HomeMy WebLinkAboutVIII-09 Approve Special Event Designation for the Animal Ark 3K Walk with Liquor License AmendmentCity Council Memorandum
To: Mayor Fasbender & City Council Members
From:Paige Marschall Bigler, Recreation Program Specialist
Date:April 7, 2025
Item:Designate the Animal Ark 3k Walk as a Special Event
Council Action Requested:
Staff recommends approval of the June 7, 2025,Animal Ark 3k Walk & Temporary liquor license with the
conditions outlined below.
Background Information:
Animal Ark is requesting to hold a 3k walk in the City of Hastings in support of the animal shelter. This
event has an identical footprint to last year's. The 3k route will begin and end at Animal Ark and utilize
City trails where possible,with portions of the route taking participants onto 21st Street E and Spiral
Boulevard.The event will also include food &alcohol vendors,live music, & kids’ activities.Animal Ark
expects 250 in attendance for the event from 9:00 a.m. –1:00 p.m.on Saturday, June 7th. Staff
recommends approval of the route and event with the following conditions:
•The Event Organizer will work with the Hastings City Clerk to ensure all vendors have the
necessary permits and licensing.
•As part of the Temporary liquor license,the area must include a barrier identifying the
consumption area, I.D. check, & wristbands.
•10’on-street pedestrian lane delineated by a traffic cone every 15’
o Traffic cones must be supplied by the event organizer
o The dedicated participant lane should be on the north side of Spiral Boulevard between
Industrial Court and the access point to the Ravine Trail and the north side of 21st St.
East
o Event volunteers must monitor this lane and keep participants from encroaching into
vehicular traffic lanes
o Hastings patrol staff will check on the event as time permits
•Directional markings on the pavement to be made by Event Organizers in chalk only.
•Event Organizers will notify affected neighboring businesses/property owners,including Industrial
Court, Industrial Boulevard, Spiral Boulevard,and Millard Avenue.
•Event Organizers will add a volunteer or additional signage on LeDuc Drive/21st St. East near the
road curve/hill as a safety precaution.
•Event Organizers will add cones on 21st St. East from Commerce Drive to designate a walking
space.
Attachments:
•Special Event Permit Application
•Event Layout
•3k Route Map
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Special Event Permit Application
Parks &Recreation Department
920 10lh Street West
Hastings,MN 55033
651-480-6175
A Special Event Permit is required for events who wish to exclusively use City Property and/or require City
services to ensure safety and coordination.A Special Event is defined as any race,concert,community
celebration,fundraiser,dance,car show,large assembly,or other Special Event on City property that has
received City Council approval.Please see our Special Event Policy for additional information at
wywjiarthigsmm
APPLICATION CHECKLIST:
Application must be submitted at least sixty (60)days prior to the event.
It is our goal to provide event organizers guidance in planning safe and successful events.
0 Special Event Permit Application
0 Site Map of Proposed Areas of Impact
Run/Walk Routes,Parade Routes,Downtown Event,Concert/Performance Staging,etc.
0 Certificate of Insurance
Please see section regarding insurance on page 8.
APPLICATION PROCESS:
0 Submit the completed application packet to the Parks &Recreation Department.
0 Allow 14 business days after application has been received for review.
0 If additional information is required,the applicant will be contacted by City Staff.
0 Once initial review is complete,all supporting documents must be submitted by event
organizer.
0 Once all queries are concluded,the application must go before City Council for final
approval.0 Throughout the City Staff review process,the Event Coordinator will work with the Deputy
City Clerk for additional required licensing in conjunction with the event.
CONTACT INFORMATION:
Paige Marschall Bigler,Recreation Programming Specialist
pmarschall@liastingsinn.gov
651-480-6182
Special Event Application
Park Rentals
Emily King,Deputy City Clerk
eking@hastingsinn.gov
651-480-2343
Additional Licensing
Mobile Food Units,Temporary Liquor Licensing,Temporary Gambling Licensing,
Temporary Vendors
Special Event Permit Application Page 1 of 10
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Organization Information (if applicable)
Organization:Animal Ark
Primary Phone Number:651-772-8983
Website Address:animalarkmn.org
Event Organizer
Name and Title:Denyse Madden-President of the Board
Mailing Address:2600 Industrial Court Hastings,MN 55033
Primary Phone Number:612-202-0350
Email Address:events@animalarkmn.org
On-Site Contact:Anna Helget
Primary Phone Number:651-276-4013
Email Address:ahelget@animalarkmn.org
General Event Information
Event Name:Animal Ark 3K Walk Fundraiser
Type of Event:
||Race/Run/Walk ||Downtown Event I I Concert/Performance I I Fundraiser
I I Other:
Event Description in Detail:
The Animal Ark 3K Walk is to be on Saturday,June 7th from 9am-1pm.It is $35 to register
for the walk.The proceeds will be used for the care of the animals at Animal Ark .We plan
to have beer and wine tasting,food trucks,live music and a silent auction.
Is this an annual event?Yes No
Is this a multi-day event?Yes No
Event Start Date:6/7/25 Event End Date:6/7/25
Is the event open to the public or private?||Public ||Private
Special Event PermitApplication Page 2 of 10
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Is there an admission fee?Yes No V5b Yo
What is the anticipated attendance?250
What was the previous year’s attendance?300 signed up about 250 came
Where will the event be located?
starting and ending at 2600 Industrial Court in Hastings.Attaching Rout Map
A Park Rental Permit is required for events located within a City Park.Contact the City of Hastings Parks and
Recreation Department for park facility availability information:651-480-6175.
Event Set-11p and Tear Down
How many days will your organization require to:Set-Up:6/6/25 Tear Down:6/7/25
Event Set-Up Date:06/06/2025 Event Set-Up Time:4pm to 5pm
Event Start Date:06/07/2025 Event Start Time:9 AM
Event End Date:06/07/2025 Event End Time:1 PM
Event Tear Down Date:06/07/2025 Event Tear Down Time:lpm to 6pm
Staging Details
The following items will be used at the event (please mark all that apply):
Amplified Sound /Music /Live Entertainment Tents/Canopies Stage(s)
Other
If any of the above items will be used,please indicate their location on your attached Site Plan /Map.Use of
the above items may require the Event Organizer to meet ADA Regulations.
Parking Details
Please describe Public Parking Arrangements for attendees,staff &volunteers.(Please indicate location(s)on
Site Plan /Map)
parking on the street as well as in other businesses’parking lots(approved
by businesses)-Map Included
Special Event Permit Application Page 3 of 10
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Portable Restrooms
Waste Removal
Organics
Event Organizers are responsible for the event cleaning of existing on-site portable restrooms as well as
the rental and fees associated of any additional portable restrooms and/or hand-washing stations with a
vendor of their choice to support their event.Use of these items may require the Event Organizers to
meet ADA Regulations.(Please indicate locations®of portable restrooms on Site Plan /Map)
Event Organizers are responsible for arranging the removal of all waste related to the event and related
fees.This includes but is not limited to,emptying of trash bins and removal of waste from the event
site.Event organizers must work with a vendor to support their event.(Please indicate locations®of
waste removal bins on Site Plan /Map)
All paper and cardboard,cartons,glass bottles and jars,metal cans,and plastics labeled #1,#2
and #5 must be properly sorted and recycled.
Each trash container must have a recycling container within 10 feet.The City of Hastings has
portable recycling and trash containers that can be checked out for free of charge.Please email
violet.penman@rosemountmn.gov for more information.
Applicant must educate all event staff,volunteers,event vendors,and housekeeping/custodialcontractorsusingtheenclosedRecycleRightGuide.
_
T Aspen Waste SystemsCompanyName:'
„Schlomka Services LLCCompanyName:
x 612-884-8000ContactPhoneNumber&Email:
+XT U P u •!651-459-3718ContactPhoneNumber&Email:
1.Will the event have at least 300 attendees?Yes _No
2.Will the event generate at least 1 ton (8 cubic yards)of trash perlocation(e.g.each sporting tournament location?)?Yes No
3.Will the event generate food scraps back-of-house (e.g.non-public
food-prep areas)?Yes _=No
If yes to all three organics criteria,the event is required to collect food scraps.
Please contact the Solid Waste &Recycling Coordinator,Violet Penman,violet.penman@rosemountmn.gov or 612-268-9097 to discuss thefollowing:
What will vendors use for back-of-house food scraps collection?Dakota County has collectionresourcesavailable.
Food Trucks Only-Waste will go in dumpsters already provided
How are food scraps collected from vendors for delivery to an organics facility?
Special Event Permit Application Page 4 of 10
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Fire Departa
Event Organizers are responsible for coordinating event safety and emergency coverage with the
Hastings Fire Department.The Fire Department will determine if and how many fire resources will be
required at an event.All Fire Department costs associated with the event are at the responsibility of the
event organizer.
Event will include tents and/or canopies:
Tents and Canopies over 200 square feet
Other12-10x10 tents 1-20x40 tent
Event will host the use of:
Fireworks/Pyrotechnics (a firework display permit is required)
Other
Police Department Sem
Event Organizers are responsible for coordinating event security and emergency coverage with the
Hastings Police Department.The Police Department will determine if and how many police resources
will be required at any event.All Police Department costs associated with the event are at the
responsibility of the event organizer.
Event will require traffic control:
Event ingress/egress
Street Closures
Other
Notice of Temporary Street Closure
The City of Hastings requires that all affected residents/businesses both on adjacent to a proposed street
closure be notified of such a street closure.A notification letter may be required to be sent to
businesses and residents in the affected event areas.
Site Plan /Map Instructions
All site plans/maps must be submitted along with the application.
•Site plans/maps must include a directional sign showing North,South,East,and West.
•Site plans/maps must also include a key showing the use of symbols for people,vehicles,
tent(s)/canopies,stage(s),platfonn(s),barricades,Mobile Food Unit and Vendor staging,Portable
Restrooms,Waste Collection,etc.•Site plan/map should also show any proposed signage.
Special Event Permit Application Page 5 of 10
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Street Closures
Please keep in mind that streets/sidewalks must be closed from intersection to intersection;street
cannot be closed mid-block.Event Organizer is responsible for posting Temporary ‘No Parking’signs
according to requirements.
Please list the streets/sidewalks,from intersection to intersection;you are requesting to close for your
event.Your Site Plan/Map must show all streets and closures.Street closures are subject to review and
approval by the Hastings Police and Public Works Departments.
Space is provided for four (4)entries.If you need more space,please attach an additional sheet of
paper with the requested information.
(1)Street Name:Spiral Blvd-Partial Closing with Safety Cones
From (cross street):Industrial Court
To (cross street):AW hwc
Type of Closure:Pl Street Closure ||Sidewalk Closure
Closure Start Date:06/07/2025 Closure Start Time:2.AM
Closure End Date:06/07/2025 Closure End Time:J PM
(2)Street Name:Industrial Court-Just the Court
From (cross street):
To (cross street):
Type of Closure:p]Street Closure ||Sidewalk Closure
Closure Start Date:06/07/2025 Closure Start Time:AM
Closure End Date:06/07/2025 Closure End Time:J PM
(3)Street Name:
From (cross street):
To (cross street):
Type of Closure:I |Street Closure ||Sidewalk Closure
Closure Start Date:Closure Start Time:
Closure End Date:Closure End Time:
(4)Street Name:
From (cross street):
To (cross street):
Type of Closure:I I Street Closure ||Sidewalk Closure
Closure Start Date:Closure Start Time:
Closure End Date:Closure End Time:
Special Event Permit Application Page 6 of 10
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Barricade Equipment
Does the Host Organization have its own barricade equipment?I I Yes [3 No
If not,please indicate how the Host Organization will meet all required barricade requirements.
*The companies listed below are barricade providers and not recommendations of the City*
Pl Host Organization will rent barricade equipment from a private company from the list below.
(In alphabetical order)
PI Host Organization will set-up and tear down barricade equipment.
||Private company will set-up and tear down barricade equipment.
Geyer Signal
https://www.construct ioiieqiiipme
nt.com/company/geyer-signal-st-
cjpudjnc
Phone:320-253-9005
4205 Roosevelt Road
St.Cloud,MN 56301
Safety Signs of MN
https://www.safetysigns-
mn.com/
Phone:952-469-6700
19784 Kenrick Avenue
Lakeville,MN 55044
Warning Lites
https://www.waniinglitesmn.com/
Phone:612-521-4200
4700 Lyndale Avenue North
Minneapolis,MN 55430
Miscellaneous
The event organizer(s)will be applying to serve intoxicating liquor.>Please complete the supplemental form on page 9.
The event organizer(s)will be applying for a temporary gambling permit.
This event will have vendors selling goods,wares,products,merchandise,etc.
This event plans to have a petting zoo,pony rides,etc.>Please indicate the location on the Site Map.It will also be required that the event provides
a portable hand-washing station.
Special Event Permit Application Page 7 of 10
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Indemnification Agreement
Host Organization and/or Event Organizer agree,in consideration of the granting of this application and
Special Event Permit for:
to be held on 06/07/2025
Event Date(s)
Animal Ark 3K Walk
Event Name
by Anna Helget of Animal Ark MN
Event Organizer/Primary Applicant Host Organization
Host Organization and/or Event Organizer(s)hereby agrees to defend,indemnify and hold harmless the
City of Hastings (“City”),and the City’s employees,officers,managers,agents,council members,and
volunteers from and against any and all losses,damages,claims for damage,liability,lawsuits,judgement
expense and cost(s)however caused,resulting from,arising out of,or in any way related to the Applicant’s
event as herein described,from any injury of death to any person or damage to any property including all
reasonable costs for investigation and defense thereof (including,but not limited to,attorney fees,costs and
expert fees)arising out of or attributed to the issuance of Applicant’s Special Event Permit regardless of
where the injury,death,or damage may occur,unless injury,death,or damage is caused by the sole
negligence of willful misconduct of the City.Nothing in this Agreement is to be construed as a waiver by
the City of any immunities,defenses,or other limitations on liability to which the City is entitled to by law,
including,but not limited to,the maximum monetary limits on liability established by Minnesota Statutes,Chapter 466.
Host Organization and/or Event Organizer(s),at their sole cost and expense,agrees that it will maintain in
full force and effect,for the duration of the event and term of this Agreement,liability insurance with a
minimum per occurrence liability limit of $2,000,000.The City must be named as an additional insured on
the insurance policy,and the policy must contain a stipulation that the Applicant’s insurer will provide ten
(10)days’prior written notice to the City of a cancellation of the required insurance policy.The insurance
shall be carried by a solvent and responsible insurance company that is licensed to do business in the State
of Minnesota.A certificate of insurance,signed by the authorized representative of the insurance company,
evidencing compliance with the required liability insurance amount must be provided to the City by the
Applicant prior to the event.The City reserves the right to modify the insurance requirements at its sole
discretion based on the nature and scope of the Applicant’s proposed event.
Anna Helget
Print Name
Shelter Manager
Title
(25
Date
Special Event Permit Application Page 8 of 10
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SUPPLEMENTAL INTOXICATING LIQUOR FORM
PLEASE COMPLETE IF INTOXICATING LIQUOR WILL BE SERVED AT THE EVENT
Intoxicating Liquor (please check one)
An establishment within the City of Hastings holding an active Caterer’s Permit will be providing and
serving liquor.
The establishment must provide a current copy of their certificate of insurance including sales off
premises.The City of Hastings must be listed as additional insured.
Please note if an establishment plans to serve liquor under their caterer’s permit,they must also
serve food at the event.
Establishment /Permit Holder:
A Temporary Intoxicating Liquor License will be requested.
Only issued to charitable,religious,or nonprofit organizations in existence for at least three (3)
years.
Application must be submitted at least 60 -days prior to the event.
Must be approved by City Council.
Liquor Liability insurance is required.Additional information listed below.
Special Event Liquor.License Requirements
1.Area.Alcohol may be served by the Applicant within the Premises,at a location designated on the site map
attached to the application.Liquor shall be confined to a specified area and the applicant must provide
delineation and signage stating “No Alcohol Beyond This Point”between the specified area and the additional
event space to discourage taking alcohol outside of the specified area.
2.Compliance Inspection.The applicant acknowledges that as a liquor license holder for the event,it is subject
to Hastings City Code §111.13,subd.B,subd.6,which authorizes that all premises from which intoxicating
liquor is offered at on-salt,are subject to inspection for alcohol compliance by any peace officers or health
officers.
3.Identification Bracelets.The applicant shall provide at no charge liquor identification bracelets in the area as
required by City Staff.The applicant will permit no one to consume liquor unless they are wearing an
identification bracelet,and will be responsible for the issuance of bracelets.The bracelets will be issued only
to those who are legally entitled to consume intoxicating liquor.
4.Insurance.The City requires any function selling /serving intoxicating liquor through a temporary liquor
license must provide Liquor Liablity insurance for the day(s)of the event in the form and amounts as required
by M.S.§340A.Proof of insurance must include the use of the facility or any parking lot used for alcohol
service.The certificate must list the City of Hastings as an additional insured.
5.Law Enforcement Officer.The Police Department will determine if and how many police resources will be
required at any event.All Police Department costs associated with the event are at the responsibility of the
event organizer.
6.Exclusions.Glass beverage containers are not allowed within City Parks.
Special Event Permit Application Page 10 of 10
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Applicant Agreement
Please read each statement.Initialing next to each statement indicates your understanding and agreement
ot the statement.
AH Host Organization and/or Event Organizer(s)agrees upon request to provide a Liability Insurance
Certificate providing evidence of general liability insurance coverage in a minimum of
$1,000,000 combined single limit and a minimum $2,000,000 aggregate limit,If food or non¬
alcoholic beverages are sold or provided at the event the insurance policy shall also include an
endorsement for product liability in an amount not less than $1,000,000.
AH Host Organization and/or Event Organizer(s)agrees,upon request,to submit a Security Plan
setting forth the proposed security measures to be taken to protect the health,safety,and welfare
of the participants,spectators,bystanders,and passerby.This plan will be reviewed by the
Hastings Police Department who may require alterations to the plan.Security measures may
include but are not limited to the hiring of Hastings Police Officers at the expense of the Event
Organizer.
AH Host Organization and/or Event Organizer(s)agrees,upon request,to provide a copy of their
Determination Letter,as issued by the Internal Revenue Service of the United States,if the
application is made on behalf of any organization representing iteself as a tax-exempt,non-profit
and/or charitable organization.
AH Host Organization and/or Event Organizer(s)agrees to notify all residents and businesses that will
be affected by street/sidewalk closures and/or amplified sound.
AH Host Organization and/or Event Organizer(s)agree to supply ‘No Parking’signs,barricades,
cones,and/or warning signs and to situtate them in such a position that the street closure may bemaintainedinasafeandorderlymanner.
AH Host Organization and/or Event Organizer(s)agree to work with City Staff to ensure appropriatelicensureiscompletedfortheeventincluding:Park Rental(s),Mobile Food Units,Vendors,
Intoxicating Liquor,Temporary Gambling,etc.
AH Host Organization and/or Event Organizer(s)agree that any false statement or material
misrepresentation made in support of this application and permit is cause for denial of issuance of
a Special Event Permit.Applicant also agrees that failure to adhere to the policies and procedures
established by the City of Hastings or any conditions or restrictions imposed upon the permit by
the City of Hastings,is cause for revocation of the Special Event Permit.
By signing below,Host Organization and/or Event Organizer indicate understanding and agreement to the
above statements.
Anna Helget
Print Name
Signature
Shelter Manager
Title
Date
Special Event PermitApplication Page 9 of 10
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3K Walking Route
3K Walk Key
Industrial Ct.to Spiral Blvd -turning left-Spiral Blvd to Millard Ave -turn left onto the trail -follow trail to Ledt
Drive -turn left -follow trail running parallel to 21st Street E to Commerce -take a right and enter Vermillion
Falls-followthe trail to bridge -endpoint -turning around to take the same routeback to shelter.
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Parking Map
•HoPemng to Antmai Am W1 during event
•Al vendor*.naff &car parti <n Jan *Senooi of Dance tot (yokna star)
•Patron*can sen in CV Tachcarv,Innovattve
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Animal Ark Event Layout
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Minnesota Department of Public Safety
Alcohol and Gambling Enforcement Division
445 Minnesota Street, Suite 1600, St. Paul, MN 55101
651-201-7507 TTY 651-282-6555
APPLICATION AND PERMIT FOR A 1 DAY
TO 4 DAY TEMPORARY ON-SALE LIQUOR LICENSE
Name of organization Date of organization Tax exempt number
Organization Address (No PO Boxes)City State Zip Code
Name of person making application Business phone Home phone
Date(s) of event
Club Charitable Religious Other non-profit
Type of organization
Organization officer's name City State Zip Code
Organization officer's name City State Zip Code
Organization officer's name City State Zip Code
Location where permit will be used. If an outdoor area, describe.
If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service.
If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage.
City or County approving the license Date Approved
Fee Amount Permit Date
Signature City Clerk or County Official
APPROVAL
APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT
City or County E-mail Address
CLERKS NOTICE:Submit this form to Alcohol and Gambling Enforcement Division 30 days prior to event
No Temp Applications faxed or mailed. Only emailed.
ONE SUBMISSION PER EMAIL, APPLICATION ONLY.
PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CITY/COUNTY AS ALL TEMPORARY
PERMIT APPROVALS WILL BE SENT BACK VIA EMAIL. E-MAIL THE APPLICATION SIGNED BY
CITY/COUNTY TO AGE.TEMPORARYAPPLICATION@STATE.MN.US
Microdistillery Small Brewer
Please Print Name of City Clerk or County Official
Event in conjunction with a community festival Yes No
Current population of city
MINNESOTADEPARTMENTOFPUBLICSAFETY
Alcohol &Gambling Enforcement
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