5.f) Staff Report- Scanley Cup Special Event PermitSCANDIA
Staff Report
Date of Meeting: November 17, 2015
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 has organized the
Scanley Cup adult hockey tournament during the annual Vinterfest community celebration for
the past two years. Proceeds in the amount of $1,000 from the first annual Scanley Cup adult
hockey tournament and proceeds in the amount of $500 from the second annual 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;
1) 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 few
months to plan for the Scanley Cup adult hockey tournament to be held on Friday, January 29,
and Saturday, January 30, 2016 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 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 Saturday, January 30, 2016 at 7 p.m.
Meister's Bar and Grill has applied to provide alcoholic beverages and is considering selling food
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 recommend the Community Center be
left open throughout the day and evening both Friday and Saturday nights for use of the restrooms.
Chair Jinks has agreed to lock up the Community Center both evenings.
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 October 23,
2015 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, 2016.
Payment of the $25 permit application fee.
A completed Workers Compensation Certificate of Compliance.
A completed Release and Indemnification Agreement.
A completed Display of Fireworks Permit Application if there are to be fireworks.
2) Do not approve the Special Event Permit.
Recommendation:
Option 1.