ITEM 3.9 Special Event Permit- RockwoodsI.
0tCITY F o
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Planning
City Planner Licht
10 June 2019
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
City Administrator/Finance Director Flaherty
3.9
STRATEGIC VISION
MEETS:
THE CITY OF OTSEGO:
X
Is a strong organization that is committed to leading the community through innovative
communication.
IS A PUBLIC HEARING REQUIRED?
Has proactively expanded infrastructure to responsibly provide core services.
No
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
X
Is a social community with diverse housing, service options, and employment opportunities.
The event is planned to be significantly smaller than the summer concerts held at this location in prior
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends approval of a special event permit for an outdoor concert at Rockwoods on 28 June
2019.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/J USTIFICATION:
Rockwoods Bar and Grille is planning to hold an outdoor music event in their parking lot south of the
building on Friday, 28 June 2019.
The event is planned to be significantly smaller than the summer concerts held at this location in prior
years. Gates for the event are to open at 6:00 PM with no end time listed. City staff recommends that the
music cease by 12:OOAM. Alcohol will be sold from stations within the concert area under a catering
license for Rockwoods.
The organizers have developed a plan with controlled entry to the site and an ID checking and monitoring
plan for the event approved by City staff and the Wright County Sheriff's Office. Rockwoods is
coordinating with WCSO regarding the number and scheduling of off-duty deputies be on site during the
event and have also approved the private security firm that will serve the event. Parking will again be
provided on the Richard Lefebvre property to the north. Additional portable restroom facilities are being
provided. Complete details regarding the event are outlined in the attached narrative.
If the City Council approves the special event permit, the applicant will provide mailed notice of the event
to all properties within 2,500 feet at least 14 days prior to the date of the event. A draft notice is attached
and the mailing list will be provided by City staff. Rockwoods will print/address/stamp the notice and
deliver to City Hall for pickup by the US Postal Service.
I SUPPORTING DOCUMENTS ATTACHED: I
■ Special Event Permit narrative
■ Site Plan
■ Special Event Permit
■ Draft notice
■ Map of Event Notice
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve a Special Event Permit for Rockwoods Bar and Grille for 28 June 2019 subject to the
stipulations listed by the permit as presented.
BUDGET INFORMATION
FUNDING: BUDGETED:
NA
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go
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SPECIAL EVENT PERMIT
APPLICANT: Rockwoods Bar and Grille
APPLICATION: Request for approval of special event permit for an outdoor music event on 28
June 2019.
CITY COUNCIL MEETING: 10 June 2019
FINDINGS: Based upon review of the application and evidence received, the City Council of the
City of Otsego now makes the following findings of fact:
A. Requests for special event permits are subject to the provisions of Title 4, Chapter 2 of the
City Code.
B. The Special Event Permit application dated 5/31/19 submitted by Rockwoods Bar and Grille
is incorporated herein.
C. The Request for Council Action for the City Council meeting on 10 June 2019 prepared by
the City Planner, The Planning Company LLC, is incorporated herein.
DECISION: Based on the foregoing information and applicable ordinances, the application is
hereby APPROVED subject to the following conditions:
The outdoor event hours (not including setup/take down) shall be limited to Friday, 28 June
2019 from 6:OOPM to 12:OOAM.
2. Any modifications to the submitted site plan for activities on and off site that shall be subject
to review and approval of City staff.
3. Written permission from the property owner shall be submitted for all event areas and
overflow off-street parking areas not owned by the organizers.
4. Event security, traffic control and emergency medical service shall be subject to review and
approval of the Wright County Sheriff's Office and City staff: There shall be an ambulance
stationed at the property during the time the event is open to the public.
5. On -sale liquor shall comply with Title 4, Chapter 1 of the City Code and documentation of
appropriate State issued license for alcohol sales shall be submitted to the City Clerk prior to
the event.
6. The organizers shall provide documentation of insurance coverage in amounts as
determined necessary by the City Attorney.
7. All event signs shall comply with Section 37 of the Zoning Ordinance including issuance of a
sign permit.
8. The organizers shall provide notice of the event to all property owners within 2,500 feet of the
property a minimum of 14 days prior to the event; the notice and mailing list shall be subject
to review and approval of City staff.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
Attest:
ADOPTED by the City Council of the City of Otsego this 10th day of June, 2019.
Tami Loff, City Clerk
2
CITY OF OTSEGO
By:
Jessica L. Stockamp, Mayor
Application for outdoor entertainment: Submitted by Peter Peyerl of Rockwoods Grill and Bar LLC
A. Rockwoods Grill and Bar at 9100 Quaday Avenue NE Otsego, MN 55330
a. Property owner— Dave Peterson 1715 Sterling Drive Minnetrista, MN 55364
B. The doors would open at 6:00 with performance staring at 7:OOpm on Friday June 28, 2019.
C. Potable water is available at all sales locations and 20 portable bathroom stalls and washing
stations will be brought in for the event.
D. Please refer to the attached site map for the location of fencing. There will be crowd control
personal hired by Rockwoods as well. We will confer with WCSO to make sure staffing is
adequate.
E. Potable water is available on location at all service areas.
F. Off street parking will be available at LeFebvre property, located just to the Northwest of
Rockwoods.
G. We will contact local agencies of the events including the Wright County Sheriff, Fire
Department and Ambulance.
H. Alcohol will be sold at this event and the city should have all current licenses on file.
I. See attached certificate of liability for the current policies.
J. There will be some outdoor signage for directing people to various locales i.e, bathrooms, food
areas, etc.)
K. Outdoor lighting sources will be provided by the stage and production company to light up the
musicians and performers on the stage.
L. The stage and production company will use sound boards and speakers to amplify the sound
from the stage.
M. Please see the site map for an illustration of structures.
N. Clean up of the site will be performed by Rockwoods staff and contracted agencies that night
and SaturdayJune29th.
I have attached a site map onto this email. Our intention is to have a much smaller footprint than the
past Hairball shows. The capacity will be significantly smaller than those shows as well.
Thank you for your consideration.
Peter Peyerl
Rockwoods Grill and Bar
9100 Quaday Avenue Otsego, MN 55330
763-441-6322
Notice of Special Event
Back in Black
With Guests
The Rolling Stoners
Rockwoods Bar & Grille
9100 Quaday Ave. NE, Otsego
Friday, June 28, 2019
Outdoor Music from 6:00pm-12:00am
The City of Otsego approved a Special Event Permit
that requires we notify all properties within a 2,500 foot
radius of our outdoor music event.
You will be able to hear the event from your property and may
notice an increase in traffic in the area. Short sound checks will
also be completed Friday.
Please call 763-441-6322
or email contact@RockwoodsMN.com
with questions.
Rockwoods SEP 2019 Notice Map
Overview
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