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Home My WebLink About#18 Ice Castle Special Event PermitSTAFF REPORT DATE: October 15, 2019 REGULAR TO: Mayor and Council AGENDA ITEM: Special Event Permit for Ice Castles SUBMITTED BY: Kristina Handt, City Administrator BACKGROUND: 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. ISSUE BEFORE COUNCIL: Should the Council approve the special event permit for Ice Castles to locate at Royal Golf Club? PROPOSAL: Ice Castles CEO Ryan Davis has submitted an application for a special event permit to construct and hold their annual Ice Castles event at Royal Golf Club this winter. A copy is included in your packet. Davis will be at the meeting to answer any questions. Event Timetable: The event would likely run from December 26, 2019-March 15, 2020, weather dependent. Proposed hours are noon to 11pm. However event set up could begin as early as this month with dismantling to be complete by April 15, 2020. It is anticipated the event could bring 75,000 people to Lake Elmo over the three month period. Location: Ice Castles first contacted Royal Golf Club about holding the event at the golf course. They have agreed to locate it just east of the parking lot and clubhouse. The location should be confirmed with the Valley Branch Watershed District so as to minimize any flooding risks. A permit may be required. Parking: 300 spaces are available at the clubhouse. Royal Golf has indicated they could provide additional parking, if needed, at their maintenance facility. Insurance: Policy is expected to be issued this week. It would be a $5 million policy with $1 million per occurrence coverage. Restrooms: Portable toilets would be brought to the location. It is also anticipated that the clubhouse at Royal Golf would be open to patrons for food and beverage as well as restrooms. Food: Food and alcohol would be provided under existing licenses held by Royal Golf for such purposes. Security and Safety Procedures: Ice Castles issues timed tickets so this will help regulate the inflow and arrival of customers. Access to the site is located off a municipal state aid (MSA) road designed for higher traffic volumes than residential streets. In checking with Stillwater, they had very little traffic complaints when Ice Castles was located there two winters ago. Low voltage lighting is used at night when the ice castle is lit up. Other lighting at the site will consist of the existing parking lot lights. Clean up of site to be completed by 30+ ice castles employees. Music is kept at ambient levels. Additional Information: Electricity will be provided through Royal Golf. City water will be used to construct the ice castle. There is a hydrant located at the edge of the parking lot that would be utilized. The Public Works Director will need to sign off on the plan to prevent the hydrant from freezing. A meter will be issued to Ice Castles, upon receipt of a deposit. Staff would propose the following for billing for water: • $2.12/1,000 gallons for the first 10 million gallons used. Ice Castles has said they would use about 10 million. • If they used more, the rate would increase to $3.36/1,000 gallons. The increased rate is meant to be a deterrent in order to encourage water conservation. The application also indicates they may want to do fireworks. If they decide to do that, an additional permit would be required. FISCAL IMPACT: $75 special event permit fee Water revenue is estimated at $21,200. More if usage exceeds 10 million gallons. OPTIONS: 1) Approve the Special Event Permit for Ice Castles with the conditions listed below 2) Approve the Special Event Permit for Ice Castles with different conditions 3) Do not approve the Special Event Permit for Ice Castles RECOMMENDATION: “Move to approve the special event permit for Ice Castles 2019-2020 at Royal Golf Club under the following conditions: • Payment of $75 fee • Copy of proof of insurance • Hydrant use plan to be approved by Public Works Director • Consultation with VBWD on location and permit, if applicable • Water billing is $2.12/1,000 gallons for first 10 million gallons then $3.36 for any amount over 10 million gallons. • Applicant shall apply for a fireworks permit if they are to be included in the event ATTACHMENTS: • Special Event Permit Application • Fact Sheet Lake Elmo City Hall 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 SPECIAL EVENT PERMIT APPLICATION I. Title and Brief Description of Event ______________________________________________________________________________ ______________________________________________________________________________ II. Applicant Information The applicant is responsible for answering all questions, including inquiries from media and citizens. Applicant:___________________________________ Title:_____________________________ Address:______________________________________________________________________ Business/Organization:___________________________________________________________ Daytime Phone:____________ Mobile Phone:_____________ Emergency Phone:____________ III. Event Timetable A. Requested day and date:___________________________________________________ B. Requested Hours of Operation, from __________a.m./p.m. to ____________a.m./p.m. C. Set up beginning day and date____________________, time ______________a.m./p.m. D. Dismantle by day and date_______________________, time ______________a.m./p.m. E. Anticipated number of participants: ______________; and spectators: ______________ IV. Insurance Attach to this application either an insurance policy or a certificate of insurance including the policy number and showing liability amounts. The policy must state that any outside area to be used for an event is covered. The policy must also show evidence that the requested event is not excluded from insurance liability. Ice Castles Winter Family Event made of snow and Ice Ryan Dans CEO 10548 300N American Fork Utah 84003 Ice castles we 8018758589 Dec 26 Massett 15 moon 11 pmOct15700 O April is 7 W O 75,000 WEExpect to get this from our Insurer This WEEK policy is 5 I 41mm peroccurrence V. Check All Items that Apply to your Event Use of a Public Facility (note facility):________________________; Event participant and/or spectator parking areas (describe): ____________________; Entertainment or stage location (provide to-scale drawings); Construction or erection of temporary structures (may need permit: check with planning department); Trash containers (indicate # and locations): __________________________________; Portable toilet facilities (indicate # and locations): ____________________________; First aid facilities (indicate who is providing):_________________________________; Parade and/or parade floats (may need permit); Fireworks and/or pyrotechnics site (may need permit, check with the fire department); Cooking facilities, open flame, or vehicle fuels (may need permit, check with fire department); Electricity (indicate source and plan):___________________________________________; Other (please describe):______________________________________________________ VI. Food, Beverages, and/or Entertainment A. If your event includes music, live entertainment, sound amplification or any other noise impact, please describe, including the intended hours of the music, sound or noise. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ B. Will alcoholic beverages be served? ____Yes ____No C. Name of liquor establishment: _______________________________________________ RoyalGolf parking lot Ice castle yo tf this may or may not happen Royal Golf Electric Powers WATER WATER MEETER Ambient Music X Not In Ice Castles If in clubhouse then Royal Golf Lake Elmo City Hall 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 D. For service of alcohol outside a licensed premise, include a diagram showing the defined area of the alcohol concession service and attach a copy o f your certificate of liquor liability insurance covering the limits of the alcohol service area. E. If serving alcohol, describe how you will ensure that alcohol will be possessed and consumed only by those persons 21 years or older. Describe all security measures in place. ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ F. Will food and/or non-alcoholic beverages be served? _____Yes _____ No G. If yes, describe sanitation and food-handling procedures: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ H. If yes, you will need to have a Temporary Food License from Washington County. Attach a copy of your Temporary Food License to this application. I. If you intend to cook food in the event area, describe your area layout, including fuel or electrical sources to be used: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ VII. Vendors or Concessionaires List what vendors/concessionaires you will have at your event and list their Sales Tax ID Number: ______________________________________________________________________ ______________________________________________________________________ N1A If server will be with Royal Golf Existing permit A Royal Golf kitchen Existing Facilities Not Applicable Not Applicable N A ______________________________________________________________________ ______________________________________________________________________ VIII. Security and Safety Procedures A. Describe your proposed procedures for security and crowd control: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ B. If the event is to occur at night, describe how you will light the event area in order to increase the safety of participants and spectators coming to and leaving the event: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ IX. Clean-up List persons responsible for clean-up duties: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ X. Mitigation of Impacts on Others Describe how you intend to mitigate the impacts of the special event on businesses, churches, neighbors, motorists, and others: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Note: Any condition which causes adverse impacts may be cause to revoke the Special Events Permit Timers ticketing regulates inflow Arrival ofGuests Lake Elmo City Hall 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 Applicant Signature: __________________________ Date of Application:_____________ COMPANY FACT SHEET Ice Castles Brand/Company: Ice Castles Website: www.icecastles.com URL for Media: www.icecastles.com Founded: 2011 Founder: Brent Christensen and Ryan Davis CEO: Ryan Davis Lead Artist and Architect: Brent Christensen Locations: Midway, Utah | Dillon, CO | Lincoln, NH |Edmonton, Alberta | _____, MN | Lake Geneva, WI Opening Dates: Weather dependent. Most locations are estimated to open the end of December and remain open through March. Description: Ice Castles is an awe-inspiring, must-see winter phenomenon that brings fairytales to life. Located in five different locations across North America, the ice castles are built entirely by hand using hundreds of thousands of icicles hand placed by professional ice artists. The castles reach astonishing heights and include breathtaking LED-lit sculptures that twinkle and dance to ambient music at night, frozen thrones, towers, slides and fountains. Facts, features and Public Draw: ●Process: Each ice castle is built by hand and takes thousands of man-hours to create. The daily process consists of growing 5,000 to 12,000 icicles that are harvested by hand and individually sculpted into existing ice formations. Newly placed icicles are then drenched with water. The blend of icicle placement, temperatures, water volume and wind result in an astonishing and ever-changing variety of ice formations. ●The towering, walk-through structures are made entirely of ice. ●Each castle is approximately one acre in size and takes approximately two months to construct. ●The construction team consists of 20-40 ice artisans. ●Each castle weighs more than 25 million pounds. ●LED lights frozen inside the ice light up and twinkle to music adding a magical ambiance to the breathtaking interactive sculptures. ●All of our Ice Castles are located next to a natural water source so all of our water returns directly into the environment to be used again by wildlife, people and plants. Age Range: All ages Number of visitors: more than 2.2 million visitors combined since 2011. Ticket prices: vary by location Company Background: The concept for Ice Castles was created when founder and Utah resident Brent Christensen attempted to build an ice cave for his daughter in the front yard of his home in Alpine, Utah. The project turned into a winter hit drawing crowds of locals to visit and tour his creation. Ice Castles has since turned into an internationally renowned tourist attraction with five locations across North America and growing. Media Links: Facebook: https://www.facebook.com/TheIceCastles/ Instagram: https://www.instagram.com/icecastles_ Link to Downloadable Images: https://icecastles.com/media