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5.k Meisters Special Event Permit - Taco Daze>� /K~ SCANDIA Staff Report Date of Meeting: August 21, 2018 To: City Council From: Brenda Eklund, Deputy Clerk Re: Meister's Taco Daze Special Event Permit Background: Scot Taylor, owner of Meister's Bar and Grill, has applied for a Special Event Permit for its Taco Daze events being held on September 7 and 8, 2018 under the provisions of Ordinance No. 115. Issue: Should the Council approve a Special Event Permit for Meister's Taco Daze activities on September 7 and 8, 2018? Proposal Details: The two days of Taco Daze counts as one event. On Friday evening from 8 p.m. to midnight, a band will perform on an outdoor stage. On Saturday beginning at 5 p.m., music will be played outdoors on the stage area. One band will perform from 5 p.m. to 7 p.m. and another band will perform from 8 p.m. until midnight. Beer will be sold outside on Meister's property from a beer tub and beer gardens. Multiple trash receptacles will be provided along with extra dumpsters. Sanitary facilities will consist of multiple portable toilets provided outside of the bar and use of the restaurant's two interior bathrooms. Parking will occur on site, at available street parking, and on the adjacent parking lot owned by the City. The City of Scandia must be named as an additional insured on the liability policy because of the use of City property for parking. A Certificate of Insurance naming the City of Scandia as an additional insured has been submitted to cover this event. Because amplified music will occur after 10 p.m. it is very likely that the City's noise ordinance could be violated. A recommended condition has been provided to address that possibility. Meister's will hire off-duty WCSO deputies on Friday and Saturday, plus bouncers each day for security. Deputy Brandon Yetter is recommending that at least one off-duty deputy stay until 2 a.m. on Saturday. The presence of a deputy should encourage people to conduct themselves properly while leaving the establishment. Fiscal Impact: The $25 permit fee has been paid. Options: 1) Approve the Special Event Permit for Meister's Bar & Grill for September 7 and 8, 2018 during Taco Daze with the following conditions: • The event shall be held as described in the application received on August 6, 2018. • Sale of alcoholic beverages shall be limited to the Meister's premises. • Any vendors present on the site shall possess a sales and use tax permit if required by Minnesota law. • In the event that there are noise complaints, the applicant shall comply with the direction of law enforcement to reduce the volume of amplified music or voices. • The applicant shall employ at least one off-duty deputy until 2 a.m. on Saturday to monitor crowd activities after closing hours. 2) Add conditions to approval. 3) Do not approve. Recommendation: Option 1. PAID �Hrl 62n18 4,3S7 C'o CITY OF SCANDIA SCAN DIA 14727 2115+`'' Street North Scandia, Minnesota 55073 (651) 433-2274 www.ci.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 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. . Name, purpose and description of event: r Location address: Date(s): Event starting Time Set-up start date and time: Dismantle by- date and time: Anticipated number of participants andlrir spectators: If there is a fee or donation required as a condition of attendance, please describe: Event ending time: 2. Attach sketch or site plan showing the location of the following as applicable: route (beginning/ end, direction of travel, traffic control points) ticketing/ registration/ entry locations entertainment or stage locations portable toilet facilities fencing locations parking areas for participants/ spectators sign locations speaker (sound amplification) locations food concession areas (cooking, serving, consumption) alcoholic beverage concession area other concession areas size and location of any tents or structures trash/recycling receptacle area fireworks or pyrotechnics site first aid facilities other as may be applicable City of Scandia, Special Event Permit Application, Page 1 of 7 3. Applicant information: Name: Title: Address: Phone: r Cell: E -Mail: Affiliation/ organization: Are you an authorized applicant for this organization? Yes � o Will this person have authority to cancel or modify event plans? Ye>< No Will this person be present at the event and in charge of the event at all times? Ye� ivo 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 entertainment plans. If there will be music, sound amplification or any other noise impact, please describe inclad'ng the intende hours. InkN 0- l t 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. City of Scandia, Special Event Permit Application, Page 2 of 7 6. Parking and traffic control: Describe the location and number of parking spaces available. Describe arrangements that have been made for traffic control. 7. Emergency/ medical services: Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance) to the event area. 8. Security/ crowd management: Describe your proposed procedures and staffing for the event operations and crowd control. - _a� � ko C l 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 area after the event? Name of trash/ recycling hauler: 10. Lighting: Describe any temporary or permanent lighting that will be added for the event. 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 obtain any building or electrical permits that ma be required for such construction. 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. 13. Noise: Describe expected type, duration and timing of any noise sources. Describe measures to be taken to ensure compliance with city not c ordinance (Ordinance No. 65.) 6n 14. Fireworks or pyrotechnics: Will any fireworks or pyrotechnics be used at the event? Yes N> 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? YeNo If yes, describe the type of beverages and the status of the liquor license: T A.C�_ CJr R( (_� Will food and/or 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: 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. 17. Gambling: Will there be any gambling (raffles, pull -tabs, bingo, etc.) at the event? Ye 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 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 complete the cerhificate of compliance and attach to this application. City of Scandia, Special Event Permit Application, Page 5 of 7 19. Indemnification: Ordinance No. 119 requires that a special event permit holder shall agree to defend, indemnify and hold the City, its officers and employees harmless from any liability, claim, damages, costs, judgments, or expenses, including attorney'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 perform all obligations under this ordinance. 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 certificate of insurance to this application. THE MINNESOTA DATA PRACTICES ACT requires that we inform you ofyour 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 number. Please sign below to indicate that you have read this notice: Signature: _ f� Date: I request that my residence address and telephone number be considered private data. My alternative address and telephone number are as follows: Address. Telephone: 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: S? / A& 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 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: a O�-zC 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 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 (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 duration of the above described activities. (Special Events Permit Holder initials here) 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) 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. C (Special Events Permit Holder Initials here) J 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. (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 Initials hez-c) 1 H. We understand and agree that this RELEASE AND INDEMNIFICATION 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. (Special Events Permit Holder Initials here) L 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 discharged, and shall be binding upon us, our successors, representatives, heirs, executors, assigns, and transferees. (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: PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS PERMIT4:�HOLDER: Name , A' Title Signattire Date MEISTER'S PARKING trash rorta- Pots- 2 Inflatables Weiner Dog Races-?? Wristbands Meister's Bar & Grill Bags Tourney -,yyuyu- 0:.j UPM Bar/ Beer Tub 7pm-11 pm Hammer 5pm-llpm Hockey Slap Shot llam-4pm Bar/ Beer Tub 10am- 6:30pm STAGE LIVE MUSIC Inflatables Kubb Tourney 1 Dam (hockey rink) Painting Party 1pm-3pm Porta- Pots- 4 Brown Garage Souud Guy Games Games Henna Tattoos Games Boeing Photo Booth Games Fire Truck Wristbands Patio Mystifying Michele Fnnd .0 Rr.Pr (;arde.n Tap Trailor(s) ! I Porta- Pots- 4 Oakhill Road " RAM MUTUAL POLICY DECLARATIONS CP 174140.11 INSURANCE COMMERCIAL PACKAGE COMMON POLICY Pdnl Date 12/20117 Page 14 _ THESE DECLARATIONS, VATH THE POLICY PROVISIONS AND ENDORSEMENTS, IF ANY, COMPLETES THE ABOVE NUMBERED POLICY, AND REPLACES ANY PREVIOUSLY ISSUED DECLARATIONS lnouied S.T. REALTY, LLC DBA 10145 BEVERAGE STORES SALES 1,000 3.00 $500 DEDUCTIBLE APPLIES PER OCCURRENCE ($1000 FOR MEDICAL PAYMENTS AND BODILY INJURY) 16916 RESTAURANTS-W/ALCOHOL > 30% < 755k W/O DA SALES 635,000 3,500.00 $500 DEDUCTIBLE APPLIES PER OCCURRENCE ($1000 FOR MEDICAL PAYMENTS AND BODILY INJURY) 99999 ADDITIONAL NAMED INSURED UNITS 1 32.00 AdditigAal Insureds: \ 7WT {-I RESPECTS TO USE OF A CITY PARKING L D ING EVENTS 9/07/18-9/09/18 1, CITY OF SCANDIA 14727 209TH STREET SCANDIA, MN 55073 Addit-i�n�al.Liability Coverages: Valu - Prem Item Coverage ___ Cc}ins% Ded. ation Cause Limit Premium 99 99 CF120 - RESTRICTIVE ENDORSEMENT 0 0.00 IN CONSIDERATION OF THE RATE FOR WHICH THIS POLICY IS WRITTEN, IT IS HEREBY AGREED AND UNDERSTOOD THAT ALL LIABILITY COVERAGES FOR BOOT HOCKEY SHALL NOT BE PROVIDED BY THIS POLICY. ALSO, IN CONSIDERATION OF THE RATE FOR WHICH THIS POLICY IS WRITTEN, IT IS HEREBY AGREED AND UNDERSTOOD THAT A $1000 DEDUCTIBLE SHALL APPLY TO MEDICAL PAYMENTS AND BODILY INJURY COVERAGES PER OCCURRENCE. Additional Coverages';, Coverage Description Premium CF220 Data Breach Expense Coverage 15.00 $250 PER OCCURRENCE DEDUCTIBLE APPLIES EPLI EMPLOYMENT PRACTICES LIABILITY 500.00 $100,000 Annual Aggregate Limit $5,000 Deductible Retroactive Date: 12/28/2017 Third Party Coverage Included