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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: �-- � `, '%-� ,� � �� . � 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. / � ��� �._-�� � �' � (��._ G�/' � t n Ol �� f'�-��r/� f� ctl .�''� h i �� I? ��f�� .�—►., c1 �'�.G � cL /'� d t r �G���2 ' —� f�' d�� /���1r (�CQ r•�/-r� .( 6� �t�( i�h�r ��,�G�� �•-� -� �.��� ��� m r C �y�/; 7. Emergency/medical services: Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance) to the event area. � � /E? �� ti �n �'�-S' �r� t�� � �. r° l� ��y, � �`„ '��� �� � �, --Q- / L, /' l��rr `c Cc ��� , !�,� � � sj e � "'c 't� ��j.� 'c �r f/ � � 8. Security/crowd management: Describe your proposed procedures and staffing for the event operations and crowd control. ��-��.� w�f f 4"� �//r �i. GY�L� Y � V tL/�� �i� � c./",t� �� � � � .� � �`'�- � � �r ' �--.�- � �� �� Q�� G'� -�.. /i — � m-r-- 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? �- c � �l�' � c� d� 2- ,�''� �' � � � �. fi c�' � � ,� �, �� �� �r.� �'� r- � �� � �� � -t�h � ��., Name of trash/recycling hauler: 10. Lighting: Describe any temporary ar permanent lighting that will be added for the event. .12--�� � 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. � �f 1 l �i��_� � ��.�-�,� 2�� � �-r �',���.� t�� � �/�� � .��� i� �'/,e �r7�-d�, 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. �'I 0����.��-I� / �� �—� ��t��.�.�'�.,�T (� D���-�.�w ''��i� 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.) � ` �-. � � — � � � ����--�,�.-���� ��-����, 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: � ��� , �.�--� " ` _�S��E��i��W`+'s/ , %y�'T�' 1 �''��r �L � 1���'�, � �-- � .��'Z��'��� _ � � ` Has a license been obtained from the Washington County Department of Health and Environment?(please attach) Yes � No � ��� � � �'' 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. � �`c-�.�f- � ..� � � � 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��/ � ������, � � � i-i �1 � _//Y /t/ , 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. ��� � Signature: Date: City of Scandia,Special Event Permit Application, Page 6 of 7 \ Tennis ���'�. Court \� i � � —�� .�i� zo�.aa�� / �� ?1'/ Rayground - --� Community �,, T `��� �� —�Z y�•. Cent er � , �,;� - �m. C1 17 � �► Zv� ' � Maint. � � . ,•� fi6''0' - _,y ___ -� ..-- ,R l--..�� Hockey � C�rage � � � Pink � �'?'� 'Z�-"�'''v �:t ---,J -,� � u u� " `��`- � - .. � � � � �,.� ��'�,;�. � , a - - - �i. ,,, , �l _ , . S�,B. � s�►-g-� �a "�— 210�.�• ' , Warming �r'�� � qc_ House ► a �Y'f,�vv � I' c�.y� '�_� � �'�' �� ;l' �¢ o . Scandia Community Cent er ���-�- � �.� (�� w-�� ✓���.� � � �.- c�. � � ��- � � ��� � �"�� � ��� �',� ,f, s� , '�'�;� � � h h 1 h � � � ��..� `�� �, �r� � 1 C� �s,� � � �.� � ��� �� �� �� � � � � ��� �� � � � ��� �� � �� � � . ��.� �-�-�C ,�. � � �`�- �� l ��- � �'`,�.. . . .z., ���— � �"r��`s� �1-� ��t-�' � � � �r �� ��� � � ���� n � �� �� � 0-�,-�� � � , � . � � � + � �� . ' . , 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 � 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