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9.a) Staff Report-Sled Run Special Event Permit Staff Report Date of Meeting: December 16, 2014 To: City Council From: Kristina Handt, City Administrator Re: Special Event Permit for Meister’s Sled Run Background: 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 the Council approve a Special Event Permit for Meister’s Sled Run on January 17, 2015? Proposal Details: This is the first year for this event. A copy of the Special Event Permit application is included in your packet. The applicant provided the necessary workers’ comp and indemnification forms however; a certificate of insurance has yet to be turned into the City. Staff has made this a condition of approval. The application did not include a trail map. Scot has indicated they will use the snowmobile trail behind Meister’s. The Township adopted Ordinance No 68 in 2000 which prohibits snowmobiles on sidewalks. Scot or Amy will be at the meeting to answer any questions Fiscal Impact: None Options: 1)Approve the Special Event Permit with the following conditions:  The event shall be held as described in the application received on November 19, 2014 as provided by the conditions of approval.  Provide the City with a Certificate of Insurance naming the City as an additional insured no later than January 2, 2015.  Route shall avoid Oakhill and Olinda sidewalks  As required, the route and traffic control shall be approved by the Washington County Sheriff’s Department. 2)Approve the Special Event Permit with different conditions 3)Do not approve the Special Event Permit Recommendation: Option 1.