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6.d) MN Ironman Special Event Permitmi-� €-, SCANDIA Staff Report Date of Meeting: February 16, 2016 To: City Council From: Brenda Eklund, Deputy Clerk Re: Special Event Permit for MN Ironman Bicycle Ride Background: The Minnesota Ironman Bicycle Ride (MIBR) has been managed since 1967 by Hostelling International USA — Minnesota Council, a 501 (C)(3) non-profit charitable organization devoted to promoting healthy recreation, international travel and cultural exchange. The Minnesota Council was established in 1955 by a core of cyclists and travelers. They operate the Mississippi Headwaters Hostel in Itasca State Park. MIBR is considered the Season Opener cycling event for the upper Midwest. This will be the 50th annual ride. In the past the ride was held in the Lakeville, Buffalo and Minneapolis areas. Three years ago the ride moved to Washington County. This will be the fourth year of the ride in the St. Croix valley area but typically they stay in one location for about ten years before moving on. Roughly one-half to one-third of the annual riders are repeat riders from previous years. The ride will take place on Sunday, April 24, 2016. 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 the MN Ironman Bicycle Ride on April 24, 2016? Proposal Details: Similar to previous years, the ride begins at the fairgrounds in Lake Elmo at 6:30am on April 24th. Registration will close at 9:30am. The loop through Scandia is for participants wishing to ride 62 miles. The organizers estimate this will bring roughly 2,000 people to Scandia, though if there is good weather like the first year that number may nearly double or we may see riders dropping out if it is as cold as in 2014. The Community Center is serving as the rest stop. Given the 6:30-9:30am registration, it is estimated that riders will be showing up at the Community Center beginning at Sam and should be finished by 1pm. Volunteers willing to help with the rest stop will be needed from approximately lam to 2pm on April 24th. The Scandia Marine Lions have expressed an interest in volunteering to staff the rest stop, which will provide refreshments for the riders including Gatorade, water and a variety of snacks and fruit. The route through Scandia goes north on Manning Ave, east on TH 97, southeast on Oakhill to Olinda to 209th St to the Community Center. After the rest stop, riders will go out on 209th to Oakhill to 199th St and then head south on TH 95. The organizer has signed the required release and indemnification agreement. A copy of the Special Event Permit application is included in your packet. A copy of the insurance certificate with the City named as an additional insured will be listed in the conditions of approval. MIBR is renewing their policy April lst and will have the new certificate to us by April 12, 2016. Fiscal Impact: The applicants have paid the $25 Special Event fee and the $300 fee to rent the hall. Options: 1) Approve the Special Event Permit with the following conditions: The event shall be held as described in the application received on January 19, 2016, as provided by the conditions of approval. Appropriate Washington County licensing shall be obtained, if prepared foods are served. The route and traffic control shall be approved by the Washington County Sheriff's Department and a permit issued by the Washington County Public Works Department. At least 20 portable toilets shall be provided outside of the Community Center. 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. Any vendors present on the site shall possess a sales and use tax permit if required by Minnesota law. A Certificate of Insurance naming the City of Scandia as an additional insured shall be submitted to the City no later than April 12, 2016. 2) Do not approve the Special Event Permit Recommendation: Option 1. k} VE JAN 1 Y 2016 CITY OF SCA�IIDIA a SC.NN D A 91 } 1 a -? - 09"' Street, \ ot•th Scanclia. Ilinnesoro .55073 t6511 433- 2-a ti'wir.ci.scaneha.nln.its L ✓ ad 10 . gas CITY o Special Event Permit Application LNSTRLICT►ONS: Fill out this form completely. sign it and include all required attachments. If additional space is needed. attach additional sheets. Submit to the Cite of Scandia at least 30 days prior to the date of the event with the 535.00 permit fee. You will be notified at the time of application of the date for Cite Council consideration of the request. 1. Name, purpose and description /jof event: t� ��f tom.,`! G t7 �/%G` �`� r``� ���� � , � e=1 t 1 •� Location address: (_f _ Date(s): Event starting Time: (�- JL.�1`_—_ Event ending time: Set-up start date and time: / J G G 2, Dismantle by- date and time: 4%/ a 1 Anticipated number of participants and/or spectators: If there is a fee or donation required as a condition of attendance, please describe: `� ,�a L G •1 z2 �_W[ 2. Attach sketch or site plan showing the location of the following as applicable: _/ route (beginning/ end. direction of travel. _ food concession areas (cooking. serving. tragic control points) Z&!S KO, 7Z_- — �.-, consumption) C•fnnvc c -i-ex t E ticketing/ registration/ entry locations _ alcoholic beverage concession area entertainment or stage locations ocher concession areas portable toilet facilities _ size and location of any tents or structures _ fencing locations _ trash/recycling receptacle area parking areas for participants/ spectators fireworks or pyrotechnics site sign locations _ first aid facilities speaker (sound amplification) locations other as may be applicable On— ofSc•anciia. Special V.rent Perndr Applicalion. Page 1 of 7 3. Applicant information: Name: _ %f�+t 4 t i L L f LAkl _ Title: 0. Address: `2 <SC%C`� (%/L•+!'l.rc=l `.' r % le.!� -ST 14b L, Phone: 2--33, — f-}-G' L L Cell: E-Mail : % G/-4 a .5 L' L L i \,/,4^ ' T — F V A; % 5 Affiliation/organization: ' TTEOw AZ Are you an authorized applicant for this organization? Yes V No Will this person have authority to cancel or modify event plans? Yes ✓ No Will this person be present at the event and in charge of the event / at all times? Yes ✓ No If no, provide contact information for person v,ho will be the responsible party on the day of this event Name: Title: Address: Phone: Cell: E-Mail: 4. Fntertainment: Describe entertainment plans. If there will be music. sound amplification or any other noise impact, please describe including the intended hours. 11.k)AjF 5. Sanitation/ potable water: Describe the toilet and hand washing facilities present on the site (type. number & location) as well as temporary/ portable facilities to be provided. Describe the source of potable (drinking) water. � /.�iy _i 7 �f;t=�..!]1 ���.�I7r':3lcf,/�' i� C��..'��%��. r�f�.�4•�''r� ('in' ql SLVII&U, .Sj)ecial f 10111 PermitIppllcution. Page 2 of - 6. Parking and traffic control: Describe the location and number of parking spaces available. Describe arrangements that have been made for traffic control. Lj ' e�l.li�.z` 7. Emergency/ medical services: Describe measures that will be taken to ensure emergency %ehicle access (police, fire. ambulance) to the event area. 8. Security/ crowd management: Describe your proposed procedures and staffing for the event operations and crowd control. 9. Trash/recycling, event clean-up: Describe the number, type and location of trash/ recycling containers to be provided. What provisions have been made for clean-up of the site and surrounding area after the event? ._ At Name of trash/ recvcling hauler: _!�' L.t�]7E"►'1�'rl.� rii"}"A�.�c 10. Lighting: Describe any temporary or permanent lighting that %N ill be added for the event. 4J0- -- - - - - - ('itr gl'Scandia. Special (-:rent Pennit Application. Puge 3 q% - 11. Temporary structures or construction. Describe any tents, canopies. enclosures. stages. platforms. scaffolding. risers, bleachers, fences. and anN other type of temporary structure or construction for the event. Event sponsor is responsible to obtain any building or electrical permits that may be required for such construction. IDALY 12. Advertising and promotion. Describe how this event will be advertised and promoted. Describe any signs (size, type, location.) All signs must comply with Scandia Development Code Chapter 2 Section 9.13 including a permit if required. 13. Noise: Describe expected type. duration and timing, of anN noise sources. Describe measures to be taken to ensure compliance with city noise ordinance (Ordinance No. 65.) 14. Fireworks or pyrotechnics: Will an} fireworks or pyrotechnics be used at the event? Yes N°o_�__ If yes. describe in detail. Fire Department appro\ al \\ ill be required. Cih ofSCa17dia. Special 1--'vent Pei-IIIil.4P1)liculion. Page 4 o/ 15. Food and beverages: Will alcoholic beverages be served? Yes No--k If ves, describe the type of beverages and the status of the liquor license: Will food and/or non-alcoholic beverages be served? Yes(_ No, If ves. describe what will be served and am ' plans for cooking food in the event area, including fuel source to be used: . r 1, 7 - _� .�� �• .�,r . -� _ _ � Has a license been obtained from the Washington County Department of Health and Environment? (please attach) Yes___ No_x_ 16. Other concessions: Describe what vendors or concessionaires you will allo�� at the event. and how you intend to regulate and monitor their activities. 17. Gambling: Will there be any gambling (raffles. pull -tabs. bingo. etc.) at the event? Yes No Ii'ves, a lawful gambling permit will be required as provided by state law and Scandia 6rdinance No. 100. Describe the gambling activity and the status of the gambling permit. 18. Workers compensation compliance: In accordance with Minnesota Statutes all applicants for license and permits to operate a business in Minnesota must submit acceptable evidence of compliance k\ ith \korkers' compensation insurance requirements. Please complete the certificate of compliance and attach to this application. ('ill- ol'Scandia. Special Even! Permil Application. Page 5 of 19. Indemnification: Ordinance No. 119 requires that a special event permit holder shall agree to defend, indemnify and hold the City, its officers and employees harmless from any liability. claim. damages. costs. judgments. or expenses. including attorneys fees. resulting directly or indirectly from an act or omission including. without limitation, professional errors and omissions of event promoter, its agents, employees. arising out of or by any reason of the conduct of the activity authorized by such permit and against all loss caused in any way by reason of the failure of the event promoter to fully perform all obligations under this ordinance. Please complete the release and indemnification agreement and attach to this application. 20.Insurance As a condition of the granting of a permit for a special event conducted on public property or public streets or parking lots. the permit holder shall provide to the Cit% a public liability insurance policy naming the City as an additional insured entity with limits of not less than one million dollars per occurrence. Please attach the certificate of insurance to this application. THE MINNESOTA DATA PRACTICES ACT requires that ire inform i•ou of -roux rights about the private data ire are requesting on this form. Privuie dcua is uvuiluble to You, but not to the public. K"e are requesting this data to delernrine your- eligibility• for a permit li-oin the City of Scumhu. Providing the data nra}• disclose mf)r•rnalion thus could cause your application to be denied. You ore not legally required to provide the datu: hoirevei% r-elusing to supple the data near cause Yow- per•rnit to not be processed. ) our residence address and telephone number will he considered public (kilo unlessyou request this info-ination to be private and provide an ahei-nulive address and telephone mrnrhei- Please sign below to indicate That You have read this notice: Signalure �: — �', DaleIq l request that ntl• residence address and telephone number be considered private data .11Y alternative address and telephone number are us follows. Telephone } , : "C �� %i ' 4n Z7 ST -f,- , PW A) % ! Acknowledgement/ Signature: I hereby acknowledge receipt of a copy of this application form and Ordinance No. 1 19. Establishing Rules and Regulations for Special Events, and agree to abide b\ the ordinance and am other conditions that the City of Scandia inay place upon issuance of this permit. Signature: _ Date: '_JAA,' .r,,r City• o/"Scandia. Special Event Per•niii : Ipplicution, Puge 6 of 7 -SPECIAL EVENT SPONSOR - RELEASE AND INDEMNIFICATION AGREEMENT CITY OF SCANDIA, MINNESOTA THIS IS A RELEASE OF LIABILITY INDEMNIFICATION AGREEMENT. SPECIAL EVENT PERMIT HOLDER MUST READ CAREFULLY BEFORE SIGNING. In consideration for being permitted to engage in the follo,�\ ing special event activities in Scandia: 61 aloe'�q ZL Special Event Permit Holder hereby ackno\\ ledges. represents. and agrees as follows: A. We understand that the above described activities are or may be dangerous and do or ma\ involve risks of injur\. loss. or damage to us and/or third parties. We further acknowledge that such risks ma\ include but not be limited to bodily injury. personal injury. sickness, disease. death. and properq loss or damage. arising from the follmk ing circumstances. among others: 'l (Special Events Permit Holder initials here) B. If required by this paragraph. we agree to require each participant in our special event to execute a RELEASE AND INDEMNIFICATION AGREEMENT for ourselves and for the City of Scandia. on a form approved b\ the cit\. Participant Release and Indemnification required? YES 7k NO — (Special Events Permit Holder initials here) C. We agree to procure, keep in force. and pad for special event insurance coverage. from an insurer acceptable to the Cit) of Scandia. for the duration of the above described activities. (Special Events Permit Holder initials here) . D. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, %�e hereby expressly assume all such risks of injury. loss. or damage to us or any related third party. arising out of or in am way related to the above described activities. whether or not caused by the act. omission. negligence. or other fault of the City of Scandia, its officers. its employees. or by any other cause. (Special Events Permit Holder Initials here) E. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, we further hereby exempt. release and discharge the City of Scandia. its officers, and its employees. from anv and all claims, demands. and actions for such injury. loss. or damage to us or to anv third party. arising out of or in am N+ay related to the above described activities. whether or not caused by the act. omission. negligence. or other fault of the Cite of Scandia its officers. its employ ees. or b-N any other cause. (Special Events Permit Holder Initials here) F. We further agree to defend. indemnify and hold harmless the City of Scandia, its officers. employees, insurers, and self insurance pool. from and against all liability, claims. and demands, court costs and attorneys fees. including those arising from any third party claim asserted against the city. its officers. employees. insurers or self insurance pool, on account of injury, loss or damage. including ��Jthout limitation claims arising from bodily injury, personal injury. sickness, disease. death, property damage or loss. or any other loss of anv kind whatsoever. %\ hich arise out of or are in anv way related to the above described activities. whether or not caused b� our act. omission. negligence, or other fault of the City of Scandia, its officers, its employees, or by any other cause. (Special Events Permit Holder Initials her G. By signing this RELEASE AND INDEMNIFICATION AGREEMENT. we hereby acknowledge and agree that said Agreement extends to all acts. omissions, negligence. or other fault of the Cit, of Scandia. its officers. and/or its employees. and that said Agreement is intended to be as broad and inclusive as is permitted by the laws of the State of Minnesota. If am portion thereof is held invalid. it is further agreed that the balance shall, notwithstanding, continue in full legal force and effect. (Special Events Holder Initials here) _ H. We understand and agree that this RELEASE AND INDEMNIFICATION AGREEMENT shall be governed b\ the la\\s of the State of Minnesota and that jurisdiction and venue for any suit or cause of action under this agreement shall lie in the courts. i (Special Events Permit Holder Initials here)4�;i I. This RELEASE. AND INDEMNIFICATION AGREEMENT shall be effective as of the date or dates of the applicable special event. shall continue in full force until our responsibilities hereunder are full_\ discharged. and shall be binding upon us, our successors, representatives. heirs. executors. assigns. and transferees. , _ - r (Special Events Permit Holder Initials here) IN WITNESS THEREOF, THIS RELEASE AND INDEMNIFICATION AGREEMENT is executed by the special events permit holder. acting by and through the undersigned, who represents that lie or she is properly authorized to bind the Special Events Permit Holder hereto. PRINTED NAME OF SPECIAL EVENTS PERMIT HOLDER: PRINTED NAME AND TITLE OF PERSON SIGNING ON BEHALF OF SPECIAL EVENTS PERMIT HOLDER: Name e L-I r r Title 1)t✓ "�- Signature Date—%� Scandia Tr $CANDIR Scandia Tr 97 CoF Scandia rP Community p. y� Center 7:30 am- 1h 514. .y 12:00 noon 209- 3 19 St N v 9th p E • H I USA 62 Mlle Scandia Loop _' Must start riding by 9:30 am 95 0 -•x n Scandia Loop closes at 1:00 pm x SUNDAY, APRIL 24, 2016 0 4Qs ai�v�r 3 x M EON a n x r ---} 170th St Maple St S RfllX TC13C shoperiks.com 4 4 yaa 55 z v 'm phi C) C O D — z � D i Official Rest Stops 3 16 Mile Lake Jane Loop D UaTe 9b 30 Mile Gateway Loop Sa 2 FRT 62 Mile Scandia Loop 1S 122nd St Must start riding by 9:30 am Scandia Loop closes at 1:D0 pm z a m 0 1 2 3 120th St m Pine Point Trail Head 7:30 am- �. 61 4:30 m IRONMAN RIDELINE 55 612-412-9020 DAY OF RIDE In Case Of 911 Emergency call m ° tr -- RIDE RIGHT 3 96 Dellwood Rd OBEY TRAFFIC LAWS 96 95 SHARE THE ROAD Ss WEAR YOUR HELMET$3 15 O as � D m m N 12. 76th St MyYrtte St n STILLINATER r d m m 3 L - Hytrail Ave r R - Gatewa Tr L - Highlands Tr z R • Trail Demontreville Tr - - - - - - - - - - - - - - - - - - - g5 - - n 36 L , Jamaca Ave m 5Slh Jim 47th St 3 m 3 95 TY o n `45th St a 401t Le ' ° 3 4 40th St 9 p1 9 a 4th St D 5 i5 Stlilwate Blvd o D n m I m z