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HomeMy WebLinkAbout# 06 - Jaycees Special Event Permit for Huff n Puff Days STAFF REPORT DATE: July 5, 2017 REGULAR ITEM #: 6 MOTION TO: Mayor and City Council FROM: Julie Johnson, City Clerk AGENDA ITEM: Lake Elmo Jaycees Special Event Permit & Temporary Liquor License for Huff n’ Puff Days REVIEWED BY: Kristina Handt, City Administrator BACKGROUND: Lake Elmo Jaycees will hold their annual Huff n’ Puff Days event August 10 through 13, 2017 and have requested an on-sale temporary special event liquor license to allow for the safe sale of alcoholic beverages at the event. They are also requesting a special event permit. City Council is respectfully requested to consider approval of a temporary on-sale liquor license issued to the Lake Elmo Jaycees for their annual Huff n’ Puff Days event held August 10 through 13, 2017, subject to approval of the Director of Alcohol and Gambling Enforcement. In addition, the City Council is requested to waive the $25 liquor license fee, the fee for the Lion’s Park ball field lighting and the special event permit fee of $75 ISSUE BEFORE COUNCIL: Should the Council approve the special event permit, liquor license and waive the fees for the liquor license, special event permit and ball field lighting? Should the Council place conditions on the approval requiring sheriff’s deputies for the event? If so, should the City contribute to the cost of the deputies? PROPOSAL DETAILS/ANALYSIS: The City Council approves special event permits under City Code Section 110.70. The code establishes standards for special events in the following areas: maximum number of people, sound equipment, sanitary facilities, security, food service, fire protection, duration of special event, and a cleanup plan. Prior to the issuance of a permit, the City Council, may impose any other conditions reasonably calculated to protect the health, safety and welfare of persons, attendant or of the citizens of the City of Lake Elmo including, but not limited to, restrictions on parking and vehicle access, lighting, litter and noise. With respect to security and safety procedures, the Jaycees are proposing to have people patrol the event and monitor the park continually for infractions. There is no live band included in the event this year. Alcohol sales are proposed for the same hours as past years: Thursday 5:30 p.m. – 10:30 p.m., Friday 5:30 p.m. – 12:00 a.m., Saturday 8:00 a.m. – 12:00 a.m., and Sunday 10:00 a.m. – 8:00 p.m. Washington County Sheriff’s Department is proposing two deputies on Thursday 6:30 p.m. – 10:30 p.m.; Friday and Saturday 6:00 p.m. – 12:00 a.m.; and Sunday from 4:00 p.m. – 8:00 p.m. Staff would support this recommendation. The cost is $45/hour per deputy with a four hour minimum, for a total of $1,800. If required to have the deputies as outlined above, the Jaycees are looking for City to make a contribution toward the cost of the deputies. Clean up would be completed by volunteers including trash pickup surrounding the area after the event. FISCAL IMPACT: The cost of the deputies at the event will be about $1,800. The Council may participate in that cost at whatever level they deem appropriate. There was nothing in the City’s budget for this event. However, the City will receive a donation of $11,400 from the Jaycees this year. Staff is proposing a contribution from the City toward the cost of deputies in the amount of $1,400. OPTIONS: 1) Approve the special event permit for Huff n Puff Days 2017 with the following conditions: • The event shall be held as described in the application received on June 15, 2017. • Waive of the special event permit fee, liquor license fee and ball field lighting fee • Deputies will be onsite as recommended by the Washington County Sheriff’s Office 2) Approve the special event permit for Huff n Puff Days 2017 with different conditions 3) Do not approve the special event permit for Huff n Puff Days RECOMMENDATION: “Motion to approve a special event permit and temporary on-sale liquor license issued to the Lake Elmo Jaycees for their Huff n’ Puff Days event held August 10 through 13, 2017, subject to approval of the Director of MN Alcohol and Gambling Enforcement Division, and waive the liquor license fee, special event permit fee and the fee for Lion’s Park ball field lighting.” ATTACHMENTS: -Special Event Permit Application -Liquor License Application -Certificate of Liability Insurance Minnesota Department of Public Safety Alcohol and Gambling Enforcement 445 Minnesota Street, Suite 222 St. Paul, MN 55101 651-201-7500 TEMPORARY 1 TO 4 DAY ON SALE SUNDAY LIQUOR LICENSE Identification Number: 65280 Licensee Name: Lake Elmo Jaycees Address: PO Box 198 City, State, Zip: Lake Elmo, MN 55042 Event Location: Lions Park Event Dates: From 8/10/2017 To 8/13/2017 The ACORD name and logo are registered marks of ACORD CERTIFICATE HOLDER ©1988-2014 ACORD CORPORATION.All rights reserved. ACORD 25 (2014/01) AUTHORIZED REPRESENTATIVE CANCELLATION DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE LOCJECT PRO-POLICY GEN'L AGGREGATE LIMIT APPLIES PER: OCCURCLAIMS-MADE COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence)$DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person)$ PERSONAL &ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $RETENTIONDED CLAIMS-MADE OCCUR $ AGGREGATE $ EACH OCCURRENCE $UMBRELLA LIAB EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY)LIMITS PER STATUTE OTH- ER E.L.EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes,describe under DESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNED AUTOS AUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ 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. INSD ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) OTHER: 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 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). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: INSURED PHONE (A/C, No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C, No): CONTACT NAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S)AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INS025 (201401) 6/13/2017 Insurance By Design, LLC 14041 Burnhaven Drive Suite 100 Burnsville MN 55337 Scott Rupp (952)808-7002 (952)808-7004 scottr@insurancedesign.net JCI Minnesota 1405 N Lilac Drive Suite #125 Golden Valley MN 55422 Scottsdale Insurance Company CL169602455 A X X X $2,500 Deductible X Excl Athletic Part X X ACS0000376 9/22/2016 9/22/2017 1,000,000 100,000 2,500 1,000,000 2,000,000 2,000,000 A Liquor Liability ACS0000376 9/22/2016 9/22/2017 Each Occurrence $1,000,000 Annual Aggregate $1,000,000 Provides evidence of insurance for the Lake Elmo Jaycees as respects the Huff n Puff Days to be held 8/10 - 8/13/2017. The City of Lake Elmo is named Additional Insured under the General Liability per written contract. LuAnn Paulet/LBP City of Lake Elmo Bryan Oliverius 3800 Laverne Ave N Lake Elmo, MN 55042