The URL can be used to link to this page

5.c) Special Event Permit, Scandia Marine Lions Taco Daze Meeting Date: 8/3/2010 Agenda Item: �� ; � ` � .�,. , City Council Agenda Report City of Scandia 14727 209`h St. North Scandia, MN 55073 (651)433-2274 Action Requested: Consider approving a Special Event Permit for the Scandia Marine Lions Club for the 2010 Taco Daze Celebration, September 11, 2010. Deadline/Timeline: N/A Background: • The Lions have applied for their first Special Event Permit for Taco Daze under the provisions of Ordinance No. 115 which became effective on September 17, 2009. • The Lions' permit covers the parade and the activities occurring at on the Community Center grounds. Separate permits have been or will be issued for the softball game on September 10, activities at Meister's on September 10 and 11, and the Relief Association's Fun Run on September 11. The Boy Scouts are responsible for the taco sales inside the Community Center. • The Taco Daze poster, event schedule, and application(all attached) describe the planned activities. Events at the Community Center begin at 10:00 a.m. and end at 5:30 p.m. Live outdoor music will be provided by"Croixdaddy" from 11:00 a.m.to 2:30 p.m. from a stage to be set up by the Warming House. • The parade starts at 3:00 p.m. Complaints were received after last year's parade concerning a float using a water cannon to soak parade spectators. This has been discussed with the parade organizers and steps will be taken to help prevent similar incidents. • A certificate of insurance was provided,but it did not name the City as an additional insured. Submitting a new certificate will be a recommended condition of approval. Recommendation: Staff recommends that the following conditions be attached to the permit: 1. The event shall be held as described in the application received on July 28, 2010, except as required by the conditions of approval. 2. The parade route and traffic control shall be approved by the Washington County Sheriff's Department and a permit issued Page 1 of 2 07/29/10 by the Washington County Public Works Department. The parade route shall be posted with "no parking" 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 safet�y of parade watchers 4. Both sides of 209` Street between Oakhill Rd. and Olinda Trail shall be posted "no parking" and emergency vehicle access through the Community Center parking lot shall be maintained at all times 5. The location of the 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. 6. Any signs or banners shall comply with the Scandia Development Code. 7. Any vendors shall possess a sales and use tax permit if required by Minnesota law. 8. A copy of the food license issued by the Washington County Department of Health shall be submitted to the City. 9. A certificate of insurance naming the City of Scandia as an additional insured shall be submitted prior to the event. Attachments/ • Taco Daze Poster and Schedule Materials provided: . Special Event Permit Application • Release and Indemnification Agreement 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 07/29/10 tacodaze Page 1 of 3 �` . . . � . s .. L 0 • __,,:, To S •- �.AS V� �A � ' S � �► � o � � � � . . � �, . � � � i o,�s �� sg�op �0 � 1� �° �► Y��TS �� +� FARMERS ��lR�� .� �,C�Tg �MARK£T . � $�'DS � �� G'��'��v ��'��s � CRAFTS �A��S'T � �� vENDO � ��BL� , ��,� G� TD DG�'BALL �� ► L U��IE�r �;,;„;! �: 1 y� � T .,.. U � ::;•�� . - . - :r . Src . . . _ .�. _ . _, .� . . _ . .. . o r � . : . . : .�. � t.t ��.� ��:� � .e� . u�.� , klA '' A COMMUMIiY SPOIVSOREL)�VEPti 31NtGE 1lTS �� E'YEN7 SCNE�IlLES AYA,1LABlE AT I.00AL SU3lNESSES. � ` Wi[MOICE INPURMATi�1tM CO?O SCAAIDIAMN.CVM SPONSORED BY TNE SCANDWMARC[IfE LiOMS �:�,a:,��ati /� -.i,`^j ■G''' •.s _ http://www.scandiamn.com/tacodaze/index2010.htm 7/29/2010 tacodaze Page 2 of 3 *Parade Registration Form and Information * Vendor Apnlication *Tax Instructions * Tax Form *Dodgeball Flyer * Dodgeball Rules * Dod�eball Signup * Scandia Fire Department Relief Association Fun Run/`Walk *Advertising Sponsorship Taco Daze 2010 Schedule of Events Event Time Location Friday, Sept. 10 Beer Garden Opens 6 p.m. Meister's Bar and Grill SEEF Taco Daze Softball 6:30 p.m. Lion's Ballfield Game Live Outdoor Music- 8 p.m. Meister's Bar and Grill Boogie Wonderland Saturday, Sept. 11 Scandia Fire Department Check in: 7 a.m. Warming House by Relief Association l OK 8:15 a.m. Scandia Comm. Center Fun Run/Walk 5 K 8:30 a.m. Flag Raising Ceremony 9 a.m. Scandia Comm. Center Art Fair,Crafts,Vendors 10 a.m. - 5 p.m. Scandia Comm. Center & Farmer's Market Games 10 a.m. - 5 p.m. Scandia Comm. Center Dodgeball Tournament 10 a.m. - 8 p.m. Scandia Comm. Center Dod�eball Flver podgeball Rules Dodgeball Signup Kiddie Pet Parade 10:30 a.m. Scandia Skating Rink Boy Scout Tacos 11 a.m. - 5 p.m. Scandia Comm. Center Live Outdoor Music- 11 a.m. - 2:30 p.m. Scandia Comm. Center Croi.acdaddy Beer Garden opens 11 a.m. Meister's Bar and Grill Kid's Sawdust Scramble 11:30 a.m. Meister's Bar and Grill http://www.scandiamn.com/tacodaze/index201 O.htm 7/29/2010 tacodaze Page 3 of 3 Kids Meister's Idol 12:30 p.m. Meister's Bar and Grill Lion's Food Stand 11 a.m. Scandia Comm. Center Garage (cheese curds,corn dogs,mini while supplies last donuts,pop) Open House 2 -6:30 p.m. The Scandia Creamery (brats,burgers&beverages sold all day) Complimentary beverage& 4-6:30 p.m. chips-n-salsa Taco Daze Grand Parade 3 p.m. Downtown Scandia Parade Registration Form (Line up 2 p.m.) and Information Meister's Bean Bag 4 p.m. Meister's Bar and Grill Tournament Live Outdoor Music- 5 -7 p.m. Meister's Bar and Grill Little Chicago Band Live Performance- 5:30- 6:30 p.m. The Scandia Creamery Singing Sinatra Favorites Name That Tune- 6:30 - 8 p.m. The Scandia Creamery Finish the Lyrics Mr. D J Forever Rockin'- Music, Games&Prizes Live Outdoor Music- 8 p.m. Meister's Bar and Grill The Underachievers Live Music- 8 p.m. -Midnight The Scandia Creamery Rockin'Hollywoods Any questions please contact Scandia-Marine Lions: email tacodaze(�vahoo.com _ 'a :� 'x, t, �. http://www.scandiamn.com/tacodaze/index2010.htm 7/29/2010 � _ - , RECEIVED . ._.. `_ i.l�;l, % �� (ij�r� �_�4 . ` .!.�`f � �` � �� . , , < r .� ��,_. � ,;.� S� ,;;.:� s ,� .� �,; CITY OF SCANDIA 14727 209`h Street North Scandia, Minnesota 55073 (6Sl)433-2274 tirwx.cr.scandia.mn.us Special Event Permit Application INSTRUCTIONS: Fill out this form completely, sign it and include all required attachments. If additional space is needed,attach additional sheets. Submit bo the City of Scandia at least 30 days prior to the date of the event with the$25.00 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: , FJ � � Location address: �7`' ��yyf,;;_+y�,��,��•�- �,�,(?�,�� . Date(s): �,�,;-.,��- �l ► �( � Event starting Time: �'�_/ya . Event ending time: � : 3(� �.� r. Set-up start date and time: �� , �u� a �' R m • Dismantle by-date and tune: �,,p}- �� ` ,/ C-�j q •m c�n �i� � t�� Anticipated number of participants and/or spectators: -_---- If there is a fee or donation requ.ired as a condition of attendance,please describe: 2. Attach sketch or site plan showing the location of the foilowing as applicable: route(beginning/end, direction of travel, _ food concession areas(cooking, serving, traffic control points) consumption) _ ticketing/registration/entry locations _ alcoholic beverage concession azea _ entertainment or stage locations _ other concession azeas _ portable toilet facilities _ size and location of any tents or structures _ fencing loca.tions _ trash/recycling receptacle area _ parking azeas for participants/spectators _ fireworks or pyrotechnics site _ sign locations _ first aid facilities _ speaker(sound amplification) locations _ o*lier as may be applicable ('fh��f Qi.m+l7in �'n�i.f�l F�»s�f Pnrw�i� dnn7:i.�fi�� An � �'7 C/ 3. Applicant information: � �„� � Title: � Name: �,' ) ��,C: .�r�Za_ �..�cu.�� Address: C� O '�: c � � �.t,�::�,� n S�G� -�- Phone: ��f - S�3�;��'`� ,3(G Cell: (� / 2 - ��S- -��d' 'L E-Mail: rYt c= �� _ t'hC..�. ��sr, . Affiliation/organization: - � � ��tivt•�_�-t.�� c�.� � Are you an authorized applicant for this organization? Yes r/ 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: Cc, �L.� Title: ` �� Address: �'1�JF�' �� L� �t/+� /`�' �`�n�d i Cc.-.�� 1 �� Phone: �c�,/ -'�j�� '' '��Z° � Cell: E-Mail: � ; w D �- � --��-jyy7�C� s c�-`J 4. Entertainment: Describe entertainment plans. If there will be music, sound amplification or any other noise impact, please describe includuig the intended hours. /� . . �,Ln�. �� — , J1' � � �— e � � . � �—�.�.. . 5. Sanitation/potable water: Describe the toilet and hand washing facilities present on the site (type,number&locahon)as well as temporary/portable facilities to be provided. Desc ' e tl}e source of potable(drinking)water. ��, �- : � � � � �0� � ��- .�. �' �. � 2�� , . . - r ('ih�n�Qnnn�in Qnnnin7 F�rnnf Dnr»�i� dnnlinntin» Dnnn�n� '� 6. Parking and traffic controt: Describe the location and number of parking spaces available. Describe arrangements that have been made for traffic control. � z , � d- , c_�.- � f` . � , ..��Qc � � � - �.�, � C�n. -� ��, ' c � _ 7. Emergency/medical services: Describe measures that will be taken to ensure emergency vehicle access(police, fire,ambulance)to the event area. _ --/ � '��.3L.� . ,�'.� , L .{`- C��` i i • � � ,c_„ - S. Security/crowd management: Describe your proposed procedures and stal�ing for the event operations and crowd control. . � (�c� ' , � c.�� -��--�_ , Q �A. ��r"�l// V r � C.eJ � `��-- �/�� v , o i / � ��., . � �� r�- . 9. TrasWrecycling, event clean-up: Describe the number,type and location of trash/recycling containers to be provided. What provisions h�e been made for clean-up of the 'te and surrounding area after the event? ��— � r � i�� ,�� D ��, / � �e Lc`J'�� . , (3 C�� Name of trash/recycling hauler: � � 10. Lighting: Describe any temporary or permanent lighting that will be added for the event. " _ Lr� . r,;�,,,rr,.,.,,a;,, c„�,.;,.�z;.�„� P.,.�.,;i e.,,,�;,.,,,;,,� n,,,,�„r � I1. 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 even� Event sponsar is responsible to obtain any building or electrical pernuts that may be required for such construction. r� �r'�.5 `-l�k.�u.� `� ( .�.i,(�Jlu.�' , �aL�th��a � �'l�7�Lt�� _ — U 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. � � ^ ,� .� . J-vs�t �.�t,,�- . �� 13. Noise: Describe expected type, duration and timing of any noise sources. Describe measures to be taken to ensure compliance with city noise ordinance (Ordinan e No. 65.) . z,�� ` �c�l • � l �� --�. 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. �'Jh��fQ�n�i7J� Qno�i�l Fv.�nt Po+��+it dnnYi.�i�» Pnnn�f 7 15.Food and beverages: Will alcoholic beverages be served? Yes No � 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 caoking food in the event area, including fuel source to be used: �'t�.�� .�'�� C'_,l,ti�� C��`•�� (�.c��, l,l'��i.t� C:.p30�c�t�� . �..c� G,�� 'x`��.¢� , 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 and monitor their activities. � � -- _ � � � � ,� �y,�.�. ,` — � ` - . � � - yL -- c�_ % � 17. Gambling: Will there be any gambling(rai�les,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 permi� 18. Workers compensation compliance: In accordance with Minnesota Sta.tutes all applicants for license and permits to operate a business in Minnesota must submit acceptable evidence of compliance with workers' compensation insurance requirements. Please complete the certificate of compliance and atlach to thu application. !'ih�n�'Cnnnrlin Qnnninl T+'++n�+f Pnrmit dnnlinnt�n» Pnnn�n{7 d 19. Iadernnificallon: Ordinance No. 119 requires that a special event permit holder shall agree to defend, indemnify and nold the City, its officers and employees harmless&om any liability,claim,damages, costs,judgments, or expenses, including attomey'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 perfortn all obligations under this ordinance. Please complete the release and indemnification agreement and auach to this applicalion. 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 tke certificate of insurance to this application. THE MINNESOTA DATA PRACTICES ACT requires that we inform you of your rights about the private data we are requesting on this form. Private data is available to you, but not to the public. We are requesting this data to determine your eligibility for a permit from the City of Scandia. Providing the data may disclose information that could cause your application to be denied. You are not legally required to provide the data; however, refusing to supply the data may cause your permit to not be processed. Your residence address and telephone number will be corrsidered 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: r r Signature: �`� Date: � V 1 request that my residence address cmd telephone number be corrsidered private data. My alternative address and telephone number are as follows: �/ �� r ✓ """f �v�� Address: --' �i''�. " � �� « Acknowledgement/Signature: I hereby acknowledge receipt of a copy of this application form and Ordinance No. 119,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: Z ; � �;h>„rc,.,,,,a:,, Cnnninl Ti'�+ny.t Dn�.�nit e,,,,�;,.,.+;..� n,.,,��E„� � (�J Tennis �-� >� Court �� - � m�.ao•I � Playground �J Community � �� v Cent er - � ' ;•� 'ce. � � � � i � Maint. � 66'�O' �� C�rage Hockey .�- _ ��?f�. � � Rnk � ��/4�0.�"�f.J '� a"..+� � y 4 l..f 1..+ 4.+� e� �/r "� � X � � e� � � � � �� , _ - � , _ Y >g,,e � _" I ''s, ' +b J'� �'� `" _ �/�"� =�•�.e� Warming _ �r-`�.� '� �. �' � House . ��i � � � '� � �- ��- � ��.� . Scandia Communit y Cent er 2010 Scandia Taco Daze Parade SATURDAY SEPT llth • THEME: Sweda Las Vegas Cash Prizes for winners! $100 Best of Show, $75 Best Theme Float, $50 Most Creative aad $25 for Best Comniercial Float Parade rules and guidelines: • Float check-in begins 2:00 P.M. at beginning of parade 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) 257-8026 or tacodaze(a?,yahoo.com www.scandiamn.com PARADE bid/a1d Scandia Trl(Hwy 97) ROUTE FOR _ 2010 � � x.�'°'.� P".a°,.� Pande flnl�h �nnax(oa in Scandia Parada nra h�p Hoat Ih�e-up on • Lineup aloag E�11°"�'^' "',�" �h� w��w�� / Oakhill Rd., Exk Lo H 9� s5�• orwm�Ro.a east of � ti`� r-uu Meister's on � `,�„�,d.,, s�a. "r" °�^'ii the aorth side � """'"' � ��s2� of the road � • Fiaish in � zos^sz No parktnp 2-a Q Scandia � PM irom T-ball u fldd to Scandia � Elementary F , elemenary � parking lOt N � zoz^�st. a d ]9T^St. Float registration deadline: September 8, 2010 Name: Phone: Street Address: Email: City: Name of float: Business or State: group name: Estimated tloat Zip: leagth: Do you have animals? What kind aad how maay? • 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 -SPECEi4L EVE[�T SPQNS�R- RELEASE AND lNDEN1NtFICATlON AGREEMENT CITY OF SCANDIA, MtNNESOTA TffiS IS A RELEASE OF LIABILITY INDEMNIFICATION AGREEMENT.SPECIAL EVENT PERMIT HOLDER MUST READ CAREFULLY BEFORE SIGNING. In consideration for being permitted to engage in the following special event activities in Scandia: � , e �� Special Event Permit Holder hereby acknowledges,represents, and agrees as follows: A. We understand that the above described activities are or may be dangerous and do or may involve risks of injury, loss, or damage to us and/or third parties. We further acknowledge that such risks may include but not be limited to bodiiy injury,personal injury, sickness,disease, death,and pmperty loss or damage,arising from the following circumstances,among others: (Special Events Permit Holder initiais here) �� B. If required by this pazagraph,we agree to require each participant in our special event to execute a RELEASE AND INDEMNIFICATION AGREEMENT for ourselves and �} for the City of Scandia, on a form approved by the city. � ��,� ` Participant Release and Indemnification required?YES_NO��, (Special Events Permit HoIder initials here) 1. �j�"`"�`�- �� C. We agree to procure,keep in force, and pay for special event insurance coverage,from an insurer acceptable to the City of Scandia, for the duration of the above described activities. (Special Events Permit Holder initials here) � D. By signing this RELEASE ANB INDEMNIFICATION AGREEMENT,we hereby expressly assume aIl such risks of injury, Ioss, or damage to us or any related third party, arising out of or in any way related to the above described activities,whether or not caused by the act, omission,negligence, or other fault of the City of Scandia, its officers, its employees,or by any other cause. (Special Events Permit Holder Initiats here} � E. By signing this RELEASE AND INDEMNIFICATION AGREEMENT,we further hereby exempt, release and discharge the City of Scandia, its of�icers, and its employees, from any and all claims, demands,and actions for such injury, loss,or damage to us or to any third party, arising out of or in any way related to the above described activities, whether or not caused by the act,omission,negligence, or other fault of the City of Scandia its officers, its employees,or by any other cause. (Special Events Permit Holder Initials here) � F. We further agree to defend, indemnify and hold harmless the City of Scandia, its officers, employees, insurers,and self insurance pool,from and against all liability,claims,and demands, court costs and attorneys fees, including those arising from any third party claim asserted against the city, its officers,employees, insurers or self insurance pool,on account of injury, loss or damage, including without limitation claims arising from bodily injury,personal injury, sickness,disease, death,property damage or loss, or any other loss of any kind whatsoever,which arise out of or are in any way related to the above described activities,whether or not caused by our act,omission,negligence,or other fauIt of the City of Scandia,its officers, its employees, or by any other cause. (Special Events Permit Holder Initials here) �� G. By signing this RELEASE AND INDEMNIFICATION AGREEMENT,we hereby acknowledge and agree that said Agreement extends to all acts,omissions,negligence,or other fault of the City of Scandia, its officers,and/or its employees,and that said Agreement is intended to be as broad and inclusive as is permitted by the laws of the State of Minnesota. If any portion thereof is held invalid, it is further agreed that the balance shall,notwithstanding,continue in full legal force and effect. (Special Events Holder Initiats l�ere) � H. We understand and agree that this RELEASE AND INDEMI�IIFICATION AGREEMENT shall be governed by the laws of the State of Minnesota and that jurisdiction and venue for any suit or cause of action under this agreement shall lie in the courts. (Speciai Events Permit Holder Initisls here) - I. This RELEASE A1�TD INDEMNIFICATIOl�AGREEMENT shall be effective as of the date or dates of the applicable speciat event, shall continue in full force until our responsibilities hereunder are fully discharged,and shall be binding upon us, our successors,representatives, heirs,executors,assigns,and transferees. (Special Events Perenit Holder Iaitials here) - � IN WITNESS THEREOF,THIS RELEASE AND INDEMNIFICATION AGREEMENT is executed by the special events permit holder,acting by and through the undersigned,who represents that he or she is properly authorized to bind the Special Events Pernut Holder hereto. PRINTED NAME OF SPECIAL EVENTS PERMIT HOLDER: (lv��l �1 P.�.�1'l'L ��D �-� PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS PERNIIT HOLDER: Name(,� • y �� Ti�J��` � � � � Signature Date � �� Z