Agenda - Council Work Session - 04/08/2008

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CITY COUNCIL WORK SESSION Topic Report: Special Events Permits By: Jo Thieling, City Clerk Background: I j I , i I/" EMs~Y As Council is aware, the City receives a number of requests per year for Special Events permits. Some events have been a "one-time" event, while others occur annually. The charge for a Special Events Permit is a $50 application fee plus any additional fees determined and recommended by staff on a case by case basis. Additional fees may include charges for Police, Fire, and/or Public Works personnel. Historically, some events were required to deposit an escrow to ensure proper clean-up of the property following the event. Public Works personnel time would be paid out of that escrow and any ar;nount left over would be reimbursed to the applicant while any shortage would be billed to the applicant. In recent applications, an escrow has not been collected and proper clean-up has not been an issue. The Fire Department enforces codes for these types of events as described in the Minnesota Fire Code such as temporary tents, outdoor cooking, fIreworks, and the like. Some of these permits have been waived in the past but still require a visit from a Fire Official. The Fire Department may charge for services such as fIreworks stand-by, based on the complexity of the event. The City processed several Special Events Permits in 2007. These applicants included City of Ramsey ("Happy Days" - fee waived), Diamonds Sports Bar and Grill ("Tribute /Rally for the Troops" - fee collected), Lord of Life ("HarvestFest" - fee waived), St. Katharine Drexel Catholic Communities ("Party in the Park" -' fee waived), John Enstrom ("Military-Veteran's Lake Dedication" - fee waived). The City has not required' that the Lion's apply for a Special Events Permit to conduct their Community Picnic. They do, however, apply for the 3.2 beer license ($50 fee waived). A summary of these events is attached to this report as Exhibit A. Other annual outdoor events that do not require a Special Events Permit are allowed through a Conditional Use Permit (CUP) or Interim Use Permit (IUP) such as Armstrong Kennels for Game Fair and Diamonds for softball, etc. . If these parcels request an outdoor event not listed in their CUP or IUP, either an amendment to their present permit or a Special Events Permit is required. If Police, Fire, and/or Public Works personnel are required, that coverage is billed to the CUP/IUP holder. Staff contacted neighboring cities - Anoka, Andover, Elk River, Ham Lake, and Blaine to discuss their criteria and permit process for these types of events. Attached to this -1-