5.j) Staff Report- Scanley Cup Special Event Permit
Staff Report
Date of Meeting: December 16, 2014
To: City Council
From: Judi Negus, Office Assistant
Re: Special Event Permit Application, Scanley Cup Tournament
Background:
Corey Roberts of Roberts Family Funeral Home and Forest Lake Floral approached the City last
year about holding a hockey tournament in Scandia during the annual Vinterfest community
celebration. Proceeds in the amount of $1,000 from the first annual Scanley Cup adult hockey
tournament were donated to the City and placed in a fund restricting use to ice rink
improvements. 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.
Corey Roberts attended several Parks and Recreation Committee meetings over the past several
months to plan for the Scanley Cup adult hockey tournament to be held on Friday, February 6,
and Saturday, February 7, 2015 during Vinterfest. The Parks and Recreation Committee is
recommending approval of the Special Event Permit Application.
Issue:
Should a Special Event Permit Application be approved for the Scanley Cup adult hockey
tournament?
Proposal Details:
Included in your meeting materials is a Special Event Permit Application from Roberts Family
Funeral Home for the hockey tournament. Although the site plan has not yet been determined, it is
likely to be similar to last year. The site plan for the Scanley Cup tournament from last year is also
included in your meeting materials.
The Parks and Recreation Committee would like to have a portion of 209th Street North closed on
Saturday, February 7, 2015. Parks and Recreation Committee volunteers will be responsible for
placing cones barring through traffic on 209th on Saturday. This will require traffic to enter the
community center lot from Oakhill Road or park in the small lot owned by the church if coming off
of Olinda. Event organizer should inform participants of the need to enter off of Oakhill Road to
gain access to the Community Center parking lot.
The event organizer plans to include a full-time DJ and announcer. As well, a fireworks display is
planned for Saturday, February 7, 2015 prior to the semi-final hockey tournament games.
Meister’s Bar and Grill has applied to provide alcoholic beverages and is considering selling foo d
including burgers, brats, hot dogs and cheese curds.
As with last year, the Parks and Recreation Committee does not feel an extra portable toilet would be
needed given the facilities available in the warming house and Community Center.
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:
N/A
Options:
1) Approve the Special Event Permit with the following conditions:
The event shall be held as described in the application received on December 9,
2014 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.
Event organizers shall provide and install netting or some other barrier around the
area where pucks will be shot for the slap shot contest.
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, 2015.
Payment of the $25 permit application fee.
2) Do not approve the Special Event Permit
Recommendation:
Option 1.