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HomeMy WebLinkAbout11-197APRIL 26, 2011 11 -197 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / OSHKOSH AREA HUMANE SOCIETY / UTILIZE SOUTH PARK (PAVILIONS 1 & 2) FOR THEIR SHELTER TREK/ SEPTEMBER 10, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Oshkosh Area Humane Society (Cheryl Rosenthal) to utilize South Park (Pavilions 1 & 2) on Saturday, September 10, 2011, from 5:00 a.m. to 1:00 p.m., for their Shelter Trek, in accordance with the municipal code and the attached application, with the following exceptions /conditions: A. An exception to the provisions of section 19 -4(D) of the Oshkosh Municipal Code is granted to allow dogs in the park for the Shelter Trek event. The Event Organizer shall be responsible to assure that all dogs are property licensed and have proof of current vaccination for rabies. B. C. BE IT FURTHER RESOLVED that as a condition of approval, the Event Organizer shall pay the City's actual costs for extraordinary services. Cost Estimates for Extraordinary Services Street Department -- Barricades ($20 preliminary estimate) APPLICATION FOR SPECIAL EVENT PERMIT- TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of S ecial Event: Sh Start Date: a - i - I 1 End Date: 9 I 0 - ( I EVENT DATE SUN 4 MON 5 TUE C WED - 7 THUR FRI SAT O SETUP TIME m START TIME Si STOP TIME TEAR DOWN I CLEAN UP COMPLETED -� m Location of Event: Estimated Attendance (daily & total): 2�CX7 Number of Booths: 1 Organization(s) Sponsoring Event: (including addresses) SL O D E MAR - 4 ZGiI CITY CLE RK'S OFFICE Briefly describe your event. Be sure to include the purpose of the event and all APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Primary Contact: Daytime Telephone: ' at :3 - 3 1 Ir to Cell Phone: 5E5-f?Ervi Fax: 1 4 do-+- C")- I I Email: 6Z) 0 A7 Address: 1 q -A!!5 `�eAJ.A-4 CAI City: (C)s k-k- 0 S k State: U-� Zip Code: 154f)of Secondary Contact: Daytime Telephone: U— 30 3- 3 i (C Cell Phone: Fax: W - I I Email: tr A 0 99 t"5c� 0 U Address: City: — z State: U 117 _ Zip Code: Onsite Primary Contact: 0 J-vAAJ 12C Cell phone: Fax: Ema Address: 1!j �5 C&;T City: (QA ,� c State: (A-2= _ Zip Code: -SLV Onsite Secondary Contact: R AA�A K e - f-2-- Cell phone: Fax: � �, q - -,,- I ) Email: On S Address: City: QSdJ60 S)-N State: (/,2- — Zip Code: S+ NOTE: Either the primary or secondary onsite contact must be present onsite at all times during the event. APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is your event a: ❑ Festival / Music Concert ❑ Religious / Educational ❑ Rally / Memorial ❑ Street/ Block Party X Parade / Fun Run / Walk- a- Thon����� • March utilizing any Public Property • Public Assembly for Political Purpose ❑ Sport Tournament (Fishing, Soccer, etc.) ❑ Other Location of event: (Park or other public property • Public street, sidewalk, alley, or right of way • Private property Will you have ❑ Alcoholic beverages (Additional permit required from City Clerk) Food & non - alcoholic beverages 6 LoL� (Additional permit required from Health Dept.) X Non -food related sales and /or display booths (No additional permits required) Tent and /or Canopy (Additional permit requi ed from Inspections Dept.) (Digger's Hotline must be contacted minimum of 3 days before digging) ❑ Generator(s) and /or additional electrical facilities (Additional permit required from Inspections Dept.) ❑ Fires or Candles (Additional permit required from Fire Dept.) ❑ Fireworks. (Additional permit required from Fire Dept.) ❑ Activities in a park outside of normal operating hours (Waiver required from City Council) Barricades (Approval from City Clerk's office if in right of way) 9 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Amplified Sound Animals included or allowed in event (animals must be licensed and have proof of vaccination) ❑ Cooking Equipment (Fire Department approval required) We have made arrangements for '><'Restroom and hand washing facilities ❑ Solid waste and recycling services Event insurance ❑ Public safety & security / EMS services Electricity / Generators ❑ Fire extinguishers ❑ Advertising with banners or signs Drinking water f �A Fr" ❑ Grey water and grease removal ❑ Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank 0 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Special Event Public Safety and Security Plan Name of Event: Location of Event: Date of Event: Time the Event is to Open: 2 � Sponsor of the Event: Estimated Attendance (daily and total): L -� OU Emergency Contact Information: Name: OA /L� Daytime Phone tuber: Cell Number: Name: Daytime P ne Number: Cell Number: Name: r �` Daytime Phone Nu ber: 3r)3 -- 3 Cell Number: Primary Location of Event Staff at Event Site: L�l,�' �hJ ►'�.�x' -,-,rte Emergency Notification of the Public 10 The public will be notified of safety and /or security issues in the following manner: APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Ememency Medical Services Name of Provider: Contact Person / Telephone Number: Location of Provider at Event Site: Fire Protection i Name of Provider: Contact Person / Telephone Number: Location of Provider at Event Site: Number of Fire Extinguishers: Location of fire access roads: Securi Name of Provider: � P- Contact Person / Telephone Number: Location of Provider at Event Site: Location of Missing Persons Station: Event Parking Locations: 11 \ \ 2 Z Ufa 1 a t � . � Is A Ap � � m e y \71 IBM « «R LO ® ƒ / \ - § � o. afl ;!! =! • j, B � 7 � _ Ufa 1 a t � . � Is A Ap � � m e y \71 IBM « «R APPLICATION FOR SPECIAL EVENT PERMIT— TO BE RETURNED TO CITY CLERK Severe Weather Contingencv Shelter Locations: Have you confirmed that the,�ocations will be open and available? � r ho will deterrgine if your event is canceled or held? Phone number: Public Safety Site Plan Provide a schematic drawing of the event site location. The drawing must be legible and drawn to scale. The public safety plan must include the following items if they will be provided, or if they are required. r/1. Location of booths, stages, and event structures V2. Location of first aid stations 1,3 : Location of information / ticket booths &4. Boundaries of the event V5. Location of fences 6. Location of exits and gates (gates must be numbered) 7. Location of Fire extinguishers ) 8. Location of severe weather shelters J-� 19 r s2 ✓ 9. Location of Fire / EMS access road 10. Location of security staff 11. Location of emergency contact event personnel 12. Location of assembly area and approximate occu ant amounts 13. Location of event parking PGu,I lca' 14. Location of barricades 15. Location of generators N f & 16. Location of temporary roadways 12 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Provide any other information that you feel should be considered Yes V No I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages -- I , /, /s I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 1, ( f � — --2 1 am enclosing the event's Public Safety Site Plan (see page JU! I am enclosing other information that I believe is necessary or helpful to describe the planned event SIGNATURE I am allowed to sign this application on behalf of the event sponsor. The information contained in this application for a Special Event permit is true, correct, and complete to the best of my knowledge. If there are any changes to the Special Event, I agree that I will promptly notify the City of Oshkosh of these changes and request approval of them. 7 fir' "1. AW-,. Date (print na ) (print title with organization) 13 APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY CONTINGENCY PLAN Event sponsors should review and consider the following issues when they are planning or preparing for an event. Many of these issues are required by one or more regulations, or are components of larger regulations. Considering other issues which may not be required should contribute to the planning and operation of the event. Developing responses to these questions should result in more productive and fruitful discussions with the various departments with the City during their review of the Special Event Application. 1. Weather related issues: rain, snow, severe storms, tornadoes, etc. a. If the weather forecast includes bad weather, will the event be cancelled? If so, how will attendees be notified? (`� ("O;j ' 4? b. Develop a plan for the sudden onset of severe weather. Where will the people go and who is designated to assist in their safe arrival at the safe refuge place? !�� c. Is there an area of safe refuge in case of a tornado? 2. Medical Issues a. Where will ambulance access to the event be in case one is needed? b. Who will conduct crowd control in the event of a medical emergency? C. Will a first aid station, with trained first aid provider, be provided at the event? Where? �H 1 d. If applicable, is there adequate shade to prevent heat stroke? Will water be provided? Where? Ira r.-,� — _n 3. Crowd Control a. Who will monitor the barricades? b. Who will work the entry gates? Maintain egress and access? C. Who will patrol the area to prevent incidents from getting out of control? d. Develop a plan for those patrolling the crowd of what to do if they encounter unruly behavior. Have communications equipment. 14 APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY 4. Security a. Will there be Police Officers providing security? If so, contact the Police Department for applicable requirements or guidelines relating to the number necessary. b. If volunteers or private agencies provide security, ill they have appropriate phone numbers for EMS, Fire, and Police? 4 c. If applicable, what will security officials do if non - paying attendees breach the gate or perimeter? d. If a complaint is received, for example, for loud music, how and who will handle the complaint? e. Provide communications equipment. Portable radios, cell phones, and access to land lines. f. If applicable, secure monies in an area not accessible to the attendees. 5. Event Logistics a. Where will there be, or will there be, a staging area for support staff? b. What time will the crowd be disbursed and by whom? c. Who will conduct clean up? U_Y , ,t _ d. Remember to maintain fire lanes and access roads. e. Appoint one person to oversee and take responsibility for the event. Who? f. Will an adequate amount of restroom facilities be provided? here? g. Is there adequate safe parking provided? Where? C Space Intentionally Leif Blank 1 r; SPECIAL EVENT INDEMNIFICATION AND HOLD HARML AGREEMENT (Medium and High Risk Events) EVENT: ORGANIZER: L `',� L Qll,tn J�'9 L y�.i I;�.�t✓ The event organizer agrees that it, and not the City, will be solely responsible for all incidents related to the event. This responsibility of the organizer to the City includes but is not limited to the actions of the event organizer, its officers, employees, agents, and volunteers, along with event vendors, contractors, subcontractors, participants, and visitors. In consideration for the City's approval of the Special Event, S y�— C 1AI—e-1 3� —tJZ the organizer of this event agrees to indemnify and hold harmless the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers, from, for, and against and agrees to defend the same from and against, any and all suits, claims, grievances, damages, costs, expenses, judgments and/or liabilities, including costs of defense and reasonable attorneys fees, and further agrees to pay any settlement entered into or on behalf of, or judgment entered against, the foregoing individuals and/or entities. The event organizer shall abide by the City's insurance requirements for the event, including the addition of the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers as additional insured's for the event. The individual(s) signing this agreement has the authority to enter into this agreement on behalf of the organizer(s) of the Special Event. IAiA:3Z11 ) Z!7 \ZIVAC13 er �_ v _�� �� o�,,n `f �(p n t name of organizer) tore) (title) O len , rint name) (print title) �(da e)� (signature) (title) (print name) (print title) 17 March 3, 2011 0ShkOsh AREA Humane Society City of Oshkosh Parks Dept Ray Maurer 805 Witzel Ave Oshkosh WI 54902 Dear Mr. Maurer: The Oshkosh Area Humane Society would like to request the use of South Park (Pavilions #1 & #2) for their 18 annual dog walk, Shelter Trek, scheduled for Saturday, September 10, 2011 from 8 AM to 1 PM. We expect approximately 250 - 300 area residents to participate in this fun, family, fund - raising event. Shelter Trek is a major fund raising event for OAHS. In 2010, Shelter Trek raised over $21,000 to help support OAHS programs and services. OAHS is aware of the ordinance prohibiting dogs in our city parks; however, as was allowed in previous years at Menominee Park, we are requesting special permission for this event to allow dogs in South Park. Our tentative plan is to utilize the main shelter ( #1) for our registration /first aid station. OAHS is also requesting use of a few park benches and garbage barrels, all of which will be returned at the end of our use to the appropriate area. Attached is a copy of our dog requirements. As you will notice, our policies state pets must be current on vaccinations, licensed, leashed and under control at all times. Also, owners must clean up after their pets and we do provide bags. Volunteers walk the path ensuring these policies are followed. In the 17 years of conducting this event, we never once had someone disregard our policies. Please let me know if you need further information. I can be reached at 303 -3166. Thank you for your consideration. Sincerely, CHERYLROSENTHAL Communication and Education Coordinator r VIAR- 4 2011 ClT'� CLERK' IICE) PET POLICIES FOR WALK Pets must be current on vaccinations, licensed, leashed & under control at all times. Please, no females in season. Owners must clean up after their pets. (Bags will be provided) Water dishes for pets will be available during the walk route, community -bowl style.