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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. � 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, � �l�/, r-- >.-i � . �:.�C�- �t�J // .// �.?'��_ �j�,, Bob Gemuenden 651-433-2020 bcgemuenden@frontiernet.net ✓�/� ��.;'r6�� � (,� �1 ��/�( l( � � (�"'�,�^,�; _ _ ���� ,�, � � ��������. � _ , 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) Co+�,1-t�.C.t : �b C�e,m u e�e� c�s�-�33�aoao bc exr�uer��''� �°�ti�err�-, r�t � arqQ }e�,E- -�Crr. re �s-t��b�'� -�'tun �r`� W o�,�.1� I �K�- �t?� p� ':�' � d" � ,�o t7n (k.�r� ��`2A� . � � � � � D � � , �'iYW"�'t :.o �I:�v�"�, ' � �r��'�� �� F U1� ��T� /�AL� 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 %r� ''�,� , ,, � 3 � �.,,� �� _�, � , , �. r� ._, �������. . 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 � - � Name: 0 y�c.� ����",rs r�?��n — SC:�,.�;� �%Ca Phone: �;s�' �1C�I" �f�/.::� `i � �;�/ ��Y 7� il j r�!/ Street Address: ,�. 77� Tin�vt��u /��,� /�, E-mail: �hu:���ra M_.,2.��-� -,<�.�r�� i=�,,'� �' T� City/ State/Zip: /�v�'1'�r ���1 s �n;� �-�c � j� Date(s) of Event/ Use: � — /� �•- c> p Description of Use (including approximate number of people): �'`_% f7��_..'� % /C i?t,,jv A_� ��.v�j /•-.".3..,a�� ,r`r� .rl:��._!1i=i ,'�'L t;�►, `i,.T"/a �'z �;v ,L}�'r'��c: iC,,'►-i � ?t �, �c�c� — yo� �;�,r T,C ,_?,,j1,7� � �C •�jf'✓✓!�✓sli� �1.� f.�✓.��)��� .,,�s r�L �'v.`v �., i—')1 �v.f.�'l�"T L.�%4/ .j��f�.f'�t:�+.'.. `� j=.�� :,., ,�'('%•••J>�� c"a s�'►r",U,.r i 1 y v t�'v,�v�2,i� > lffJ`!J t lZ ►�'/�iT/�/'c',�,� �� i �<<L c�� r"�,rL �c'N✓v fti✓� f�t�G ��� — ,�'/�>�%�.�� �=i7f�'�-�5 A�.��1 f�'��:�1,;7,.�'v,�it- i T1=-".� -- ,�C� �'l'.� Cs S%a.f �',c i� ..��C.Q�!��L1 �-I:•�,.;Ns� �'%d 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,-, � _ / / � ;r' ' � ;' !�� r?.� �.;/ ,� , _ _ �; Si nature: �� !' ,�� L Date: ' � ' `' , , _ Conditions of Approval: Cit Re resentative Si nature: Date: 2 1� ����� . 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