5.a) Park Permit, Scandia PTO for Fun Run/Walk Meeting Date: 4/7/2009
Agenda item: 5� Q
City Councii Agenda Report
City of Scandia
14727 209`h St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Consider a request from the Scandia Elementary PTO for a park user
permit and facility rental for a Fun Run/Walk on May 16, 2009
Deadline/ Timeline: N/A
Background: • The PTO plans a Fun Run/Walk fundraiser at the Community
Center on May l6, 2009. Registration would begin at 7:00 a.m...
The 1 K fun run would begin at 9:00 a.m., and the SK at 9:30 a.m.
The event may attract 100 to 500 people. This is the first event of
this type that the PTO has sponsored.
• The PTO first contacted city staff about the event in November of
2008. They indicated they would use the parking lot and a large
tent for registrations. Initially they requested use of the
Community Center Hall in case of inclement weather and for use
of the restrooms,but the facility was already reserved. It was
suggested that they might consider using the warming house
instead. This was prior to the recent adoption of a policy
clarifying procedures and fees for use of the warming house, and
prior to the adoption of Ordinance No. 115 governing park use.
• In November, as there was no procedure for reservation of the
warming house, staff asked them to fill out the first page of the
standard hall contract, with basic event and contact information.
• After the new policy and ordinance were adopted, staff requested
that the PTO complete the new reservation form for warming
house rental, and also apply for the required park permit. The
ordinance requires a permit for gatherings over 100 people,
erection of structures, and for sale of articles on park property.
• We have received a park user permit application(see attached).
We have not received a reservation request for the warming house.
• Representatives of the PTO will appear at the Apri17 Council
meeting to request that the Council waive the reservation policy
and $50 (resident) fee and $100 deposit for their use of the
warming house.
• The Community Center Hall is no longer reserved for that date.
Page 1 of 2
04/03/09
PTO representatives have verbally indicated that they would like
to use the Hall instead of the warming house, now that it is
available. They may also request that the fee be waived in that
case. According to the Community Center Rental Policy, non-
profit community groups may rent the hall for$300 for large
groups, with a $100 deposit.
Staff comments/ This event may attract a large number of people and has the possibility
Recommendation: of generating a significant amount of waste and other wear-and-tear
on the city's facilities. Many events of this type use park shelters or
tents for registration, and accommodate restroom facilities with
portable toilets. Using the warming house in case of bad weather for
this event would be appropriate. If they would use the hall, cleaning
would be required after the event.
While it may be reasonable to waive the fee for use of the warming
house, as their request pre-dates the new policy, staff recommends that
the PTO not be allowed to use the Community Center Hall for this
event unless the full fee and deposit are paid.
Council approval of the park permit is also required. Staff
recommends that the following conditions be attached:
1. Adequate portable toilet facilities shall be provided on the
community center grounds.
2. Organizers shall coordinate their route, and follow any
recommendations for traffic control during the event,with the
Washington County Sheriff s Department.
3. Any vendors present on the site shall possess a sales and use
tax permit if required by Minnesota law.
4. The location of any tents, stakes, signs etc. shall be approved
in advance by the City's Public Works Supervisor. Event
organizers shall request any utility locates that may be
required.
5. Event organizers shall provide trash containers and remove
and properly dispose of all waste on the day of the event.
Attachments/ • Letter from Bob Gemuenden,November 18, 2008
Materials provided: . Fun Run/Walk Flyer
• Park User Permit application
• E-mail message from John Beckstrom, 4/2/09
Contact(s): John Beckstrom (651 324-7184)
Bob Gemuenden (651 433-2020)
Prepared by: Anne Hurlburt, Administrator
(scandia pto park permit)
Page 2 of 2
04/03/09
Scandia Fun Run Z 009
November 18, 2008
Brenda Eklund
City of Scandia,
We are in the early stages of developing a Fun Run to benefit the Scandia Elementary PTO. We intend
this to be an annual event and would like to have it begin at the Scandia Community Center. This year's
date is going to be May 16, 2009 and we expect approximately 300 vehicles and 500+people attending.
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I will continue to be in contact with you regarding permits, location of tent, port-a-potty's,etc.
Please feel free to call me with any questions or concerns. We are looking forward to a fun, profitable
event for Scandia. If anyone would like to attend our monthly meetings, we would welcome your input
and guidance. We are having a meeting tonight and I will notify you of our upcoming meeting dates.
Thank you,
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Bob Gemuenden
651-433-2020
bcgemuenden@frontiernet.net
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1=172 7 209'�'Sh�eet North, P.O. Box 128
Scandia, Minnesota SS073
(651)�33-2Z74
Scandia Community Senior Cen#er
Rental/ Reservation Agreement
The City of Scandia hopes your event in our Community Center is enjoyable for all that attend. Please
read this agreement thoroughly. It contains your responsibilities as the renter for the event.
Start time: 5-15-09
Rental Date: MQ� 15�I l.Q,a009 (including setup) �;dp�p�
-� End time:
(including clean-up) N� ��9�' 3��'�J.YY� .
Renter Name: �c�,i0.�1�1Qn,{-� �0 Phone: [o -�'j'$a-3, O
Street Address: l 3S1 �r_anafla.Tr 1Jp . Email:
City/ State: ��p���Q,, MN�, , Zip:
Description of
Event: �cu„c�.ia E l-ern Fun R
Number of Guests
Expected: �
N Caterer,
i ny: Phone:
Calculation of Rental Fee: Rental Rate
Room(s) to be Used: Resident Non-Resident
Hall 150 375
Heritage Room 75 100
Kitchen Use 265 265
Will liquor be served? No � Yes 100 100
(if yes'; rental agreemenf addendum is required)
Total Rental Fee:
(Cash or Check, Due at Reservation)
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SATURDAY MAY 16 , 2 0 0 9
1K FUN RUN 9 : 00 A . M
5.K FUN RUN 9 : 30 A . M .
(Certified course)
Run starts at :
SCANDIA COMMUNITY CENTER
14727 209T�� ST . N . , SCANDIA
Regi s t e r at : www . a ct i ve . com
Keyword : Scandia
OR
Pick up forms at Scandia Elementary
Sceni c Run, Pri zes & Fun for the Fami 1 y !
Sponsored by the Scandia Elementary PTO
http: //sc . forestlake .kl2 .mn .us/parents/scandia_fun_runwalk
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14727 209'�'Street North
Scandia, Minnesola 55073
(651) 433-2274 ti��witi�.ci.scundia.mn.us
Park User Permit
Type of Permit Requested (Check all that Apply):
Extension of Park Hours Erection of Structures �� Sale of Articles
Signs/Placards _`� Gathering> 100 People** Discharge of Fireworks**
**Require City Council Approval
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Name: 0 y�c.� ����",rs r�?��n — SC:�,.�;� �%Ca Phone: �;s�' �1C�I" �f�/.::� `i �
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Street Address: ,�. 77� Tin�vt��u /��,� /�, E-mail: �hu:���ra M_.,2.��-� -,<�.�r��
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Date(s) of Event/ Use: � — /� �•- c> p
Description of Use (including approximate number of people):
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Acknowledgement/ Signature:
1 hereby acknowledge receipt of a copy of this application form and Ordinance No. 1 I 5, Establishing Rules and
Regulations for Scandia Parks, and agree to abide by the ordinance and any otlier conditions that the City of
Scandia may place upox�issuance of this permit,-, � _
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Si nature: �� !' ,�� L Date: ' � ' `'
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Conditions of Approval:
Cit Re resentative Si nature: Date:
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Our team has not yet had a chance to fonnulate a response to your request for a written notice
regarding our position on the fees for use of facilities in Scandia. I don't have specific dates
available to me to put on the timeline of discussions as of this moment.
In order to meet the deadline I'm going to summarize so you can get this into the agenda for
Tuesdays meeting.
In summary:
In October of'08, our group started planning a spring '09 SK/1K running event to be held in
Scandia for the benefit of the Scandia Elementary School's PTO. During our first conversations
with Scandia City, we were informed that we did not need a permit and that we could use some
of the facilities without incurring a fee,just a deposit, to be refunded after the event.
Subsequent to that discussion, the Scandia Parks Committee released ordinance number
115, requiring us to apply for a (no cost)permit. Included in the subsequent changes to the
agreement with the City are new requirments to collect certain fees for the the use of the
warming house and/or the community center.
The Scandia PTO is a non profit SOlc3 chartered organization registered within the city of
Scandia. It is our unofficial (at this time) request that the city work with our group to waive fees
for the non-destructive use of the facilities under careful supervision by our group to raise funds
to help the School on May 16th of'09.
During these challenging economic times; the money that we raise to assist in the education of
the elementary aged children in the area is very important. Like any charity event, controlling
costs is paramount to the continued success. We would ask that the City work with us as they are
known to do with other local charitable organizations, to keep these expenses to an absolute
minimum.
Thanks for your kind consideration.
John Beckstrom
cell: 651.324.7184