5.e) Special Event Permit for Taco Daze Scandia Marine Lions �
Meeting Date: 08/16/2011
Agenda Item: �
� • �i
City Council Agenda Report
City of Scandia
14727 209`" St. North
Scandia, MN 55073 (651)433-2274
Action Requested: Consider approving a Special Event Permit for the Scandia Marine
Lions Club for the 2011 Taco Daze Celebration, September 10, 2011.
Deadline/Timeline: N/A
Background: • The Lions have applied for a Special Event Permit for Taco Daze
under the provisions of Ordinance No. 115 which became
effective on September 17, 2009. This is the second permit issued
for this event under the ordinance.
• The Lions' permit covers the parade and the activities occurring at
on the Community Center grounds, and Gammelgarden's new
"Running of the Meatballs" event. Separate permits have been
requested for activities at Meister's and at MiCasita on Friday and
Saturday. The Boy Scouts are responsible for the taco sales inside
the Community Center. There will be no "fun run"this year.
• The event application(attached)describes the planned activities,
which will be similar to last year. Events at the Community
Center begin at 8:00 a.m. and end at 6:30 p.m. Live outdoor
music will be provided by a band from 11:00 a.m.to 3:00 p.m.
from a stage to be set up by the Warming House.
• Congestion for parking and emergency vehicle access at the
Community Center have been a concern in previous years. This
year, the Lions will restrict the parking in the west bay of the
parking lot to official vehicles and handicapped parking. A trolley
will circulate to carry people from more remote parking locations
such as the school.
• Oakhill Road will be blocked off for the parade, and just prior to
the parade start the"Running of the Meatballs"event will be held
in the street. The parade starts at 3:00 p.m. Washington County
has issued the required permit.
• In the past, complaints were received concerning a float using a
water cannon to soak parade spectators, and about heavy items
thrown from floats at spectators. The parade organizers indicate
that and steps will be taken to help prevent similar incidents.
• At the 2010 event, there was an incident when a child was slightly
injured when riding a pony provided by one of the vendors.
Animal rides were not specifically authorized and the location was
Page 1 of 2
08/15/11
not safe for such an activity. Liability was a major concern. A
recommended condition of approval will be that there will be no
animal rides provided by any vendor on the Community Center
grounds.
• The required certificate of insurance and indemni�cation
agreement have been submitted and signed.
Recommendation: Staff recommends that the following conditions be attached to the
permit:
L The event shall be held as described in the application received
on July 6, 201 l, except as required by the conditions of
approval.
2. All conditions of the parade route permit issued by the
Washington County Public Works Department shall be
complied with, including the hiring of 2 off-duty officers for
traffic control, and posting of signs as recommended by the
Sheriff's Department.
3. Parade participants shall not use water cannons or similar
devices on their floats, or throw items from floats that could
endanger the safe ,fity of parade watchers.
4. Both sides of 209` Street between Oakhill Rd. and Olinda
Trail shall be posted"no parking.
5. Parking in the west bay of the Community Center parking lot
may be restricted to official vehicles and handicapped parking.
Access and circulation for emergency vehicles to and through
the parking lot shall be maintained at all times.
6. The location of any tents, stakes, signs etc. shall be approved
in advance by the Building Official/Maintenance Supervisor.
Event organizers shall request any utility locates that may be
required.
7. Any signs or banners shall comply with the Scandia
Development Code.
8. Any vendors shall possess a sales and use tax permit if
required by Minnesota law.
9. There shall be no animal rides provided by any vendor on the
Community Center grounds.
Attachments/
Materials provided: • Special Event Permit Application
Contact(s): Lion Marilyn Opp (651 430-9936) and
Lion Bill Jabas(651 433-4826)
Prepared by: Anne Hurlburt, City Administrator
(Lions Taco Daze Special Event Permit)
Page 2 of 2
08/I 5/11
Meeting Date: 08/16/2011
Agenda Item: �-- �
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�
City Council Agenda Report
City of Scandia
14727 209�' St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Consider approving a Special Event Permit for the Scandia Marine
Lions Club for the 2011 Taco Daze Celebration, September 10, 2011.
Deadline/ Timeline: N/A
Background: • The Lions have applied for a Special Event Permit for Taco Daze
under the provisions of Ordinance No. 115 which became
effective on September 17, 2009. This is the second permit issued
for this event under the ordinance.
• The Lions' permit covers the parade and the activities occurring at
on the Community Center grounds, and Gammelgarden's new
"Running of the Meatballs" event. Separate permits have been
requested for activities at Meister's and at MiCasita on Friday and
Saturday. The Boy Scouts are responsible for the taco sales inside
the Community Center. There will be no "fun run"this year.
• The event application(attached) describes the planned activities,
which will be similar to last year. Events at the Community
Center begin at 8:00 a.m. and end at 6:30 p.m. Live outdoor
music will be provided by a band from 11:00 a.m.to 3:00 p.m.
from a stage to be set up by the Warming House.
• Congestion for parking and emergency vehicle access at the
Community Center have been a concern in previous years. This
year, the Lions will restrict the parking in the west bay of the
parking lot to official vehicles and handicapped parking. A trolley
will circulate to carry people from more remote parking locations
such as the school.
• Oakhill Road will be blocked off for the parade, and just prior to
the parade start the "Running of the Meatballs" event will be held
in the street. The parade starts at 3:00 p.m. Washington County
has issued the required permit.
• In the past, complaints were received concerning a float using a
water cannon to soak parade spectators, and about heavy items
thrown from floats at spectators. The parade organizers indicate
that and steps will be taken to help prevent similar incidents.
• At the 2010 event, there was an incident when a child was slightly
injured when riding a pony provided by one of the vendors.
Animal rides were not specifically authorized and the location was
Page 1 of 2
08/10/11
i
6. Parking and traffic control:
Describe the location and number of parking spaces available. Describe arrangements that have been
made for traffic control.
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7. Emergency/medical services:
Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance) to
the event area. �
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8. Security/crowd management:
Describe your proposed procedures and staffing for the event operations and crowd control.
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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?
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Name of trash/recycling hauler:
10. Lighting:
Describe any temporary ar permanent lighting that will be added for the event.
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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 b�ilding or electrical permits that may be required for such construction.
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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.)
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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? Yes No 1/
If yes, describe the type of beverages and the status of the liquor license:
Will food and/or non-alcoholic beverages be served? Yes No
If yes, describe what will be served and any plans for cooking food in the event area, including fuel
source to be used:
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Has a license been obtained from the Washington County
Department of Health and Environment?(please attach) Yes � No
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16. Other concessions:
Describe what vendors or concessionaires you will allow at the event, and how you intend to regulate
ar�d monito their activities.
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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. P[ease complete the cerlificate of compliance and attach to this application.
City of Scandia, Special Eveni Permit Application,Page S 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 app[ication.
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 PRACTICESACT requires that we inform you of your rights about the private
data we are reguesting on this form. Private data is available to you, but not to the public. We are reguesting
this data to determine your eligibiliry for a permit from the Ciry of Scandia. Providing the data may disclose
information that could cause your application to be denied. You are not legally reguired to provide ihe 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: fi d�> �/
I request that my residence address and telephone number be considered private data.
My alternative address and telephone number are as follows:
Address: 2 /�� �I� T t e� 1� �jT�i �� Telephone:C��/ � ������,
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Acknowledgement/Signature:
I hereby acknowledge receipt of a copy of this application form and Ordinance No. 1 l9,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.
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Signature: Date:
City of Scandia,Special Event Permit Application, Page 6 of 7
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2011 Scandia Taco Daze Parade
SATURDAY SEPT lOth • THEME: HappyDala Daze
Cash Prizes for winners! $100 Best of Show, $75 Best Theme Float,
$50 Most Creative and $25 for Best Commercial Float
Parade rules and guidelines:
• Float check-in begins 2:00 P.M. at beginning of pazade route.
• You will be required to check in with the Parade Officials upon your arrival to confirm lineup position.
• Scandia Fire Department siren will signal start of parade at 3:00 P.M.
• Keep up with the float in front of you- stay about 2 car lengths behind.
• Watch out for children! Throw candy a safe distance away from floats.
• Parade ends at the Scandia Elementary Parking lot. You must exit the parking lot via Highway 97 on the
north. Do not attempt to return to Scandia via Oakhill Road (against parade flow).
• Judges stand will be at intersection of Oakhill Rd. and CR 3. Winners announced at 6:00 P.M. at
Meister's.
• Questions? Contact Lion Tom Obst- (651) 464-2071 or tacodazea(?,vahoo.com
www.scandiamn.com
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PARADE �••.,� �x� Scandia Trl(Hwy 97)
ROUTE FOR �,�.,�� , _ ,_.,.�,
r
....�.. SchmMt Spnd4 Phm - - ��;
2011 " •e" I.II ""'°e sr�rt
W
3:00 PM
Parade finish �"' �nn«(ob
in Sundia Parade �� Rre mn
EkmeMa ) Float line-up on
• Lineup along ���g bG i M�`u" / �snw��
Oalchill Rd., A ��H 97 n5.
east of ° ti`� �
;, 7-eau pdk
Meister's on a �,m„w�bM �'� ""° h'��Roa���
the aorth side � Musaum � szj
of the road � ,�""'
"' _._---- No rki 2-4
• Finish in � Zos sc..,.__ pa „g Q
SCaadia � � PM from T-ball Q
� field Lo Standia $
Element8ly � � Elemenlary o
parking lot N -� zoz�sc.
0
� 197'^St.
Float registration deadline: September 7, 2011
Name: Phone:
Street Address: Email:
City: Name of tloat:
Business or
State: group aame:
Estimated tloat
Zip: length:
Do you have animals� What kind and how maayP
• No entry fee, however there is a donation of$50 from election campaign floats.
• Return registration forms to Scandia-Marine Lions, P.O. Box 151, Scandia, MN 55073-0151 or
tacodaze(a),vahoo.com