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9.c) Staff Report-Special Event Permit for Sand Lake Trail Ride � 1 (� �� �; � � f� �� +�. ''�. .-' SCANDIA Staff Report Date of Meeting: May 21, 2013 To: City Council From: Kristina Handt, City Administrator Re: Special Event Permit for Sand Lake Trail Ride Agenda Item #: 9.c) 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; � 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; 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 Sand Lake Bike Ride on June 1, 2013? Proposal Details: This is the first year for this event. With the completion of the installation of the bike route signs this past fall, the Friends of Scandia Parks and Trails, along with the Scandia-Marine Lions, would like to hold a kickoff event to bring awareness to the route. They are proposing an inaugural bike ride on Saturday, June 1, 2013 at l0am. The ride would start and end at the Lion's Shelter at Hay Lake. The route heads east out of the shelter along Old Marine Trail, north on Oxboro, east on Oakhill, past the community center, south on Olinda, west on 205thsouth on Maybeny and the east on 195�h back to the shelter. The organizer has signed the required release and indemnification agreement and furnished a certificate of insurance naming the city as an additional insured. 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 May8, 2013 as provided by the conditions of approval. • 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. PAID r � _�� "��° MAY - 8 ZU13 . `? . .. - � • �' ' • �� SCrllr �lA. C��y OF SCANDIA 14727 209`�'Street North Scandia,Minnesota 55073 (651)433-2274 wwiv.ci.scandia.mn.trs 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 ofthe 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: . T � �-- - Location address: � � � - � Date(s): _ �O�l I�3 C�3-� � Event starting Time: f(��� Event ending time: � Set-up start date and time: _ _�� 1 ('�� I Dismantle by-da.te and time: �p� �o � Anticipated number of participants and/or spectators: ��` l�p 3�-� If there is a fee or donation required as a condition of attendance,please describe: �,'p-'Q�� c�c�,w,� a<aN� ���� 2. ach sketch ar site pl�n s owing the iocation of the following as applicable: route(beginning/end,direction of travel, _ food concession areas cooki , erving, traffic control points) consumption) — ticketing/registxation/entry locations _ alcoholic bevera e concess�on area _ entertainment or stage locations _ other concession areas _ portable toilet facilities _ size and location of any tents or stru tures � fencing locations _ trash/recycling receptacle area -- 5��,� _ parking areas for participants/spectators _ fireworks or pyrotechnics site--yc.pteQ, _ sign locations —�i�h�� first aid facilities � �i _ speaker(sound amplificati ) cations _ other as may be applicable - �� City of Scandia,Special Event Permit Application,Page 1 of 7 3. Applicant information: �� � �d Name: Title: , Address: Z s S�d � (o S' I - ZZZ• hz3c( Phone: • Cell: E-Mail: ��� ' � , Affiliation/organization: � t,(;�,� '�'" 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. YuSv�-e� 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. � r City of Scandia,Special Event Permit Application,Page 2 of 7 6. Parking and traffic control: Describe the location and number of pazking spaces available. Describe arrangements that have been made for traffic control. � 7.Emergency/medicai services: Describe measures that will be taken to ensure emergency vehicle access(police, fire, ambulance)to the event area. , ' . . 8. Security!crowd management: Describe your proposed procedures and staffing for the event operations and crowd control. 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? d— Name of trash/recycling hauler: 10. Lighting: Describe any temporary or permanent lighting that will be added for the event. City of Scandia,Special Event Permit App[ication,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. �•rn.� o 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. � -�" 13. Noise: Describe expected type,dura.tion and timing of any noise sources. Describe measures to be taken to ensure compliance with city noise ordinance(Ordinance No. 65.) ��(YT,,,� �-- 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. 1/t-(Iu� City of Scandia,Special Event Permir Applicatiorr,Page 4 of 7 15.Food and beverages: Will alcoholic beverages be served? Yes No ✓ 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: _ ' � • Has a license been obtained ftom the Washington County Department of Health and Environment? (please attach) �Q �es No 16. Other concessions: Describe what vendors or concessionaires you will allow at the event, and how you intend to regulate and monitor their activities. 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 pmvided 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 complete the cert�ficate of compliance and attach to this application. City of Scc�ndia,Special Event Permit Application,Page S of � 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 attach the certifrcate of insurance to ihis application. THE MINNESOTA DATA PRACTICE'S ACT requfres 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 determine your eligibility for a permit from the Ciry of Scandia. Providing the data may disclpse 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 request this information to be private and provide an atternative address and telephone number.Please sign below to indicate that you have read this notice: Signature: Date: $�7 J� ? -�J . 1 request 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. 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