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5.g) Special Event Permit for Scandia Clinic Grand Opening . • Meeting Date: 11/16/2010 Agenda Item: S, � � City Council Agenda Report City of Scandia 14727 209�' St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve a Special Event Permit for the grand opening of the Scandia Clinic, 22150 Ozark Court N., on Saturday,November 20, 2010. Deadline/Timeline: N/A Background: • The Scandia Clinic will hold a grand opening celebration on Saturday, November 20 from 9:00 a.m. to 3:00 p.m. They expect about 200 guests. Facility tours and refreshments will be offered. A tent will be set up in the parking lot. An inflatable bouncer will provide entertainment for children. • This would be a"non-amplified" event as defined by Ordinance No. 119 Establishing Rules and Regulations for Special Events. • The application was forwarded to the Building Official, Fire Department and Sheriff's Department for review. No comments were received. • The application meets all the requirements of the ordinance, including submission of the Release and Indemnification Agreement, $25 permit fee, and insurance requirements. Recommendation: Staff recommends that the following conditions be attached to the permit: 1. The event shall be held as described in the application dated October 20, 2010, except as may be provided by the conditions of approval. 2. The applicant shall coordinate the location of the tent, bouncer and event parking so as to avoid disrupting business for the other tenants in the building who may be open the day of the event. Attachments/ • Special Event Permit Application Materials provided: Contact(s): Bob Wolf, Community Relations Manager, Osceola Medical Center(715 294-5736) Prepared by: Anne Hurlburt, Administrator (Osceola Medica]Center Event Permit) Page 1 of 1 11/08/10 . . . r,` *., : --�-„@. * ' � 'r'`—�„�� �'�� --w�_ i�---, ��., �e �•°�._:: ::�;�. � . ��J���.��./.�.�3. 14727 209"'Street North Scandia,Minnesota 55073 (6S1)43j-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$25.00 permit fee. You will be notified at the time of application of the date for City Council consideration of the request. 1. Name,purpose and description of event: � , �'� � I v�� ���`���f� C��f��C- � . Location address• � ������F� (,.�/���� /�� , ��/�'t, , Date(s): �(,�����'��1� � r ��l� Event starting Time: j d L�J'Yt Event ending time: �-�f'J2 Set-up start date and time: � �1 f`y') Disma.ntle by-date and time: `��}�7� Anticipated number of participants and/or spectators: �—d C� If there is a fee or donation required as a condition of � � � attendance,please describe: � 2. Attach sketch or site plan showing the location of the following as applicable: route(beginning/end, direction of travel, _ food concession azeas(cooking, serving, traffic control points) consumption) _ ticketing/registration/entry locations _ alcoholic bevera.ge 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) locations _ other as may be applicable City of Scandia,Special Event Permit Application,Page 1 of 7 3. Applicant information: Name: r.l� � V�!b f'4'' Title: ����I"1(�"�� ��t�l�!f�.,� ��1��'fG'C��F" Address: �-�!`�i''C� �� ��. �.��'/�� , �� �'.'' `���C� Phone: ��CJ ' �-�'1� - �j��j(a Cell: E-Mail: I�/3�16"�� ���-'�f� b`�`A��F�Q' P ���l�.l' .��d`�'� Affiliation/organization: � � f)r� �`� 1[,� ��f�l'� 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 entertaininent plans. If there will be music, sound amplification or any other noise impact, please describe including the intended hours. , � � I� � Q �c � �D .��C�r 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. ��1�0� '��t�6Y���1�1�i, I�i �lf�tfC � City of Scandia,Special Event Permit Application,Page 2 of 7 6. Parl�ng and traffic control: Describe the location and number of parking spaces available. Describe arrangements that have been made for traffic control. _ ��k�' D � ��� 1,t�,� �� �� YYl(.�l�Jl,C,� /I?�l� ' '' Gir' � t- �� C� S EC� , -� r � " C l.t-` � �c�-�-I- � � I "�1 7.Emergency/medical services: Describe measures that will be taken to ensure emergency vehicle access(police, fire, ambulance) to the event area. � �'�.�SS �f Y�C� �,�J a� � � ������'-� �� �u��'�7�� �',�Y��.� �'�r ��� ��.�����.�.;� ��..��LIP_� i 8. Security/crowd management: Describe your proposed procedures and staffing for the event operations and crQwd control. l�l(��'! �1��'YS C} � ��r� W I 11 l�lGt��y� ��CLtY1�j� �t��� �'��v���'� Cnn�'Y�'o 1 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 azea after the event? —i���r�� ����h ���5 �� �1 �,�- �.u��� ����� �����l� ���/ �����C�C "� ��t� G���� L:�I�l L . ��,�!oY � �'G'�� f� �'G��S �i I� I�t� ���f� �br �.l�d�- �� ����J . St� �+1��.� ��c UGr�:� ) - � Name of trash/recycling hauler: 10.Lighting: Describe any temporary or permanent lighti.ng that will be added for the event. ��� � t�1�� �-i �l-�'t�����C 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 obtai.n any building or electrical permits that may be required for such construction. C.��� � � t���'C- _ � Q u C.� 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. .�!���f ���c��-��s , �n I �n�, vv�.� l ���� �c���,_ ���f��'���,���- �'G�(���'�'i��d����7�� � �� 'C'VS ���'��` i n, -����;�' �� �I�,(—� , � �'S��'S � �J x �'� ���- ���,�.-� I��.�r��.�-�� ��- s��� C a��-f7 c��, , � 13. Noise: Describe expected type, duration and timing of any noise sources. Describe measures to be taken to ensure compliance witt�city noise ordi.nance(Ordinance No. 65.) ���E ' ���t��� ����� �.�./�.��i�. 14. Fireworks or pyrotechnics: Will any fireworks or pyrotechnics be used at the event? Yes No V. 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 � If yes,describe the type of beverages and the status of the liquor license: Will food andlor 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: . �(�'�� ��1 ���. ��Q�� �.�``�.�t �-C_ �#f�'t�� , ������- ������ ���-��� , �v-� ���c��f�� Has a license been obtained from the Washington County � Department of Fiealth 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. IV I � 17. Gambling: Will there be any gambling(raffles,pull-tabs,bingo, etc.) at the / event? Yes No V If yes,a lawful gambli.ng permit will be required as provided by state law and Scandia Ordinance No. 100. Describe the gambli.ng 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. Please compl�te the certificate of compliance and attach to this application. City of Scandia,Special Event Permit Application,Page S of 7 19. Indemnification: Ordi.nance No. 119 requires that a special event permit holder shall agree to defend,indemnify and hold the City, its officers and employees hannless from 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 agai.nst all loss caused in any way by reason of the failure of the event promoter to fully perform all obligations under this ordi.nance. Please complete.the release and indemnification agreement and attach to this application. 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 cerlificate 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 considered public data unless you request this information to be private and provide an alternative address and telephone numb�r.Please sign below to indicate that you have read this notice: �.. � ; R / Signature: Z� Date: ��Z�f lJ I request that my residence address and telephone number be considered private data. My alternative address and telephone number are as follows: Address: �)SC��<' �t'�li."c!�/�i�� Telephone: 7i5 -Z��y 5 7.3� l�C� /�� Zl� (7SfEv�CC� Gr�1 S�ULv Acknowledgement/Signature: I hereby aclrnowledge 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. _.____. . � -� � • n Signature: Date: l j��Zv��c� City of Scandia,Special Event Permit Application,Page 6 of 7 -SPECIAL EVENT SPONSOR- RELEASE AND INDEMNIFICATION AGREEMENT CITY OF SCANDIA, MINNESOTA THIS IS A RELEASE OF LIABILITY INDE�FICATION 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: rGr.ln�' � �� oE � �I'1��. C:QI'�t�iG�. �'��� � c Special Event Permit Holder hereby acl�owledges,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 bodily injury,personal injury, sickness,disease, death, and property loss or damage, arising from the following circumstances, among others: �--- (Special Events Permit Holder initials here) B. If required by this paragraph,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 V (Special Events Permit Holder initials here) 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 durarion of the above described activities. �.fL � �'fe�l���.�c��%� (Special Events Permit Holder initials here) 1 . . D. By signing this RELEASE AND INDEMNIFICATION AGREEMENT,we hereby expressly assume all such risks of injury,loss,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 Initials here) QJ'v E. By signing this RELEASE AND INDEMNIFICATION AGREEMENT,we further hereby exempt,release and discharge the City of Scandia,its officers,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 fault of the City of Scandia,its officers,its employees, or by any other cause. 1 (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 sha11,notwithstanding,continue in full legal force and effect. (Special Events Holder Initials here) H. We understand and agree that this RELEASE AND INDEMNIFICATION AGREEMENT shall be govemed 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. (Special Events Permit Holder Initials here)___� I. This RELEASE AND INDEMNIFICATION AGREEMENT shall be effective as of the date or dates of the applicable special event, shall continue in full force until our responsibilities hereunder are fully dischazged,and shall be binding upon us,our � successors,representatives,heirs,executors, assigns, and h-ansferees. � (Special Events Permit Holder Initials here) (� 2 . . 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 Permit Holder hereto. PRINTED NAME OF SPECIAL EVENTS PERMIT HOLDER: (�SCC?C�tC%t. r'(.�G�CCCZ�( L'-�li�� . PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS PERNIIT HOLDER: Name �� L.y1l�l�) Title � � yl � P� Signature Date ���U 3 Scandia Clinic Open House Event Layout ,�C���1�4 November 20, 2010 �,���3 �; Time: 10 am to 2 pm -�-� Subject to change;drawing not to sca/e "..,C,, ' � � �: �, � �i�;i z;.,��: K�' ..`,�x�.��;�. � Toilet Facilites �� - '�'`'��:"�' � ��� �� � �x - r E -sif� 'us tc.,,a. � . �, �. � Trash/Recycling � .r,�. , ,,,,, . . . . � � . , �n' - - , , _ . Bins 9� � • • .. � � � Food Area �� Q Sign Locations � � �= � "'�r i �� � ��. �,., _ Entertainment Area k 4� � • ° 0 Parking Lot .f.„ • ` � . �;� • �' k^ '..���t .. � aS�� 'r�, .. � . . . �. ���:, . . ��' te k r � #> •p+ T,� k_ � ' . k � �R :i: �'nC..: ► � � � !.•,� .�� � �._. %�'.`��...' � — . . ... ..- S ,�}' �i '�.,4rf '�",�` . ���t I S�v � :� Y f f J� �' � ' ;��Il��r`,I ��� �I� �I I'�y '� ' � d /!� .M ..��I � #' �, ,� i � � � � � � � � :� � `° . ��. ..:� , � .� � �� � a, �' -� ,. ���;� � _.. �• � � � � . ,�� ; � + ti�. � � � � r � � �,�,' �'. - f ,. . -.-_ �, , ...�, :� --�.�_ i .� �- � Sc;ar�cia C�inie ��Osceola Medical Center