5.e) Staff Report-Special Event Permit for Marine on St. Croix 4th of July Race � t1 � �
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SCANDIA
Staff Report
Date of Meeting: June 18, 2013
To: City Council
From: Kristina Handt, City Administrator
Re: Special Event Permit for Marine on St. Goix 4t" of July Race
Agenda Item#: S.e)
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;
fl 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 Marine on St. Croix 4th of July Race
on July 4, 2013?
Proposal Details:
Bill Simpson has submitted an application for a special event permit on behalf of the Marine
Restoration Society. The race has been held each year on the holiday. It begins at the Lion's
Shelter at Hay Lake and ends at the Marine School.
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 June 4, 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.
RECEIVED �
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UN -4 2013 � �� �� �-'
� S�A.NDIA
CITY OF SCANDIA
14727 209'hStreet North
Scandia,Minnesota 55073
(651)433-2274 www.ci.scandia.mn.us
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 Ciry Council consideration of the request.
1. Name, purpose and description of event:
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Location address: � '
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Date(s): �
Event starting Time: q Event ending time: �; �Q fj�yj
Set-up start date and time: �� �
Dismantle by-date and time: q; yT A/�
Anticipated number of participants and/or spectators: `��'��
If there is a fee or donation required as a condition of � �
attendance,please describe:
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) �'� /,r,�'e. '�� ������� consumption) �p
_ ticketing/registration/entry locations _ alcoholic beverage concession area un
_ entertainment or stage locations other concession areas �n
J� portable toilet facilities�'�SM+��e�9 �y m��nc _ size and location of any tents or structures ��p
fencing locations _ trash/recycling receptacle area J�'lc:y�nr �7+�flt�fcrQ�'
� parking areas for participants/s�ec .tator� ^ fireworks or pyrotechnics site �,
sign locations `���'�, �' _ first aid facilities rn�y�nL ��,� �*��,�4��
,� speaker{sound amplification) locations � _ other as may be applicable ���
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Crty o,�candra, Special Event Permit Application, Page 1 of 7
3. Applicant information:
Name: Title: ��4,�.a, � ��q��
Address: �V �� �p!'�Y�G,
Phone: �/�3� �t►' rs � Cell:
E-Mail: �i Irl��S�ra�J c� ('� Z • ih�
Affiliation/organization: _��,y j►�� �r'S�oi�cv���r+ J��i f'�_TY
Are you an authorized applicant for this organization? Yes� No
Will tlus 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 da.y 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 Permit 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 azea.
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8. Security/crowd management:
Describe yo proposed procedures and st�ng 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 rnade for clean-up of the site and surroun ing ea after the event?
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Name of trash/ ecycling hauler: �
10. Lighting:
Describe any temporary or permanent lighting that will be added for the event.
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City ofScandia, Specia!Event Permit Applicatron, Page 3 of 7
11. Temporary structures or construction.
Describe any tents, canopies, encloswes, 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.
City of Scandia,Specia!Event Permit Application,Page 4 of 7
15. Food and beverages:
Will alcoholic beverages be served? Yes No�i
If yes, describe the iype 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 azea,including fuel
source to be used:
Has a license been obtained from the Washington County
Department of Health and Environment? (please attach) Yes 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.
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17. Gambling:
Will there be any gambling(rai�les,pull-tabs,bingo, etc.) at the
event? Yes No�
If yes,a lawful gambling pernut will be required as provided by state law and Scand�a Ordinance No.
100. Describe the gambling activity and the status of the gambling pernvt.
18. orkers compensation compliance:
In cordance with Minnesota Statutes all applicants for license and permits to operate a business in
innesota must submit acceptable evidence of compliance with workers' compensation insurance
requirements. le e co lete t e cert' icate of compliance and ac to this applic 'on.
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A j��� City of Sc dia,Special Event Permtt Application,Page S 7 ��'���� i
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19. Indemn�cation:
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 appl�cation.
20. Insurance
As a condition of the granting of a permit for a special event conducted on public properiy 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 certfcate of insurance to this application.
THE MINNESOTA DATA PRACTICES ACT requires that we inform you of your rights about the private
data we are reguesting 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 City of Scandia. Providing the data may disclose
infornration 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 alternative address and telephone number. Please sign below to indicate ihat you have read this notice:
Signature: ' Date:
1 request that my residence address and teleph ne 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: �
City of Scandia, Special Event Permit Application,Page 6 of 7
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