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Item 2. Cowboy Jacks Special Event PermitRequest for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Planning City Planner Licht 30 September 2024 PRESENTER(s) REVIEWED BY: ITEM #: Administration Assistant City Administrator/Human Resources Hille 2 – Cowboy Jacks Special Event STRATEGIC VISION MEETS: THE CITY OF OTSEGO: X Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. X Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council approve a special event permit. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Cowboy Jacks is planning to hold an outdoor Octoberfest event in the northwest corner of the property parking lot building on Saturday, 12 October 2024. The event area will be fenced with controlled entry through the restaurant. There is to be a 30 foot by 20 foot tent within the fenced area. Parking taken up by the event space is off-set on other properties to the south and southwest that are under common ownership and have cross parking easements already in place. The proposed event is to be from 2:00 PM to 12:00PM. City staff requested that Cowboy Jacks contact Guardian Angels Riverview Landing regarding the event and ask for a letter of support. Guardian Angels Riverview Landing provided a letter stating no objection to the event and indicated that they will advise all of their residents accordingly. Because there are no other residential dwellings within 2,500 feet of the subject property, City staff recommends that no mailed notice be required. Cowboy Jacks will have their own staff, contracted staff and will meet with the Wright County Sheriff’s Office regarding security issues. Cowboy Jacks will be responsible for controlled entry to the site and an ID checking and monitoring behavior. Cowboy Jacks has provided necessary documentation regarding insurance requirements and a catering license necessary to serve alcohol within the event area. SUPPORTING DOCUMENTS ATTACHED: •Applicant Narrative •Site Plan •Special Event Permit POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve a Special Event Permit for Cowboy Jacks, 9010 Quantrelle Avenue, subject to the conditions as stated by the permit. BUDGET INFORMATION FUNDING: BUDGETED: N/A N/A A. The northwest corner of the parking lot, the site plan is attached. B. Saturday 2pm - 12am Oct 12, 2024 C. We rented 4 porta potties, 1 is handicap accessible and a handwashing station. We also rented rolling garbage and recycling cans to place throughout the event space. D. We have extra security staff, as well as all the staff that will monitor the crowd. The entire space will be fenced, they will have to enter Cowboy Jack’s through one of the two regular entrances to get into and out of the event space. E. F. The majority of the parking lot is available as well as the parking other businesses use when they are open. The parking is marked on the site plan. G. We will notify the emergency services when the meeting is scheduled. H. Alcohol will be served at the event. I have attached our liquor and catering licenses. We will mark patrons that are under 21 with large X’s on their hands to ensure they are unable to purchase a drink or get one from another patron. I. Our insurance certificate is attached. J. Some of our vendors may have banners that we would place on the fencing, this is not fully decided upon at this time. K. The parking lot lights have recently been replaced and it is nice and bright at night. We will use string lights inside the tent once it is dark outside. L. We will have a DJ with sound equipment and then a live band. They use typical sound equipment, speakers and a microphone. M. We have one tent that is 20x30 feet. It is marked on the site plan, the band will be set up in the tent. We are fencing the entire event space, also marked on the site plan. There will not be a stage or ramps/stairs or other structures. N. All of our staff will be required to keep the space clean during the event as well as a full clean up when the event is being packed up. O. This is the same as I? Our COI is attached. 1 SPECIAL EVENT PERMIT APPLICANT: Cowboy Jacks 9010 Quantrelle Avenue NE Otsego, MN 55330 APPLICATION: Request for approval of special event permit for an event on 12 October 2024. CITY COUNCIL MEETING: 30 September 2024 FINDINGS: Based upon review of the application and evidence received, the City Council of the City of Otsego now makes the following findings of fact: A. Requests for special event permits are subject to the provisions of Title 4, Chapter 2 of the City Code. B. The Special Event Permit application submitted by Cowboy Jacks is incorporated herein. C. The Request for Council Action for the City Council meeting on 30 September 2024 prepared by the City Planner, The Planning Company LLC, is incorporated herein. DECISION: Based on the foregoing information and applicable ordinances, the application is hereby APPROVED subject to the following conditions: 1. Hours: a. The event shall be limited to 12 October 2024. b. The hours of the event shall be limited to 2:00PM to 12:00 Midnight. 2. Any modifications to the submitted site plan for activities on and off site that shall be subject to review and approval of City staff. 3. Event security, traffic control and emergency medical service shall be subject to review and approval of the Wright County Sheriff’s Office and City staff, including the Emergency Services Director: There shall be an ambulance stationed at the property during the time the event is open to the public. 4. On-sale liquor shall comply with Title 4, Chapter 1of the City Code and documentation of appropriate State issued license for alcohol sales shall be submitted to the City Clerk prior to the event. 5. The organizers shall provide documentation of insurance coverage in amounts as determined necessary by the City Attorney. 2 6. All event signs shall comply with Section 37 of the Zoning Ordinance including issuance of a sign permit. ADOPTED by the Otsego City Council this 30th day of September, 2024. MOTION BY: SECONDED BY: IN FAVOR: OPPOSED: CITY OF OTSEGO __________________________________ Jessica L. Stockamp, Mayor ATTEST: __________________________________ Audra Etzel, City Clerk