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Home My WebLink About#15 - Huff N Puff Permits STAFF REPORT DATE: July 2, 2019 Consent 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 BACKGROUND: Lake Elmo Jaycees will hold their annual Huff n’ Puff Days event August 9 through 12, 2018 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 8 through 11, 2019, 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. This is the same level of security provided last year and staff would support this recommendation. The cost is $50/hour per deputy with a four hour minimum, for a total of $2,000. 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 $2,000. The City received a donation of $15,000 from the Jaycees this year which exceeds the budgeted amount of $10,000 and is more than the 2018 donation of $12,700. Staff is proposing that the City pay the cost of deputies in the estimated amount of $2,000 which would not negatively impact the City’s budget due to the $5,000 excess in the amount donated by the Jaycees this year. OPTIONS: 1) Approve the special event permit for Huff n Puff Days 2019 with the following conditions: • The event shall be held as described in the application • 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 2019 with different conditions 3) Do not approve the special event permit for Huff n Puff Days RECOMMENDATION: If removed from the consent agenda, staff recommends the following motion: “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 8 through 11, 2019, 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 and with the City paying for the cost of security during the event.” ATTACHMENTS: • Special Event Permit Application • Liquor License Application 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. Huff n' Puff Days Softball tournament PXVLF, concessions PO Box 198, Lake Elmo, MN, 55042 Lake Elmo Jaycees August 819 See attched Aug 021Noon Aug 110 Unknown Unknown %U\DQ2OLYHULXV 3UHVLGHQW 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: _______________________________________________ Park/concessions bldg Ticket Booth and Announcing stand in park Contracted/ we pay for Contracted/ we pay for Kits on site Propane grill We have generators announcement booth - during game times College city Music at low volumes during game times 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 of 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: ______________________________________________________________________ ______________________________________________________________________ We are Tips trained per insurance requirement All servers receive traing each shift We constantly patrol area ensuring no carry on/off Wristbands to verify age Sinks and buckets in concessions bldg per food license requirement (licensed throught Washington County) We have asked for it in advance but they dont send them in too much advance Roasters and Flat propane grill ______________________________________________________________________ ______________________________________________________________________ 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 We patrol and monitor park continually throughout the event with several people whos only resonsibility is to monitor for carry on/off infractions, wristbands and repeal ID if in question and look out for intoxicated patrons to cut off. Park lights All volunteers We encourage and promote both to teams in pre-event package and to patrons during the event to respect private property. We also go around the sourounding area after the event for trash pick up. Lake Elmo City Hall 651-747-3900 3800 Laverne Avenue North Lake Elmo, MN 55042 Applicant Signature: __________________________ Date of Application:_____________