Special Event Application, Community Car Parade

City Council Agenda Item Report

FROM:

Jamie Wolters

MEETING DATE:

March 9, 2026

SUBJECT:

Special Event-Community Pride Car Parade

DESCRIPTION: The proposed Annual Community Pride Car Parade is scheduled to take place on June 6, 2026. Please find the attached event application and a breakdown of the event for your review. A Sheriff’s Deputy will lead the parade. There are no service requests from the Fire Department or the Department of Public Works (DPW) associated with this event. The event application has been reviewed and approved by the Fire Department, Police Department, and DPW. BREAKDOWN OF EVENT: Date: June 6, 2026 Time: 10:30am - 11:30am Car Parade Route: 80 cars to travel from Saugatuck High School through downtown via Butler Street and existing town to Blue Star Highway. SAMPLE MOTION: Motion to approve/deny the Community Pride Car Parade to take place on June 6, 2026.

Council Action

__ Approved

-- Denied

a.JA.IJ )tEST.

JAN 2 9 70ZS

CITY OF SALIGATUC 1<

102 BUTLER ST SAUGATUCK, Ml 49453

____ Date 1868

102 Butler Street• P.0. Box 86 • Saugatuck, Ml 49453 Phone: 269-857-2603 • Website: www.saugatuckcity.com

SPECIAL EVENT & PARADE APPLICATION

Must be filled out in its entirety & returned to the City Clerk's Office 30 days prior to scheduled event

SPONSORING ORGANIZATION INFORMATION LEGAL BUSINESS NAME: MAILING ADDRESS: coNTACT NAME:

� OtYlMVI'-" � '.

Pricl.t )11.I

TELEPHONE: ?BP ·-3e& -:/730

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M dtae( hl17jb-+-

E-MA1L ADDRESS: t'Y\tf t-0rij"I-I- /1<a56,j

� /. eoM

TELEPHONE:

(,3v ·-se,� ·�73D

CELL PHONE:

C,3:J --300 -1730

TELEPHONE:

(o30 -3lo2J 41:/)

CONTACT PERSON ON DAY OF EVENli CONTACT NAME:

E-MAIL ADDREss:

A-1 idrittel l,,JQ_J/:d::::

mJ w,Jjtf t10s"@..:_J'Yla-, I. C-011\/\

CELL PHONE: /o3u � 3 �0 -�'"8:)

EVENT INFORMATION

NAME OF EVENT:..._J,,,,o::::..i..u�!......!.::,;�...-F-..1........!...!..I.C::::!,,..__---11-.::..:ll'. ::.....::..::'d....::.. k_==--

DATE(S) OF EVENT: 6:,

PURPOSE oF EVENT: --+-......:...;;_�.......__��_g --=- ...ri_-J._· -=-+--....:....;___,;::::;..::s;._��AIN DATE: • =--cc·h_i

�on-Profit

D Marathon/Race

D For-Profit

D Festival/Fair

D City Operated/Sponsored D Video/Film Production

EVENT LOCATION =-�c......::;.....'----:::,:::-'-'-�--=�� _·. --'-j� �'---·-fo·_ -'---'-& .....:.;;

I� ) 1--

N<J,J e-

D Co-Sponsored

D Other -----EVENT HOURS: )0 '..3Q ,- - ) I :,.l(?r-\

6() u(l...S

ESTIMATED NUMBER OF VOLUNTEERS:

'-3 ....D_�=--ESTIMATE DATE/ TIME FOR SET-UP:_--"-'tO :a........o ESTIMATE DATE/ TIME FOR CLEAN-UP: LI·· 3/) a_

□ A.M. �P.M.

EVENT DETAILS WILL MUSIC BE PROVIDED DURING THIS EVENT: TYPE OF MUSIC PROPOSED: □ Live

□ Yes

D Amplification

PROPOSED TIME MUSIC WILL BEGIN:--------

END:__________

FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department) □ Yes □ Provide Copy of Health Department Food Service License � No WILL ALCOHOL BE SERVED AT THIS EVENT: □ Yes □ Provide Copy of Liquor Liability Insurance (listing the City as additionally insured) □ Provide Copy of Michigan Liquor Control License If yes, describe measures to be taken to prohibit the sale of alcohol to minors: _ ____ ___ ____

WILL FIREWORKS BE APART OF EVENT: □ Yes �No □ Provide Copy of Liability Insurance (listing the City as additionally insured) □ Provide Copy of Fireworks Permit EVENT SIGNAGE: City Council approval is required for any temporary signing in the public right-of-way, across a street or on City property. Which of the following signs are requested for this event:

"YARD" SIGNS - Number requested: l,l2. (Maximum size is 2' x2'. Cannot be displayed no more than 15 days prior to first day of event and must be removed 24 hours after end of event.)

BANNER UNDER SAUGATUCK PALETTE SIGN - (Size cannot be greater than 14' x 4'}. Cannot be displayed more than 15 days prior to first day of event and must be removed 24 hours after end of event.) SIGNAGE AT EVENT SITE - Location(s): _______________________ Description of signs:______________________________ (Signs at event site cannot be displayed prior to day of the event and must removed at the end of the event.)

TENTS/CANOPIES/MISC: The City of Saugatuck does not have tents, stage, tables or chairs available for rental. There are a number of businesses listed in the yellow pages under "Rental Service Stores" that spe ""''�n<i the rental of event supplies. Will the following be constructed or located in the event area: ·i;·

□ BOOTHS-QUANTITY------□ AWNINGS-QUANTITY-----□ PORTABLE TOILETS-QUANTITY

□ TENTS-QUANTITY______,__,_ □ TABLES-QUANTITY-------

VENDOR PARKING: Have you made_a_r-ra_n_g-em-e-nt-f-or vendor parking? D Yes

D No

�--If yes, where do you propose your vendors park?________________

Will the Interurban be utilized? □ Yes

□ No

Time(s)_____________

DEPARTMENT OF PUBLIC WORKS

□ APPROVED

□ DENIED

Approved 2-6-26 Authorized Personnel Signature

Will this event require the use of any of the following municipal equipment:

D Yes

□ TRASH RECEPTACLES - QUANTITY----□ BARRICADES - QUANTITY_____ □ TRAFFIC CONES - QUANTITY □ PARKING SIGNS - QUANTITY---□ FENCING □ WATER □ RESTROOM CLEANING □ ELECTRIC □ OTHER---------------------------------

POLICE DEPARTMENT

□ APPROVED

□ DENIED

Authorized Personnel Signature

□ No

ADDITIONAL OFFICERS REQUIRED? 'tid. Yes If yes please describe & include times

Approved 2-13-26

ShllJk/i ·Je dm:t:.. lfi:B. iuJ-J. C4'/J. i,;.,, �-,

Other (describe):_______________________________

SAUGATUCK TOWNSHIP FIRE DISTRICT

□ APPROVED

□ DENIED

STREET CLOSURES: □ Yes

Approved 2-7-26 Authorized Personnel Signature

'JzlNo (use attached map to outline proposed closures)

Street closure date/time: -----Street re-open date/time: ______ SIDEWALK CLOSURES: □ Yes Describe Sidewalk Use:

_____□ A.M. □ P.M. -----□ A.M. □ P.M.

lZLNo (use attached map to outline proposed

Sidewalk closure date/time: Sidewalk re-open date/time: _______ PARKING LOT CLOSURES: □ Yes

_____□ A.M. □ P.M. -----□ A.M. □ P.M.

� No (use attached map to outline proposed closures)

Parking Lot Location:___________________________ Sidewalk closure date/time:-------Sidewalk re-open date/time:________

-----□ A.M. □ P.M.

-----□ A.M. □ P.M.

What parking arrangements are proposed to accommodate potential attendance:-------

APPLICATION CHECK LIST.

t¢. Completed Application

� Event Map (includes detailed event layout for vendors, booths, porta potties, etc.) D Road/Sidewalk/Parking Lot Closure Map � Certificate of Insurance (listing the City of Saugatuck as additionally insured) D Fireworks Permit (if applicable) D Michigan Liquor Control Commission Special Event License (if applicable) D Health Department Food Service License (if applicable) If document is missing, please explain:__________________________ The applicant and sponsoring organization understand and agrees to: Provide a certificate of insurance with all coverages deemed necessary for the event, name the City of Saugatuck as an additional insured on all applicable policies and submit the certificate to the City Clerk's Office no later than one (1) week following notice of the event approval. Comply with all City and County Ordinances and applicable State laws, City policies and acknowledges that the special events permit does not relieve the applicant or organization from meeting any application requirements of law or other public bodies or agencies. Applicant and sponsoring organization further understands the approval of this special event may include additional requirements and/or limitations based on the City's review of this application. The applicant and sponsoring organization understands that it may be necessary to meet with City staff during the review of this application and that City Council approval is necessary. Applicant understands that he/she is responsible for contacting the Michigan Liquor Control Commission and/or Allegan County Health Department to secure all permits required for this event. Applicant agrees to defend, indemnify and hold harmless the City of Saugatuck, Michigan from any claim, demand, suit, loss, cost of expense or any damage which may be asserted, claimed or recovered against or from this Special Event by reason of any damage to property, personal injury or bodily injury, including death, sustained by any person whomsoever and which damage, injury or death arises out of or is incident to or in any way connected with the performance of this contract, and regardless of which claim, demand, damage, loss cost of expense is caused in whole or in part by the negligence of the City of Saugatuck or by third parties, or by the agents, servants, employees or factors of any of them. As the duly authorized agent of the sponsoring organization, I hereby apply for approval of this Special Event and affirm the above understandings. The information provided on this application is true and complete to the best of my knowledge.

Applicant Signature

Date '

Saugatuck/Douglas Area Map

,o a,

HS

Dam

Nol'tb

::===========:: :::====:::-=::i1/Ti'.i!!lL,-�-Y:,E�O��===========E:=====i�IIC- .L..L....3..-1_;,.__..__� z 0 z

RULES DURING THE PRIDE PARADE:

1. TURN ON HAZZARD LIGHTS. 2. DO NOT STOP FOR LIGHTS OR STOP SIGNS, STAY TOGETHER AND KEEP MOVING. 3. DO NOT THROW ANYTHING FROM THE VEHICLE, BY CITY ORDER. 4. DO NOT GET OUT OF THE VEHICLE. -----,5. PARADE ROUTE ENDS AT BEERY FIELD. Saugatuck Douglas

269-857-1701 I saugatuck.com

ACORD

CERTIFICATE OF LIABILITY INSURANCE

DATE (MM/DD/YYYY)

04/21/2025

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 A MEND, EXTEND OR A LTER 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 A DDITIONAL 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). CONTACT Keaton Boerema NAME: N (269) 857-1751 xll Fit)g N� E : E-MAIL ADDRESS: keatonb@shinsurance.com

PRODUCER

Saugatuck Harbor Insurance Agency 102 S. Blue Star Hwy, Ste. 118

FAX (A/C, Nol:

(269) 857-1838

INSURER(S) AFFORDING COVERAGE

PO Box 730 Douglas

NAIC#

INSURER A: Michigan Millers Ins. Co.

Ml 49406

INSURED

14508

INSURER B:

INSURER C:

Community Pride Mi

INSURER D:

Po Box 437

INSURER E: INSURER F:

Ml 49406

Douglas

CERTIFICATE NUMBER:

COVERAGES

CL2542105943

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 LTR

TYPE OF INSURANCE

INSD WVD

X COMMERCIAL GENERAL LIABILITY

CLAIMS-MADE

POLICY NUMBER

f��Tciiiiv��l f��J%Yv�Vv1

� OCCUR

□ r;rgT □

MED EXP (Any one person)

C0550174

06/01/2026

06/01/2027

OTHER:

LOC

AUTOMOBILE LIABILITY ANY AUTO

- OWNED ONLY - AUTOS HIRED - AUTOS ONLY

SCHEDULED

UMBRELLA LIAB

EXCESS LIAB

I I

s 2,000,000 s 2,000,000

COMBINED SINGLE LIMIT IEa accldenll BODILY INJURY (Per person)

s s

EACH OCCURRENCE

□ Y/ N

AGGREGATE

CLAIMS-MADE

PRODUCTS • COMP/OP AGG

PROPERTY DAMAGE {Per accident)

OCCUR

OED RETENTION WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below

s Excluded s 1,000,000

BODILY INJURY (Per accidenl)

AUTOS - NON-OWNED - AUTOS ONLY

s 1,000,000 s 100,000

PERSONAL & ADV INJURY GENERAL AGGREGATE

GEN'L AGGREGATE LIMIT APPLIES PER:

� POLICY

LIMITS EACH OCCURRENCE Uf'Mf'C>tc JO""" I CCU PREMISES IEa occurrence\

PER STATUTE

I I

E.L. EACH ACCIDENT

NIA

OTHER

E.L. DISEASE • EA EMPLOYEE E.L. DISEASE· POLICY LIMIT

s s s s

DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

City of Saugatuck is endorsed as an additional !insured regarding Car Parade on June 6, 2026 sponsored by Community Pride Ml.

CERTIFICATE HOLDER

CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEF ORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

The City of Saugatuck 102 Butler St Saugatuck

AUTHORIZED REPRESENTATIVE

Ml 49453

7· l

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