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HomeMy WebLinkAbout11-257JUNE 14, 2011 11 -257 RESOLUTION (CARRIED 7 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / WINNEBAGO COUNTY ARES RACES / UTILIZE GRAND OPERA HOUSE SQUARE FOR ARRL AMATEUR RADIO FIELD DAY/ JUNE 25, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Winnebago County ARES RACES (Kyle Schaefer) to utilize Grand Opera House Square, on Saturday, June 25, 2011, from 8:00 a.m. to 5:00 p.m. for their ARRL Amateur Radio Field Day, in accordance with the municipal code and the attached application, with the following exceptions /conditions: 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 none F c M V E APPLICATION FOR SPECIAL EVENT PERMIT — TO BE R RNED TO CITY CLERK JUN 08 2011 GENERAL EVENT INFORMATION Official Name of Special Event: CITY CLERK'S OFFICE 77�� ARRL Arn.tiur al;n r ;a�d Dow a Start Date: 25 X16 � End Date: ;SJAic. A61I bur Ss' -- _, ; W ; et f'r T rig C k 1i ;a VYIIRF : gel f t -t �� �; r4 >; � file b%c To tl� lam ; 0 Qpd 40 3:7J r' oe1 Tale, iV& IV; 11 4Zry 4o✓� a of t.4o f Yi7 �' Vethid !' oa P -f114y f- JA *J zoc, a Gov�� aFai cri,�L Ra��o tfilJ Ne�liu�s. �� u1:11 AISo .1�Nn�S�iur� Dur �6;I;Ly �o fe P eluaarda .41 r'e. EVENT SUN MON TUE WED THUR FRI SAT DATE SETUP TIME �-- --� - - - ;ZQ START TIME STOP TIME ---- ---- -- --- S Jo TEAR DOWN / CLEAN UP -- --- r �PM COMPLETED Location of Event: Estimated Attendance (daily & total): Number of Booths: a-3 Organization(s) Sponsoring Event_ (including addresses) �. yf f � 12 1nl J ✓r,14/f //L 1i /ra 6 r' u Briefly describe your event. Be sure to include the purpose of the event and all manned activities. APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Primary Contact: kl y le , �oAQ — Daytime Telephone: 7 lqao - Vyq Cell Phone: fp_l0 2 jq - � #q Fax: � Email l q koo 6-11a; I. 60M Address: IZ&V Lmo7Ak Ing I City: Osd o S State: Wl Secondary Contact: 7 k)i11 Daytime Telephone: Cell Phone: - 3 Fax: Email: GD Of Zip Code: Address: /W _S. VQv JM6 AU I&IA); 1 14- City: 4o e,to,c/ State: wj' _ Zip Code: Onsite Primary Contact: i f 21h 4r Cell phone: - Fax: ff Email: KGqS-DKW, r�ai A DM Address: O 1 •' City: ,�,,s ti Onsite Second Cell phone: _ Fax: A Email: Address: City: i� State: W I= - Zip Code: S ` /90`I vd� -aU , uti l e State: W Zip Code: NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. 7 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 ❑ Parade / Fun Run / Walk- a -Thon • March utilizing any Public Property • Public Assembly for Political Purpose • Sport Tournament (Fishing, Soccer, etc.) Other Qem etc D ,gcruT'oNs EeerLl5 1pubbe (,avtcZ_ 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 (Additional permit required from Health Dept.) >(Non -food related sales and /or display booths (No additional permits required) ;Tent and /or Canopy (Additional permit required from Inspections Dept.) (Digger's Hotline must be contacted minimum of 3 days before digging) X' 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) L•' 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 1< Drinking water ❑ Grey water and grease removal Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Leff Blank 0 APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Special Event Public Safety / and Security Plan Name of Event: AU AMat&ar Ka ; 0 Location of Event: Date of Event: ;?,S JwJ 908 Time the Event is to Open: 9 aM Tor 1A) &AariO4) ¢s� Sponsor of the Event: W C oaxity AK s Z Q 64- Estimated Attendance (daily and total): Emergency Contact Information: Name: K vlle� 561hd Daytime Phbne Number: Cell Number: Name: hhl i Daytime Phone Number: - O Cell Number: - d Name: Cviv ;cA Walker Daytime Phone Number: O 2 Cell Number: Primary Location of Event Staff at Event Site: �/�� �ldlr,S� squa res oferRf o,s CaAQ Emergency Notification of the Public The public will be notified of safety and /or security issues in the following manner: 10 APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: r- 41)a t 4 rd Contact Person / Telephone Number: -5 ►� ,7�9 Location of Provider at Event Site: XJ1A oL Fire Protection Name of Provider: /V 7 Contact Person / Telephone Number: �� e- er Location of Provider at Event Site O Y7 ' Number of Fire Extinguishers: 3 a/i fledf 16 — Location of fire access roads: A4a;A Securi Name of Provider: �) ar Contact Person / Telephone Number: k 1 v / S� c c Location of Provider at Event Site: A)11# Location of Missing Persons Station: Event Parking Locations: 11 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Contingency Shelter Locations: L 1 T Have you confirmed that the locations will be open and available? c 9: — Ye A ;4 le, SA�Itcr oforc., 000- t. Who will determine if your event is canceled o held? Phone number: /q;�D) l - 1/.2 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. A<' Location of booths, stages, and event structures x Location of first aid stations ,3! Location of information / ticket booths �! Boundaries of the event Location of fences Location of exits and gates (gates must be numbered) Location of Fire extinguishers 4 8' Location of severe weather shelters Location of Fire / EMS access road Location of security staff Location of emergency contact event personnel Location of assembly area and approximate occupant amounts Location of event parking Location of barricades Location of generators Location of temporary roadways 12 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Yes No IX I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages 11, 12) V I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 13, 14, and 15) I am enclosing the event's Public Safety Site Plan (see page 9) V 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, chan es and reques ap oval of them. 9� C. 5cha�r WXW OCoce/J �Aferre CY Date (pri t name) (print title with organizat on) 6„ 13 Provide any other information that you feel should be considered 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? 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? d. If applicable, is there adequate shade to prevent heat stroke? Will water be provided? Where? 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, will they have appropriate phone numbers for EMS, Fire, and Police? 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? 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? Where? g. Is there adequate safe parking provided? Where? Space Intentionally Leff Blank 15 SPECIAL EVENT INDENINIFICATION AND HOLD HARMLE AGREEMENT (Medium and High Risk Events) EVENT: I1 z / �' o! & V ORGANIZER: ►V �I✓��iP4gQ �0!/UL�V ���� IC / /Z �Un 4Pi�Pr�' 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, k& Au 44 ri d 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. EVENT ORGANIZER (plifit name of/organizer) date) 411- A)N&,6� GDa CY (date) (si ture) (ti (signature) (title) ley/- j E. L j e,4r KC 95DK (print name) (print title) Wr1�ix o C' y �r+�n� Gird ra�wZ'or' (print name) (print title) 17 w CO O E s` t2 r cz 0 -r—+ O 0 0 C Is h 11 y What is Field Day? Field Day is a picnic, a campout, practice for emergencies, an informal contest and, most of all, FUN! ARRL Field Day is the single most popular on- the -air event held annually in the US and Canada. On the fourth weekend of June of each year, more than 35,000 radio amateurs gather with their clubs, groups or simply with friends to operate from remote locations. It is a time where many aspects of Amateur Radio come together to highlight our many roles. While some will treat it as a contest, other groups use the opportunity to practice their emergency response capabilities. It is an excellent opportunity to demonstrate Amateur Radio to the organizations that Amateur Radio might serve in an emergency, as well as the general public. For many clubs, ARRL Field Day is one of the highlights of their annual calendar. The contest part is simply to contact as many as possible and to learn to operate our radio gear in abnormal situations and less than optimal conditions. We use these same skills when we help with events such as marathons and bike -a -thons; fund - raisers such as walk -a- thons; celebrations such as' parades; and exhibits at fairs, malls and museums — these are all large, preplanned, non - emergency activities. But despite the development of very complex, modern communications systems — or maybe because they ARE so complex — ham radio has been called into action again and again to provide communications in crises when it really matters. Amateur Radio people (also called "hams ") are well known for our communications support in real disaster and post- disaster situations. What is the ARRL? The American Radio Relay League is the 150,000+ member, national association for Amateur Radio in the USA. ARRL is the primary source of informationabout- what is going on in ham radio. It provides books, news, support and information for individuals and clubs, special events, continuing education classes and other benefits for its members. What is Amateur Radio Often called "ham radio," the Amateur Radio Service has been around for a century. In that time, it's grown into a worldwide community of licensed operators using the airwaves with every conceivable means of communications technology. Its people range in age from youngsters to grandparents. Even rocket scientists and a rock star or two are in the ham ranks: Most, however, are just normal folks like you and me who enjoy learning and being able to transmit- voice, data and pictures through the air to unusual places, both near and far, without depending on commercial systems. The Amateur Radio frequencies are the last remaining place' in the usable radio spectrum where you as an individual can develop and experiment with wireless communications. Hams not only can make and modify their equipment, but can create whole new ways to do things.