HomeMy WebLinkAbout#08 - National Night Out PermitSTAFF REPORT
DATE: June 5, 2018
CONSENT
TO: Mayor and Council
AGENDA ITEM: Special Event Permit for National Night Out Event
SUBMITTED BY: Jake Foster, Assistant City Administrator
BACKGROUND:
Last year City staff was approached by a group of residents with the desire to initiate an annual citywide
National Night Out event. This group of residents stated they would like to use the National Night Out
premise to bring residents together in one central location, while being more-inclusive of new residents.
The event was approved by Council, including a road closure of Laverne Ave N from 36th St N to the fire
station.
The event will be largely the same as last year’s event. Staff is recommending an official City sponsorship
this year through the approval of the special event permit application submitted by the event’s committee.
Furthermore, staff is recommending that public works vehicles are displayed at the event along with
necessary public works staff. City staff from the administration department also plans to attend the event
and staff a table with City information and handouts.
ISSUE BEFORE COUNCIL:
Should the Council approve the special event permit for the citywide National Night Out event at Lion’s
Park? Should the Council approve the closure of Laverne Ave N from 36th St N to the fire station?
PROPOSAL:
Like last year, this event is aimed at the entire community and is larger event than the typical
neighborhood National Night Out gatherings. As a result, the event will use the public land/facilities at
Lion’s park and the City’s insurance. The City’s insurance can only cover the event if approval of the
special event permit is granted, or City-sponsorship is otherwise provided.
The resident group/committee will again have activities and other amenities be made available to
residents during the designated times as donated by local businesses and community groups.
Event Timetable:
5:00 PM – 8:00 PM on Tuesday, August 7th, 2018. With road closure and initial setup starting around
4:00 PM.
Location:
The event will once again take place at Lion’s Park, and within the closed portion of Laverne Ave. Any
vehicles, booths, or other entertainment/activities will be positioned in the Lion’s Park parking lot or on
Laverne Ave. All vehicles and booths will be kept off of the ballfield in order to maintain the sod and
field integrity.
Parking:
Parking will be available along the nearby streets, and a representative from Christ Lutheran Church has
offered their parking lot. Nearby business owners may also be contacted for additional parking.
Insurance:
If approved, the event would be using the City’s property and liability insurance at no additional costs to
the City or event representatives
Restrooms:
Event attendees will have access to the Lion’s Park restrooms and the on-site portable restroom. The
facilities in Christ Lutheran Church will also be made available.
Entertainment:
As with the theme of National Night Out, vehicles and equipment from the Public Works and Fire
Departments, as well as the Washington County Sheriff’s Department, will be displayed along Laverne
Ave. and in the Lion’s Park parking lot.
Activities, giveaways, and other amenities will be provided by local business, clubs, churches, and the
Washington County Library. There are plans to have live music and a drumline.
Food:
The event organizers will not be direct selling, or providing food, but they will once again reach out to El
Coronel Food Truck (often parked outside the Lake Elmo Inn) to park along Laverne Ave. for attendees.
El Coronel would be using their own insurance, and already has the necessary permitting in place. Any
free refreshments given away by booths/business-owners will have no impact on insurance needs and is
permitted.
No alcohol will be served at the event.
Additional Information:
Vehicle displays and staff participation will be focused at the Lion’s Park area, but different from last
year, the Fire Department will bring their vehicles to neighborhoods that request them to do so. The
availability of vehicles and staff will be managed by the Fire Department based on what they are able to
provide.
City staff will help to promote the event via the City’s website, Facebook page, and the Fresh.
FISCAL IMPACT:
No cost outside of staff time in preparation for the event, promoting the event, and for those who will be
attending the event.
OPTIONS:
1) Approve the sponsorship of the citywide National Night Out event at Lion’s Park as proposed
including the closure of Laverne Ave N from the fire station north to 36th St from 4:00PM to
8:00PM
2) Approve the sponsorship of the citywide National Night Out event at Lion’s Park under different
parameters
3) Do not approve the National Night Out event at Lion’s Park.
RECOMMENDATION:
“Move to approve the special event permit for the citywide National Night Out event at Lion’s Park and
the closure of Laverne Ave N from the fire station north to 36th St from 4:00pm to 8:00pm”
ATTACHMENTS:
• Special Event Permit Application