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10.a Special Event Permit for The Minnesotan Cup Hockey Tournament Staff Report Date of Meeting: October 19, 2021 To: City Council From: Brenda Eklund, City Clerk Re: Special Event Permit Application, Minnesotan Cup Adult Hockey Tournament Background: Corey Roberts of The Minnesotan retail store has organized an adult hockey tournament during the annual Vinterfest community celebration since 2013. The tournament was not held in 2021 due to Covid-19 restrictions. Proceeds in the amount of $1,000 from the first annual Scanley Cup adult hockey tournament, proceeds in the amount of $500 from the second annual tournament, proceeds in the amount of $750 from the third annual tournament. Proceeds in the amount of $500 from the fifth annual hockey tournament and proceeds in the amount of $500 were donated to the City and placed in a fund restricting use to ice rink improvements. (There were no proceeds from the fourth annual tournament.) Although the tournament is held during the City Vinterfest event, it is not sponsored by the City but rather by The Minnesotan. Therefore, a Special Event Permit Application is required. This year’s tournament will coincide with Vinterest on January 28 and 29, 2022. 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. Issue: Should a Special Event Permit be approved for The Minnesotan Cup (formerly known as the Scanley Cup) adult hockey tournament scheduled for January 28 and 29, 2022? Proposal Details: Included with this report is a Special Event Permit Application from Corey Roberts for the hockey tournament. Mr. Roberts will be present at the meeting to answer any questions. The event organizer plans to include a full-time DJ and announcer during the hours of 5pm-11pm on Friday, and 8am-11:30pm on Saturday. As well, a fireworks display is planned for the night of Saturday, January 29, 2022. A separate fireworks permit will need to be approved by the Fire Chief. A site plan includes a hospitality tent on the east side of the ice rink. Meister’s Bar and Grill is considering providing alcoholic beverages and selling food including burgers, brats, hot dogs and cheese curds from this tent. Meister’s will need to be approved for a Temporary Off-Premises Permit for the Sale of Alcohol. As with past years, it is recommended two portable toilets be provided (standard and ADA accessible). The City is currently providing a pair of portable toilets for public use in the Community Center parking lot, adjacent to the Warming House. If for any reason the City no longer provides the portable toilets at the time of the event, the organizer will need to have a pair provided for the tournament. First aid kits are available in the Warming House and Community Center. Event organizers and City volunteers for Vinterfest 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 empty them into the large dumpster behind the Community Center as needed. Participants will be required to sign a waiver releasing the City and the organizers from any liability. In the event the county or state health departments issue restrictions or advisories due to Covid-19, the City will require the organizer to adhere to the health guidelines. Fiscal Impact: A portion of the proceeds may be donated to the City to be used to ward maintenance of the Wojtowicz Skate Park. Options: 1) Approve the Special Event Permit with the following conditions: • The event shall be held as described in the application received on October 7, 2021 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 a liability waiver prior to participating in the event. • Any vendors present on the site shall possess a sales and use tax permit if required by Minnesota law. • A separate Fireworks Permit will need to be approved by the Fire Chief. • Meister’s Bar and Grill must provide a license from the Washington County Department of Health and Environment if food is to be served , and be approved for a Temporary Off- Premises Permit for the Sale of Alcohol. • A completed Certificate of Insurance naming the City of Scandia as an additional insured must be submitted prior to the event. • In the event the county or state health departments issue restrictions or advisories due to Covid-19, the City will require the organizer to adhere to the health guidelines. 2) Approve the Special Event Permit with additional or amended conditions. 3) Do not approve the Special Event Permit. Recommendation: Option 1.