5.g Tour de Hugo Bike Ride Special Event Permit
Staff Report
Date of Meeting: June 21, 2016
To: City Council
From: Brenda Eklund, Deputy Clerk
Re: Special Event Permit for Tour de Hugo Community Bike Ride
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.
Issue:
Should the Council approve a Special Event Permit for the Tour de Hugo Community Bike Ride
on September 24, 2016?
Proposal Details:
The City of Hugo Parks Department is sponsoring the 6th Annual Tour de Hugo Community
Bike Ride on September 24, 2016. The ride will start and finish at Hugo City Hall. New this
year is a 70-mile route that will travel around Big Marine Lake by heading north on Manning
Trail, then east on Mayberry Trail to 195th Street, then south on Olinda Trail on a route that will
return back to Hugo. All participants will be required to sign a waiver and wear helmets while
riding. Washington County Public Works is reviewing an access permit for travel along the
County roads. A map of the route is included with the application.
The organizer has furnished a certificate of insurance naming the city as an additional insured,
although the required release and indemnification agreement has not yet been submitted pending
legal review by the Hugo City Attorney. A copy of the Special Event Permit application is
included in your packet.
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 June 14, 2016
as provided by the conditions of approval.
The Release and Indemnification Agreement must be submitted to the City prior
to the event.
As required, 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.
2) Do not approve the Special Event Permit
Recommendation:
Option 1.