10.a Staff report-Taco Daze Special Event Permit
Staff Report
Date of Meeting: July 20, 2021
To: City Council
From: Brenda Eklund, City Clerk
Re: Scandia-Marine Lions Special Event Permit for Taco Daze
Background:
Taco Daze will be held on Saturday, September 11, 2021. The Scandia-Marine Lions Club has
applied for a Special Event Permit for this community celebration under the provisions of the City’s
Code of Ordinances, Section 93.2.
Issue:
Should the Council approve a Special Event Permit for the Scandia-Marine Lions Club Taco Daze
activities on September 11, 2021?
Proposal Details:
The Lions permit covers the parade, the activities occurring on the Community Center grounds, and
the Gammelgarden “Running of the Meatballs” being held before the start of the parade. The
Gammelgarden Museum will apply for a gambling permit for this activity. The Boy Scouts are
responsible for taco sales inside the Community Center. The event application describes the planned
activities. Events at the Community Center begin at 8:00am and end at 6:00pm. Outdoor music will
be provided by DJ Dan Swanson, scheduled to play from 11:00 to 3:00pm. The Lions Club has
contacted local establishments which hold on-sale liquor licenses to operate a beer garden within an
enclosed area south of the old maintenance garage. When the business operator is determined, they
will need to apply for a Temporary Off-Premises Liquor License. The Lions will provide outdoor
food sales and will need to obtain a permit from the County Health Department. An antique car and
tractor show will again be held in the parking lot, so parking here will be restricted, although there
will be reserved space for emergency vehicles. Shuttle rides from remote parking locations will be
offered. The Lions will need to obtain a permit from Washington County for the parade along
Oakhill Road. The required certificate of insurance, naming the City of Scandia as an additional
insured, needs to be submitted before the event.
Fiscal Impact:
The Lions Club is requesting that the City cover the costs of public safety (off-duty deputies and
vehicle), trash and portable toilets. In 2019, the Council voted to reimburse the Lions Club $1,500
for these costs, which actually had final costs of $2,103.70 – see attachment to this staff report.
Staff is recommending that funds are sufficient in the Parks budget to cover reimbursement costs
this year up to $2,500.
Options:
Two actions should be taken on this request – an action for the Special Event Permit, and
an action on the Lions Club request to reimburse a portion of their costs.
SPECIAL EVENT PERMIT
1) Approve the Special Event Permit for the Scandia-Marine Lions Club for September 11,
2021 during Taco Daze with the following conditions:
• The event shall be held as described in the application received on July 15, 2021
except as required by the conditions of approval.
• A parade route permit shall be obtained from the Washington County Public Works
Department and all conditions shall be complied with, including the hiring of off-
duty officers for traffic control and posting of signs as recommended by the Sheriff’s
Department.
• Parade participants shall not use water cannons or similar devices on their floats, or
throw items from floats that could endanger the safety of parade watchers.
• Both sides of 209th Street between Oakhill Rd. and Olinda Trail shall be posted “no
parking.”
• Parking in the west bay of the Community Center parking lot may be restricted to
the antique car show, official vehicles and handicapped parking. Access and
circulation for emergency vehicles to and through the parking lot shall be maintained
at all times.
• The location of any tents, stakes, signs etc. shall be approved in advance by the
Public Works Director. Event organizers shall request any utility locates that may be
required.
• Any signs or banners shall comply with the Scandia Development Code.
• Any vendors shall possess a sales and use tax permit if required by Minnesota law.
• There shall be no animal rides provided by any vendor on the Community Center
grounds.
• A Certificate of Insurance naming the City of Scandia as an additional insured needs
to be submitted before the event.
2) Amend conditions listed above and then approve.
3) Do not approve the request for a Special Event Permit.
REQUEST TO REIMBURSE EXPENSES
1) Reimburse the Lions Club for Taco Daze expenses for public safety, trash and portable
toilets up to $2,500.
2) Reimburse the Lions Club for Taco Daze expenses for public safety, trash and portable
toilets in a different amount.
3) Do not reimburse the Lions Club for Taco Daze expenses.
I
August?,2019
The City Council conducted a Work Session on the above date beginning at 6:30 p.m.
The following were present: Council members Chris Tess,Jerry Cusick, Steve Kronmiller,Patti
Ray and Mayor Christine Maefsky.
Staff inembers: Fire Chief Mike Hinz,Public Works irector Adam Hawkinson,and Deputy
Clerk Brenda Eklund
APPROVAL OF THE AGENDA
Mayor Maefsky announced an addition of Agenda#a.)Appointment of Zoning Administrator,
and to move Agenda#14)Discussion of Taco Daze expenses to Agenda#2b.
Monon by Ness,seconded by Ray,to approve the i genda as amended.Vote 5-0. Motion
carried.
APPOINTMENT OF AN INTERIM ZONING AI MINISTRATOR
Mayor Maefsky explained that the City Attorney rec mmends the appointment of an Interim
Zoning Administrator in the absence of a City Admiriistrator.
Motion by Maefsky,seconded by Ness,to appoint'Deputy G7erk Brenda Eklund as the
Limited Interim Zoning Administr tor,with the power and duty to enforce the
Development Code pursuant to its Chapter 1,Section 2.1 and Section 3.2(7-9). Unless
sooner terminated by the City Council,the term o the Limited Interim Zoning
Administrator shall terminate automatically,w ttl out fnrther action by the City Counc il,
on the earlier of the date that a new City Administrator begins work for the City or
December 31,2019. The motion carried 5-0.
DISCUSSION ON TACO DAZE EXPENSES
Scandia-Marine Lions Club President Mike White and Lions member Judy Rydeen requested
assistance with funding the costs of trash,port-a-potbies and police deputies for this year's Taco
Daze community event being held on September 7'. Based on last year's expenses for these
services,White asked for up to$1,500 of assistance. White listed the many contributions the
Lions have made to the city's facilities and parks.
Staff identified available funds in the Parks budget. Council member Ray said the Lions Club
does many good things for Scandia and this is a smal'l request to show the City's appreciation.
Motion by Ray,seconded by Kronmiller,to approve the request to reimbarse the Lions
Club for trash,portable toilets and the cost of twd off-duty deputies for Taco Daze up to
1,500. The motion carried 5-0.
DISCUSSION ON SCANDIA FIRE RELIEF AS OCIATION REOUEST FOR COST
ANALYSIS
Fire Chief Mike Hinz reported that the volunteer firefighter pension,administered by PERA,has
a surplus. The state has recommended a review of the current$2,800/year of service benefit
level. A cost analysis of$3,300, $3,400 and$3,500 benefit levels could be conducted at no cost.
y
Scandia Marine Lions Club
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Po Box sss RECEIVE
Scandia, MN 55073
I D C 5 Z y
cirr or- scalloir
Tuesday, December 03,2019 i,
City of Scandia l
14727 209th St.N.
Scandia, MN 55073
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RE:Taco Daze Invoice I
Washington County Sheriff Q
Matt Wieland 350.00 J
Joe Stoehr 200.00j
Squad Car Fee 220.00I
AirFresh Industries, Inc.1,333JOI
Balance Due 2,103.70
I
DEC 1 $2019
c,n ia