HomeMy WebLinkAbout#08 - LIght Up Lake Elmo Special Event PermitSTAFF REPORT
DATE: December 3, 2024
CONSENT
TO: Honorable Mayor and City Council
AGENDA ITEM: Special Event Permit for Light Up Lake Elmo
SUBMITTED BY: Julie Johnson, City Clerk
BACKGROUND:
Connect Lake Elmo is asking the city to participate in a the Light Up Lake Elmo event in order to bring
the community together in an annual holiday gathering. The special event has taken place since 2022. The
City was approached again this year to seek approval for the special event and road closures as was done
in the past.
Staff is recommending an official City partnership this year through the approval of the special event permit
application submitted by the event’s committee. Staff is recommending that the City contribute services
from our Public Works Staff and vehicles, as well as Fire Department Staff and vehicles.
Washington County Sheriff will also be present for public safety.
City staff have been involved with the public safety planning and required road closure for this event.
ISSUE BEFORE COUNCIL:
Should the Council approve the special event permit for the citywide National Night Out event at Lion’s
Park and waive the permit fee ($75.00)? Should the Council approve the closure of Lake Elmo Avenue
from 36th Street to 33rd Street?
PROPOSAL:
Like last year, this event is aimed at the entire community and is getting larger each year. Connect Lake
Elmo will again have activities and other amenities be made available to residents during the designated
times as donated by local businesses and community groups. Tree lighting ceremony is scheduled for
4:45 PM.
Event Timetable:
3:00 PM – 5:00 PM on Saturday, December 7, 2024. With road closure and initial setup starting around
2:00 PM until 5:30 PM.
Location:
The event will once again take place at the Hagstrom Builders Courtyard, and within the closed portion of
Lake Elmo Avenue. Any vehicles, booths, or other entertainment/activities will be positioned in the
courtyard or old fire station parking lot.
Parking:
Parking will be available along the nearby streets. Nearby business owners and organizations 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 on-site portable restrooms.
Additional Information:
Public works staff will be coordinating the right-of-way closure permit with Washington County for the
3-block portion of Lake Elmo Avenue. Barricades, cones and signage will be provided for the closure.
Staff will assist in the coordination of the road closure the day of the event.
Fire Department staff will assist with the road closure and vehicle procession carrying guests from City
Center to the event location.
City staff will help to promote the event via the City’s website, Facebook page, and the Fresh E-
Newsletter.
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 Light Up Lake Elmo event as proposed including the closure of
Lake Elmo Avenue from 36th Street to 33rd Street between 2:00PM and 5:30PM?
2) Approve the sponsorship of the Light Up Lake Elmo event under different parameters
3) Do not approve the Light Up Lake Elmo event
RECOMMENDATION:
“Move to approve the special event permit and waive the permit fee for Light Up Lake Elmo event and
the closure of Lake Elmo Avenue from 36th Street to 33rd Street between 2:00PM and 5:30PMon
Saturday, December 7, 2024”
ATTACHMENTS:
• Special Event Permit Application
EVENTS PERMIT APPLICATION
3880 Laverne Ave N,Lake Elmo,MN 55042
Telephone:651-747-3900
Date of Application:________11/14/2024____________________
Event Information
Title/Name of Event Light Up Lake Elmo
Event Date/Time:
Set up:Date Time to 12/7/2024 2:00pm-3:00pm
Actual Event:Date Time to 12/7/2024 3:00pm -5:00pm
Clean up:Date Time to 12/7/2024 5:00pm-6:00pm
Location (Address)of Event:Hagstrom Courtyard and Businesses on the Avenue 3511 Lake Elmo Ave N
Suite #200
Lake Elmo,MN 55042
(If located at a city park,please indicate which park)
Description of Event (please be specific -this information will be used to promote the event on the City of Lake Elmo website:)
Please join us for the 3rd annual Light Up Lake Elmo on Saturday December 7th,from 3-5pm to kick off the holiday season with your neighbors!
Our generous Lake Elmo Avenue businesses host family-friendly activities,appearances by Mr.&Mrs.Clause,and a tree-lighting ceremony at 4:45pm
Come see what all the fun is about!
Estimated Attendance (participants and spectators):600
Applicant Information (Person/Group Responsible)
Sponsoring Organization Name:Connect Lake Elmo
Mailing Address:8975 33rd St N,Lake Elmo
City,State,Zip Code:Lake Elmo,MN 55042
Primary Contact/Applicant Name:Jessica Rivera/Ninna Waldoch
Phone Number:Cell Phone:651-253-5129
Email Address:ninnawaldoch@gmail.com
Website Address:connectlakeelmo.org
Name of contact person during event:Cell Phone:Jessica Rivera 651-493-4890
Alternate contact during event:Cell Phone:Ninna Waldoch 651-253-5129
Refer media or citizens inquire to:Phone:
Site Plan /Route Map:
A site plan or route map is mandatory for all
events.Please provide a map of the site layout.Include any
tables,stages,tents,fencing,portable restrooms,vendor booths,
trash containers,etc.If event involves a parade,race or walk,
please attach a route map highlighting route.Include rest stop
stations,crossings,signage and indicate route direction with
arrows.
Event Features
Will any signs/banners be put up No Yes Number and size:120”x48”
Will there be any inflatables?No Yes Insurance certificate from rental vendor is required
Will there be entertainment?No Yes What type:Tree Lighting
Will sound amplification be used?No Yes Hours and Type:Noise Ordinance Enforced
Will a tent(s)be set up?No Yes Dimensions:If yes,must contact Lake Elmo Fire Department,651-747-3930 NO
Will merchandise be sold?No Yes
How many Vendors expected:
Will food be sold?No Yes County Health Dept.651-430-6655
Will food be cooked/prepared on site?No Yes If yes,must contact Lake Elmo Fire Department,651-747-3930 and contact Washington County
Health Department,651-430-6655
Will alcohol be served but not sold?No Yes See ordinance for instructions
Will alcohol be sold?No Yes See ordinance for instructions
Will there be a fireworks display?No Yes Permit required,contact Lake Elmo Fire Department,651-747-3930
Describe power needs and location of power source.Hagstrom has the power covered
Describe level of advertisement (ie,radio,flyers,ads,tv,press release).Attach sample if available
Flyers,Social media,Website and word of mouth
City Services (After reviewing the event application,City services may be required for the event.)
Will event close or block any of the following:If yes specify location on site map.County permit is required for county
roads.City or county Streets or Right-of-way:No Yes
If Yes,please list streets /Right-of-Way to be closed or blocked:
Public works will handle the road closure permit of Lake Elmo Avenue from 33rd Avenue
to 36th/Highway 14
Public Parking Lots or Spaces:No Yes If yes,specify below which parking lots on which days Lot
_______________-Dates:____Lot-______________-Dates:_____Lot ______________-Dates:___________
Will event need barricade(s)?No Yes Number needed:Unsure
Will a Park Reservation be needed?No Yes Which-Park,Pavilion,Field,Courts:
Describe your plan for restrooms:Recommendation:1 unit per 100 attendees per 4 hour period
Public Works will put an ADA complaint portable bathroom in the old firehouse station lot for day of event,
Connect Lake Elmo will rent 1 to 2 additional portable bathooms and have placed adjacent in the same lot.
Organizer is
responsible
for providing
Describe trash removal and cleanup plan during and after event:Plan must be approved by Public Works
Public works will put out 4-6 trash receptacles along Lake Elmo Avenue and clean up on Monday unless
inclement weather.
Organizer is
responsible
for providing
Will event use an assigned route?No Yes How many hours will route be in use?15 Minutes
Will event need traffic control?No Yes Contact Washington County Sheriff Department for assistance,651-430-7600
Describe crowd control procedure to ensure the safety of participants and spectators:
The city will handle the special events permit and coordination with Washington County Sheriff’s Department for
police presence day of event.
Will "No Parking Signs"be needed?No Yes Number needed:Show location(s)on site map
Will water from a hydrant be needed?No Yes Contact Public Works 651-747-3940 –Fee required
Will event need EMS services?No Yes Contact Lake Elmo Fire Department,651-747-3930
Describe plans to provide first aid,if needed (cannot leave blank):
Will will call the fire department
Describe the emergency action plan if severe weather should arise (cannot leave blank):
We will communicate via Facebook and email and look to officials for their recommendations
List any other pertinent information:
The sponsor(s)of this event hereby agrees to save the City,its agents,officials and employees harmless from and against all damages to
persons or property,all expenses and other liability that may result from this activity.Depending on the size of and scope of the event a
"Certificate of Insurance"may be required.If insurance is required,the policy must be kept in force during the event of at least the
statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to
name the City as an additional insured on their policy "as their interest may appear."As the sponsor or authorized representative,I certify
that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the
information provided in this application.I realize my submittal of this application request constitutes a contract between myself and the
City of Lake Elmo and is a release of Liability.
Signature of Applicant or Authorized Agent Date
Ninna Waldoch 11/13/2024
Reviewed By:
Public Works Director ________________________________Date_______________Fire Chief
__________________________________________Date_______________Washington County Sheriff11/14/24
__________________________________________Date_______________City Administrator
__________________________________Date_______________
APPROVED DENIED