9.a) Staff Report-Apple Away Special Event PermitSCANDIA
Staff Report
Date of Meeting: September 16, 2014
To: City Council
From: Kristina Handt, City Administrator
Re: Special Event Permit for Gammelgarden Apple Away 5k
Background:
City Ordinance No. 119 requires a Special Event Permit for any "outdoor gathering of at least 100
individuals whether on public or private property, assembled with a common purpose for a period of
one hour or longer but may not exceed twelve hours in duration... " The City Council may place
conditions on the approval of the permit that may pertain to any of the following:
a) Location and hours during which the event may be held;
b) Sanitation/availability of potable water;
c) Security/crowd management;
d) Parking and traffic issues;
e) Emergency and medical services;
f) Clean-up of premises and surrounding area/trash disposal;
g)Insurance;
h) Lighting;
i) Fire service/safety;
j) Temporary construction, barricades/fencing;
k) Removal of advertising/promotional materials;
1) Noise levels;
m) Alcohol consumption;
n) Notification of residents or businesses;
o) Any other conditions which the Council deems necessary.
Issue:
Should the Council approve a Special Event Permit for Gammelgarden's Apple Away 5k on
Saturday, October 4, 2014?
Proposal Details:
This is the first year for this event. The run/walk would start at the Hay Lake Museum. The
route heads east on Old Marine Trail, north on Oxboro, east on Oakhill, past the community
center, and ends at Gammelgarden. Given the small size of the Gammelgarden parking lot, they
are requesting to use the parking lot at the community center. There is an open house at the
community center scheduled for later that day so as long as the cars are removed by noon, staff
sees no problem.
A copy of the Special Event Permit application is included in your packet. The applicant
provided the necessary workers' comp and indemnification forms however; a certificate of
insurance has yet to be turned into the City. Staff has made this a condition of approval.
Lynn and Reece will be at the meeting to answer your questions about the event.
Fiscal Impact:
None
Options:
1) Approve the Special Event Permit with the following conditions:
The event shall be held as described in the application received on September 10,
2014 as provided by the conditions of approval.
Provide the City with a Certificate of Insurance naming the City as an additional
insured no later than October 1, 2014.
As required, the route and traffic control shall be approved by the Washington
County Sheriff's Department.
2) Approve the Special Event Permit with different conditions
3) Do not approve the Special Event Permit
Recommendation:
Option 1.