5.e Special Event Permit MN Cup Hockey Tournament
Staff Report
Date of Meeting: November 19, 2019
To: City Council
From: Brenda “Bee” Stignani, 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 six 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. Proceeds in the amount of $500 from the fifth annual hockey
tournament and proceeds in the amount of $500 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 25, 2020.
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.
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 October 21, 2019 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.
• Payment of the $25 permit application fee.
• 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.