ITEM 4 VFW EventOtCITY O�F��^�'J■e�O
MINNESOTA 7
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Planning
City Planner Licht
31 August 2015
PRESENTER(s):
REVIEWED BY:
ITEM #:
City Planner Licht
4—VFW Special Event
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends approval of a special event permit for Minnesota Rugby Football Union to be held
at VFW Post 5518 property on September 12 and 13.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No.
No.
BACKGROUND/JUSTIFICATION:
Minnesota Rugby Football Union is proposing to hold a tournament on September 12 and 13 at the VFW
Post 5518 fields located at 7350 Quaday Avenue. Prior events have utilized all of the available parking
on the subject site with additional vehicles being parked on Quaday Avenue, 71St Street and 78th Street,
as well as the boulevards and trail. Quaday Avenue is an MSA street required to be posted as a no
parking zone. The organizers are seeking approval to allow temporary on -street parking on the streets
abutting the subject site to accommodate the anticipated parking demand for the event. The Streets
Supervisor and the City Engineer have both reviewed the request and approve of the temporary on -
street parking. 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 based on the need for the use of on -street
parking to accommodate the parking demand. City staff recommends that parking be allowed on both
sides of Quaday Avenue between CSAH 42 and CSAH 37, the west side of Quam Avenue, the south side
of 78th Street and the north side of 715t Street. The applicant is to be required to place temporary
covers over the no parking signs at their cost prior to the event and remove them afterwards. City staff
will advise the Wright County Sheriff's Office of the temporary parking zones.
SUPPORTING DOCUMENTS: ❑ ATTACHED ❑ NONE
A. Applicant Narrative
B. Special Event Permit
POSSIRI F MOTION
Please word motion as you would like it to appear in the minutes.
Motion to approve a special event permit for Minnesota Rugby Union for an event on September 12
and 13 at the VFW Post 5518 fields located at 7350 Quaday Avenue.
BUDGET INFORMATION
FUNDING: BUDGETED: ❑ YES
❑ NO
NA
ACTION TAKFN
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS:
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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 (PID#):
Street Address: Quaday Ave along the 7350 property
Applicant Information
Name: Becky Reynolds
Address: 436 32nd Ave N
Citv: St. Cloud
Telephone: 320.583.6973
Business Name: Minnesota Rugby Football Union
State: MN Zip Code: 66303
Fax: e-mail: beckyrenea@gmail.com
Property Owner Information (If other than applicant):
Name: Business Name: Elk River -Rogers VFW Post 5518
Address: 7350 Quaday Ave. I P.O. Box 6
City: Elk River
Telephone: 763.241.5265 Fax:_
State: MN Zip Code: 55330
e-mail: vfw5518@vfwonline.net
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.
Page 1 of 2
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.
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.
I. 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 cleanup 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: �t- Date:
Property Owner:
Page 2 of 2
Date:
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.
The Minnesota Rugby Football Union (MNRFU) plans to host our All Minnesota Rugby
Tournament on September 12 & 13. The event provides rugby competitions from collegiate
teams throughout Minnesota and will run f fields of matches at the VFW Post 5518 facility
located at 7350 Quaday Avenue.
B. Identify the days and hours during which the event may be held.
Saturday, September 12, 2015: 7:OOam — 5:OOpm
Sunday, September 13, 2015: 7:OOam — 5:OOpm
C. Detail provisions made for availability of potable water and restroom facilities and trash
MNRFU has contracted with a local portable restroom company and trash disposal services to
ensure proper sanitation and cleanliness for the event.
D. Describe measures to be taken for security and crowd management including use of barricades
and/or fencing.
For rugby, the most important aspect of safety for crowds is to ensure the safety from the
playing surface. All fields are required to have restraining ropes along their sidelines to provide a
barricade from the game.
E. Identify available off-street parking and describe traffic control measures.
MNRFU will have parking signs and volunteers to manage thr traffic in the morning when most
teams and fans will be arriving.
Due to the large number of participants and fans, we respectfully request the City of Otsego to
provide a parking variance to allow parking along Quaday Avenue for this two-day event. While
there is a large parking area at the back of the fields along the frontage road, the number of
teams at our tournament outnumbers the available spaces. This has led to an increase of cars
parking along the roads in local residential neighborhoods, the adjacent townhouses, and,
though discouraged, parking on inappropriate grass areas and the aforementioned signed street
area.
For these reasons, we are requesting a variance to allow parking along Quaday Avenue for the
two day event to alleviate increased traffic and parking in residential neighborhoods as well as
provide a great experience for all of our visitors to the Otsego area.
F. Verify that the following emergency services have been notified of the special event:
Appropriate emergency services, as well as local hospitals/emergency rooms have been
informed of the tournament date. Since we are a sporting event, we also have 3 on -site certified
Athletic trainers to provide immediate care.
G. 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.
Alcohol will not be served or sold at this event.
H. Provide documentation of adequate insurance, including liability and/or Dram insurance as may
be applicable.
our agency is provided liability and accident insurance through our national governing body —
USA Rugby. We will be able to provide a certificate of insurance when the team attendance list
is finalized and approved by USA Rugby.
Identify use of any signs, banners or other advertising or promotional materials.
There is not posted advertising — besides parking signs — for this event.
J. Identify use of any additional or temporary outdoor lighting sources.
There is not lighting needed, as it takes place during daylight hours.
K. Identify any sources of outdoor noise and use of equipment to amplify sound.
There is not a sound system used for the event.
L. Describe any temporary construction including but not limited to stages, shelters, fences, stairs,
ramps or other structures.
There will not be any temporary construction needed for this event.
M. Provide a plan for post event clean-up of the site and surrounding area, removal of advertising
or promotional materials and trash disposal.
MNRFU works with teams to clean-up the field after each day of competition.
N. Submit documentation of adequate insurance, including liability and/or Dram insurance as may
be applicable.
our agency is provided liability and accident insurance through our national governing body —
USA Rugby. We will be able to provide a certificate of insurance when the team attendance list
is finalized and approved by USA Rugby.
SPECIAL EVENT PERMIT
APPLICANT: Minnesota Rugby Football Union
APPLICATION: Request for approval of special event permit for outdoor recreation events on
September 12 and 13, 2015 at VFW Post 5518 Fields.
CITY COUNCIL MEETING: 31 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 Minnesota Rugby Football Union 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 temporarily cover existing no -
parking signs on Quaday Avenue from CSAH 42 to CSAH 37; the west side of Quam Avenue
and north side of 71st Street abutting the subject site; and the south side of 78th Street. The
applicant shall provide covers for the signage designating the parking zone at their cost and
install/remove such signage as directed by the Streets Supervisor.
3. 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:
ADOPTED by the City Council of the City of Otsego this 31th day of August, 2015.
CITY OF OTSEGO
By:
Jessica L. Stockamp, Mayor
Attest:
Tami Loff, City Clerk