ITEM 3.8 Special Event Permit 5KTy Otsego
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Parks and Recreation
Parks and Recreation Director Demant
February 24, 2020
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
City Administrator/ Finance Director Flaherty
City Planner Licht
3.8
STRATEGIC VISION
MEETS:
I THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
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.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council approve a special event permit.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
CAER Food Shelf has submitted a special event application to host a 5k walk/run. They have designated
Boondox as the location for the start and finish line. The proposed race is to take place on March 21, 2020
from approximately 8:30AM to 11:00AM and will traverse through the Mississippi Shores neighborhood. A
map of the route is included with the application. Organizers are estimating about 200 participants.
City staff have reviewed the route and logistics with the event organizers. A Wright County special event
application was also completed and approved by organizers. Both City Staff and the Wright County
Sheriff's Department, agree there is no need to divert traffic during the event. Participants will be
informed to stay on the right shoulder of the road and to obey all traffic laws. Also, organizers are planning
to have temporary signage marking the route and volunteers helping to direct participants.
Consistent with past similar events, City staff is recommending the City Council waive the notice
requirements of City Code 4-2-7 as full access to all streets will remain open throughout the event.
SUPPORTING DOCUMENTS ATTACHED:
• Special Event Application — City
• Approved Special Event Application — Wright County
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THEM I NUTES:
Motion to approve a special event permit to CAER Food Shelf for a March 21, 2020 5k walk/run and to
waive the notice requirements of City Code 4-2-7.
BUDGET INFORMATION
FUNDING: BUDGETED:
N/A N/A
0
0
MINtiEGg 9
Date Filled:_
Date Complete:
Received By: T
SPECIAL EVENT APPLICATION
Instructions., Written application for special event permits must be made at least thirty (30) days in
advance of the event's proposed date. This application period shall not begin to run until a complete
application has been filed with the City. A fee, in the amount set by the City's fee schedule, shall be
paid to the City along with the completed application form. Failure to provide a complete application or
to pay the fee, as herein required, is sufficient reason to deny the special event permit.
Property Information
Property Identification Number (PID
Street Address: c w o(� nt"
Applicant Information
Name: Business Name: A02 -�I
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Address: ! �U f �k 1. A IeQL41
City: (�,1 {( V e fState: V)K) Zip Code, St)
Telephone: `t f=°3 ` WTI tG-- Fax: Ll i- t�511 e-mail: ) 1
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Property Owner Information (If other than applicant):
Name: r Business Name: ' ti
Address:0�;1li)1
City: { )4,:-,e Gt `, State: MN Zip Code 5 2
Telephone: ht �010 Fax: e-mail:
Description of Event; On separate pages, please respond to the items below to describe the event in
reference to Section 7-5-5 of the City Code:
A. Details regarding the location of the event including a site plan.
B. Identify the days and hours during which the event may be held.
Page 1 of 3
C. Detail provisions made for availability of potable water and restroom facilities and trash
containers.
D. Describe measures to be taken for security and crowd management including use of barricades
and/of fencing.
F. Identify available off-street parking and describe traffic control measures.
G. Verify that the following emergency services have been notified of the special event:
a. Wright County Sheriff (a separate special event application required).
b. Fire Department.
C. Ambulance.
H. State whether alcohol is to be served or sold at the event, provide documentation of required
licenses and describe measures to ensure no sale or consumption occurs by people under 21
years of age.
1. Provide documentation of adequate insurance, including liability and/or Dram insurance as may
be applicable.
J. Identify use of any signs, banners or other advertising or promotional materials.
K. Identify use of any additional or temporary outdoor lighting sources.
L. Identify any sources of outdoor noise and use of equipment to amplify sound.
M. Describe any temporary construction including but not limited to stages, shelters, fences, stairs,
ramps or other structures.
N. Provide a plan for post event clean-up of the site and surrounding area, removal of advertising
or promotional materials and trash disposal.
0. Submit documentation of adequate insurance, including liability and/or Dram insurance as may
be applicable.
P. The City Council and/or City staff may request any additional information deemed necessary to
consider the special event permit application.
Signature of Applicant and Property Owner:
I, the undersigned, hereby apply for the considerations described above and declare that the information
and materials submitted in support of this application are in compliance with adopted City policy and
ordinance requirements and are complete to the best of my knowledge. I understand that this
application will be processed in accordance with established City review procedures at such time as it is
determined to be complete
A pplicant: l _ Date:
Page 2 of 3
Property Owner: Date:
Page 3 of 3
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BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER,
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the pollcy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
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PRODUCER CONTACT
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SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
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THE EXPIRATION DATE THEREOF,Otsego
13400 90th St. NE
Otsego, MN 55330
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03) O 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
City of Otsego Special Event Application
A. Boondox Event Center and parking lot.
B. Saturday, March 215t. Registration at 8:30 a.m., race at 9:00 a.m.
C. Boondox has restroom facilities available for attendees.
D. N/A
E. N/A
F. Boondox restaurant parking lot. Overflow parking will be available at Otsego Dental and
Rockwoods banquet center.
G. Wright County application has been submitted.
H. Boondox will be selling alcohol from their restaurant and bar.
I. See attached
J. N/A
K. N/A
L. We will use a megaphone for announcements
M. N/A
N. Additional trash cans will be used in the parking lot and and along the route at set water
stations.
0. See I.
J� 'ry p4
by
Wright Count(111bway Dept. SPXCUL EVENT PERMT NO. I ` :ar p0. 03
PUM Worb Band
M" Htuddock Ass, MIL sway 0"t 70-682-7704
Rur the MN. 5913 nx. 763-682-7313
Shcritt DW 763-M-7616
SPECIAL EVENT APPLICATION
Name: 'FA _ `�heji
Address: rJk- l l
City: r [ k Q2 \It y' - ... .
Event Nam: eAFZR-Event Description: rGti
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k_ -- W ark Phone:
tey-ffggo Fax/e-mail:
F,atimated Number of Participants:
Starting Location: r - —eLt
Ending Locatian; r &U
Event. Date: Iyi arc �-EventTime: 1, 36 M.To 12e4a.n?,
Highway Routes Used (Supply heap):. j'ra hw U e
a.
Safety Proved Control (Event Personnel): g1)OWArs 44- j�1 rs-Ect�yn s
I.IeAVPlni,.. r JA kaacA Y11VlhQrS arm d l re G ..
coo ° o
The undersigned applicant hereby agrees to the Shw ff'e & Highways Depertm wo requirements and molds harmless
Wright +County for any acts resulting from theVof his on Wzcm pu*JpuU or any Erna.
Name Signature. `"�' DaW
SHERI" DEPARTMOU
Number of Sheriffs Officers Required: X $ 60.0m• $ $
Total — $
Sheriff Dept, Comments/Requests: �` > f ! . 44, , 7x 4 F(-/ C
Lei,.
Authorized Sheriff's Dept. Signature:
Date -?` le L V
-- ffiGH.WAY DEPARTMENT
Highway Dept, Comments/Requirements:
Authorized Highway Dept. Signature. Date