ITEM 3.5 ISD 882 Special EventP
Otkoo
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Planning
City Planner Licht
24 August 2015
PRESENTER(s):
REVIEWED BY:
ITEM #:
Consent Agenda
3.5 — ISD 882 Special Event
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends approval of a special event permit for Monticello Public Schools District 882 to be
held at Riverwood National/Vintage Golf.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No. No.
BACKGROUN D/J USTI FICATION:
Monticello Public Schools is proposing to hold cross country events at the Vintage Golf Course from
2:OOPM to 7:OOPM on September 10 and October 29. The School District expects more than 3,000
participants and spectators for the event on September 10. The event qualifies as a special event under
Chapter 7, Section 5 of the City Code requiring City Council approval of a special event permit.
The School District has been working with the Wright County Sheriff's Office and City staff regarding a
parking plan for the event so as to keep most of the parked cars off of CSAH 39 for safety reasons. The
School District will utilize the parking lots at Vintage Golf Course and Riverwood National and have been
given permission to use the parking at Riverwood Conference Center for 40 school buses and up to 75
cars with a shuttle bus providing rides to the event. City staff has also proposed using the parking
available at Prairie Park with shuttle bus service for additional parking supply.
It is expected that spectators will also park on the streets within the residential neighborhood to the
north and east of Vintage Golf Course. These streets are 24 foot wide rural section roadways and on -
street parking is allowed by the City Code. City staff is concerned that potential parking on both sides of
the streets could restrict access for emergency vehicles and may cause congestion and inconvenience
for area residents. As such, City staff is recommending as a condition of the special event permit, the
School District is to be required to post temporary no parking signs (paper sign/lathe stake) on one side
of the local streets surrounding Vintage Golf Course at their cost.
SUPPORTING DOCUMENTS: ❑ ATTACHED ❑ NONE
A. Area Map
B. Special Event Permit
POSSIBLE MOTION
Please word motion as you would like it to appear in the minutes.
Motion to approve a revised grading plan for Wilson Preserve.
BUDGET INFORMATION
FUNDING: BUDGETED: ❑ YES
NA o NO
ACTION TAKEN
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS:
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SPECIAL EVENT PERMIT
APPLICANT: Monticello Public Schools District 882
APPLICATION: Request for approval of special event permit for outdoor recreation events from
2:OOPM to 7:OOPM on September 10, 2015 and October 29, 2015 at Vintage Golf Course.
CITY COUNCIL MEETING: 24 August 2015
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 Chapter 7, Section 5 of
the City Code.
B. The event application submitted by Monticello Public Schools District 882 is incorporated
herein.
C. The Request for Council Action 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 applicant shall provide a mailing list obtained from the Wright County Auditors Office of
all properties within three hundred (350) feet of the subject site and provide for mailing of
notice of the special event in accordance with the City Code.
2. The Streets Supervisor is authorized by the City Council to post "no parking one side" or "no
parking" zones on adjacent City streets during the events. The applicant shall provide
temporary signage designating the parking zone at their cost and install such signage as
directed by the Streets Supervisor.
6. All event signs shall comply with Section 37 of the Zoning Ordinance including issuance of a
sign permit.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
Attest:
ADOPTED by the City Council of the City of Otsego this 24th day of August, 2015.
Tami Loff, City Clerk
CITY OF OTSEGO
By:
Jessica L. Stockamp, Mayor
2
Monticello Public Schools SEP
Overview
Legend
Roads
— CSAHCL
— CTYCL
MUNICL
PRIVATECL
— TWPCL
Highways
Interstate
— State Hwy
— US Hwy
City/Township Limits
❑ c
❑ t
Parcels
Monticello High School
Gary Revenig, Monticello Activities Director
5225 School Blvd.
Monticello, MN 55362
Worl?:763-272-3101 Fax:763-272-3109
Gary.revenig@monticello.1?12.mn.us
To: Dan Licht
RE: Monticello High School Cross Country Invite on September 10, 2015
A. We will host our annual Cross Country Invite @ Vintage Golf Course on
Thursday, September IOth. Teams will start arriving around 2:30 and the event
should be done around 7:00. The first race starts at 4:00. We have 21 schools
attending, so it will be about twice as many runners and fans compared to
previous years.
C. We will have 10 porta potties available at the golf course. The course will take
care of the garbage.
D. I have been working with Captain Dan Anselment and Wright County Law
Enforcement. We will have two squad cars stationed on Hiway 39 during the
event. I have also talked with the Hiway Department and we will have two signs
located in both directions cautioning drivers that there is an event ahead.
F. We have contacted Riverwood Conference Center and we will be able to use their
parking lot. We are also planning to use some of the residential streets around the
golf course. We may have some parking on the highway, but there is very little
space available.
G. We will have our trainer on site and two deputies designated to the event.
H. No alcohol at this event.
I. The school and golf course both have insurance.
Date Filled: _
Date Complete:
Received By: _
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 (PI
Street Address: 'it) q `"1 H
Applicant Information
Name:
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City: � d1At (2 116 State: Zip Code: 1
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Telephone: 1� -Q92-3 I 0 � Fax: e-mail: . Q r/r_n 1 rttl(e 1Ib. K
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Property Owner Information (If other than applicant):
Name:
Address:
City: —
Teleohor
Business Name:'�Alooe_
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State: Zip Code: _
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.
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/or fencing.
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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.
Provide documentation of adequate insurance, including liability and/or Dram insurance as may be
applicable.
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.
O. 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
Applicant: Dater ! _
Property Owner:
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Date: