4.4. SR 07-15-2013 City of
Elk - Request for Action
River
TO ITEM NUMBER
Mayor and City Council 4.4
AGENDA SECTION MEETING DATE PREPARED BY
Consent July 15, 2013 Jessica Miller, Executive
Secretary/Deputy City Clerk
ITEM DESCRIPTION REVIEWED By
Special Event Permit—Sherburne County Area United Way Tina Allard, City Clerk
REVIEWED BY
Cal Portner, City Administrator
ACTION REQUESTED
Approve by motion a special event permit to the Sherburne County Area United Way for the United We
Dance event scheduled Saturday, September 14, 2013, subject to the following conditions:
1. A Certificate of Insurance naming the city as an additional insured must be received prior to the
event.
2. Applicant must obtain property owner permission for the use of any private property.
3. The event planner is required to notify surrounding businesses, residents, and organizations. The
city will provide a template of the notice that must be distributed. The city will provide a list of
the property owners who must be notified. Event planner must submit an affidavit that the notice
was distributed.
4. The applicant shall hire a private certified traffic control installer to supply and place all traffic
control for the planned street closures as indicated on the attached Downtown Street Closure
Plan. Street closures shall not be put in place before 11:00 a.m. the day of the event and removed
by 8:00 a.m. the morning following the event.
5. Listed below are a number of certified firms that may assist with traffic control needs. (There may
be other companies that are not listed.)
■ Geyer Rental—Traffic Division 320.253.9005
■ United Rentals 763.428.1421
■ Transignal763.241.0789
6. Tents must meet applicable state and fire building code requirements. No stakes shall be pounded
into the pavement. Stakeless tents shall be used. Applicant is responsible for contacting the fire
marshal at 763.635.1110 or 763.238.3489 to schedule an inspection prior to opening of the tents.
7. Outside food sales must comply with all Minnesota Department of Health rules and regulations.
8. No alcohol is allowed to be served by outside food vendors unless properly licensed to do so.
9. A Certificate of Liquor Liability insurance naming the city as an additional insured must be
received prior to the event. If the certificate is not received,no beer garden will be allowed.
10. Alcohol must be limited to an area enclosed by fence with a secured, controlled access. A police
officer must be on duty the entire time alcohol is served. Applicant is responsible for fees
associated with police personnel on duty.Applicant must contact the Police Department (Captain
Ron Nierenhausen 763.635.1202) to arrange for police services.
11. No tobacco or alcohol use allowed on park property.
NaA f RE]
12. Applicant shall provide garbage service through a private contractor.
13. Applicant shall provide portable toilet facilities through a private contractor.
BACKGROUND/DISCUSSION
The Sherburne County Area United Way plans to host United We Dance on Saturday, September 14,
2013. The event will take place downtown on Main Street and in the city-owned Main Street Parking
Plaza from 3:00 p.m. —11:00 p.m. The event includes a dance and Battle of the Bands fundraising event.
The event intends to raise awareness of the United Way and the services they provide to the community
as well as raising funds through donations. The event will run in conjunction with similar events in
surrounding communities. The street dance in Elk River will be the "hub"where announcements will be
made throughout the evening as to how the other venues are doing.
The United Way requests to close Main Street. The applicant is required to follow the Downtown Street
Closure Plan provided by the city engineer.
McCoy's Pub requests to fence off an area in the parking lot to serve as a beer garden. Mr. McCoy has
provided proof that he is properly licensed through the state for the sale of alcohol as long as he provides
food in addition to the liquor at the event.
FINANCIAL IMPACT
• Fees for rental of the park property and use of the Main Street Parking Plaza will be waived per
policy because the United Way is a non-profit and this is a community event that is open to the
public.
• There will be fees for police services related to service of alcohol at the event.
ATTACHMENTS
• Location Map
• Downtown Street Closure Plan
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