HomeMy WebLinkAbout#04 - National Night OutSTAFF REPORT
DATE: April 4, 2023
CONSENT
TO: Honorable Mayor and City Council
AGENDA ITEM: Special Event Permit for National Night Out Event
SUBMITTED BY: Julie Johnson, City Clerk
BACKGROUND:
In 2018 the City was approached to participate in a National Night Out event in order to bring the
community together in an annual gathering. The special event was approved in 2018, 2019, 2021 and
2022. The City was approached again in March of 2023 to seek approval for the special event and road
closures as was done in the past.
The event will be very similar to the 2022 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. Staff
is recommending that the City sponsor the event further by including Public Works Staff and vehicles, as
well as Fire Department Staff and vehicles. Administration Staff will also be present.
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 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 a 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 will cover this event if this Special Event
Permit is approved, and requires no additional coverage. Staff is following guidance from the League of
Minnesota Cities’ Parks & Recreation Loss Control Guide.
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:
6:00 PM – 8:00 PM on Tuesday, August 1, 2023. 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. 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 the Lion’s Park restrooms and the on-site portable restroom.
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 a DJ playing music.
Food:
The event organizers will once again reach out to food trucks to park along Laverne Ave. for attendees.
Interested food vendors 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 are permitted.
Additional Information:
Vehicle displays and staff participation will be focused at the Lion’s Park area, and the Fire Department
plans to be available for any specific neighborhood gatherings requesting a Fire Department visit. 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, the Fresh E-Newsletter,
and the printed newsletter mailed to each Lake Elmo Address.
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 and waive the permit fee 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 on Tuesday, August 1st, 2023”
ATTACHMENTS:
• Special Event Permit Application
1
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.
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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: _______________________________________________
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.
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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:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
VIII. Security and Safety Procedures
A. Describe your proposed procedures for security and crowd control:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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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
Applicant Signature: __________________________ Date of Application:_______________