9.a) Staff Report-Special Event Permit for MN Ironman Bicycle Ride �'. �
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SCANDIA
Staff Renort
Date of Meeting: March 19, 2013
To: City Council
From: Kristina Handt, City Administrator
Re: Special Event Permit for MN Ironman Bicycle Ride
Agenda Item#: 9.a)
Background:
The Minnesota Ironman Bicycle Ride(MIBR)has been managed since '67 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
47th annual ride. For the previous ten years the ride was held in the Lakeville area and in Buffalo
and Minneapolis prior to that. This will be the first 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, Apri128, 2013.
City Ordinance No. 119 requires a Special Event Permit for any"outdoor gathering of at least 100
individuals whether on public or private properry, 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;
fl Clean-up of premises and surrounding arealtrash 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
28, 2013?
Proposal Details:
Jon Ridge and RJ Watson will be at the meeting to tell you about their event and answer any
questions. The ride begins at the fairgrounds in Lake Elmo at 6:30am on April 28`h. Registration
will close at 9:30am. The loop through Scandia is for folks wishing to ride 50, 75, or 100 miles.
The organizers estimate this will bring roughly 2,000 people to Scandia. 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 8am and should be finished by noon.
Volunteers willing to help with the rest stop will be needed from 7am to lpm on Apri12g`h
The route through Scandia goes north on Manning Ave, east on TH 97, southeast on Oakhill to
Olinda to 209ih St to the Community Center. After the rest stop, riders will go out on 209`h to
Oakhill to 199th St and then head south on TH 95.
The organizer has signed the required release and indemnification ageement. 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 1 S' and will have the new certificate to us by April 12, 2013.
Fiscal Impact:
None
Options:
1) Approve the Special Event Permit with the following conditions:
• The event shall be held as described in the application received on February 13,
2013 as provided by the conditions of approval.
• The route and traffic control shall be approved by the Washington County
Sheriffls Department and a permit issued by the Washington County Public
Works Department.
• At least five 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, 2013.
2) Do not approve the Special Event Permit
Recommendation:
Option 1.
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14727 209`"Street North
Scandia,Minnesota 55073
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Special Event Permit Application
INSTRUCTIONS: Fill out this form completely,sign it and include all required attachments. If additional space is
needed,attach additional sheets. Submit to the City of Scandia at least 30 days prior to the date of the event with the$25.00
permit fee. You will be notified at the time of application of the date for City Council consideration of the request.
1. Name,purpose and description of event:
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Location address: �,�,�'�,S�y���� �f�(�d�C�"` �,�(.�k��S ��,���I ��.
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Date(s): ��(L. �C� � d�
Event starting Time: ����"�.�� Event ending time: ���� �/�'�
Set-up start date and time: ��' L �"� ��0� � �.C1��
Dismantle by-date and time: ��c°L �;�, � � � "� �• �� ��
Anticipated number of participants and/or spectators: G'f-`j��
If there is a fee or donation required as a condition of
attendance, please describe: `��=r„r" `�Q�,�%1J�7�i�����.,��,��`�/���'
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,
traffic control points) consumption)
_ ticketing/registration/entry locations _ alcoholic beverage concession area
_ entertainment or stage locations _ other 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
Ciry of Scandia, Special Event Permit Application,Page 1 of 7
3. Applicant information:
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Name: %D� �(/(.,[,I V�-,� Title: �Y� ,,,f�/,�f�'-T��
Address: � ZZ ,S�ZB� !%7�°C ,57-���. /Y�/� ��/G�'
Phone: (��1- 7�`J-��,�'�'�oF{�c c� Cell: �S�c�Z-Z-3.3 -` 4-D 2-Z
E-Mail: ��'Yl,S!J L�I✓,As��--�� - E1�E�i-S. �JV�
Affiliation/organization:
Are you an authorized applicant for this organization? Yes �✓ 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 who will be the
responsible party on the day of this event
Name: Title:
Address:
Phone: Cell:
E-Mail:
4. Entertainment:
Describe entertainment plans. If there will be music, sound amplification or any other noise impact,
please describe including the intended hours.
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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.
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City of Scandia, Special Event Pernzit Application,Page 2 of 7
6. Parking and traffic control:
Describe the location and number of parking spaces available. Describe arrangements that have been
made for traffic control.
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7. Emergency/ medical services:
Describe measures that will be taken to ensure emergency vehicle access (police, fire, ambulance)to
the event area.
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8. Security/crowd management:
Describe your proposed procedures and staffing for the event operations and crowd control.
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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?
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Name of trash/recycling hauler:
10. Lighting:
Describe any temporary or permanent lighting that will be added for the event.
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City of Scandia, Special Event Pe��mit Application,Page 3 of 7
11. Temporary structures or construction.
Describe any tents, canopies, enclosures, stages,platforms, scaffolding, risers,bleachers, fences, and
any 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.
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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.
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13. Noise:
Describe expected type, duration and timing of any noise sources. Describe measures to be taken to
ensure compliance with city noise ordinance (Ordinance No. 65.)
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14. Fireworks or pyrotechnics:
Will any fireworks or pyrotechnics be used at the event? Yes No�
If yes, describe in detail. Fire Department approval will be required.
Ciry oJScandia, Special Event Pern�it Application,Page 4 of 7
15. Food and beverages:
Will alcoholic beverages be served? Yes No t/
If yes, describe the type of beverages and the status of the liquor license:
Will food and/or non-alcoholic beverages be served? Yes � No
If yes, describe what will be served and any plans for cooking food in the event area, including fuel
source to be used:
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Has a license been obtained from the Washington County i
Department of Health and Environment? (please attach) Yes No �+���,t),,;l
16. Other concessions:
Describe what vendors or concessionaires you will allow at the event, and how you intend to regulate
and monitor their activities.
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17. Gambling:
Will there be any gambling(raffles, pull-tabs, bingo, etc.) at the /
event? Yes No �/
If yes, a lawful gambling permit will be required as provided by state law and Scandia Ordinance 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 with workers' compensation insurance
requirements. Please coniplete tl:e certificate of conzpliance and attach to this application.
Ciry of Scandia, Special Ever�t Permit Application,Page S of 7
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 attorney's 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 City 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 anach the certificate of insurance to this application.
THE MINNESOTA DATA PRACTICES ACT reguires that we inform you of your rights about the private
data we are requesting on this form. Private data is available to you, but not to the public. We are requesting
this data to deternzine your eligibility for a permzt from the Ci.ry of Scandia. Providing the data may disclose
information that could cause your application to be denied. You are not legally required to provide the data;
however, refusing to supply the data may cause your permit to not be processed. Your residence address and
telephone number will be considered public data unless you reguest this information to be private and provide
an alternative address and telephone number. Please sign below to indicate that you have read this notice:
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Signature: � ,�,� Date:
I reguest that my residence address and telephone number be considered private data.
My alternative address and telephone number are as follows:
Address: Telephone:
Acknowledgement/Signature:
I hereby acknowledge receipt of a copy of this application form and Ordinance No. 119,Establishing Rules and
Regulations for Special Events, and agree to abide by the ordinance and any other conditions that the City of
Scandia may place upon issuance of this permit.
_.. __ , �..
Signature: �`� - � � ��� Date:
Ciry of Scandia,Special Event Permit Application,Page 6 of 7
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