06.d Bridge the Valley Special Event Permit
Staff Report
Date of Meeting: June 20, 2023
To: City Council
From: Brenda Eklund, City Clerk
Re: Special Event Permit for Bridge the Valley Bicycle Rally
Background:
The City’s Code of Ordinances, Chapter 93.22 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…” This includes races or bicycle events occurring on city streets. 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 Bridge the Valley Bike Rally
scheduled for August 13, 2023?
Proposal Details:
The Stillwater Sunrise Rotary Club is sponsoring a Bridge the Valley Bike Rally on Sunday, August
13, 2023, officially called the “St. Croix Gravel Challenge (75 mi.)”. The ride will start and finish
in downtown Stillwater, and goes north along the St. Croix River. The route is designed to
incorporate a number of gravel roads throughout its path. The route will enter Scandia on
Parade Avenue to Old Marine Trail, north to Oxboro Avenue to Oakhill Road, turn on 209th
Street to utilize the bicycle rest stop at the Warming House, and continue traveling north on
Olinda Trail to east on 240th Street (the County line), heading north along Quinlan Avenue (a
gravel road outside Scandia limits). The organizer estimates that riders will be traveling through
Scandia between 8:00am to 10:00am. This is the third year of the event, and the organizer is
estimating 700 registered riders. The Scandia route is one of six routes, and they expect from
50 to 60 riders to travel this selected route. 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 paid the $25 permit fee and furnished a certificate of insurance for the
Stillwater Sunrise Rotary chapter for this event. 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 May 22, 2023
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.
• The 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 an d against all loss caused in
any way be reason of the failure of the event promoter to fully perform all
obligations under the City’s Code of Ordinances, Chapter 93.2.
2) Do not approve the Special Event Permit
Recommendation:
Option 1.