Agenda - Council Work Session - 04/24/2012

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building, eliminating the drive lane between the tent and the building. Mr. McManus agreed. Staff again offered the use of the "old Amoco site" and the "sledding hill" site for parking spaces providing Mr. McManus would take care of the mowing of it prior to the event and the clean-up following the event. Mr. McManus agreed. There was no charge for the parking sites and Attorney Goodrich wrote up an indemnification agreement as was done in August 2009. Mr. McManus again notified his neighbor tenants of the party and had to make certain a number of parking spaces were dedicated to each tenant during their hours of operation. Mr. McManus was told he would have to hire two Ramsey Police Officers for each evening, one-half hour before the band started, during the concert, and one-half hour following the end of the band's performance. The Penalty Box also had 12 of their own security people monitoring the parking lot. Staff recommended Council apply the following stipulations to Mr. McManus' permit if the action was to approve it: 1) Locate the tent in the area specified by staff; 2) sign the indemnification agreement prepared by the City Attorney for additional parking spaces on City property; 3) notify all neighboring tenants of the event in writing, have them sign off on the notification and present to City staff prior to the event; 4) hire two Ramsey Police Officers for each evening one-half hour prior, during, and one-half hour following the end of the band's performance as well as their own security crew; 5) deposit $2,000 in an escrow account for expenses incurred (security, etc.); 6) apply for a tent permit with the Fire department and schedule the tent inspection; 7) abide by all liquor license regulations; and 8) allow the bands to play until midnight with volume to be turned down at 11:00 p.m. Council approved the Special Events Permit with those stipulations. Following the 2010 event, police reports were as follows: one DUI issued, one fight, and several noise and trash complaints, mostly from citizens. Fire received a report from one of the neighbor tenants. The complaints/concerns were listed as follows: tent location - safety concerns and visibility with traffic cutting through; parking lot full of food and garbage; no one looking out for the safety of anyone - no crosswalk staffing; parking lot blocked off - endangering customers and not leaving enough space for this tenant's customers to park and permission was not sought to use their parking spaces; they were not informed of the event; Sunday morning there were still cars and garbage in the main parking lot - garbage not taken care of quickly enough. This tenant noted that they are totally against another tent party in the parking lot and that they would hire an attorney if necessary to fight against it. With regard to the notification, one of the stipulations was that Mr. McManus acquire signatures of all neighbor tenants and staff should have checked more closely to make certain all tenants had signed off. This particular one had not. There were no requests for a Special Events Permit for year 2011. As previously stated, staff met to discuss the Special Events Permit application from The Penalty Box. Concerns expressed were about location of the tent. Staff is suggesting, if this event is to happen, that the tent be erected behind the facility - on Xkimo Street. That location should alleviate the safety concerns expressed. Two Ramsey Police Officers would have to be hired each evening - one-half hour before the band begins, during, and one-half hour after the band is finished. The 2012 Schedule of Rates, Fees and Charges lists Police service at $76 per hour per officer. Staff would require a $2,000 cash deposit be placed in an escrow account to cover police services as well as if any clean-up services are necessary. If the costs equal more than the $2,000 escrowed, Mr. McManus would be billed for the remainder. When a special event request is made, staff also checks to make certain all utilities, taxes, etc. are up to date. The Penalty Box currently owes $3,000.58 for utilities; $2,876 of that amount was due February 15, 2012. Staff also informed Mr. McManus that, as in the past, prior to granting the permit, he would have to provide disclosure notices of the event , signed by all neighbor tenants, and that they are in favor of this event taking place. As of this writing, no signed notifications have been received. Attached for Council review is a map depicting where staff is recommending the tent be placed. Notification: Staff notified Mr. McManus that his Special Events Permit request would be discussed at this evening's work session. A copy of this report will be mailed to him as well. It is anticipated he will be present to answer any questions. Recommendation: