5.g) Staff Report-Apple Away Special Event Permitmi-� €-,
SCANDIA
Staff Report
Date of Meeting: August 18, 2015
To: City Council
From: Brenda Eklund, Deputy Clerk
Re: Special Event Permit for Gammelgarden Apple Away 5k
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;
1) 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 Gammelgarden's Apple Away 5k on
Saturday, September 26, 2015?
Proposal Details:
This is the second year for this event, which is a fundraiser for the two local museums.
Registration will begin at the Gammelgarden Museum. Participants would be transported by bus
down to the starting location at the Hay Lake Museum. The route heads down Olinda Trail and
turns west onto 195th Street, north on Mayberry Trail, northeasterly on 205th Street then onto
Olinda Trail and finishes at the Gammelgarden Museum. A reception will be held on the
grounds after the event. Deputy Yetter has requested that the route start on the bike trail towards
Olinda and cross to 195th Street to avoid having participants on Olinda Trail. The organizers
have been requested to make this change to the route.
They will be using the Gammelgarden lot and the parking lot south of Elim Church for parking.
The Community Center parking lot could also be available — there are no events scheduled on
that date that would conflict.
A copy of the Special Event Permit application is included in your packet. The applicant
provided the necessary workers' comp and indemnification forms; however, payment and a
certificate of insurance has yet to be turned into the City. Staff has made this a condition of
approval.
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 July 23, 2015
as provided by the conditions of approval.
Payment for the event permit is received.
Provide the City with a Certificate of Insurance naming the City as an additional
insured no later than September 21, 2015.
As required, the route and traffic control shall be approved by the Washington
County Sheriff's Department and a permit issued from the Washington County
Public Works Department.
2) Approve the Special Event Permit with different conditions
3) Do not approve the Special Event Permit
Recommendation:
Option 1.