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ITEM 5.3 Rockwoods Outdoor Music10 Otkgo F MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Planning City Planner Licht 22 May 2017 PRESENTER(s): REVIEWED BY: ITEM #: City Planner Licht City Administrator Flaherty 5.3 — Rockwoods Outdoor Music application for a special event permit. City Attorney MacArthur music cease by 12:00 Midnight. Alcohol will be sold from stations within the concert area under a AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends approval of a Special Event Permit for Rockwoods to hold an outdoor music event on 17 June 2017. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No. No. BACKGROUND/JUSTIFICATION: Rockwoods Bar and Grille is planning to hold an outdoor music event in their parking lot south of the building on Saturday, 17 June 2017. The application was received by the City on 17 May 2017, but Section 7-5-4 of the City Code requires that applications for a special event permit be submitted at least 90 days before the event. The Wright County Sheriff's Office has not had opportunity to review the application for a special event permit. Gates for the event are to open at 6:00 PM with no end time listed. City staff recommends that the music cease by 12:00 Midnight. 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 that would be subject to review and approval City staff and the Wright County Sheriff's Office. Parking will again be provided on the Richard Lefebvre property to the north. An exit plan must be developed by the organizers and Wright County Sheriff's Office to disperse traffic after the event. Additional portable restroom facilities are being provided. If the City Council approves the special event permit, the applicant must provide notice of the event to all properties within 2,500 feet at least 14 days prior to the date of the event. The notice and mailing list is subject to review and approval of City staff. SUPPORTING DOCUMENTS: ❑ ATTACHED ❑ NONE A. Special Event Application B. Special Event Permit POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. Motion to approve a Special Event Permit for Rockwoods on 17 June 2017 subject to the conditions outlined in the permit as presented. BUDGET INFORMATION FUNDING: BUDGETED: o YES NA o NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED o TABLED o OTHER (List changes) COMME 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#): 0-t\S -09 - OO t 0 10 Street Address: q t 0 OC,Lt.�,� I� r`1�; f1VC11JG(6_ /Je Applicant Information Name: k-re72 Business Name: 1 1�yC�w6D+�S Address: q I Ove"J ur- City: (:) fSC-y O State: Zip Code: Telephone: 7 (P 3 --W -(a�Fax: -I VS - 4 V 1- 7 0 60 e-mail: �C�CnQ®QAC ����N V� •�' `'t Property Owner Information (If other than applicant): Name: b tw Jg k. A 7,_,e_� j02oP . L(.0 Business Name:(`, I TE (� �- Address: 1-7 1 City: M I tJ til r_-,TV,l SpA State: " Zip Code C,o-1 Telephone: tfli� ~70i�DI°►5� Fax: e-mail: bed- O ^JuT- DYM, C©vu 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). 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, d Q Applicant: —C)", V Date: Property Owner: Page 2 of 2 Date: 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 Saturday June 17, 2017. C. Potable water is available at all sales locations and 30+ 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. Ironboy security (who did the security at Jamfest last year), has been retained to help with security and crowd management. E. Potable water is available on location at all service areas. F. Off street parking will be available at LeFevbre 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 Sunday June 18th. There may be a couple of truck that would be picked up as late as the morning of Monday June 19tH Thank you for your consideration. Peter Peyerl Rockwoods Grill and Bar 9100 Quaday Avenue Otsego, MN 55330 763-441-6322 HAIRBALL June 17, 2017 Rockwoods: 9100 Quaday Ave NE Otsego, MN 55330 • 8am Stage Delivery • 9am Red Bull Delivery • 11am Sound & Lights • TBD Hitchville Sound Check • TBD Hariball Sound Check • 6pm Doors Open • 7:15pm-8:45pm Hitchville Set • 9:30-11:30pm Hairball Set • 12am Red Bull Pick Up _ NORTH � r i Building Bar Patio Bar Food Sales r. General I 10ftFencing Here Only �r Admission 0 j Coors f ' a Umbrellas VIP a Bar 30 owl'gym` ,.t - ��..� t o tt Bon 18 Un1tt5 o ACXM CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 5/17/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES 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 policy(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 this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER KIM L BROWN INC, KLB Insurance PO Box 25407 Woodbury, MN 55125 www.klbins.com NOMEACTKlm L Brown, President PHONE (651) 730-9803 (FAX No :(651) 578-2427 E-MAIL kim@klbins . com ADDRESS: INSURERS AFFORDING COVERAGE NAIC# INRERA: Midwest Family Mutual INSURED ROckwoods Bar & Grill Rockwoods Bar & Grill LLC 9100 Quaday Ave NE Otsego, MN 55330 (763) 441-6322 1 INSURERS: Illinois Casualty INSURERC:Employers INSURER D: INSURER F: n�DTIonAT nu InADCD• RFS/LCInN MI IAARFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR TYPEOF INSURANCE INSD WVD POLICY NUMBER POLICY EFF MM/DD/YYYY POLICY EXP MM/DD/YYYY LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE 5 1 000,000 7MAICLAIMS-MADE o ce 5 ZOOENILU 000 � -- . OCCUR MED EXP (Anyoneperson) 5 none A CPMN0560109896 1/1/17 1/1/18 PERSONAL &ADV INJURY $ 1,000,000 M'OTHER- L AGGREGATE LIMIT APPLIES PER: POLICY E] PRO ��LOC JECTLLL GENERAL AGGREGATE 5 2,000,000 PRODUCTS-COMP/OPAGG 5 2 000 000 $ AUTOMOBILE LIABILITY COMBINEDSINGLE LIMIT $ Ea accident BODILY INJURY (Per person) $ ANYAUTO BODILY INJURY (Per accident) $ OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED PROPERTY DAMAGE $ accident) AUTOS ONLY AUTOS ONLY 5 UMBRELLA LIAROCCUR HCLAIMS-MADE EACH OCCURRENCE 5 AGGREGATE $ EXCESS LIAB DED I I RETENTIONS C WORKERS COMPENSATION AND EMPLOYERS' LIABILITYYIN ANY PROPRIETOR/PARTNER/EXECUTIVE —1 (Mandatoryin NR EXCLUDED? (Mandatory in NH) Ifyes, describe under DESCRIPTION F OPERATIONSbelow N/A EIG2308352 O1 12/31/1612/31/17 PER EORH E.L. EACH ACCIDENT $ 500,000 E.L. DISEASE- EA EMPLOYEE 5 500, OOT E.L. DISEASE - POLICY LIMIT $ 500,000 B Liquor Liability LL100705 7/1/17 7/1/18 $500,000 occurrence unlimited aggregate DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attachedif more space is required) Coverage extends to all areas of the premise including parking lot and extends an additional 1000 sq ft beyond that. Coverage also applies to all patio areas and on and off premise catering of food and liquor. Coverage is continuous until canceled. ! AAIrM I ATInnl V CR I Ir Il.i/l l L City of Otsego 13400 90th Street NE Otsego, MN 55330 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, ICE NLL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. DDL@planningCO.com AUTHORIZED REPRESENTATIVE cityhall@ci.otsego.mn.us tloff@ci.otsego.mn.us © 1988-2015 ACORD CORPORATION. All rights reserve(]. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Clio t� + wiwrAERu1 , SPECIAL EVENT PERMIT APPLICANT: Rockwoods Bar and Grille APPLICATION: Request for approval of special event permit for an outdoor music event on 17 June 2017. CITY COUNCIL MEETING: 22 May 2017 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 Special Event Permit application dated 17 May 2017 submitted by Rockwoods Bar and Grille 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 outdoor event hours (not including setup/take down) shall be limited to Saturday, 17 June 2017 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 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 Chapter 7, Section 3 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 22t" day of May, 2017. Tami Loff, City Clerk 2 CITY OF OTSEGO By: Jessica L. Stockamp, Mayor