7.a)2) Staff Report-Vintage Snowmobile Special Event Permitmi-� €-,
SCANDIA
Staff Report
Date of Meeting: November 17, 2015
To: City Council
From: Judi Negus, Office Assistant
Re: Special Event Permit Application for Vintage Snowmobile Event
Background:
Linda Marotzke, representing the Big Marine Lake Association, attended the September 14, 2015
Parks and Recreation Committee meeting to present a preliminary proposal for a vintage snowmobile
event to be held during Vinterfest 2016. Marotzke also attended the November 2, 2015 Parks and
Recreation Committee meeting and provided a Special Event Permit Application for consideration.
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 Application for a Vintage Snowmobile Event
on Big Marine Lake to be held on Saturday, January 30, 2016 from 10 a.m. to 5 p.m.?
Proposal Details:
This is the first year for a vintage snowmobile event to be promoted as a Vinterfest event. The
event would be sponsored by the Big Marine Lake Association and held on Big Marine Lake.
There would be an option for participants and spectators to provide a donation to support the Big
Marine Lake Association. Participants would enter their vintage snowmobiles into a show with
first, second and third place winners. Participants can also bring items to swap and trail ride a
route along the shoreline of the lake. Included in the meeting materials is a trail ride route and
site plan for the location of portable toilets, registration tent, parking areas, snowmobile show
area, and swap area.
A copy of the Special Event Permit Application is included in your packet.
Fiscal Impact:
N/A
Options:
1) Approve the Special Event Permit Application with the following conditions:
Completed Release and Indemnification Agreement.
Completed Workers Compensation Certificate of Compliance.
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.
2) Approve the Special Event Permit Application with different conditions.
3) Do not approve the Special Event Permit Application.
Recommendation:
Option 1.