6.c) Staff Report-Pack 173 Ice Fishing Contest-Special Event Permit Application
STAFF REPORT
Date of Meeting: December 7, 2015
To: Parks and Recreation Committee
From: Judi Negus, Office Assistant
Re: Pack 173 Ice Fishing Contest-Special Event Permit Application
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;
l) Noise levels;
m) Alcohol consumption;
n) Notification of residents or businesses;
o) Any other conditions which the Council deems necessary.
The Parks and Recreation Committee established a deadline of October 23, 2015 for submission
of Special Event Permit Applications to be considered for approval as a promoted Vinterfest
event at the November 2, 2015 Parks and Recreation Committee meeting. On November 17,
2015, Lisa Pothen submitted a Special Event Permit Application for a Pack 173 Ice Fishing
Contest. Event organizers were given multiple reminders of deadline s to be met for
consideration as a promoted Vinterfest event .
Issues:
Should the Parks and Recreation Committee recommend including Pack 173 Ice Fishing Contest
in our promotional materials as a Vinterfest 2016 event?
Proposal Details:
The permit application shows the ice fishing contest to be held on Goose Lake on Saturday,
January 30, 2016 from 1 p.m. to 4 p.m. The set-up start time is noon and the dismantle time is
5 p.m. There is a $10 registration fee per fishing child with funds going to Pack 173.
(Staff will remind the Committee that last year the snow sculpture contest was not well
attended due to the ice fishing contest being held during the same time. The Committee agreed
to hold the snow sculpture contest from 1 p.m. to 3 p.m. for Vinterfest 2016 on January 30,
2016.)
Fiscal Impact:
N/A
Options:
1. Recommend Pack 173 Ice Fishing Contest is included as a promoted Vinterfest 2016
event to be held from 1 p.m. to 4 p.m. on Saturday, January 30, 2016.
2. Recommend Pack 173 Ice Fishing Contest is included as a promoted Vinterfest 2016
event to be held at a different time.
3. Do not recommend Pack 173 Ice Fishing Contest to be included as a promoted
Vinterfest 2016 event.
Recommendation:
Committee members should discuss the late submission of the permit application and
determine whether or not to promote the contest in our Vinterfest promotional materials and
media plans. Committee members should also consider the time conflict with other already
approved Vinterfest events.