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Home My WebLink About11-341JULY 26, 2011 11 -341 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT/ARTHRITIS FOUNDATION AND UW OSHKOSH STUDENT RECREATION / UTILIZE CITY STREETS FOR THEIR JINGLE BELL RUN -WALK FOR ARTHRITIS / DECEMBER 10, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted Arthritis Foundation and UW Oshkosh Student Recreation (Kelly Beisenstein - Weiss) to utilize city streets (Pearl Avenue, Osceola Street, Algoma Boulevard, Elmwood Avenue, West New York Avenue, Western Street, Congress Avenue, High Avenue, Rockwell Avenue and Pearl Avenue), on Saturday, December 10, 2011 from 9:00 a.m. to 10:15 a.m. for their Jingle Bell Run -Walk for Arthritis, 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 Street Department -- Barricades ($240 preliminary estimate) APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of Special Event: J j qt (t & Ruv,jWalk r 1� 1((11 Start Date: Dff %btr I� , 7�� I End Date: Briefly describe your event. Be sure to include the purpose of the event and all EVENT DATE SUN MON TUE WED THUR FRI SAT SETUP TIME 1306 START TIME 1 :04 STOP TIME 5a TEAR DOWN / CLEAN UP COMPLETED io "q5 i WA Location of Event: U W Ds kk'dsh �Sfudehf gecrea� � 4 I lr�ess O e bcc -(�35 r / Ave) AAA i7e%�borivl *eel Att dance aily & tota Nil Mhar nf Organization(p) Sponsoring E (includ vIf PeCl''t hbil D JUN 14 2011 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK C Primary Contact: Daytime Telephone: A Cell Phone: Email Address: City: Secondary Contact: Daytime Telephone: ��- ---- -- Cell Phone: Fax: I °l '�' (�5 Email: c^ P Address: " s. S tate: W1 re Zip Code: City: S Onsite Prima ry Contact: �`� Y I se Cat a bove -) Cell phone: Fax: Email: Address: State: Zip Code: City: Onsite Secondary Contact: Laura fee abovc) Cell phone: Fax: Email Address: City: _ State: Zip Code: NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. - ? -IH - 11 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is vour 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 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) ❑ 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) APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Amplified Sound Animals included or allowed in event f (animals must be licensed and have proof of vaccination) sv c GLi� iVV1CM L)A' Y ❑ 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 ❑ Grey water and grease removal Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Special Event Public Safety and Security Plan N_ Name of Event: �►'�e�� I` {��l� I ��`I Q - 05k lice. (nay asSISt VVITT no �ccjivh, 17 n>'cesS5krV, U h - _ Location of Event: bs� � ��t� &(f'GhJo j We(keSS & K-�er A 3 Wic h_j C ri Date of Event: &4wr Time the Event is to Open: `�QC� QtiNt Vl "V }C '� I �1 0&q - 6 60 p(W) Sponsor of the Event: & ��etti� Estimated Attendance (daily and total): Emergency Contact Information: " � Name: Ve I(u 1'1F(,Sf h�, "e( V1 Daytime Phone Number: 42 - Cell Number: 010) 2DVI- 2,1 Name: �.�U� I Afrf Daytime Phone Number: c Cell Number: Name: D Daytime Phone N umber: LI - IV Cell Number: - Primary Location of Event Staff at Event Site: U W h Cosh Stu daif YC�f � (,t�10VI kl IR(ss Cr of tr ( 7#3 ea Emergency Notification of the Public The public will be notified of safety and /or security issues in the following manner: L APPLICATION FOR SPECIAL EVENT PERMIT— TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: C of 05kko hrre arft� �tif Contact Person / Telephone Number: U J 2 ` J 2,4 Location of Provider at Event Site: n �� UW D5kkMS A p6V'e Wi t( 0'1So a5��5� OLM (Vkve M.'s ' fh' iir sa Ca Vs, Ilse Fire Protection S�d'��t• �crc�#iu�'► �,WeUhess L;ev�+er �Llso vitas �'D�s o►�� CP�� Name of Provider: Contact Person /Telephone Number: Ak T m44 Ll �aVQ_ M (e" �24p Location of Provider at Event Site: A Number of Fire Extinguishers: Location of fire access roads: CAI m Oa (OL]de are accessibl Securi ++ ,, i Name of Provider: V w Dskk of �D l I C' e Contact Person / Telephone Number: SN6 Joe um'(r2 zv) �Z 4 - 111 2- Location of Provider at Event Site: DVl Location of Missing Persons Station: �00 k(60 �(A Dskkos VVI 54go Event Parking Locations: 0 0 �5�kas� L�f� �3 '� 1� ar ktl ro.I'k f 1 1 —�— APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Continaengy Shelter Locations: � fec Irca tart i �a Have you confirmed that the locations will be open and available? i I-e S Who will determine if your event is canceled or held? Phone umber: v 21 i Public Safety Site Plan �'� CI{ D� �ShOSI� ��Itce 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. 1. Location of booths, stages, and event structures 2. Location of first aid stations 3. Location of information / ticket booths 4. Boundaries of the event 5. Location offences 6. Location of exits and gates (gates must be numbered) 7. Location of Fire extinguishers 8. Location of severe weather shelters g. 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 occupant amounts 13. Location of event parking 14. Location of barricades 15. Location of generators 16. Location of temporary roadways e vqt c APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Other Provide any other information that you feel should be considered Yes zR I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages 11, 12) 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) 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 cha ges and request approval of them. U N () S k ,DS Date (print na e) (print title with organizaf M�at SPECIAL EVENT INDEMNIFICATION AND HOLD HARMLESS AGREEMENT (Medium and High Risk Events) EVENT: \1h& OC� � f ►V 1 ( l ✓ � "� Vl l I� ORGANIZER: VJ 05r I D � S _ � Ct� t1f IBC ( J �� 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, 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 4� print name of organizer) wee I H -x(( (date) (date 7�& / i gnature) (title) (signature) (title) `IMP � Lu ( & n kS ? UA IJe(SS �� 0 n (print title I (print t name) (print title) (print name) (P ) 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. 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 �(V jIeSS SU� &Cd . q oj� Cer 0r��ris VVC would LsC- -i(s l UW Oshkosh Shamrock Shuffle 5k Run/Walk 30mt presented by UW Oshkosh Credit Union UW Oshkosh Student Recreation & Wellness Center 735 Pearl Ave., Oshkosh, WI Ave. Witzel Ave. O o' V) r+ Congress Ave. m LA rD L New York Ave. R N n O N_ Ln e--h n N O Vl e-t Ln cn .-I oil, 4001W uwo � - Campus .9� This is the route we have used for previous 5k run /walks. Included are the details from City of Oshkosh Special Operations Officer Matt Harris. These details, however, are from our Shamrock Shuffle 5k run /walk which has 1300+ participants. Since we expect a much smaller number for the Jingle Bell run /walk, Officer Matt Harris may have alternative suggestions. ROUTE START - 9:00 AM- UWO SRWO Direction of Travel Road On SIDE Road To Side of road EAST Pearl TO Osceola Entire road NORTH Osceola TO Algoma Entire road EAST Algoma TO Elmwood Entire road NORTH Elmwood TO W. New York Entire road EAST W. New York TO Western Entire road Pearl cross W. New York SOUTH NORTH Western TO Congress Entire road WEST Congress TO I High South SOUTH High TO I Rockwell West WEST Rockwell TO Pearl Entire road SOUTH Pearl UWO Rec Cntr South END 10:00 AM - UWO SRWC NO PARKING ON _ BETWEEN SIDE Osceola Pearl & Algoma BOTH Algoma Osceola & Elmwood BOTH Elmwood Algoma & W. New York BOTH W. New York Elmwood & Western BOTH Western W. New York & Congress BOTH Congress Western & Elmwood BOTH Congress Elmwood & High EAST High Congress & Rockwell SOUTH Rockwell High & Pearl BOTH Pearl Rockwell & Osceola SOUTH CONES ON BETWEEN SIDE Western & High SOUTH - Congress Congress & Rockwell WEST - High Rockwell High & Pearl NORTH Pearl Rockwell & SWRC WEST BARRICADES Pearl WEST Osceola 2 barricades Pearl EAST UWO Lot 13 driveway 2 barricades Elmwood NORTH -Algoma 2 barricades Algoma EAST Elmwood "No Ri ht Turn" sign Amherst EAST Elmwood 2 barricades W. Irving EAST Elmwood 2 barricades W. Lincoln EAST Elmwood 2 barricades John EAST Elmwood 2 barricades Scott EAST Elmwood 2 barricades Woodland EAST Elmwood 2 barricades Prospect EAST Elmwood 2 barricades Vine EAST Elmwood 2 barricades Vine WEST Elmwood 2 barricades Elmwood SOUTH W. New York 1 barricade W. New York WEST Elmwood "No Right Turn" sign W. New York WEST Elmwood "Road Closed Ahead" sign Spruce NORTH W. New York 2 barricades Walnut NORTH W. New York 2 barricades Cedar NORTH W. New York 2 barricades Garfield SOUTH W. New York 2 barricades Liberty NORTH W. New York 2 barricades W. New York EAST Ontario "Road Closed Ahead" sign W. New York WEST Cherry 2 barricades Western SOUTH Congress 2 barricades Liberty SOUTH Congress 1 barricade " Cedar SOUTH 1 barricade"* Walnut SOUTH - Congress Congress 1 barricade" Spruce SOUTH Congress 1 barricade ** Reed EAST Elmwood 1 barricade "* Congress EAST Algoma "Keep Left" sign Congress EAST Elmwood "Kee Left"sign Rockwell WEST High 2 barricades TOTAL 46 barricades ($230) 2 "Road Closed Ahead" signs 2 "Keep Left" signs 2 "No Right Turn" sign * - NOTE: Barricades at Western / Congress should block Western to traffic but allow enough room for a squad to get through at the SouthWest corner of the intersection. This will be supplemented with cones. ** - NOTE: Single barricades should be set up in the lane of traffic approaching the stop sign about 95 feet before the stop sign. * ** - NOTE: Barricades at Rockwell / High are not b locking off the road, but rather are to be set up in an "L" formation as participants turn the corner. COURSE VOLUNTEERS There will be course volunteers located throughout the event, mostly on locations that have turns. They will not be directing traffic, but may assist in directing participants on where to go and also on advising participants to stay on the sidewalk in the area of Congress from Algoma to High. There will also be 1 St Aid personnel on a bicycle that will circle the route. Volunteers will be on contact with them if needed. 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