route—shall be
provided.
4. The location of any tents, stakes, signs etc. at the Scandia
Community Center shall be approved in advance by the
Building Official. Event organizers shall request any utility
locates that may be required.
5. Any vendors present on the site shall possess a sales and use
tax permit if required by Minnesota law.
Attachments/ • Special Event Permit Application
Materials provided:
Contact(s): Mike Goeken, Scandia Elementary PTO
(651 433-3977)
Prepared by: Anne Hurlburt, Administrator
(PTO Fun Run Event Permit)
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04/12/11
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PR{D
SEP � 6 2010
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�` '`` - CITY OF SCANDIA
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19727 209`�Street North
Scandia,Minnesota 55073
(651)433-2274 www.ci.scandia.mn.us
Special Event Permit Application
INSTRUCTTONS: 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 525.00
permit fee. You will be norified at the time of application of the date for City Council consideration of the request.
1. Name, purpose and description of event:
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cSCt�,+�GL EC.�-n�er`�#-zx� �0 . �s�fi=r�n c��cf LIOC� r�1`C,� �;c��t,t5 w��h.
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a �-�u'.,a�ts w�! I v�r ru � a� y�e�-�-�-1� � �s�'cai ��ss ar�d' `�u r�i`�
Location address: t_,U�Y� r�l.t� ��'t./ (��P/'�
Date(s): /l,�(j,(,� o?I� 2 0 I�
Event starting Time: °�'0 0 �'n� Event ending time: /o� :DO�r7�
Set-up start date and time: ��O r-y1 , l�Q.t,y � , a�i l
Dismantle by-date and time: �Am Mc��� a 1� ����
Anticipated number of participants and/or spectators: �o O
If there is a fee or donation required as a condition of
attendance,please describe: � rec:G►Slrtxti� F�pf,�p�t:3c�n
1 K =-�IS
Sk�-�O1L= l3 y/'s ai�-u�' ,+^ �,A>,,�o,pp Sk-�-/OK,l3 yrano��� = �aS,Op
2. Attach sketch or site plan showing t6e location of the following as applicable:
route(beginning/end,direction of travel, _ food concession areas(cooking, serving,
traffic control points) consumption)
_ ticketing/registration/entry locations _ alcoholic beverage concession area
_ entertainment or stage locations _ other concession areas
_ portable toilet facilities _ size and location of any tents or structures
_ fencing locations _ trash/recycling receptacle area
_ parking areas for participants/spectators _ fireworks or pyrotechnics site
_ sign locations _ first aid facilities
_ speaker(sound amplification)iocations _ other as may be applicable
City ofScandia,Special Event PermitApplication,Page 1 of 7
3
3. Applicant information:
Name: � f �� �r��.��.l�� Title: �Li,�l R.i.�.� ���Gt,n��er�
Address: �C"t S �� _ (;/�"'I�LQ��V��.��.- Y'i�'1� �.Y3L3[—�.�� 7-�---
Phone: �ij�1 ��.�~ �j ��� Cell:
E-Mail: _ 02�`j � �'1s�V'Yl� � , _ I�1�-�'
�,
Affiliation/organization: �C�Cc E I�n'1 C c�zl,� #�1�
Are you an authorized applicant for this organization? Yes � No
Will this person have authority to cancel or modify event plans? Yes ✓ 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: Title:
Address:
Phone: Cell:
E-Mail:
4. Entertainment:
Describe entertainment plans. If there will be music, sound amplification or any other noise impact,
please describe including the intended hours.
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�J"Ct�2C"�-� � ��r1 C.e,r�.rn U rt.tt` cc,�P- 1 U;30�-n--� A� �i'n i Sh b u l I�30 t�-ri7;/�.`00�
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.
�n� n�c,�.r�,�;�c�, C'�.��r l�s rncc,�.�.. u.�f-�e.mcc.,�.�,. rest�rz�am s, ,�1u.s L3
��tfi'�s ��.� 1�,�t�1 la�_-ern vi ct.e.� v� �(�e. C.cn,c,r� �n o?
ac.r�fi�o n s c�. � �e. ��-nn n�tiu..t-u.,-� G��,r.
City of Scandia,Specral Event Permit Application,Page 2 of 7
4