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5.e Approve the Minnesotan Cup Special Event Permit Application Staff Report Date of Meeting: November 20, 2018 To: City Council From: Judi Negus, Office Assistant Re: Special Event Permit Application, Minnesotan Cup Adult Hockey Tournament Background: Corey Roberts of Roberts Family Funeral Home and Forest Lake Floral has organized the Scanley Cup adult hockey tournament during the annual Vinterfest community celebration for the past five years. Proceeds in the amount of $1,000 from the first annual Scanley Cup adult hockey tournament, proceeds in the amount of $500 from the second annual tournament, proceeds in the amount of $750 from the third annual tournament and proceeds in the amount of $500 from the fifth annual hockey tournament were donated to the City and placed in a fund restricting use to ice rink improvements. (There were no proceeds from the fourth annual tournament.) Although the tournament is held during the City event, it is not sponsored by the City but rather by Roberts Family Funeral Home and Forest Lake Floral. Therefore, a Special Event Permit Application is required. 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; l) Noise levels; m) Alcohol consumption; n) Notification of residents or businesses; o) Any other conditions which the Council deems necessary. Issue: Should a Special Event Permit Application be approved for the Minnesotan Cup (formerly known as the Scanley Cup) adult hockey tournament? Proposal Details: Included in your meeting materials is a Special Event Permit Application from Corey Roberts for the hockey tournament. The site plan is the same as last year and is included in your meeting materials. The event organizer plans to include a full-time DJ and announcer. As well, a fireworks display is planned for the night of Saturday, January 26, 2019. Meister’s Bar and Grill is considering providing alcoholic beverages and selling food including burgers, brats, hot dogs and cheese curds. As with last year, it is recommended two portable toilets be provided (standard and ADA accessible). There will be bathrooms available in the warming house for hockey participants and recommend the Community Center be left open throughout the day on Saturday for use of the restrooms. First aid kits are available in the warming house and Community Center. Event organizers and City volunteers will be available to provide direction, answer questions of the general public, and generally assist in the event operations. No additional crowd control/public safety requirements are anticipated. Additional trash receptacles will be needed near the rink. Event organizers/volunteers should then empty them into the large dumpster behind the Community Center as needed. The event organizer will need to submit a Certificate of Insurance naming the City as an additional insured prior to the event. Also, participants will be required to sign a waiver releasing the City and the organizers from any liability. Fiscal Impact: A portion of the proceeds may be donated to the City to be used to ward maintenance of the Wojtowicz Skate Park. Options: 1) Approve the Special Event Permit with the following conditions: • The event shall be held as described in the application received on November 14, 2018 as provided by the conditions of approval. • The location of any tents, stakes, signs etc. at the Scandia Community Center shall be approved in advance by the City. Event organizers shall request any utility locates that may be required. • All participants must sign liability waiver and return to City prior to participating in event. • Any vendors present on the site shall possess a sales and use tax permit if required by Minnesota law. • Meister’s Bar and Grill must provide a license from the Washington County Department of Health and Environment if food is to be served. • A Certificate of Insurance naming the City of Scandia as an additional insured shall be submitted to the City no later than January 1, 2019. • Payment of the $25 permit application fee. • A completed Display of Fireworks Permit Application. • A completed and signed Workers’ Compensation Certificate of Compliance. • A completed and signed Release and Indemnification Agreement. 2) Do not approve the Special Event Permit. Recommendation: Option 1.