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HomeMy WebLinkAbout2023-09-29 SE Permit - Homecoming Carnival CITY OF OAK PARK HEIGHTS SPECIAL EVENT-PERMT TERMS AND CONDITIONS THIS PERMIT is made this 3"day of ,✓yvst, 2023 between the CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ("City"), and the Stillwater Area Independent School District -#834 (ISD834). RECITALS Event. The City hereby authorizes ISD834 to organize and conduct a SPECIAL EVENT on Sept 29th, 2023 being the Homecoming Carnival at the Stillwater Area High School.A listing of anticipated attendees and general scope of the Event is attached as Exhibit A. City Costs. ISD834 is responsible to ensure that the City is reimbursed for all costs incurred by the City that may result due to the Event including but not limited to City Police Department, Public Works Department, and Fire Department and as needed to safely respond to such Event if needed. City Police. Any City Police staff assigned during the Event are there as a general law enforcement presence. Number of City Police Officers,times and their exact roles remains in the sole discretion of the Chief of Police. The City Police is not responsible for general security at the Event. Insurance, Hold Harmless,and Indemnity. The ISD834 agrees to and shall indemnify, release and hold harmless the City with regard to any claims, causes of action or demands that are brought against the City arising out of the Events authorized by this Permit. The ISD834 shall also indemnify and hold harmless the City with regard to any claims,-causes of action or demands that brought against the City from any participants or attendees of this Event as contemplated in this Permit. ISD834 shall provide the City proof of liability insurance in an amount not less than$1,000,000 and such document shall name the City as an additionally insured. This document shall be supplied to the City not later than September 23rd, 2023. Emergency Plan. ISD834 shall have and supply to the City a comprehensive Emergency Plan that addresses issues related to injury,evacuation, communication, and other relatable emergency protocols for such Event and shall be applicable to all spectators, participants, coaches, and staff. ISD 834 shall provide the specific name of the ISD834 staff member who is responsible for issuing public communications at the event to warn and secure the safety of all persons should inclement and/or dangerous weather occur. This role is critical and is not the responsibility of the City. ISD834 shall ensure they are capable of effectively communicating such emergency protocols to all persons at the Event. City Commitments. The City has not committed any specific resources to benefit or assist in this Event. The ISD834 takes and assumes full responsibility for any and all site operations IN WITNESS WHEREOF,the parties have set their hands effective the day and year first written above. Stillwater Area Independent School District-#834 By {r L7 t Its Skperln�eNdeht STATE OF MINNESOTA ) COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this 5 th day of September, 2023, by -3-04,n ULA"i , the 4 i 4 5_ g,safikActim duly authorized agent for the Stillwater Area Independent School DG1trict-#834u; Joan F Hurley I ^°"r State of Minnesota �' < - 1 _ �• Notary Public 'i�- 1 Commission No.1327734900034 •--.3ti_iyOrion txpves Ito ncv ---- -"7"4.0".-a.:-/-•\-\11.441....6- - ‘A"--41-' 5-‘n--4:S7-1.4/k4 .-- City of Oak Park Heights / a if /.,.._ / / M.ry r Comber, Its Mayor ATTEST: z'4/3./Z____ Its City Administrator STATE OF MINNESOTA ) ) COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this )c1 day of September, 2023, by Mary McComber, Mayor, and i)'i J/;/,.,c.1 Administrator,for the City of Oak Park Heights. iltrg. MARY SEIGER I. A I idiom/ -i . NOTARY PUBLIC-MINNESOTA Nt Public „e,.."My Commission Expires An.31,2028 2 Exhibit A General Scope 3 0. mss; City of Oak Park Heights 14168 Oak Park Blvd. N •Oak Park Heights, MN 55082 Phone (651)439-4439• Fax(651)439-0574 www.cityofoakparkheights.com Temporary "Special Event" Sign/Banner &Temporary Outdoor Sales Tent Permit Application PLEASE TYPE OR PRINT Applicant's Name: Pete Heldstab Title: Coordinator of Athletics & Facility Use Business Name: Stillwater Area Public Schools Address: 5701 Stillwater Blvd. Oak Park heights. MN 55082 Phone: 651-351-8454 Applicant Email Address: heldstabp@stillwaterschools.orq Type: Check All Applicable Banner Sign Balloon Tent_Other: Homecoming Carnival Description of Item(s): Include message content, location, exact dimensions of item(s)and how it/they will be erected (e.g. banner attached to building wall). Please use the back of this application if you need additional room. For tent placement a site plan must be submitted with this application, showing location, number of parking spaces, if any displaced, etc. Homecoming Carnival before football game, 4:30-6:30pm. Free inflatables and games for kids. 5-6 food trucks around the island near the Admin entrance. No signs or rental tents. Date Item(s)Will Be Erected: 9/29/23 Dated Item(s)Will Be Removed: 9/29/23 50 Days Maximum Per Calendar Year By signature below, the applicant hereby agrees to work in accordance with the Ordinances of the Local Municipality, State Building Code, and the requirements enforced by the City of Oak Park Heights. The applicant further agrees to place and remove temporary signage as approved and notify Code Enforcement of any change to design, location or placement duration. peter Heldstak Dated: 7/18/23 Applicant's Signature For Office Use Only: Julie Hultman, Building Official Date Issued: Planning &Code Enforcement Duration: Direct: (651)351-1661 Accumulated Duration: FAX: (651)439-0574 Permit Fee: None Email:jhultman@cityofoakparkheights.com Permit Granted/Denied by: Reason for Denial (if denied): Temporary "Special Event" Sign/Banner &Temporary Outdoor Sales Tent Permit Application Page 2 Continued Description (from page 1): The number and size of inflatables are still being determined. A map will be provided no less than two weeks prior to the event. Food Trucks Truck Contact Phone email address Linda/Oscar ,651-231-5266/ Tacqueria Los Paisanos ;Hernandez 1651-278-0835 1 a GoBBQ (Street Eats Grill) Sean !651-964-9266 isean@goconcessions.com Pete's Fresh Cut Potato Blossoms Khin651 373 5917 pete@usfamily.net Sandy's Grill& Italian Ice =Sandy I Featatsandys@hotmail com 1 Roxys Waffles .Eva Stafne 651-318-8103 ;roxyswafes@gmail.com Natalie and Ryan Kona Ice Thiesen 1 rnthiesen@kona-ice.com Stillwater Area Public Schools - Emergency Operation Plan for Homecoming Carnival Homecoming Carnival Committee Annette Saltman -Community Education Director 612-554-6734 Carissa Keister- Community Engagement Director 651-210-8796 Chris Freichels - Marketing Coordinator 651-235-3366 Rob Bach -SAHS Principal 651-278-6965 Dusty Dennis - Homecoming Advisor 612-382-5480 Becky Mazzara - NHS Advisor 651-271-0001 Pete Heldstab -Community Education Coordinator 651-351-8454 SAHS Administrative Team Rob Bach -SAHS Principal 651-278-6965 Ricky Michel -Activities Coordinator 651-442-9337 Dr. Aaron Drevlow-Asst. Principal 651-248-0759 Matt Kraft -Asst. Principal 651-600-4044 RE: Stillwater Area Public Schools Homecoming Carnival September 29, 2023 Operational Period: 4:30-6:30 pm, Approximate set up 1:OOpm-4:00 pm Location: SAHS 5701 Stillwater Blvd N, Oak Park Heights, MN 55082 Overview/Synopsis: SAHS will be hosting a Homecoming Carnival before the football game. The carnival will celebrate: 1) Stillwater Area Homecoming Week and celebrate Pony Pride. 2) Bring the Community together The following is a timeline of a list of items that will take place: 1. 4:30-6:30 Homecoming Carnival available for Community families and students to use inflatables, visit sponsor booths or district booths. - Carnival will consist of 10 inflatables located on the interior grass portion of the Pony Plaza in front of the stadium and interior portions of the grass along the front of the school and island. This will be outside the stadium, clear of the sidewalks and roads per Fire Chief. 1. Pete Heldstab (Coordinator of Athletics & Facility Use) and Bayport Fire Chief Allan Eisinger will review and agree to the plans. 2. 2:30-3:30 set up for food trucks. (appropriate paperwork will be received by all vendors and submitted to Washington County.) 3. 4:30-6:30 PM- Carnival open to the community and younger students - inflatables and kiddy games. - Carnival and 4 Food Trucks, 1 Pizza slice stand to sell food in the PAC Parking Lot. -Those waiting in line will stand on the PAC Plaza and will not be in the parking lot. 4. In the event of inclement weather, the plan is to move the carnival inside using the cafeteria, HS Gyms 1-4, PAC Gyms, Wrestling and Auxiliary gyms. Estimated Number of people attending: A football game can have 500-5000 people depending on the night. Due to this being the Homecoming Game with events before the game, it is expected that we will have a good showing from the community. Duty Assignments: 1. There will be a volunteer check in table at the PAC entrance. 2. We will have adult volunteers and student volunteers working shifts with the a. inflatables b. in the SAHS PLAZA for supervision c. on the PAC Plaza d. There will be assigned workers at specific gates and doors to prevent carnival participants getting into the game on the south and east side of the building. 3. The School Resource Officer Lindsay Paradise will be present for the carnival Communication: 1. Word of mouth will be used to inform attendees of important information and provide direction. 2. Access to school PA system can be heard outside in the event that information is needed to be portrayed to the public. The Homecoming Committee and High School Administrative staff will be present. 3. Cell Phone communication will be used for sensitive information not to be overheard over the radio speaker. 4. Cell numbers have been provided above for individuals involved in the event. Weather and Emergency Evacuation: Pete Heldstab will monitor weather for storm related conditions. He will consult with the Homecoming Carnival Committee and SAHS Administration in the event of conditions requiring evacuation or cancellation of the event. He will monitor the event location for possible hazard conditions to attendees such as trip hazards, evacuation route blockage due to cars or other objects, congested events or areas and any other possible hazardous conditions. Any hazardous conditions or emergency evacuation situations will be determined by Pete and addressed at the time with the officers and SAHS Administration Staff. Fire/EMS: There will be a high school athletic trainer on site if needed. Incidents needing Fire or EMS services will be called to have Lakeview EMS or Bayport Fire respond as the situation dictates. This request will be done using police radio or cell phone. Dignitary or Persons attending attracting high attention or large gathering of people: In the event someone of this nature attends the event and it appears the person or circumstances surrounding the person attending require additional security of an officer presence OPH will be notified as soon as possible of the dignitary. Non-emergency Evacuation: In the case of a non-emergency evacuation of the carnival due to a power failure or other non-emergency reason: 1. We will utilize word of mouth to provide direction. 2. We will utilize the school PA system to make announcements, time permitting. . 3. Use of SRO Squad Car PA System if needed. 4. Daylight hours for the event. Emergency Evacuation: Immediate dangerous weather, Bomb Threat, Active Shooter, Hostage, Chemical Spill, etc. 1. In the event of an emergency evacuation all attempts will be made to do so in an orderly manner while providing safety and security to civilians and officers. 2. SAHS Administrative Staff and Homecoming Carnival Committee will assist with the process. 3. Officers and SAHS Staff will direct all attendees to the gymnasiums or best location at SAHS. Homecoming Carnival Committee Members will make sure the gymnasium doors are open and lights are on. 4. Attendees will be directed to go into the High School gyms 1-4 or PAC gyms 5-8 whichever is closest. 5. SRO will be called upon to be positioned in the gymnasium for security. 6. OPH Police will be called up to assist with evacuation of carnival area and parking lot if required. 7. Assistance from Stillwater Police, Bayport Police, WCSO and State Patrol may be required to assist with evacuation of the stadium and parking lot. 8. Officers will secure any crime scene ASAP. Emergency Access or Egress: In the event of need to evacuate or for the access of emergency vehicles to the area the following routes will be used as available: 1. Primary: Main entrance/58th St N 2. Secondary: Bus entrance 58th Street N - East of SAHS 3. Third Option: Highway 5/West entrance -4. These access and egress points will also be used by emergency personnel as needed and available. Annette Saltman, Community Education Director will make final emergency decisions. Once the emergency evacuation process has begun, it is likely that only authorized personnel will be allowed to enter on to the property and OPH or other Emergency Personnel will provide direction going forward . ARD CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 8/31/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Katie Navin Arthur J.Gallagher Risk Management Services, Inc. PHON(A/C. E Ext): 630-228-6665 FAX No):630-285-4062 2850 Golf Road E-MAIL Rolling Meadows IL 60008 ADDRESS: katie navin@ajg.com INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Underwriters at Lloyd's London 15792 INSURED ALLIFOR-13 INSURER B Alliance for Liability and Property Services Stillwater Area Public Schools#834 INSURER C: 1875 Greeley Street South INSURER D: Stillwater MN 55082 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:1147136893 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSD,WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) A X COMMERCIAL GENERAL LIABILITY PK1039323 7/1/2023 7/1/2024 EACH OCCURRENCE $4,000,000 (;:ck AGE TO RENTED CLAIMS-MADE X OCCUR PREMISES(Ea occurrence) $ X PooISIR-$250,000 MED EXP(Any one person) $ PERSONAL 8 ADV INJURY $ GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $8,000,000 POLICY PRO LOC PRODUCTS-COMP/OP OMP/OP AGG $JECT OTHER: $ A AUTOMOBILE LIABILITY PK1039323 7/1/2023 7/1/2024 COMBINED SINGLE LIMIT $4,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X HIRED X NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) Comp/Coll Ded $1,000/$1,000 UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER AND EMPLOYERS'LIABILITY Y/N STATUTE TH- ER ANYPROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ OFFICER/MEMBEREXCLUDED? N/A (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A School Board Legal(Claims Made) PK1039323 7/1/2023 7/1/2024 Per Occ/Agg $4M/$8M Sexual Harassment/Abuse Included DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Non-Tort liability or Out-of-State Liability claims$4,000,000 Each Occurrence Limit;per Member District Non-Tort liability or Out-of-State Liability Claims$8,000,000 Aggregate Limit;per Member District. If holder is specifically listed as an additional insured refer to:Certificates of Insurance Endorsement#PENP5025042021 added 7-1-2023 Homecoming Carnival Date:September 29,2023 Certificate Holder is an Additional Insured as respects general liability policies if required by contract,pursuant to and subject to the policy's terms,definitions, conditions and exclusions required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Oak Park Heights, Eric Johnson 14168 Oak Park Blvd. N. AUTHORIZED REPRESENTATIVE Oak Park Heights MN 55082 e7C*1-12—' ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD (MM/DD/Y ARI$ DATE(MWDD/YYYI� CERTIFICATE OF PROPERTY INSURANCE 8/31/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. PRODUCER CONTACT Katie Navin Arthur J.Gallagher Risk Management Services, Inc. PHONE FAX 2850 Golf Road (NC.No.Ext):630-228-6665 (A/C,No):630-285-4062 Rolling Meadows IL 60008 ADDE-MRESS: katie_navin@ajg.com PRODUCER ALLIFOR-13 CUSTOMER ID: INSURER(S)AFFORDING COVERAGE NAIC# INSURED INSURER A: Underwriters at Lloyd's London 15792 Alliance for Liability and Property Services Stillwater Area Public Schools#834 INSURER B: 1875 Greeley Street South INSURER C: Stillwater MN 55082 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 1259962833 REVISION NUMBER: LOCATION OF PREMISES/DESCRIPTION OF PROPERTY(Attach ACORD 101,Additional Remarks Schedule,if more space is required) THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION COVERED PROPERTY LIMITS LTR DATE(MM/DD/YYYY) DATE(MWDD/YYYY) A X PROPERTY PK1039323 7/1/2023 7/1/2024 BUILDING $ CAUSES OF LOSS DEDUCTIBLES PERSONAL PROPERTY $ BASIC BUILDING X BUSINESS INCOME $Included _ BROAD $50,000 X EXTRA EXPENSE CONTENTS $Included X SPECIAL $50,000 X RENTAL VALUE $Included EARTHQUAKE BLANKET BUILDING $ WIND BLANKET PERS PROP $ FLOOD X BLANKET BLDG&PP $750,000 X RC $ X PooISIR $250,000 $ INLAND MARINE TYPE OF POLICY $ CAUSES OF LOSS $ NAMED PERILS POLICY NUMBER $ CRIME $ TYPE OF POLICY $ BOILER&MACHINERY/ $ EQUIPMENT BREAKDOWN SPECIAL CONDITIONS/OTHER COVERAGES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Homecoming Carnival Date:September 29,2023 Certificate holder is included as Loss Payee on the Property policy,required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Oak Park Heights,Eric Johnson 14168 Oak Park Blvd.N. AUTHORIZED REPRESENTATIVE Oak Park Heights MN 55082 ©1995-2015 ACORD CORPORATION. All rights reserved. ACORD 24(2016/03) The ACORD name and logo are registered marks of ACORD